Work Rules in the UMD Library
Reviewed and revised March 29, 2001
The UMD Library adheres to all University and Regents' policies and procedures, including union contracts, the civil service rules, and the Academic Administrative and Professional Manual. All Library employees are responsible for learning and adhering to the work rules related to their personnel classification and the Library's work rules. The work rules will be reviewed annually.
University policy and procedure documents are available from a variety of sources. One of the most up-to-date sources is the University of Minnesota Office of Human Resources website. The Human Resources Policies and Procedures page has links to policy and procedure documents about Benefits; Compensation; Departure from U of MN; Diversity and Non-Discrimination; Governing Documents; Hiring Appointments and Reassignments; Leaves (including FMLA), Absences, Holidays, Vacations and University Closures; Performance; and Undergraduate, Graduate, and Professional Student Employment.
The Human Resources Policies and Procedures table of contents page is at:
http://www1.umn.edu/ohr/ohrpolicy/contents.htmUMD HR Policies and Procedures can be found at this address:
http://www.d.umn.edu/umdhr/Policies/The Board of Regents Policies can be found at this address:
http://www1.umn.edu/regents/polindex.htmlThe Academic Administrative and Professional Manual can be found at:
http://www1.umn.edu/ohr/ohrpolicy/Governing/Manual/index.htmThe Civil Service Rules can be found at:
http://www1.umn.edu/ohr/ohrpolicy/Governing/Civil/index.htmThe Unit 6 Contract (Clerical) can be found at:
http://www1.umn.edu/ohr/ohrpolicy/Governing/Unit6/index.htmThe Unit 7 Contract (Technical) can be found at:
http://www1.umn.edu/ohr/ohrpolicy/Governing/Unit7/index.htm
The workweek for the Library's staff is from 12:01 a.m. on Monday until midnight the following Sunday. Individual schedules may vary and they are set with and approved in advance by the individual's immediate supervisor or his/her designee. Short-term variations (less than one week in duration) in the daily work schedule should by set with and approved in advance by the individual's immediate supervisor or his/her designee.
The normal workweek for full-time Bargaining Unit and Civil Service BU/CS employees is 40 hours. The minimum workweek for full-time Academic Professional and Administrative (P/A) and professional Civic Service employees is 40 hours.
Requests to change the normal daily work schedule need to be discussed in advance with the individual's immediate supervisor or his/her designee.
A variable work schedule is an adjustment to the normal work schedule that is made at the employee's request with the supervisor's approval. When such arrangements are made the employee still needs to work the number of hours required to fulfill their obligation for the two-week pay period. For example, a 100% time employee should work 80 hours during the two-week pay period and a 75% time employee should work 60 hours during the two-week pay period.
Flextime work schedules are available during June, July, and August. A flextime work schedule is when employees work their 40 hours in 4 or 4.5 days instead of the normal 5. This enables staff to have a longer weekend. Flexible work schedules need to be requested and approved in advance by the individual's immediate supervisor.
The normal 8-hour working day includes a 30 to 60-minute unpaid meal break. The length of the unpaid meal break is determined by the approved work schedule. Meal breaks cannot be accumulated and used at a later date nor can they be used so an employee can come in later than their scheduled arrival time or leave earlier than scheduled.
Two paid 15-minute "rest periods" (breaks) are provided each 8-hour day. These "rest periods" can only be used during the day they are earned. The "rest periods" cannot be accumulated and used at a later date nor can they be used so an employee can come in later than their scheduled arrival time or leave earlier than scheduled.
Rest periods can be combined with meal breaks. When this is done it should be done on a regular basis.
Overtime is the time worked in excess of forty (40) hours per work week. Employees cannot work overtime without the prior authorization of their supervisor.
The Library Administration has opted to compensate employees for overtime hours worked with the prior approval of the supervisor with compensatory time off. Compensatory time is "paid" at the rate of 1.5 hours per hour worked overtime.
Overtime hours need to be recorded on a standard University timesheet by the employee and signed by the supervisor. The timesheet should be turned into the Library Administration Office with the leave forms. Standard University timesheets are available from the Library Administration Office.
Use of compensatory time is recorded on the leave form.
All requests for vacation must be requested and approved in advance by the appropriate supervisor or his/her designee.
Vacation use must be recorded on the Library's Leave form and turned in to the Team Coordinator on a regular basis. BU/CS employees turn in their forms biweekly and P/A employees turn their forms in at the beginning of each month.
All Library employees are required to notify their supervisor or his/her designee whenever they use sick leave.
In the event that unscheduled sick leave is necessary all staff members must immediately notify their supervisor or his/her designee each day absent.
Scheduled sick leave such as medical appointments should be reported in advance and every effort should be made to avoid conflicts with previously assigned or scheduled obligations.
All library employees must record use of sick leave on the Library's Leave form and turn it in to their supervisor or his/her designee. BU/CS employees turn in their forms biweekly; P/A employees turn in their form monthly.
A performance appraisal will be conducted with each employee at least once a year. A schedule for the yearly appraisals will be set by the Administration Office and communicated to all employees early in the calendar year.
The Library has performance standards for these work-related skills and behaviors: customer interactions, initiative, interpersonal skill, job knowledge, quantity/quality, supervisory skills, team member, and time management. The text for these performance standards can be found at http://www.d.umn.edu/lib/libstaff/admin/performance_standards/.
All Library staff are expected to follow the Library's Guiding Principles.
The text of the Guiding Principles can be found at http://www.d.umn.edu/lib/libstaff/admin/allstaff/guiding_principles.html.
Employees must not engage in unsafe or unlawful conduct while on the employer's premises.
Employees are expected to dress in a manner appropriate to the UMD work setting.
Employees are asked to be considerate of others sensitivities to fragrances and scents.
Any personal use of the telephone during working hours should be kept to an absolute minimum and used discreetly.
Under no circumstances can personal long-distance calls be made on University accounts. It is imperative that other staff members and Library patrons are not disturbed by excessive personal phone conversations.
Employees may not use department supplies or equipment for personal business. Employees may not remove supplies or equipment without the express authorization of their supervisor or his/her designee.
Staff may use Library photocopiers for making personal copies. The number of copies made should be recorded on the record sheet that is located in the vicinity of the staff photocopier. Staff will be billed for all personal copies.
Scholarships & Tuition Benefits
The Guidelines for Use of Regents' Scholarships by those Employed in the UMD Library are in the process of being reviewed for compliance with the UMD campus policies. 3/1/01
Library Security and Safety guidelines will be developed after the Building Security Project Team presents its final report to the Coordinators Team. 3/1/01
Each staff member is issued a nametag. The nametag is to be worn whenever staff are working at public service desks and or in public areas. The nametag needs to be worn above the waist and attached to the front so that people can locate and read it easily.
Staff should adhere to the Library's food and drink policy whenever they are in public areas. Food is not allowed in the Library' public areas. Beverages are permitted in non-spill, non-disposable containers.
Staff are allowed to eat and drink in their offices and the staff lounge. Food and drink should be transported in a discreet manner.
The Library's All-Staff meetings are mandatory unless a staff member has been excused in advance by their supervisor or his/her designee.
An employee who is invited to be on a UMD campus, University or professional association committee or team must seek approval from his/her supervisor and should present an estimate of the amount of time needed when requesting approval.
Participation in on-campus training and educational opportunities is encouraged, with supervisor's prior approval. Approval will be contingent on department staffing arrangements, current workload, etc.
