Ontario Municipal Employees Retirement System
(OMERS) provides a defined benefit plan funded by equal contributions from
employers and employees as well as by the investment earnings of the Fund.
General information about OMERS pension plan can be found at this site: www.omers.com.
To view the Ontario Municipal Employees Retirement Act (SO 2006, CHAPTER 2) go
to:
www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_06o02_e.htm
Library employees become members of the union upon
hire, and union dues are automatically deducted from their pay. Employees
receive a copy of the collective agreement and it is their responsibility to
familiarize themselves with the agreement. An electronic copy of the Agreement
is available on OZONE: OPL
Collective Agreement
Other employees, including managers and administrative
assistants, may be part of the Supervisory and Administrative Support (SAS)
employee group or the Management and Professional Exempt (MPE) employee group.
The library has 2 different pay periods. Permanent
employees’ regularly scheduled hours are paid up to date on a bi-weekly pay
schedule of Friday to Thursday. Casuals are paid 15 days in arrears, working on
a bi-weekly pay schedule of Thursday to Wednesday.
Permanent employees’ additional hours (hours outside
their regularly scheduled hours) are recorded on the Library Leave
Request/Time Reporting forms and submitted to payroll by the manager or
designate. Copies of the forms are available from the manager. Casual employees’ hours are recorded from
Thursday to Wednesday on the Library Leave Request/Time Reporting forms
and submitted to payroll by the manager or designate. Deadlines for submission of time sheets are posted on Ozone
under Employee Information - Payroll Division Program/Services.
Employees may view their pay statements on Ozone. It
outlines vacation entitlements, regular pay, overtime, Income Protection Plan
(IPP) and deductions. IPP includes non-occupational illness or injury and time
off for essential dental or medical appointments during working hours.
Please
note that all employees should direct inquiries concerning payroll issues to
their managers/coordinators or supervisors who will contact payroll staff.
All employees have a specific work schedule rule. A
Work Schedule Rule reflects the permanent employees regular schedule. This
schedule comprises the designated shifts that a permanent employee is expected
to work.
The Library Leave Request/Time Reporting forms
are to be filled out by employees then approved/signed and forwarded to payroll
by direct supervisors. Permanent
employees need to record and submit for approval exceptions to their core hours
schedule such as vacation leave and sick leave this form while casual employees
need to record their time worked on this form in order to get paid.
Leave due to non-occupational illness/injury must be
reported to the manager or designate no later than 9:15 a.m. for morning shifts
(shifts beginning between 9:00 a.m. and 12:00 p.m.) and at least two (2) hours
prior to the beginning of the scheduled afternoon or evening shifts. Absences
for shifts beginning prior to 9:00 a.m. must be reported 15 minutes before the
start of the shift. Permanent employees must submit a Library Leave
Request/Time Reporting form upon return to work.
All substitutions, employee shift exchanges,
temporary shift assignments must be submitted to the manager or designate using
Change to Planned Working Time Form (available from the manager) and
once approved, will be forwarded to payroll. For full-time employees working 35
hours week, a change of shift on the same day to evening or vice versa need not
be reported as long as the total number of hours worked remain the same. For
full-time employees working less than 35 hours a week and part-time employees
all changes must be reported and approved.
My Branch is OPL’s section on OZONE, the City’s
Intranet, and is a useful tool to access information regarding Library and city
services offered to employees. Other useful areas on Ozone include My City,
Resources, EmployeeInfo, ManagerInfo, News, Directories, Maps and Schedules. My Branch
Managers are responsible for requesting an e-mail
account for employees. E-mail accounts can be accessed in-house through Outlook
and remotely using the web at w5.ottawa.ca. Email must be checked on a regular basis
during work hours.
All library employees may compete for available
library positions posted on OZONE. Job descriptions are always attached to the
competition file. Eligible employees may also apply for City of Ottawa
positions but will be considered as external applicants.
Additional information regarding Employee Services,
Benefits and Payroll may be found in the employee’s copy of the Collective
Agreement and on OZONE under Employee Info. OZONE
Ottawa Public Library encourages the active participation
of all employees in the prevention of accidents and the promotion of health and
safety. The Joint Occupational Health and Safety committee is composed of
worker and management staff and each workplace has a Health and safety
representative.
The Ontario Health and Safety legislation is based on the
internal responsibility system, which means that the employer and employees are
jointly responsible for occupational health and safety. SAFETY IS EVERYBODY’S
JOB.
Employee responsibilities include:
- Following
proper procedures
- Using
equipment properly
- Reporting
any known dangers or hazards
- Reporting
known violations
- Not
to use or operate equipment in an unsafe manner
- Not
to engage in any horseplay
The supervisor is the first line of response to
occupational health and safety concerns. If you have any issues, talk to your
supervisor first.
Health and Safety Basics is a power point
presentation on Ozone and serves as an introduction and awareness to health and
safety at the City and the Library.
In addition, all employees need to take several training
courses:
- WHMIS (workplace hazardous materials
information system)
- Ergonomics
training
- Public
service employees should take Prepare training.
- First
Aid training is available – talk to your supervisor
All branches, departments have:
- First
aid kits
- Health
and Safety Board which lists members of the committee, Workplace Health
and Safety representatives, policies, procedures etc. Monthly inspection
forms, List of first aid providers
- Emergency
Information and Safety Procedures
- Many
locations have AED (Automated External
Defibrillator) equipment and staff are trained to use it.
All City/Library buildings are designated
non-smoking.
All new employees receive an orientation tour of the
building where they work. The tour includes the following, where applicable:
PUBLIC AREAS
·
All departments, including Adult/Information
Services, Children’s Services, Circulation Services (Check In/Check Out)
·
Holds shelves with an explanation of the process
·
Horizon (Library Online Catalogue) and
Public Internet Access computers with overview of different types available and
the Online Booking System (OBS)
·
Meeting Rooms with an explanation of how they are
booked, including costs and location of booking binder
·
Photocopier with an explanation of how it works
·
Printers for public to print from public access
computers with an explanation of how they work, costs involved and payment
options.
·
Public bulletin boards with an explanation of
process of posting
·
Public Telephones
·
Signage indicating the Dos and Don’ts for
Library Use
·
Washrooms
·
Water fountains
STAFF AREAS
·
Introduction to staff members
·
Location of coat hangers, lockers and/or other
places to keep personal belongings
·
Mail boxes or Information slots where staff receive
pay statement, notes, memos
·
Non-public/Staff Work areas, highlighting storage
areas, supply cabinets, filing system for outgoing mail, grey boxes for
Material Delivery
·
Shared computers for staff use
·
Staff Lounge/Room, with overview of “kitchen duties”
(coffee fund, washing dishes, etc.)
·
Staff postings/bulletin boards for pertinent
information, such as list of branch’s permanent staff, schedules, memos, union
information, the Joint Health and Safety (JOHS) information
·
Washrooms
Branches that have security guards or security
services will introduce new employees to the security staff and make them aware
of the services.
For branches without security guards, use the
following numbers:
·
For a Life Threatening Emergency or a Crime in
Progress phone 9-1-1
o
Give your name, branch name, address and branch’s
phone number and the reason for the call.
o
Ask for the police’s name and badge number and the
file number assigned to the case and the police’s name and badge number.
·
For a serious Crime or a Break and Enter, a
Suspicious Incident or disturbance, Police: (other emergencies) 613-230-6211
·
For theft, property damage, missing person, or
stolen vehicle contact, Police: (thefts & damages) 613-236-1222, extension
7300
·
For advice, Corporate Security dial 613-580-2400, x
2458
For building related incidents that affect service
or the integrity of the building (floods, no heat, slippery sidewalks, etc.),
phone 3-1-1. For incidents of a less serious nature, indicate that you want
next day service.
If a false alarm occurs or there’s trouble with
alarm panels/systems, call 613-580-2580.
Ottawa Public Library has an Incident Report Policy
(Administrative Policy: ADM-01-003-pol) and a specific form that must be filled
out (ADM-01-003-for1) to report all accidents or incidents affecting the
Library/branch, such as physical injuries to the public, loss of or damage to
library property, disturbances caused by customers or violations of the Dos
and Don’ts of Library Use (Administration Policy: ADM-01-002-pol) that
result in the user being asked to leave the library. All Incident Reports must
be filed within 24 hours. Forms must be filled out by the employee involved
with the situation and with as much detail as possible. If the police are
involved, make sure to get the case number and the officer’s name. Include this
information on the report. Policies and
Procedures are available on OZONE under My Branch - Administrative
Policies/Procedures. OPL Policies and Procedures
For an employee injured on the job, there is a
specific Employee Incident/Accident Report form available on OZONE: OPL
Employee Incident/Accident Report
This Form must be completed and sent within 24 hours
to Workers Compensation Officer, 1595 Telesat Court, Third floor,
Mail code 15-33, fax 613-580-2645; fax copies of form to the City Librarian,
Division Manager and Manager. A copy should be sent to the Joint Occupational
Health and Safety Committee Chair(s) with sections D, E, H, names, and the
signatures of the injured employee as well as the supervisor and the person
completing the form blacked out.
Real Property and Asset Management (RPAM) is
responsible for most Library facilities.
Managers/Supervisors will review the options for
requesting service with new employees including:
·
Names and numbers of RPAM personnel or designated
Services Provider
·
Making a request for service
o
Contacting Supervisor or Branch Manager
o
Contacting RPAM
·
Email using Outlook: addressed to “Facility Service
Requests”
·
Use On-Line Facility Service Request Form on Ozone
·
Telephone
the Facility Service Request Desk 613-580-2424, ext. 29999
o
Telephone the main City Call Centre (311).
·
Contacting RPAM or designated Services Provider,
evenings and weekends
In cases where branches are part of larger complexes
(shopping centres, schools, sport centres, etc), the facilities personnel for
those buildings may be notified.
During office hours Monday to Friday, the Facility Service
Request Desk should be contacted and they will forward the notification to the
appropriate Supervisor. If the Supervisor is not available, and the request is
considered urgent, they will make every effort to make contact with another
Supervisor or Portfolio Manager to pass along the service notification. It is
preferable that the Service Desk be contacted for regular service requests, rather
than the Supervisor directly, as this will allow for logging the call and
tracking down a Facilities staff person if the request is urgent.
Public Services include information and reference
services, reader services, support for early literacy, and program, events, and
training targeted at different groups of library users. These services can be accessed in person, by
phone, email, chat and through AskON. From babytime programs to gaming competitions
and computer workshops for seniors, services provided by the library are for
people of all ages and are designed to support OPL’s mission of “supporting
literacy and lifelong learning, fostering inspiration and enjoyment and
connecting people to each other and the world”.
In its strategic directions and plans over the
years, the Library Board also gives special priority to certain groups such as
the business community, youth, newcomers to Canada, etc.
Within its organizational structure, OPL identifies
four distinct public service functions:
·
Adult Services and Readers’ Advisory, focusing on
the needs of high school students, adults and seniors;
·
Children & Teen Services, focusing on the needs
of library customers from birth to age 17;
·
Borrower Services, focusing on customer registration,
borrowing materials and shelf maintenance;
·
Reference and Information Services focusing on
connecting customers of all ages with information on any topic.
OPL has established criteria for selecting new
material. As part of allocating the collections budget, the criteria are
reviewed annually to ensure that they remain relevant to our customers.
As a bilingual institution, OPL procures materials
for its collection in English and French. The percentage of items purchased in
either official language is determined by census data.
The Adult non-fiction collection covers materials
focused on an eighth grade level and up. Fiction focuses on grade 10 and up.
The Children’s non-fiction collection covers
materials from birth to grade eight. Fiction covers birth to grade 6.
There are teen materials including fiction, graphic
novels and books on CD focusing on grades seven through high school and may be
separated or interfiled depending on the location.
There are a wide variety of electronic databases
available from OPL’s website. Anyone with a library card can access them either
from home or in the Library.
In addition to fiction and non-fiction, OPL has the
following types of materials:
·
Audiovisual: games, CDs, DVDs, VHS
·
Beginning Readers
·
Board Books
·
Books-on-tape/Books-on-CD, Downloadable books, Books
on CD for MP3 players
·
English as a Second Language (ESL)
·
French as a Second Language (FSL)
·
Graphic Novels
·
Large print
·
Literacy
·
Magazines and Newspapers
·
World Languages including Chinese, Arabic, Hindi,
Urdu, Somali, Persian, Spanish, and Russian
·
Parenting Collection
·
Picture Books
Our library on wheels, the bookmobile, travels all
over Ottawa providing service to people without a library in their
neighbourhood. A list of bookmobile stops is on the OPL Web site. For more
information, please call the bookmobile at: 613-580-2424, x32629 or e-mail bookmobile@BiblioOttawaLibrary.ca
The library accepts donations of materials from the
public. Materials will be dealt with at the discretion of the library.
Donations that are not kept are sent to FOPLA. Tax receipts are not issued.
This is a fee-based service offered through the
Information Services Department at the Main Library that faxes information to
another location for the convenience of customers is offered. These faxes are
usually only a couple of pages in length. Customers may call 613-580-2424
ext.32156 for details.
The Library’s Homebound Services will deliver items
to Ottawa residents free of charge if the client is confined to home because of
age, illness or disability. Homebound Services also offers a traveling
collection for senior citizen residences and apartment buildings. The home
delivery service is available from several locations. Please call 613-580-2944
for information.
Call InfoService, OPL’s bilingual telephone service,
to get brief, factual information such as addresses, telephone numbers, quick
facts or figures from home. Customers can currently call 613-580-2940 or e-mail mailto:ref@BiblioOttawaLibrary.ca
This service is offered in all locations. Clients
may request materials that the library does not own and is older than 2 years.
Monographs, photocopies of articles and microforms may be requested.
Audiovisual materials may not be requested. Clients may consult with staff at
any location or call the Interlibrary Loans office at 613-580-2424, ext. 32162.
The office is currently open Monday-Friday, 8:30-4:30. For ILL e-form: ILL
Book Request or ILL
Periodical/Microfilm Request
The Ottawa Room is located within the Information
Services Department on the third floor of the Main Library and contains an
excellent collection of material of local interest pertaining to the history,
biography, geography, genealogy and heritage of the City of Ottawa and that of
the Ottawa Valley.
Photocopiers are provided at all locations. Some
locations use a vend card system. Customers may purchase a vendcard (card with
money added to it) or use their library card and add money to it. Other
locations have coin-operated photocopiers.
The library provides PC workstations. Most are
equipped with MS OfficeSuite, WordPerfect and Internet access. The Online
Booking System (OBS) allows clients to book in advance a filtered, non-filtered
or Zoomtext workstation. Printing is available at all locations. Children 16
years and under have filtered access unless permission is given by the parent or
guardian.
Assistive Services provides access to library
materials for persons with print disabilities. The service offers a talking
book collection (books in various audio formats), DAISY players, and access to
CNIBs Visunet Canada Partners Program (VCPP). The service is restricted to
persons with a print disability (permanent or temporary) as defined by the
Copyright Act, because of: blindness, visual impairment, physical disability or
learning disability. Forms for the service are available at the Information
Desk at all branches or on the OPL website under Specialized Services. For more
information check the OPL website for Assistive
Services or call 613-580-2424 x 32168. This office is currently open
Monday-Friday from 8:30-4:30.
The OPL has partnered with local settlement agencies
and Citizenship and Immigration Canada to provide settlement information to
newcomers to Canada. Newcomer Information Officers (NIOs) work out of some
branches providing information and referral services to new immigrants. With
the help of OPL staff, NIOs organize programs specifically targeted at new
immigrants. The programs cover a wide range of topics from citizenship, health,
business, and job skills information to Homework Help for newcomer children and
ESL/FSL conversation circles. More information is available on the OPL website
under New to Canada Newcomer
Information
The Sm@rtLibrary allows
customers to access the library catalogues of Algonquin College Learning
Resource Centre, Canada Institute for Scientific and Technical Information,
Canadian Museum of Civilization and Canadian War Museum, Carleton University
Library, Dominican University Library, Library and Archives Canada, National
Gallery of Canada, Ottawa Public Library and University of Ottawa Library
Network.
A lending-service, between the Ottawa Public Library
(OPL), Carleton University Library, and the University of Ottawa Library
Network allows library users, 16 years and older, to register for a
Sm@rtLibrary card at their local library and gain access to other library
collections. Some restrictions will apply. Sm@rt
Library
Customers can suggest that an item be purchased for
the collection. See: OPL Suggestion to Purchase Form
OPL offers a wide variety of programs for children,
teens and adults. Information about the different programs available can be
found via the Library website, www.biblioottawalibrary.ca. Preview/ En primeur, Public
Service Announcements and local branch postings. There is no charge for library
programs unless otherwise stated. Author visits, book talks and computer
classes are just a few examples of what is offered.
School classes and groups are encouraged to arrange
visits. Book talks, and library orientation tours are provided. Clients should
contact their local branch to book visits.
Programming, readers’ advisory and reference help is
available system-wide to all staff. Main Library and District Libraries’ staff
can be called upon to help out with difficult questions.
Borrower Services facilitates the loan of materials
from the library collection. This includes checking out and in all types of
library materials, borrower registration, Internet only use registration,
request processing, customer accounts, cash management, shelving of materials,
and shelf maintenance.
All residents and taxpayers of Ottawa and
non-residents who pay taxes are eligible for a free membership. Non-residents
may obtain a membership but are required to pay a yearly membership fee. City
of Ottawa employees who live outside the City may register for free upon
presentation of proof of employment with the City. Parents of children under 16
years of age must assume responsibility for their child’s registration in
person or by signing a registration kit.
Other possible memberships include visitor, institutional, homebound.
Library employees assume the same obligations and
privileges when registering but are not required to pay overdue charges. They
must assume responsibility for items that are damaged or lost when in their
possession. Employees cannot access
their own library accounts. Employee
Disregard of Borrowing Regulations Policy
Internet access is available to both members and
non-members of the library. Non-members are strongly encouraged to register for
a library card to take advantage of Internet access. If that is not possible,
they may obtain an Internet only membership. Open or unfiltered access is
determined by the age of the borrower or parental consent as per note above.
Borrower Services processes all incoming and
outgoing borrower requests for materials.
Overdue accounts are managed by the Patron Accounts
section of Borrower Services located at the Main Library. Borrowers are
notified by e-mail or by TeleCirc (OPL’s automated notification system of
overdue items.) A bill is mailed after the items become 45 days overdue if the
amount owing is at least $50.00. For further information regarding fines/fees
please consult the Quick Reference Sheet available at all branches.
At the Main Library, Nepean Centrepointe, Greenboro,
Carlingwood, Beaverbrook and Ruth E. Dickinson branches, borrowers are
encouraged to check out their own materials using the self-check units. Other circulation service points are
dedicated to handle registration, overdue accounts and more complicated
transactions requiring staff intervention. Borrowers must have their library
cards to take advantage of the self-check out units.
All payments for fees and fines are accepted by
Borrower Services. They include overdue fines and payments for lost and damaged
material. The larger locations accept payment by debit or credit card as well
as cash.
Borrower Services is responsible for the timely
shelving of material returned to the library. Pages sort and shelve the items.
The turnaround time depends on the location, staffing and time of return.
Material is filed according to the Dewey Decimal system for non-fiction items
and alphabetically for fiction including the Heritage Language collection.
It is very important that borrowers and staff are
able to easily retrieve material from the shelves in a timely manner. Pages shelf
read, making sure that library materials are filed correctly. Other shelf
maintenance duties include, shelf straightening and helping to set up new
sections and move others.
For further information please consult the
Circulation Procedures Manual and the Circulation Manual Guidelines.
Collection Access is a centralized service that is
responsible for cataloguing and processing all material that is selected and
acquired by Collection Development for the library’s collections.
Collection Access works closely with Collection
Development (CD) and Library Web Services and Systems (LWSS) to build and
maintain the catalogue. The catalogue provides access to and description of all
items found in the library’s collections.
Below is an overview of the behind-the-scenes work
that Collection Access does so that material can be described, accessed, and
controlled in the catalogue.
·
Creating Bibliographic Records
o
A bibliographic record contains information
describing a particular title in the library’s collection in a machine-readable
cataloguing (MARC) record. If no bibliographic record can be found through
other library systems, an original record is created online in the cataloguing
module of Horizon. ON ORDER bibliographic records are records downloaded before
titles are ordered by Acquisitions. The cataloguer enters “ON ORDER” followed
by the year, in the call number field of the bibliographic record. The ON ORDER
bibliographic records are edited when the title is received and sent from
Acquisitions to Cataloguing.
·
Creating Item records
o
Item or copy records must be created in a timely
manner to allow customers to place holds on titles that are ON ORDER. A hold
cannot be placed until the item record is added. One or more item records are
created and linked to a single bibliographic record for a title, depending on
the number of copies. The item record is used to control and track each copy of
a title acquired by the library. If the library holds 33 copies of a work, then
33 item records are created.
·
Barcoding
o
Material is barcoded for inventory control. An
exception is made for some reference material (e.g., newsletters or loose-leaf
updates).
·
Cataloguing and Authority Work
o
Cataloguers carry out detailed work to make sure
that bibliographic records accurately describe and provide access to material.
·
Processing
o
Material is processed to make it shelf-ready.
Processors are responsible for attaching spine and special labels; adding genre
and other stickers; laminating dust jackets; identifying material as OPL
property; processing AV materials by cutting packaging to fit containers;
attaching stickers and labels; and adding security strips/labels to prevent
theft. After processing is done, requested material is “checked in”, in
Collection Access, by Circulation staff, and sent directly to the customers’
requesting branch.
·
Serials Control
o
Serials or periodicals are magazines, scholarly
journals and certain designated newspapers that are managed through the Horizon
serials control module. There must be a serials copy record created for each
copy of the serial title received. A prediction pattern is created to tell the
system when to expect the next issue or volume of a serial and permit claiming of
serials that are not received. Serials are checked in and processed centrally
in Cataloguing.
·
Database Clean up
o
Collection Access staff work on several cleanup
projects, including deleting bibliographic records with no items, conflicting
headings and other authority problems, records from different libraries that
merged incorrectly, and duplicate records that did not merge. Recently,
Collection Access took on the reclassification of all music CDs to follow a
genre model requested by the public.
Information regarding the types of problems and
queries that may be sent to CAS is contained in the public service binder in
each branch/department. Please do not phone, e-mail or send queries directly to
CAS staff members. To report a problem or ask a question about the library
collections, e-mail Collection Access at Library Collections Issues.
This email address is accessible from the address list in Outlook.
When sending material, address it to Collection
Access Services, Attention Cataloguing using mail code 24-659 (for Main Library
– Collection Access Services). Include your full name, branch, and phone number
whenever you send emails, and materials or printouts to Collection Access via
Inter Office Mail.
Change the status of material sent to Collection
Access to Sent to Technical Services, except for material that
Collection Access placed on hold. When Collection Access places a hold on one
or more items, process them as regular holds, e.g., as if a customer had
requested the item. Items should be sent via the internal mail not placed in
the Materials Delivery grey bins.
Collection Development (CD) is a centralized service
that selects and acquires materials for the Ottawa Public Library’s 33
locations. Materials selected include books, magazines, audio-visual materials
and electronic products in French and English for reference and circulating
adult and youth collections. Books, DVDs and music compact discs are also
collected in a variety of other languages as well.
Selection is made from various tools, including
local and national newspapers, professional journals, bestseller lists, and
suggestions from the public and from staff. Extra copies of high demand items
are purchased. Some collections like paperbacks are ordered from vendors based
on automatic release plans. Many annuals are on standing order.
Collection Development administers the traveling
collections and ensures the collections are complete and are rotated on a
four-month schedule.
All selectors staff a public service desk either at
Main Library or at a branch as part of their duties.
Collection Development policies and procedures can
be found in the My Branch section on Ozone under Staff Manuals
and other procedures. Included are OPL selection policies and criteria,
procedures to help info desk staff with customer suggestions-to-purchase,
replacements, last copies, and requests for reconsideration of library
materials, donations, and weeding guidelines.
Collection Development follows the OPL Materials
Selection Policy and the Service Delivery Framework when choosing materials
for each branch. Branch staff are encouraged to provide input by filling in the
collection gap sheet on a monthly basis, suggesting replacements for their
collections and by passing on customer suggestions, either with
suggestion-to-purchase forms, found on OPL’s website, or through other
communication.
The Acquisitions Unit orders and receives all
material that is selected by the Collection Development librarians.
Information is entered and stored in the
acquisitions module of Horizon, so that online orders can be created. The order
records are attached to ON ORDER bibliographic records. Item records are
created for every copy of the title being ordered. Item records are coded for
vendor/supplier, fund account, cost, owning branch, and collection code.
When orders are shipped from the publisher or vendor,
the new material is “received” electronically in Acquisitions. Invoices are
processed for payment. Copies that have been received show on Horizon as “in
process.”
Funds in various accounts within the OPL budget are
committed and expended by Acquisitions. It tracks the budget over the course of
the fiscal year, so that funds are expended in a timely manner.
The Children and Teen Services of Ottawa Public library
provides services from birth to age 17 with programs, resources and collections
that reflect their developmental needs, demands and interests. These services
and programs focus on children and teens as part of their family and community,
play a vital role in fostering early literacy, promote a lifelong love of
learning and encourage the development and love of reading.
All preschool programs are designed to support the Every
Child Ready to Read initiative. The core of all programming and services for
this age group is to promote the importance of early literacy and support
families in building the six pre-reading skills with their children:
Phonological Awareness
Print Motivation
Narrative skills
Print Awareness
Vocabulary
Letter Knowledge.
The 123 Read with me, 123 Lis avec moi initiative is an
infant literacy program where, in partnership with pubic health nurses, all
babies born in Ottawa are given a cloth bag filled with information about
language and reading. Included in the kit is a coupon redeemable at the library
for a free board book. When families come to the library to redeem their coupon
they are encouraged to get a library card for their baby, given an “
orientation” to the many services the library has to offer and given a brochure
outlining the six early literacy skills. Each year all registered babies are
invited to an “ alumni celebration” in early May – Read with me Week.
OPL runs a full slate of preschool programs. The number of
programs offered at each branch varies according to resources and demand for services.
All preschool programming, from babytime to Family storytime, are designed for
parents and caregivers to take part and learn about early literacy skills.
Storytime programs provide an opportunity for children to
share a language- based activity with adult participants. Using a range of
resources from books and rhymes to finger- plays and action songs, library
staff lead children and adults through a series story time sessions. Preschool
programs include:
Babytime/Bébés
ŕ la Biblio
For children newborn to 18 months
30
minutes
Toddlertime/Tout-petits
ŕ la Biblio
For children ages 18 to 36 months
30 minutes
Storytime/Contes
For children 3 to 6 years old
30 – 45 minutes.
Family Storytime/Contes en Famille
All ages
30- 45 minutes.
The purpose of Family Storytime is to provide a
cross-generational opportunity for parents and their children to come together
in a familiar and inviting setting to listen to and take part in a variety of
stories, songs, rhymes and activities.
Throughout the year each branch offers some programming
aimed at children 6 to 12 years old. This could include:
Book clubs
Game tournaments
Author readings
Special celebrations.
System- wide programming includes:
March Break Events
Summer Reading Events.
In addition to programming OPL also coordinates the
following:
TD Summer Reading Club (July and August)
Awesome Authors Youth Writing Contest (November – March)
Every Kid a Card Campaign (late August – September)
Read with me Week
(May)
Programming and special services for teens varies from
branch to branch according to resources and demand in the catchment area. OPL
has defined improvement of teen services as a key strategic initiative. Some
branches have Teen Zones – specially designed teen corners to house collections
and furniture to appeal to teens.
As service to teens improves more branches will work with
the Teen Librarian to implement Teen Advisory Groups. Teen Advisory Groups
(TAGs) are created to ensure that the library is welcoming and relevant to
teens. TAGS are designed to gain insight into teen trends, encourage teens to
read, give teens access to high quality volunteer experiences and involve teen
directly in planning and evaluation of library services to teens.
Programming for teens can include:
Gaming tournaments
Special interest programming
Teen book clubs
Library
Web Services and Systems (LWSS) provides Integrated Library
System (ILS) support and training to Library staff and the public with an
emphasis on data interaction across all Library information systems and assists
in the planning and development of Library Services on a system-wide basis. Library Web Services and
Systems is responsible for developing and maintaining the
OPL website.
ILS controls the flow of materials from the time
they are selected by collection development and ordered through acquisitions to
the point at which they are withdrawn from the collection by public service staff.
The Ottawa Public Library Integrated Library System
is composed of Horizon, the client/server database system, and all its modules:
Acquisitions, Cataloguing, Serials Control, Circulation, StaffPAC, RPA (Remote
Patron Authentication), Homebound System Administration, PCReliance, the
catalogue, TeleCirc and Online Booking System (OBS). These modules and
components allow the management of the day-to-day transactions, business
processes, data input and information retrieval for all Library-related activities.
It is necessary to choose a location when starting a
catalogue session. Keyword indexes are
updated in real time.
Is the automated telephone renewal and notification
system. The Telecirc number is 613-580-2535.
Is OPL’s backup circulation system. It records
borrower and item data when a connection to Horizon cannot be established. When
the connection is restored the data is uploaded and processed. This updates all
the borrower and item information in the database.
OBS lets customers reserve time on library computers
at the Ottawa Public Library, and helps to ensure that all persons have fair
access to the library’s computing resources by controlling the length of sessions.
For more information refer to: OBS manual, or OBS
Manual
Wireless service is currently available at all OPL
branches.
If you have questions you can contact Library
Systems Support or email LibrarySystems@BiblioOttawaLibrary.ca
It is also necessary to report outages, network
slowdowns and hardware issues to City IT by contacting the Corporate Service
Desk. There are two ways to report open calls: telephone 613-580-2600 or email Service
Desk Corporate with Open Call in the subject line.
Please keep in mind that it is easier for the
Service Desk to manage open calls if you create an open call for each separate
problem. For example, a call that says “Our PCxxxxxx isn’t functioning and the
alt key on keyboard for PCzzzzzz is jammed” makes it harder to manage the call
and to prioritize what is important. Additionally, different branches of the
City IT deal with different problems. As seen in the previous example, it is
best to create two different calls so that each call can be sent to the
appropriate IT staff. Please be precise and take the time to describe the
problem correctly. The more information that is included in the Open Call the
better. Remember to include the location of a PC (e.g. info. Desk, children’s
etc.) as well as the PC number (on the “property of City of Ottawa sticker”).
The Library Systems support phone line is monitored
Mon. to Fri. from 8:30 AM to 5:00 PM. During the evening please leave a
message. ILS Support is forwarded to on call staff on the weekends.
Library Systems Support is separate from the City’s
Informational Technology (IT) department (613-580-2600). If you are unsure if
you should call the Helpline or ILS Support, contact both! ILS related calls
created with the Corporate Helpline are directed to the ILS Support queue.
Methods of communicating urgent ILS related
information are Library Systems Alerts and the Library Systems Phone tree.
Communication in an organization as large as OPL is a challenge and these are
the quickest way for us to relay information.
Please include emergency phone number if the whole
system goes down.
Contact Library Web Services and Systems Support
(613-580-2716) in the following instances:
Sometimes these are due to a network slowdown, but
they can also be system related. On a database as large as OPL’s data can get
“jammed” in the same way cars get stuck in a traffic jam. This creates locks on
the database, which causes backups for everyone. If the branch/department
experiences a slowdown, please contact ILS ASAP. Outages of the catalogue and
TeleCirc should be reported.
If use of PCReliance is required, call Library
Systems Support. There are many reasons for this. It might be that something is
happening at your location in terms of connectivity, or it may be there is a
problem with the server. PCReliance sessions are a tip-off that troubleshooting
is necessary. Also, Homebound Services processes data Monday to Friday at 4:00
p.m. When PCReliance is used, ILS Support may need to coordinate with Homebound
Services staff to delay processing or inform Homebound Services that processing
has already occurred.
If you get reports from borrowers that they cannot
renew items from the catalogue and you are able to verify this please report
this to Library Systems Support.
If the
library’s website is unavailable, LWSS staff will work with our web provided to
get the service back up.
If
patrons cannot log into the wireless network and you have verified it with the
departmental laptop or all patrons who are trying to access the wireless
network cannot log in, please contact LWSS Support and the Corporate Service
Desk.
When you receive a message regarding down service
(website, catalogue or other) in Library Systems Alert in your email inbox it
is sent to relay an urgent message about the ILS. Please ensure that it is
communicated to all staff by letting everyone know the content of the message.
Not all staff, especially front line staff, can have email open at all times so
it is important to communicate this verbally with fellow staff members.
The LWSS Library Systems phone tree may be used on
its own or in conjunction with Library System alerts. Each location is
responsible for calling a few locations. When you are asked to relay a message
using the phone tree, please be sure to pass the message along. Even if things
appear to be working normally in your branch this may not be true for others so
be sure to call the locations you are responsible for when asked to do so.
The Ottawa Public Library bilingual web site offers
access to our catalogue, electronic resources, library programs, branch
locations and other information. Library customers can place holds, renew
books, monitor their library accounts, make suggestions to purchase, and
request interlibrary loans. www.BiblioOttawaLibrary.ca
Reference and Information Service Guidelines
describe our service philosophy and define the standard of service expected of
staff.
Information service is provided at all library
locations, with more in-depth service and support available at the Main Library
and at the District Branch Libraries.
These locations also house more in-depth and comprehensive collections,
including a number of specialized collections:
o
Business
o
Consumer Health
o
Genealogy
o
Government documents
o
Ottawa Room (Local history and municipal documents)
o
Microform collections and readers
o
Specialized electronic databases
Interbranch reference loans can be arranged to allow
patrons the option of consulting a non-circulating reference book at their
local branch rather than having to travel to the Main Library or another
location that is not convenient for them.
Some conditions apply.
Pages from a particular item can also be faxed from
one branch to another on behalf of a patron.
The branch receiving the faxed information collects payment from the
library patron. (The charge per page is
the same as for photocopies.)
For help with more challenging reference/information
questions, branch staff are encouraged to phone the information desk at their
nearest district branch library or call the Main Library (613-580-2945) and ask
for the Reference desk.
In addition to the in-person information and
reference service available at all library locations, OPL offers convenient
alternatives for users to get help connecting to the information they need:
·
E-mail – people are welcome to e-mail requests for
information or research assistance. The
staff of the Reference Department at the Main Library respond to these
questions, or re-direct them to the staff members best equipped to answer.
·
Chat – OPL participates in AskON, a province-wide
collaboration of libraries providing real-time virtual reference service via
our website.
·
Telephone – library users can telephone their branch
directly or they can call InfoService (613-580-2940) that provides customers
with one number to call for quick information needs in both official
languages.
For people doing research in the areas of business
or genealogy, where more in-depth assistance is often required, we offer
reference service by appointment at the Main Library and at the Nepean
Centrepointe District Branch (business only).
Appendix
B
Ottawa Public Library
New Employee Checklist
Employee: Position:
Location(s): Date
of Hire:
Supervisor/Manager:
Welcome to the Ottawa Public Library (OPL). Employee orientation is a process, not just
an event. Our intent is to ensure the
new employee:
·
Feels at ease and welcome
and part of the OPL team.
·
Obtains a good grasp of the
OPL’s organizational structure, history, mission and values.
·
Understands what the
organization expects in terms of work and behaviour.
·
Knows everything necessary
to start performing his/her job.
·
Knows who and where to go to
for help with work matters.
·
Knows the policies and
procedures of the OPL as well as relevant City policies and procedures.
This checklist details many of the activities that
need to take place in the new employee’s first six months with the OPL.
X -
Designates who is responsible for performing the task.
EE - New
employee
DEPT -
Departmental staff member (if other than supervisor/manager, indicate to whom
the task is delegated).
DATE DONE -
Indicate the date the task was completed
N/A -
Indicate if task is not required for this employee
|
BEFORE THE NEW EMPLOYEE’S
FIRST DAY
|
Responsibility
|
|
Task
|
Resources
|
EE
|
DEPT
|
Date Done
|
N/A
|
|
Send employee:
- Letter of offer
- Code of Conduct
- Collective Agreement
- Job Description
|
Human Resources Consultant
|
|
X
|
|
|
|
Employee returns signed
letter to Human Resources
|
|
X
|
|
|
|
|
Request Personnel Action
(Casual)
Payroll/Benefits
Documentation
|
Request for
Personnel Action Form
|
|
X
|
|
|
|
Make arrangements for
telephone, work equipment, computer, printer, network access, application
access, e-mail etc.
|
Accommodation
Request Form
|
|
X
|
|
|
|
Make arrangements for
employee to obtain City of Ottawa/OPL employee ID
|
Photo
ID Card Request Form
|
|
X
|
|
|
|
Register employee for:
OPL New Employee
Orientation
|
|
|
X
|
|
|
|
Register employee for
appropriate training: (circle applicable sessions)
- Circulation/Circulation Express Training
- Public Services Staff Training
- Collection Development Training
- Collection Access Training
- Children and Teen Program Training
|
OPL
Staff Calendar
|
|
X
|
|
|
|
Prepare employee work area
including:
- Ordering any required desk
supplies/furniture
- Preparing Work Station Name Tag
|
|
|
X
|
|
|
|
Identify employee buddy –
employee with similar responsibilities to assist new employee
|
|
|
X
|
|
|
|
ON THE NEW EMPLOYEE’S
FIRST DAY
|
Responsibility
|
|
Task
|
Resources
|
EE
|
DEPT
|
Date Done
|
N/A
|
|
Send welcome e-mail to
staff announcing the employee’s arrival, function and location
|
|
|
X
|
|
|
|
Introduce new employee to
co-workers and buddy; provide tour of facilities/department
|
|
|
X
|
|
|
|
Order business cards
|
Business
Card Order Form
|
|
X
|
|
|
|
Introduce employee to work
area:
- Use of phones
- Computer orientation
- Intranet – Ozone
- Employee Self Serve
- OPL and City Mail Services
- Branch/Department Procedures
- Branch/Departmental Equipment
|
Employee Self Serve
Mail
Services Info
OPL Policies/Procedures
|
X
|
X
|
|
|
|
Introduce employee to work
site and surrounding area:
- Staff room/Break Room
- Restrooms
- Parking
- ATMs
- Vending Machines
- Restaurants/Cafeterias
- First Aid and Emergency Supplies
- Office Supplies
|
|
X
|
X
|
|
|
|
Give employee welcome
package including:
- Welcome letter from City Librarian
- OPL New Employee Handbook
- OPL Mission and values
- OPL locations and facilities
- OPL structure and organization charts
- OPL Strategic Plan
- OPL Committee List
- OPL Contact List
- Responsible Computing Policy
|
OPL
Mission and Values
OPL
Strategic Plan
OPL
Responsible Computing
|
|
X
|
|
|
|
WITHIN THE FIRST THREE
MONTHS OF EMPLOYMENT
|
Responsibility
|
|
Task
|
Resources
|
EE
|
DEPT
|
Date Done
|
N/A
|
|
Review:
- OPL Code of Conduct
- Employee Disregard of Borrowing
Regulations Policy
- Branch/Departmental phone/e-mail
directory
- Emergency Procedures
- Public and Employee Incident Reports
- Responsible Computing Policy
- Health and Wellness Programs
- EAP
- Key contacts in branches/departments
|
OPL
Code of Conduct
OPL
Employee Disregard of Borrowing Regulations
OPL
Responsible Computing
|
X
|
X
|
|
|
|
Set performance
expectations and discuss how and when the employee will be evaluated. Provide feedback on a regular basis
|
|
X
|
X
|
|
|
|
Identify the “players”
connected to the position; Make appointments and meet with “key players”
|
|
X
|
X
|
|
|
|
Introduce employee to job:
- Review job description
- Discuss supervisor’s style and
expectations
- Review performance goals and
expectations
- Define customer service
- Overview of required training
- Discuss employee safety
- Review standard meetings the employee is
expected to attend
|
|
X
|
X
|
|
|
|
Review policies and
procedures re:
- Probationary period
- Vacation and sick leave including
timelines for reporting absences
- Timesheets
- Dress expectations
- Hours of work/Breaks
- Work rules
- Attendance policy
- Phone etiquette
- Personal phone usage policy
- Personal computer usage policy
- Performance appraisal procedure
- Merit/salary increase timeline
- Harassment and Discrimination
|
Refer to Collective
Agreement and Terms and Conditions of Employment for Managers as well as OPL
policies:
OPL Attendance Management
OPL
Personal Telephone Calls
OPL
Responsible Computing
OPL
Performance Appraisal
OPL
Workplace Harassment
|
X
|
X
|
|
|
|
Meet regularly to complete
orientation work-related tasks and to ask/answer questions
|
|
X
|
X
|
|
|
WITHIN THE FIRST SIX MONTHS OF EMPLOYMENT
|
Responsibility
|
|
Task
|
Resources
|
EE
|
DEPT
|
Date Done
|
N/A
|
|
Identify required training
and development activities and sign up for appropriate classes:
- Delivering Accessible Customer Service
- Literacy Awareness Training
- Prepare Training
- Cross Cultural Awareness Training
- Ergonomics Training
- WHMIS Training
- Driver Safety Training
|
Staff Training and
Development Officer
OPL
Staff Training and Development
OPL
Calendar
|
X
|
X
|
|
|
|
Identify additional
training and development opportunities:
- New Librarians Forum
- Fire Extinguisher Training
- First Aid Training
- SAP Training
- Records and Information Management
Training
- Circulation Training
- Collection Development Training
- Preparation of PSAs
- Readers’ Advisory Training
- Health and Safety Training
- Supervisory/Management Training
- Second Language Training
- Other Training
|
|
X
|
X
|
|
|
|
Provide regular feedback
to employee regarding his/her job performance, including a formal performance
evaluation in the third month
|
|
|
X
|
|
|
|
AFTER SIX MONTHS OF
EMPLOYMENT
|
Responsibility
|
|
Task
|
Resources
|
EE
|
DEPT
|
Date Done
|
N/A
|
|
Prepare formal six-month
employee evaluation before six month anniversary
|
Human Resources Consultant
|
|
X
|
|
|
|
Acknowledge completion of
probationary period
|
|
X
|
X
|
|
|
|
|
|
|
|
|
|
|
NOTE TO
MANAGER/SUPERVISOR:
Once all things have been
reviewed and checked off, please send to employee file.
If employee transfers to
another location, please forward checklist to new manager/supervisor for
completion.
Additions and Comments Welcome – Send to OPL Staff Training and Development Officer
March 2009
Appendix C
Ottawa Public Library
New Employee Orientation
Agenda
(3.5 hour Session)
- Welcome and
Introductions
- Greetings
from City Librarian and Chair of the Library Board
(videotaped if unavailable)
- History of
the Ottawa Public Library
- Key Facts
on OPL
- Strategic
Priorities
- OPL, Library
Board and the relation to the City of Ottawa
·
City Council
·
Library Board
·
City Operations
- OPL
Organizational Structure
(Division managers will take turns giving this
portion)
·
Senior Management
·
Management
·
Division Branch Managers
Break
– 15 minutes
OPL Centralized Services Presentations – 5-10 minutes each
(These can be videotaped should managers be unable to attend)
·
Collection Development – Diana Pepall
·
Collection Access – Nelly Beylouni-Zamat
·
Library Web Services and Systems – Jennifer Stirling
·
Information and Reference Services– Joan Cavanagh
·
Adult and Readers’ Advisory – Marcia Aronson
·
Children and Teen Services – Jane Venus
·
Borrower Services – Linda Standing
·
Community Partnerships and Programming – Alan Roberts
·
Access, Outreach and Volunteer – Richard Stark
·
Business and Strategic Planning – Joan Haire
·
Staff Training and Development – Sharon Campbell
Questions
Wrap-up and Evaluation
Orientation session takes
place at the Main Library. A tour of
the branch will be conducted either before or after the session
