Answer Book Supervision

Answer Book Supervision This booklet includes the answers to the review questions for each module. 2013

Answers to the review questions in Module 1 True or false? 1. The Public Libraries Act (1997) is the legal foundation for public library service in Ontario. 2. Public library service is primarily a federal responsibility. 3. Public libraries are formed by municipal by-law. 4. Municipalities which do not have a public library may contract for library service with a neighbouring municipal council. False, the contract is made with the library board not the council. 5. The board is responsible to municipal council for all matters of a financial nature. 6. The board is the governing body of the library and has legal responsibility for it. 9. List at least five of the powers, duties and responsibilities of the public library board as specified in the Public Libraries Act (1997) (see Section 10 of the legislation) 10. List the two key responsibilities of the CEO of a public library. Advise the Board Manage the Library EXCEL #3 Supervision Answer book page 1

Answers to the review questions in Module 2 True or false 1. Early county cooperatives lacked legal authority for tax support. 2. County public libraries were established by amendment in 1959. 3. By 1971 most of the current county libraries were established. 4. Regular written reports to the CEO are not helpful. 5. While the CEO must keep the board informed, staff must keep the CEO informed. 6. Planning ensures that the library is serving its community and responding to the community s needs. 7. Meetings of all staff and volunteers should be held regularly to ensure effective communications among staff, volunteers, the CEO and the board. 8. One step in time management is to whom your written reports should be sent. 9. An important step in time management is to block off time for your priorities. 10. Another principle of time management is to handle paper as few times as possible. 11. List six responsibilities of branch heads and other supervisory staff. (see page 2) advice and reports assistance in the development & implementation of plans, policies and procedures monitoring and evaluating particular programmes and services budget information supervision of staff management of other matters 12. Briefly describe the types of information that would be contained in a monthly report to the CEO. see Written reports, page 3 EXCEL #3 Supervision Answer book page 2

Answers to the review questions in Module 3 True or false 1. Personnel policies must reflect relevant legislation such as the Employment Standards Act. 2. Written job descriptions should be prepared for each position in the library, including all volunteer positions. 3. Job descriptions are fixed and never change. 4. Desired qualifications for prospective employees are based on the responsibilities and requirements outlined in the job description. 5. Procedures for interviews should be established in the library s personnel policies and procedures. 6. Personnel policies provide consistent treatment for all employees. 7. Automation has had little impact on library jobs. False, automation has actually restructured many library jobs, created others, and eliminated still others. 8. The small library cannot afford to become vulnerable to workers who are uncooperative and who justify such behaviour on the basis of It s not in my job description. 9. Employees are never allowed to see their personnel files. 10. A personnel file is really the property of the employee. 11. The normal business practice is to advertise and interview internal candidates first and if no successful candidate is found, external candidates are sought. EXCEL #3 Supervision Answer book page 3

Answers to review questions in Module 3 (continued) 12. According to Richard Rubins in Hiring Library Employees: A How-to-do-it manual, what are some of the characteristics of a good employee. (see page 3) Good employees are: Cooperative and pleasant to work with Satisfied by getting the job done well Hard-working and desire challenges Likely to focus on the positive aspects of the workplace rather than the problems Willing to offer creative ideas and novel solutions to problems Willing to go the extra mile when the library requires extra effort Good recruitment sources themselves because they are likely to know individuals who are like themselves Good models for other employees; good employees serve as examples, especially for new workers Good sources for promotion as openings with greater responsibility arise. 13. List one advantage and one disadvantage to hiring external candidates to fill a new or vacant position. (see page 12) The advantage to hiring external candidates is that new employees bring fresh insights and perspectives to the organization. The major disadvantage to hiring externally is that it generally takes a longer time than filling from within the library ranks. It also takes a longer time for an employee hired from the outside to become oriented to the organization, the people, the procedures and any special characteristics of the organization. EXCEL #3 Supervision Answer book page 4

Answers to the review questions in Module 4 True or false 1. How you provide something to the customer (patron) is just as important as what you provide. 2. Publicity brings the library to the public eye but good public relations will keep them coming back. 3. Public relations includes a receptive, friendly manner on the part of all who meet the public. 4. No matter how small the library, there is always to need to inform and also to gather information. True 5. One of the best ways to improve a small public library is through staff training. 6. It is not necessary to provide any orientation to a long-time library user who begins to work at the library. False 7. Volunteers may be recruited to provide programmes which otherwise could not be handled due to a lack of time or expertise. 8. Volunteer recognition may take the form of benefits, special training, letters of appreciation or a party. 9. Only large public libraries must report statistics to the Ministry. 10. There are no conditions attached to receiving the provincial per household grant for public libraries. 11. Libraries should gather as much data as possible regardless of whether a use for it has been determined. 12. Data collection is straightforward and does not require written procedures. EXCEL #3 Supervision Answer book page 5

Answers to review questions in Module 4 (continued) 13. List five ways that the Library Board can assist staff members to expand and upgrade their skills. refer to the section on page 7 and 8. 14. List at least three ways of providing training to staff or volunteers on-the-job training job rotation workshop sessions library conferences small library meetings and clinics at staff meetings. EXCEL #3 Supervision Answer book page 6

Answers to the review questions in Module 5 True or false 1. Employee benefits such as the Canada Pension Plan, workers compensation and unemployment insure are legislated. 2. Employee benefits such as group life insurance, disability insurance and supplementary health insurance are offered at the employer s discretion. 3. Performance evaluation is a formal procedure in which the employee rates the performance of the employer. 4. Performance evaluations should be conducted every twelve months and more frequently if necessary. 5. Informal appraisals are unplanned, chance statements made in passing about an employee s performance. 6. Personnel praise from a manager is one of the strongest motivators for an employee. 7. A disgruntled employee can be the cause of bad publicity for the library. 8. List four reasons why disciplinary action may be taken. Disciplinary action is usually taken in response to conduct on the part of staff that is unprofessional or that involves major infractions of policy. Examples of such conduct are: using unacceptable language with patrons being absent without leave unauthorized use of library property breach of confidentiality and trust disloyalty to employer 9. What documentation should the library have in order to terminate employment. In order to terminate employment the library should have documentation of: the employee s problems including samples of work the attempts to help him/her to improve, including discussions held in interviews any agreements regarding changes, especially performance evaluations the terms of probation and that dismissal will result if improvements are not seen EXCEL #3 Supervision Answer book page 7

Answers to the review questions in Module 6 True or false 1. Council has nothing to say about a library s budget. 2. The budget is the library s annual financial plan. 3. The budget process takes about two months every Fall. 4. The library s current budget has no bearing on the upcoming budget and is not needed for planning. 5. A checklist of routine maintenance and cleaning tasks is useful. 6. Library staff should be responsible for keeping the building clean. 7. Once a group starts using library facilities regularly, the library is obligated to always allow the booking. 8. It is wise to specify responsibility for damage on the application form. 9. If a library grants use of its facilities to a group, this automatically indicates that the library supports the views of the group. 10. Copies of the Occupational Health and Safety Act and related regulations must be posted in the library. EXCEL #3 Supervision Answer book page 8

Answers to review questions in Module 6 (continued) 11. List at least five topics which should be covered in a facilities policy. Priority for booking Booking and cancellation procedures Restrictions on use Fees Rules for use Responsibility for damage Disclaimer Publicity 12. List at least five topics which should be included in a disaster plan. see Written plan The disaster plan should include: police, fire and, if available, security system company telephone numbers telephone numbers of key staff, listed in chain-of-command order an evacuation procedures plan shut-off directions for water, electrical and air conditioning systems source list for additional supplies, equipment and services a list of material to be saved first, in order of priority a detailed building plan that maps the locations of each utility in the library location of vital keys details of all insurance policy restrictions and directives copies of a salvage procedures manual EXCEL #3 Supervision Answer book page 9