GENERAL POLICIES MANUAL FOR STUDENT ASSISTANTS
MIDWESTERN STATE UNIVERSITY
| TABLE OF CONTENTS|
| I. Introduction|
|A. How You Benefit From Working in the Library|
|B. A Good Student Employee...|
|II. Getting the Job ...... and Keeping It|
|B. Probation and Dismissal|
|III Work Schedules|
|IV. Time Sheets and Paychecks|
|B. Job Attire|
|D. Eating and Drinking|
|E. Studying on Duty|
|F. Radios, iPods, etc.|
|G. Cell Phones|
|VI. Work Etiquette and Protocol|
|A. Person to Person|
|C. Clarifying a Patron's Request|
|D. When To Ask Someone Else|
| VII. Library Organization|
|A. Administrative Structure|
|B. Departmental Functions|
|VIII Emergency Procedures|
II. Getting the Job... and Keeping It
III. WORK SCHEDULES
1. Each student should submit his class schedule to his supervisor as soon as possible so that departmental schedules can be established.
2. Once your work schedule has been arranged, you are responsible for the following:
A. Work your assigned hours
B. Be on time when reporting to work.
C. Call your supervisor an hour in advance or as soon as possible if you can't get to work. You must speak directly to your supervisor if possible; call back if he/she is unavailable.
D. Be prepared to find a substitute if you cannot work your hours.
3. In order to be paid for 60 minutes, a student must work full hours. An exception is made when you are leaving for class. Students can work 50 minutes and leave for classes and claim 1 hour on their time sheets.
4. If your department operates on nights, weekends and holiday breaks, you may be scheduled to work at such times.
5. Making up work hours:
A. During times the library and university are officially closed, for example: July 4th, Thanksgiving, etc., hours lost will not be made up.
B. As library hours change for interim periods, for example: between semesters, students may reschedule hours at the discretion of their supervisor.
C. If work hours are missed for personal reasons, including vacation and illnesses, the hours will not be made up.
D. If the hours of missed work are due to class related activity, example: classroom observance, hours may be made up at the discretion of the supervisor.
IV. TIME SHEETS AND PAYCHECKS
1. The University establishes student wage guidelines.
2. All student assistants work in two-week periods. Their time sheets go to the Payroll Department the 1st and 15th of the month.
3. The payroll workweek runs Sunday through Saturday, and students may not work any more that 20 hours per week without special permission; no more than 8 continuous hours.
- Caution in filling out your time sheet in a timely manner with a signature may prevent delay in receiving your paycheck.
5. The supervisor in each department is responsible for collecting the time sheets, checking the hours worked, seeing that the dates worked are recorded in the proper columns, totaling the hours worked, being sure the students and the supervisor have signed their time sheets, and recording the amount earned before the time sheets can be forwarded to the Administration Office.
PROCEDURES FOR FILLING OUT STUDENT TIME SHEETS
1. This basic procedure for filling out time sheets must be followed by allstudent assistants.
2. Record the hours worked on the correct day.
3. Record your hours that you work on the day that you work.
4. Record sign-in time when you come in and sign-out time when you leave.
5. Because of class schedules, student assistants are allowed to work split shifts. Record each separate arrival and departure time in a separate space on the time sheet. Remember that turning in an incorrectly filled out time sheet may result in no paycheck.
6. Record portions of hours worked in quarter of an hour: i.e. .25, .50, or .75. This simplifies the process for Payroll.
7. Record all information in ink.
8. As soon as you receive a time sheet: Sign your name in ink Write in your name and social security number at the top of the form Fill in your classification and number of hours enrolled at the bottom of the form.
V. ON-THE-JOB MISCELLANY
All of the items below are important. If you have any questions about any of them see your supervisor and talk about them.
A. BREAKS: If you work four (4) hours in succession you are entitled to have a fifteen- (15) minute "break." A break is intended as a rest period to be followed and preceded by work. It may not be used to cover a late arrival or an early departure. You may use the Staff Lounge for your break. You are not to have your friends in this area with you. The only time you may use this area is when you are on duty
B. JOB ATTIRE: You are expected to be neat and well groomed as appropriate to your job requirements. Clothes must be in good repair and clean. Remember that you represent the library not only to other students, but also to faculty, administrators, and community users. Use common sense, and talk with your supervisor if this is a point of concern. The staff may ask students who are dressed inappropriately to leave and change: making up lost time will not be authorized. The following are some basic guidelines (this is not all inclusive):
- No shorts
- No crop tops which do not cover the midriff.
- No spaghetti straps on tops or dresses.
- No clothes displaying inappropriate or vulgar language/pictures.
No skirts or dresses shorter than knee length. (Due to the requirements of the job - stooping, reaching for books, standing on step stools. etc.) C. SOCIALIZING: If your friends stop to visit, tell them you cannot have extended conversations on work time. Your job is to do your work, or help library users, and you cannot do this effectively if you spend time socializing. If you must stop and visit with friends, keep it very short -- 2-3 minutes at the maximum. Do not sit on the carts or put feet up on the desk.
D. DO NOT EAT OR DRINK IN THE LIBRARY! Even if you work in an area that is not visible to the public, go to the Staff or Student Lounge to take your breaks or lunch.
E. STUDYING: Studying is allowed in public service desks if all tasks are caught up. Check with your supervisor for possible task assignments from other departments in the library before you study.
F. CASSETTES/RADIOS: Inappropriate while on duty. Listening to cassettes/radios while on duty prevents you from being alert to client needs and is inappropriate in a business atmosphere. It is also inconsiderate to coworkers.
G. CELL PHONES: Cell phones are not to be used while working in the library. Library telephone numbers may be given to family members for emergency use only. Personal calls should be kept to a minimum and should be conducted during breaks.
VI. WORK ETIQUETTE
Whether you work in a Public Service department or a Technical Service department, you will meet both library staff and library users. Certain rules exist for communicating with these groups. Basically that can be divided into:
A. PERSON TO PERSON
1. Be courteous to co-workers, supervisors, and other library staff members, as well as library users. Remember to say, "Please," "Thank you," and "You're welcome."
2. When talking with others, especially library patrons, use these standard behaviors:
- If you are at a desk or working, stop, smile, and "tune in" to the conversation.
- Establish eye contact.
- Listen carefully.
- Be enthusiastic.
- Refer all questions to the Reference Desk unless the question is about location in the library
- Offer help if asked; for example, don't just point toward the desired goal; whenever possible, walk with the user to the area about which he is inquiring.
- Recognize those waiting their turn for help. Remember to let them know you will be right with them. Try to take them in order by asking, "Who's next."
- Help find the materials a user is looking for.
- Make further suggestions when you can.
- Offer future help; "Let me know if you need more help."
- Show interest, courtesy, and empathy; begin the discussion when a person is coming to you for help. "May I help?" Or "Are you finding what you need?"
B. ON THE PHONE
1. When answering the telephone, you are speaking on behalf of your department and the entire library. The prompt and courteous handling of telephone calls is important because first impressions are usually lasting ones.
2. You will be trained on how to use the telephone in the library. You will learn how to transfer calls and how to place a caller on hold. Some departments have their own rules regarding telephone answering.
a. Always answer the phone with the name of the department and ask, "May I help you?"
b. When answering the phone, speak slowly; on calls use the following form: "Moffett Library; _________Department.
c. Be ready to take a message; have pencil and paper ready. Write down complete information, i.e. name of caller, phone number, date/time called, message, your initials. Post the messages where the person they are intended for will get them quickly.
d. Personal calls on library telephones are allowed only with the permission of your supervisor. Discourage family and friends from frequent calls.
C. WHEN TO ASK SOMEONE ELSE.
We expect employees to know their job, know something about the department in which they work, and to know certain things about the entire library. We don't expect you to learn everything. Don't hesitate to ask questions, especially when you are dealing with a library user. Your department may have rules regarding this; please refer to them. If you cannot reach someone and cannot answer a question yourself, take down the information and phone number from the user and tell them that someone on the staff will get back to them and ask the patron to check back later. Refer them to the secretary if possible.
- Don't guess.
- Don't say, "I don't know" and then just leave it at that.
- Never leave a library user until you have helped them or gotten someone to help them.
Other things NOT TO SAY.
- You want what!! (In a voice that suggests, "You've got to be kidding."
- We don't have anything like that (meaning "leave me alone.)
- Again, you are not expected to know everything that the full time staff knows. Try to remember this: THERE IS NO SUCH THING AS A STUPID QUESTION.
VII. LIBRARY ORGANIZATION
Below is an outline of the administrative structure of the library. Following is a section briefly describing each of the departments and their functions.
A. ADMINISTRATIVE STRUCTURE
Associate University Librarian
CML (Curriculum Materials Library)
B. DEPARTMENTAL FUNCTIONS
Library functions are traditionally divided into a. Public Services and b. Technical Services. The Public Services staff helps the library user identify and use the library materials. The Technical Services staff is the "behind the scenes" part of the library, as it is responsible for preparing all the library materials, books, audio-visuals, electronic resources etc, for the user. A brief description of each library department follows.
ADMINISTRATION: The University Librarian oversees the total operation of the library and represents the library to the academic community as well as the community at large. The Associate University Librarian helps maintain the operation of the library and assists the Librarian. The secretary handles the general office routines such as payroll, supplies, etc.
CIRCULATION DEPARTMENT: All books in the general collection, as well as CML materials, media, and documents are checked out at this desk. Users renew and return books and pay fines here. The staff will also attempt to locate books which the OPAC indicates are available, but which are not on the shelf, and place holds on books checked out so that someone else needing a book may be notified when it is returned. In addition, the Course Reserve collection is located behind the circulation desk. Student employees check out and reshelve books and assist the staff with other circulation functions such as giving out change for the machines and answering the phones.
REFERENCE DEPARTMENT: This should be the starting point for anyone not familiar with this library who needs to know what materials to use for research, where certain collections are located, and just about any other question a library user might have. Students in this department help librarians with collection development by checking book holdings; they file updated materials in the many loose-leaf reference books; they also refile the microfiche and microfilm collections in reference, answer reference questions including those dealing with electronic resources and the OPAC and reshelve reference books.
INTERLIBRARY LOAN: Books, magazine articles, etc. are loaned to or borrowed from other libraries. The staff uses a sophisticated computer system called OCLC that allows libraries to look up a title and see if other libraries own it. Students in this department retrieve books that other libraries have requested and make photocopies of magazine articles to be sent to those libraries.
DOCUMENTS DEPARTMENT: The Documents Department contains a collection of federal and state publications. They are arranged by issuing agency and cover a wide variety of topics. Users are taught to use specialized indexes to locate as many items as possible. The more significant titles have been entered into the OPAC. Most of the material checks out for three weeks.
PERIODICALS DEPARTMENT: This department contains magazines, journals, and newspapers in various formats. Current issues, bound journals, microfiche and microfilm are all shelved in the public area or electronically on the public workstations. Back issues are shelved in the bindery hold. These issues are kept until the library receives the microfiche/film or the issues are bound. A library patron must ask the person at the service desk for items from bindery hold. All periodicals are listed in the OPAC under title. The student assistants in this area help check in and process the mail, send volumes to the binder, help patrons with the use of the materials in this area, reshelve bound volumes, microfiche/film, and single issues of magazines. This collection does not circulate.
CML (CURRICULUM MATERIALS LIBRARY): The CML has children's books (K-12th grade), public school textbooks, games/posters, teacher preparation books, magazines, classroom type audiovisual materials, a pamphlet file, etc. While most materials are primarily of interest to education students and faculty, many items could be useful to other MSU students.
MEDIA CENTER: The media center houses the library's collection of 4,000-5,000 LP records and CD's, thousands of videotapes, and DVD's, along with filmstrips, slides, audiocassettes, computer software, kits, 16mm films, and other media items. This collection contains both instructional and entertainment items, which are available for both in-house and checkout. There are individual and group viewing/listening areas and two classrooms.
RARE BOOKS AND SPECIAL COLLECTIONS: This department houses rare books, including the Nolan Moore Heritage of Print; masters theses written at MSU, and provides research access to many other special collections of books, papers, and photographs. This collection is only open from 2-5 P.M., Monday-Friday. This collection does not circulate.
LEISURE READING: This is a special collection of books meant for leisure reading. Some are hardback and some are paperback editions of general interest books and fiction. It circulates normally.
COLLECTION DEVELOPMENT: This department is responsible for overseeing the acquisition and maintenance of the book collection in the library. Book orders are processed from faculty and librarians' requests. In-house mending and evaluation of gift collections are handled through this department as well.
ACQUISITIONS: All materials ordered for the library are handled through this department. Librarians and faculty order most of the material. The staff verifies the information needed to order the material, makes sure the library does not already own a copy, enters each order into the local system, and maintains the budgets of each academic department.
CATALOGING: This department is responsible for processing all materials from the time they arrive to the time they are available for access by library patrons. All access points (call number, subject heading, etc.) are either verified or created for use in the OPAC. Student workers are primarily responsible for securing (stamping, stripping, etc.) and labeling materials.
VIII. SUMMARY OF EMERGENCY PROCEDURES
1. During the normal working day, regular full-time library employees will handle emergencies.
2. On nights, weekends and holidays, the Reference Librarian on duty is in charge.
3. In certain cases, you may need to call other library personnel. Your supervisor should inform you when and under what circumstances, you should call.
Phone number for Campus Police Ext. 4239
The names and home phone numbers of other library personnel are listed in the Moffett Library Directory.
KNOW THE ANSWERS TO THESE QUESTIONS
What are the emergency guidelines for your department?
In case of emergency, what are your priorities as told by your supervisor?
Where are the library exits?
Where is the fire extinguisher?
Are you responsible for clearing any areas or floors of the library?
If you are reading this handbook as part of your initial job duties as a student worker at Moffett Library, please ask your supervisor for the STUDENT HANDBOOK ACKNOWLEDGEMENT FORM at this time.