Albin O. Kuhn Library & Gallery

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This guideline governs work activities by Library Staff (Faculty, Exempt and Non-Exempt, permanent and temporary) which range beyond the Library duties and responsibilities as outlined or implicit in position descriptions. Activities undertaken outside of the paid work day are not subject to approval beyond what is stipulated in other campus or state policies concerning consultancy reporting, conflict of interest, etc.

The "paid work day" is here defined as the portion of the work day to which the employee is committed, though his/her established work schedule, as contributing toward fulfillment of the minimum work week or other additional hours approved to be paid as overtime or accrued as compensatory time.

General Principle:

Participation in activities during the paid work day must be approved by the Director of the Library. For those outside activities clearly within categories defined below and involving relatively small time commitments, approval is delegated to Unit Heads.

Approval and funding of travel requested in association with covered activities is contingent upon approval of such activities (that is, no travel can be reimbursed for an unapproved activity). Funding of travel for approved activities is not automatic, but is subject to the separate State & USM policies and Library guidelines governing reimbursement of travel expenses.

Activities ordinarily approved:

Supervisors will ordinarily automatically approve activities in the following categories. Staff must advise supervisors in advance of them so as to facilitate management of schedules, planning, and to ensure continued operation of the Library.

  1. Activities mandated by the campus Office of Human Relations Programs, Office of Human Resources, the Provost, the President or their designees.
  2. Activities implied by job descriptions or assigned by supervisors

Activities generally approved:

Supervisors may approve activities in the following categories provided they will not, in the judgment of the supervisor, impair daily operations or ability to meet objectives of the unit. Borderline cases should be reported to and discussed with the Director of the Library or designee.

  1. Activities which assist other campus administrative or academic units or campus governance (e.g. committee service).
  2. Meetings which contribute to a local, regional or national professional organization or to a library enhancing project, and which are scheduled during the staff member's paid work day. Work schedules may not be adjusted to include meetings scheduled outside of the normal schedule unless this would result in significant hardship.

Activities generally not approved:

The following activities expected to fall outside of the normal paid work day will ordinarily not be approved as library work to be accomplished within the paid work day. Furthermore, staff are reminded that in accordance with University policies, Library resources such as telephones, photocopiers may should not be used in support of unapproved, non-library work.

  1. Research and publication work not required by the employee's duties. For research and publication work judged by the Director to contribute significantly to the campus mission, library resources such as telephones, photocopying, etc., may be allocated.
  2. Voluntary support of campus or outside groups such as fraternities, sororities alumni associations, political, charitable or other such groups.
  3. Contributions to local, regional or national professional organizations which can be scheduled to take place outside of the paid work day.

It is the employee's responsibility to achieve a clear understanding with the supervisor regarding arrangements for and approval of activities which fall within these guidelines. In many cases, approval and communication requirements are satisfied by submitting travel request forms for meetings to take place during the work day.

Faculty and Exempt/Associate staff only:

Outside professional consultancy or services (paid or unpaid) performed must be reported in writing to the Director as required by USM policies. See Library guideline 651 for details.

Reference: L. Wilt memo to C. Powell10/9/91

Previously implemented

Guidelines revised 8/9/91, 3/20/01
Typographical editing 1/8/08