University of Missouri-Columbia Libraries
General Policy Manual Policy #25
STAFF SUGGESTION AND INNOVATION SYSTEM
0.0 CONTENTS
1.0 Scope of Policy
2.0 Purpose
3.0 Essential Elements
4.0 Definition
5.0 Categories of Suggestions Which Are Not Acceptable
6.0 Procedure for Submitting Suggestions
7.0 Procedure for Response to Suggestions
8.0 Eligibility for Awards
9.0 Award Activities
10.0 Duration of Policy
1.0 SCOPE OF POLICY
This policy establishes guidelines and procedures for a UMC Libraries Staff Suggestion and Innovation System.
2.0 PURPOSE
The UMC Libraries Staff Suggestion and Innovation System is designed to encourage the ideas, creativity, and resourcefulness of the UMC Libraries' employees, in making suggestions which will improve the effectiveness or efficiency of library operations, and/or working conditions, and to provide recognition for these suggestions.
3.0 ESSENTIAL ELEMENTS
3.1 There are several elements that are needed for a suggestion system to succeed. They are:
3.1.1 The Director of Libraries and Members of the Library Council must support the system for it to work.
3.1.2 Supervisors should realize the importance of the suggestion system and should encourage staff participation.
3.1.3 There should be a clear and timely response to the suggestions that are made. A lengthy interval between suggestions and responses may reduce staff members' initiative for making suggestions.
3.1.4 The Staff Development Committee must actively promote the system.
3.1.5 This suggestion system should be viewed as a means of communication, in addition to the one already available.
3.1.6 Time spent making suggestions and participating in the evaluation process is justified by suggestions leading to improvement of library operations.
4.0 DEFINITION OF A SUGGESTION
4.1 A suggestion is a constructive, positive proposal intended to benefit the UMC Libraries.
4.2 A suggestion describes a method or process by which a specific problem can be solved or a specific change made to improve library operations.
4.3 A suggestion should be original, feasible, and capable of being implemented.
4.4 There are two type of suggestions: The first is one which relates to a person's particular job. The second relates to some aspects of the library but is beyond the scope of a particular job.
5.0 CATEGORIES OF SUGGESTIONS WHICH ARE NOT APPLICABLE
5.1 Ideas previously submitted to the system within the preceding 24 months.
5.2 Statements of problems or complaints not offering reasonable solutions. These might be addressed to supervisors or handled by other means.
5.3 Suggestions which are classified as requests for service repairs. For example: requests to paint walls, fix lighting, repair equipment, etc.
5.4 Activities not related to UMC Libraries.
6.0 PROCEDURE FOR SUBMITTING SUGGESTIONS
6.1 A staff member should check with the Staff Development Committee to see if the proposed suggestion is already being implemented, has been accepted by the committee and is being considered, or has already been rejected. This process may be done informally, either in person or by memo.
6.2 A staff member should thoroughly consider and formulate the proposal and then write this suggestion on the UMC Libraries Suggestion Form (See Appendix A).
6.3 In most circumstances, those suggestions which relate to a particular job should be forwarded to one's supervisor.
6.4 The names of staff members submitting suggestions will be kept confidential by the Staff Development Committee until a suggestion has been reviewed by the Director.
6.5 The suggestion should be sent to the SDC in care of the Personnel Coordinator.
7.0 PROCEDURE FOR RESPONSE TO SUGGESTIONS
7.1 The Staff Development Committee:
7.1.1 Each suggestion will be registered in a log book by the Personnel Coordinator.
7.1.2 When identical suggestions are submitted, the one bearing the earliest date of receipt will take precedence.
7.1.3 If the suggestion is of a type which is not applicable (see 5.0), it will be returned with a brief explanation.
7.1.4 The Staff Development Committee will send each suggestion to either the division head(s) of the area(s) involved, who may forward it to the appropriate supervisor(s) or respond to it themselves, as appropriate, or send directly to the Library Director.
7.1.5 The Staff Development Committee will review each evaluated suggestion and will send it to the Director of Libraries for review, and for final approval or rejection.
7.1.6 The Staff Development Committee will keep a file for submitted suggestions.
7.1.7 The Staff Development Committee will send a copy of the evaluation to the staff member making the suggestion and to the division head(s) of the area(s) involved, who will forward it to the appropriate supervisor(s).
7.2 If the supervisor(s) of the area(s) or division head is involved, that person:
7.2.1 Will evaluate the suggestion and make brief comments on the UMC Libraries Suggestion System Evaluation Form (See Appendix B).
7.2.2 May request additional information about the suggestion if necessary.
7.2.3 Will return the form with comments to the Staff Development Committee in care of the Personnel Coordinator.
7.3 Response from the Director of Libraries.
7.3.1 The Director may request additional information or justification from the person making the suggestion, or from the supervisor(s) of the area(s) concerned.
7.3.2 The Director will review each suggestion for approval or rejection. A written response will be attached to the suggestion form.
7.3.3 The Director will send the suggestion form back to the Staff Development Committee.
8.0 ELIGIBILITY FOR AWARDS
8.1 Be current employees or current student staff members of the UMC Libraries.
8.2 Members of the Staff Development Committee will be eligible for the Best Idea of the Year from the Staff Suggestion and Innovation System, but the individual concerned will be excluded from the review process.
9.0 AWARD ACTIVITIES
9.1 An Award for the "Best Idea of the Year from the Staff Suggestion and Innovation System," and possible honorable mention awards, will be made annually through the UMC Libraries Staff Recognition Program.
10.0 DURATION OF POLICY
10.1 This policy will be evaluated one year from date of implementation.
Sponsored by Staff Development Committee
Submitted to Library Council: July 24, 1984
Approved by Library Council: January 17, 1985
Approved by Director of Libraries: February 14, 1985