Welcome to employment in the UMD Library!
This handbook explains your rights and responsibilities as an employee of the UMD Library and provides other information that you may find useful. In addition to the work rules contained in this document you are responsible for following the UMD Student Employment Rules as well as your work area's procedural manual. You are responsible for familiarizing yourself with the information in these documents.
Payroll Information
Time Sheets
A time sheet will be provided for you each pay period. You are responsible for completing and signing your time sheet in ink by the due date. Your time sheet is due to Library Administration the Monday after the pay period ends. Your supervisor may require that you turn it in sooner than that. You may not be paid until the following pay day if your time sheet is not completed and signed by the due time.
When completing the time sheet, write clearly, in ink, the times you begin and leave work. If you work less than an hour, indicate 15 minutes as .25, half an hour as .5, and 45 minutes as .75. If you take an unpaid lunch break, you must show the times you left and returned to work.
If you don't record all hours worked on your time sheet before your supervisor turns it in to the Library Administrative Office, you must speak to your supervisor. Your supervisor will contact Library Administrative staff to make the change to the time sheet. Students are not allowed to make changes to a time sheet after the supervisor has signed it.
Paychecks
Paychecks arrive every other Wednesday according to the payroll schedule. They can be picked up in the Library Administrative Office, Room 465. They are usually ready by 9:00am. You are the only person who may pick up your paycheck. You may not pick up a paycheck for anyone else. You may view copies of your pay checks online from the Human Resources Self Service site.
Possible Delay in Receiving First Paycheck
Your first paycheck may be delayed due to the processing time for employment documents in the Library Administrative Office and in the central U of MN Payroll Office on the Twin Cities campus. You might not be paid for the hours you have worked until the next scheduled payday.
Lost Checks
If you lose a check, contact Library Administrative staff immediately. A stop payment will be put on the lost check. It may take up to ten days to receive a replacement check.
Check Forwarding
The UMD Library Administrative Office provides a check forwarding service. Checks are mailed to the address the student indicates on a check forwarding affidavit. A separate form must be completed for each paycheck that is to be mailed. Checks will be mailed on payday. If you do not receive the check within 5 days of pay day contact Library Administrative staff.
Special Checks
The UMD Library will request a special check if a student's paycheck was not received because of an error made in the Library Administrative Office. Special checks will be requested in other cases only if there are extenuating circumstances.
Direct Deposit
You may have your paychecks directly deposited into a bank account. If you take part in this program, you will not need to come to campus to pick up your paycheck or make arrangements to have checks forwarded to you. You can simply print a copy of your pay statement from the Human Resources Self Service site at http://hrss.umn.edu. To sign up you can request a direct deposit form in the Library Administrative Office, Room 465 Library. You will need to attach a voided check or deposit slip to the form. It may be one or two paydays before your paychecks go directly into your account. You can also sign up by visiting the Human Resources Self Service site at http://hrss.umn.edu and select direct deposit from the self service actions list. Complete instructions are provided on the site.
Taxes
A W2 form, which outlines your yearly income and taxes withheld, will be mailed to the address on your paycheck by the end of January of the following year. You may make changes to your tax withholding or print duplicate copies of your W2, from the Human Resources Self Service site at http://hrss.umn.edu.
Withholding of Social Security
If you are a full-time student, Social Security should not be withheld from your paycheck while classes are in session. However, it will be withheld if there is a holiday or semester break during a pay period. If you have any questions, contact Library Administrative staff.
Shift Differential
Students will be paid a shift differential of $.60 per hour if they work shifts which begin before or at 6:00 am or begin or end on or after 7:00 pm and are at least six hours in duration. Both miscellaneous and work study students qualify for shift differential. Work study shift differential earnings are charged against the student's work study award.
Proof of Earnings
If you need proof of your earnings, contact Library Administrative staff.
Work Expectations and Rules
The rules and expectations listed below are those the UMD Library wishes to emphasize. For a complete listing of rules, see the UMD Student Employment Rules.
Attendance/Absences
Three unexcused absences are grounds for dismissal. If you want time off, make arrangements with your supervisor in advance. If you have an unplanned schedule change (illness, accident, etc.), notify your supervisor as soon as possible, preferably before your shift is scheduled to begin.
Tardiness
Tardiness may be grounds for disciplinary action.
Breaks/Lunch
If you work a shift of 4 or more hours, you are entitled to one paid 15-minute break. If you work an 8-hour shift you are entitled to two paid 15-minute breaks. If you work an 8-hour shift you must take an unpaid 30-minute lunch break at approximately the half-way point of the shift. Paid 15-minute breaks may be taken in conjunction with your lunch break with the approval of your supervisor, but they may not be taken at the end of your shift in order to leave early.
Food/Drink Policy
Food is not permitted in public areas of the Library. Beverages are not allowed in glass, styrofoam or paper containers. Check with your supervisor for the specific rules of your work area.
Personal Use of Library Equipment
The University of Minnesota restricts use of equipment and resources to work-related activities. Ask your supervisor for clarification about how this policy may apply to your work area.
Discrimination/Harassment
The University strives to provide a safe workplace, free from harassment and discrimination. Discrimination and harassment on the basis of race, color, religion, sex, marital status, sexual orientation, public assistance status, pregnancy, number of children, disability, age, national origin, or veteran status are forbidden by the University of Minnesota. Additionally, discrimination on the basis of political opinions or affiliation with any union or other organization representing the interest of public employees is forbidden by the University of Minnesota.
If anything in your work area makes you feel intimidated or uncomfortable, notify your supervisor or another staff member.
Grievances
You have the right to inform your supervisor of any problems you are experiencing in the work place. If the problem is not resolved to your satisfaction, you also have the right to file a grievance. There are very specific time limits involved in filing a grievance.
Nametags
You must wear your nametag in a clearly visible manner when you are working. This will identify you as a Library employee to patrons and staff. You will be required to return your nametag at the end of your employment in the Library.
Confidentiality
The names, home phone numbers, e-mail addresses, and work schedules of co-workers are sometimes provided to you. This information is confidential and is not to be given out to the public.
All patron information is confidential and is not to be revealed to anyone. We do not reveal who has checked out any particular items nor whether they are faculty, staff or students.
Visitors
Visitors during work hours are strongly discouraged. Do not tell visitors where a student employee is working. Instead, telephone the office where the student is working and inform the student they have a visitor.
Problem Patrons
If you encounter situations that you perceive to be threatening, such as persons carrying weapons, exposing themselves, or exhibiting aggressive behavior, notify Campus Police. Call 7000 weekdays before 4:30 pm. Call 911 after 4:30 pm and on weekends. Then notify your supervisor as soon as possible.
Any illegal activity witnessed by patrons or staff in the Library should be reported to the Campus Police immediately.
If you encounter a situation that is inappropriate but non-threatening, notify your supervisor. If your supervisor is not available, notify staff at the nearest service point. Also notify your supervisor as soon as possible.
If a patron is being rude, you should remain patient and polite. However, if the patron becomes abusive, you may stop dealing with them immediately and notify a supervisor of the problem.
Facilities Problems
If you notice any problems with the maintenance of the Library building inform your supervisor as soon as possible.
Evaluation of Performance
Training
Most areas have a training manual that you must read. During training, you are expected to ask questions when something is not clear to you. You will be paid for time spent in training.
Performance Evaluation
You will be evaluated by your immediate supervisor at the end of your first semester of employment, each subsequent spring semester, and during your last pay period of employment. If you are not sure whether your work is meeting your supervisor's standards, feel free to ask your supervisor. Let your supervisor know when you need more feedback.
Listed below are definitions of the performance standards that will be used in your evaluation:
- Job Knowledge: Proficiency and ability to perform assigned tasks
- Problem Solving/Decision Making: Ability to apply knowledge and make decisions relative to assigned tasks
- Quality and Accuracy of Completed Work: Accuracy, neatness, and thoroughness in completing assigned tasks
- Quantity of Completed Work: Standards of amount and speed considered in relation to quality
- Teamwork Relations with Others: Maintaining good work relations with staff, patrons, and other office assistants
- Timeliness: Reporting to work on time, using time at work effectively, keeping scheduling changes to a minimum, and completing work shift as scheduled
Refer to Student Performance Evaluation form for more information.
Copies of evaluations are kept in your library personnel file and a copy is forwarded to Financial Aid/Student Employment for placement in your file.
Terminations
You can be terminated from your position if your performance is unsatisfactory. Refer to the UMD Student Employment Rules.
Reference Requests
If you wish to use your library supervisor as a work reference, you must complete a Student Authorization for Reference Request form. These are available the Library Administrative Office. This form should be turn in to the Library Administrative Office. A copy will be provided to the supervisor and the original will be kept in the student's personnel file.
Student Employee Input
Feedback
Your feedback on procedures and operations is welcomed. From time to time you may be asked to complete library surveys.
Evaluation of Supervisors
You have the right to contribute to the performance evaluation of your supervisor. See the UMD Office of Student Employment for instructions and forms.
Library Student Employment Coordinator
If you have any questions or concerns regarding your employment in the Library, contact:
Heather McLean
Library Administrative Office
465 Library
416 Library Drive
Duluth, MN 55812-3001
218/726-6560
8:00 - 4:30 Monday - Friday
hmclean@d.umn.eduSupervisor Information
Anderson, Tess Circulation 110E 726-8989 linval1@d.umn.edu Bonnema, Brenda Technical Services 215 726-6843 bbonnema@d.umn.edu Brown, Charlene Circulation 134 726-8539 cbrown@d.umn.edu David, Mags Circulation/PHD 110C 726-8585 mdavid@d.umn.edu Eberhart, Martha Reference 264 726-8733 meberhar@d.umn.edu Hanson, Ellen Technical Services 215 726-8105 ehanson5@d.umn.edu Hanson, Paul Circulation 132 726-6566 phanson@d.umn.edu Ambrosi, Tom Reference 270 726-7861 tambrosi@d.umn.edu McLean, Heather Interlibrary Loan 110B 726-7886 hmclean@d.umn.edu Vileta, Jim Reference 272 726-6157 jvileta@d.umn.edu Westergren, Kay Technical Services 110B 726-6628 kwester@d.umn.edu Zierke, Pat Circulation 110E 726-8591 pzierke@d.umn.edu Zogg, Tom Reference 266 726-8549 tzogg@d.umn.edu
UMD Library Student Employment Agreement
You are required to sign a UMD Library Student Employment Agreement to confirm that you have read and agree to adhere to the rules outlined in this handbook.
UMD Library Student Employee Handbook
September 1998
Revised 2/00, 2/02, 9/03