- Introduction and
Welcome
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- These guidelines have been prepared
to assist you as a student employee of the University Libraries.
Please read them carefully and keep for future reference, since
they contain useful information about your employment at the University
of Louisville.
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- As a student assistant, you are a
very important member of the library staff. The tasks that you will
perform are critical to the efficient and successful operation of
the University Libraries, and we want you to enjoy your work with
us.
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- Our goal is to provide the very best
possible customer service and access to materials. In your work
here, you may present the first impression of the libraries a patron
may have, whether at a service desk, on the phone, or working in
your area.
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- We hope you will regard your employment
as the learning experience it is designed to be. Your supervisor
should help you develop quality work habits, responsibility for
tasks you are given, and pride in accomplishment.
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- You have the obligation to do the
best job you can possibly do. Your performance will be evaluated
in writing periodically and any resulting wage increases will be
performance-based.
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- We count on our student assistants
to be reliable, efficient, and willing to proceed on their own with
limited supervision.
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- We look forward to having you on the
library staff during your career at U of L and hope you will find
the work challenging and satisfying. We have a lot to offer you,
and we know you have a lot to offer us. By working together we can
help ensure superior library services.
- Public Service Attitude
- Providing good public service involves
conveying a courteous, respectful, helpful attitude and a commitment
to help patrons wherever you may be working in the library. If someone
looks puzzled, offer to help. If you don't know the answer, or are
not sure, find someone who can help. Remember, you represent the University
Libraries to the public, and your friendly, caring attitude is what
counts. We depend on you to promote good public relations by projecting
a favorable image.
- Training
-
- Your supervisor will be training you
in the various components of your work. This will be an ongoing
process as you master one task and move on to new ones. If at any
time you need more information or explanation about a particular
routine or policy, feel comfortable to ask. The work you do is an
integral part of the library operation, and in time, with training,
you will develop confidence in your skills.
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- Every new student assistant is expected
to attend a special training session that focuses on providing
excellent customer service. Sessions are scheduled two or three
times a year. You will be paid at your regular wage for time spent
attending this training session.
-
-
- Visit the webpage devoted to
student
assistants:
http://louisville.edu/library/training/.
- Guidelines about
Work Hours
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- It is strongly suggested that students
not be scheduled to work less than eight hours per week.
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- Students may not work more than 40
hours per week.
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- By federal regulation, international
students may not work more than 20 hours per week while school is
in session.
-
- If you drop to zero credit hours,
employment must be terminated at the end of the current semester
if you do not register for the following semester. This does not
apply to the summer session.
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- No-Call/No-Show is a situation in
which a student misses an entire shift and fails to call in to report
the absence. Your supervisor must be informed of an absence. Informing
another student assistant of that absence is not sufficient. Two
such occurrences may result in termination of employment.
- Work Schedule
- You have been assigned a certain number
of hours per week and will have a weekly schedule. You are expected
to be responsible for working those hours. It's important to organize
your studying and other activities around your work schedule. Exams,
social events, and other University and personal activities are not
considered emergencies and should be planned for in advance. Your
supervisor will explain the accepted procedures for arranging a schedule
adjustment.
- Time Records:
Each time you arrive to work, clock in/sign in your arrival time,
then let your supervisor know you are there. Hours are totaled in
tenths of an hour. At the end of your shift, clock out/sign out. Let
your supervisor know you are leaving. Do not sign in and out at the
same time. Do not clock in/out for other students or expect them to
do so for you. Your time record is your responsibility. Your paycheck
may be inaccurate or delayed if time is not properly reported. You
are required to sign your timecard or timesheet at the end of each
pay period to verify that the hours submitted accurately represent
the hours you worked.
Schedule Changes:
Any changes in your work schedule must be approved in advance by
your supervisor.
Absences:
If for any reason you cannot work a scheduled shift, you must notify
your supervisor before the beginning of the shift.
Make-up Time:
Students will not normally be allowed to make up hours missed. Your
supervisor will make that decision based on the circumstances and
available funding.
Rest Breaks and
Meal Breaks:
- During each work period of at
least three and one-half consecutive hours, students are permitted
to take one break, the same privilege customary for other staff
in the department. The supervisor will determine appropriate
times and conditions of break periods, generally no more than
15 minutes. Breaks may not be accumulated, forfeited, or used
in any way to shorten your shift, nor may they be authorized
to make up for late arrival or early departure. It is not necessary
to sign out/clock out during such breaks.
- Students are permitted to take
a meal break of at least 30 minutes during work shifts of at
least five hours in length. Meal periods will be scheduled by
the supervisor. Students are expected to sign out/clock out
during meal breaks.
- If students opt to skip their
meal break, they should provide the following written statement
to their supervisor: "I have been advised that I have the
right to a 30 minute meal break on my own time after working
five consecutive hours. I am formally waiving that right for
personal reasons and have not been influenced by my supervisor
to do so."
- Performance
Appraisals & Wage Increases
- Performance appraisals of student assistants
are typically conducted twice a year. Upon hiring, you will be
shown the
performance appraisal form with an explanation of the form and expectations.
The overall score on the performance appraisal will help determine
the amount of your wage increase. A student is eligible for a performance-based
wage increase after at least one semester of continuous employment,
provided a favorable performance review has been completed.
Wage increases
may be recommended by the supervisor to be effective twice a year,
on January 1 and July 1. To be eligible for a
January 1st increase, a student must have started working no
later than July 31st of the previous year. To be eligible for
a July 1st increase, a student must have started working no
later than January 31st.
- Resolving Work-related
Problems or Concerns
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- If you have difficulty learning your
job, following procedures, are consistently late or absent, your
supervisor will discuss the problem with you to see if things can
be worked out or questions about the job explained. A memo outlining
needed improvements is to be prepared and given to you. Continued
unacceptable behavior or performance will lead to dismissal if satisfactory
improvement is not demonstrated in a reasonable length of time as
determined by the supervisor.
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- Employment as a student assistant
in the University Libraries can be challenging and rewarding. However,
various pressures on students and employers can occasionally result
in conflict. It is the responsibility of the supervisor to notify
the student of any dissatisfaction with the students' job performance,
to initiate a conference to discuss the situation with the student,
and to record the problem and results. If you find you simply do
not want to keep the position, we prefer you tell us so we can make
arrangements to fill your position.
- Reasons for possible
dismissal include, but are not limited to:
-
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- inability to perform the job to the
supervisor's standards
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- chronic or excessive tardiness
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- revealing information
about what books or materials a patron has checked out to another
patron
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- poor work habits
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- unauthorized or inappropriate use
of library materials, computer accounts, supplies and/or facilities
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- unauthorized loading/downloading of
software onto library computers
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- discourteous treatment of the public,
students, or other employees
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- racial, ethnic, cultural, or religious
intolerance
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- use of abusive/offensive language
- Examples of grounds for immediate
dismissal:
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- falsifying time records
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- theft of supplies or equipment
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- destruction of University property
- Re-employment
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- Students occasionally resign for various
reasons and subsequently decide to return. Seniority may be lost after
an absence of one semester. If you have been off the payroll longer
than one semester, you may revert back to the minimum starting wage
on the date rehired. Students fulfilling co-op obligations will be
exempt from this policy.
- Pay Periods
-
Student assistants are paid bi-weekly. Each pay period is fourteen (14) days in length, begins on Friday and ends on Thursday. Pay for hours worked during each pay period is distributed the following Friday. Human Resources payroll encourages all employees to complete the Direct Deposit form which allows your pay to be directly deposited into your bank account. The instructions for viewing pay stubs follows. More detailed information is available at http://louisville.edu/hr/payroll/faq. Scroll to PAYCHECK BASICS and click on the highlighted links.
- 1. How often are paychecks issued?
- Pay checks are issued approximately the 30th of each month for monthly employees and every other Friday for bi-weekly employees.
- 2. How do I view my pay stub online?
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a. Go to http://ulink.louisville.edu.
b. Type in your user name and password.
c. Select the faculty/staff services tab.
d. Go to the personal information section.
e. Select paycheck.
f. Make sure that the net pay distribution says "Direct Deposit" (6). If it says "Check" (8) you will have to pick up your check at Human Resources.
- 3. How do I get my paycheck If it is listed on my pay stub as “Check”
- Paper checks can be picked up between the hours of 7:00 a.m. to 6:00 p.m. on pay day at the UofL Human Resources Office. Checks not picked up between those hours will be available on subsequent business days between the hours of 8:00 a.m. to 5:00 p.m. A check will only be released to the person whose name appears on it. Employees should make sure to bring a picture identification card.
- UofL Human Resources
- 1980 Arthur Street
- The building takes up the block at Floyd Street, Cardinal Boulevard and Arthur Streets. (low grey building across from the batting cages), before Cardinal Blvd changes to Brandeis.
Note: New students, your first paycheck will most likely be a “Check” and not “Direct Deposit”. If your checks continue to be “Checks” for more than two pay periods after you have signed up for Direct Deposit please contact Gwendline Chenault at 852-8708.
- Sick, Vacation, Holiday
Pay
- Student assistants do not get paid for vacation days, sick days or holidays. If you work on a holiday, you will
receive the usual hourly rate for all hours worked.
- Workers' Compensation
- Student assistants are covered by Workers'
Compensation during their hours of employment with the University.
If you should be injured on the job, report the incident immediately
to your supervisor.
- Workplace Attire
- As employees of the University of Louisville,
each of us represents U of L and the University Libraries every time
we come to work. It is very important to maintain the strongest possible
professional image in serving our users, both internal and external,
particularly in our work at public service areas. To avoid possible
injury, sandals and open shoes are not recommended, as books are heavy
if dropped.
Appropriate
Attire
- shirts
- blouses
- sweaters
- jackets
- tailored slacks or jeans
- knee shorts
- dresses
- skirts
- suits
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Inappropriate
Attire:
- athletic or gym wear
- short shorts
- mini skirts
- sundresses
- tank tops
- tops with exposed midriff
- bare feet
- any garment that is skimpy,
ragged or torn
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- Developing Good
Work Habits
- Observing common office practices can
help ensure that you will do well in your job.
- Common Courtesy
Be courteous and respectful to patrons, faculty, staff, students,
and your co-workers.
- Punctuality
Be responsible, arrive on time. Plan your arrival time carefully.
Get all of your personal business taken care of before your starting
time. Stay for your assigned work time, unless other arrangements
have been made with your supervisor. Your schedule should be arranged
to permit ample time for you to get to your classes.
- Professional Ethics:
Privacy and Confidentiality
One responsibility of working in the library is to protect each library
user's right to privacy and confidentiality with
respect to information sought, consulted or borrowed. Revealing to others
what items patrons have acquired or what topics they are researching is a
serious matter and may be cause for dismissal. Likewise, any other
records and files which you may view at work are considered confidential
and should not be discussed outside of the office.
- Leaving your Work
Area
If you must leave your work area, be sure to notify your supervisor
before you leave.
- Eating and Drinking
Do not eat in work areas unless it is permitted by your supervisor.
Food or drink is not allowed at public service desks, nor on any desk,
table, or shelf which houses library materials, computers, printers,
or other equipment that could be damaged by a spill.
- Personal Phone Calls/Visiting
on Duty
Library telephones are for business calls. Personal conversations
need to be limited while on duty. With the supervisor's approval,
you may use designated departmental phones for brief phone calls while
on break.
- Telephone Etiquette
Telephone communication can be as crucial as face-to-face interaction
. Your voice and attitude are your tools for enhancing phone conversations.
Voice - pay attention to your enunciation, courtesy,
audibility, friendliness, pitch, and rate of speech. Attitude
- have a positive mental attitude that makes the caller realize you
are willing to help. Also smile so the caller will be
able to hear it. A smile makes you sound cheerful even when you're
not.
- Housekeeping
Help to keep your assigned desk and work area uncluttered. Return
equipment and supplies to their proper places after use. Work areas
and service desks should present a neat and orderly appearance to
the public.
- Child Care
If you have children, please do not bring them with you while you
are working. If you cannot get a sitter, make arrangements with your
supervisor to have someone else work your assigned hours.
Student
Focus: The Ten Commandments
- A Student ... is the most important person in
any educational institution.
- A Student ... is not dependent on
us. We are dependent on her.
- A Student ... is not an interruption
of our work. He is the purpose of it.
- A Student ... does us a favor when
she calls. We are not doing her a favor by serving her.
- A Student ... is a part of our process,
not an outsider.
- A Student ... is not a cold statistic.
He is a person with feelings like our own.
- A Student ... is not someone to argue
or match wits with.
- A Student ... is a person who brings
us his educational needs. It is our job to meet those needs.
- A Student ... is deserving of the
most courteous and attentive treatment we can give.
- A Student ... is the person who makes
it possible to pay our salary, no matter what our position is within
the institution.
- Escort Service
- Public Safety personnel are available
24 hours a day to escort students, faculty, and staff members
to campus parking lots or other locations. Call the Public
Safety Department (852-6111) before you wish to leave the building,
giving them sufficient time to respond.
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