Student Assistant Training: Module 1

AGREEMENT TO EMPLOYMENT CONDITIONS 

Public Services Student Assistants 

The James A. Cannavino Library strives to serve the Marist community in its research needs by being well organized, efficient, and welcoming to all members and guests of our community. Student Assistants, positioned at the circulation and reference desks, are often the first point of contact with the library. Because of this, Student Assistants are critical to maintaining a high level of service. You have been carefully selected to be a part of this team.  

You must observe the following policies at all times.  Ask your supervisor if you have any questions regarding these conditions.  

Time and Attendance  

By accepting this job, you agree to work the arranged schedule for the ENTIRE SEMESTER.    

Work ALL hours assigned to you including weekends, late nights until 12:00 AM, and midterm and final exam periods. There is the potential of having some shifts open until 2 AM.  

Arrive on time.  

Stay until the end of your assigned shift.  

If you expect to be late, or in the event of an emergency CALL the circulation supervisor’s desk (x.3106) and speak only to a member of staff. DO NOT leave messages with other students.  DO NOT send us a Remind. We do not check it regularly.  

Confidentiality  

1. Patron information is confidential.    

2. Only disclose account information to the person named on the account.   

3. If in doubt, refer to a supervisor.  

Professionalism  

1. Maintain a friendly but professional demeanor at all times.  

2. Dress appropriately and maintain a clutter-free work area. Shoes must be worn at all times.  

3. Look accessible and be proactive-ask patrons if they need help. Keep your head up so you can greet patrons as the approach the desk.  

4. Please limit socializing during your shift. If friends stop at your workstation, make plans with them to chat or hang out after your shift.  

5. If any activity outside of your assigned duties is deemed to be a distraction, you may be asked to stop.  

Technology Usage  

1. DO NOT work on laptops; use the desktop computers. 

2. The volume at your workstation should be off. No audio or headphones allowed. 

3. Coursework that involves collaboration, laptop use, or audio use to complete should be completed before or after your shift. All homework comes AFTER assigned duties.   

4. Cell phones should be silent. If you have a need to talk on the phone, ask the supervisor for a brief break to leave the desk area.  

5. Streaming video watching is only allowed (with subtitles only) after 10:00 pm. 

Public Service Desk Coverage  

1. Access to the Public Services area is restricted to staff members and to student assistants on shift; a supervisor must approve others. Please make sure that the door is closed after you enter.  

2. Do not leave the Public Services Desks unattended, if you must leave, call another student assistant or a staff member to cover for you.  There is also a sign to place at the desk stating that you’ll be back in five minutes if you must step away.  

3. DO NOT store patrons’ personal belongings at the Public Services Desks.    

4. When you finish your shift, return all items to their proper locations.  

5. Take your belongings with you at the end of your shift.  

Food & Breaks

1. You are expected to assist the library in enforcing the food and drink policy, so set a good example for other library users.  

2. If you need to eat, let a supervisor know that you need a break.   

3. Drinks should be in a spill-proof container.  

4. Under New York State Law, if you are working a shift of more than six hours, you must   take a 30-minute unpaid meal break. You will sign out on your paper time sheet when taking the break and sign in when you resume work.   

We look forward to working with you and hope you will benefit by strengthening your skills and experience for the future.    

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GROUNDS FOR DISMISSAL: Unauthorized absences, patterns of tardiness, unsatisfactory work, excessive socializing, perpetual rudeness, dishonesty, or failure to maintain a professional demeanor. 

If there is pattern of the above behaviors, library staff may speak with you regarding improvement. If the behaviors continue, you will be asked to speak with the Head of Public and Research Services, Nancy Calabrese, regarding improvement. Continued failure to meet job expectations may result in dismissal. 

“I have read and understand the Public Services Student Assistant employment agreement, and I agree to follow these guidelines during my employment at the James A. Cannavino Library.”  

________________________________                      ________________ 

Signature                                                                     Date 

Confidentiality and Copyright 

Confidentiality 

The Library has a duty to ensure the privacy of all patrons and to protect them from potential harassment by other borrowers; therefore: 

1. You may not disclose any information from circulation records to anyone other than the record holder or a member of the Library staff. This includes parents, faculty and other college employees. 

2. You may not disclose any details concerning the use or possession of library materials. If someone requests an item that is in use by another patron, you should make a note of the following details and pass the request to a member of staff. 

• Requester’s name and contact information 

• Item title and call number 

• Date item is needed 

       3. If a reserve item is out, suggest that person try again later. Do not tell the patron who has the item. It is a violation of confidentiality to disclose the name of a patron using any library materials. 

 4.   If in doubt, refer to a member of staff. 

Copyright 

1.  Libraries offer access to materials, but in doing so we cannot violate copyright.  

2. A work of literature, scholarship, or film is the property of the maker and as protectors of these works, we do not want to take away the owner’s rights to the work, just as you would not want someone to copy your paper and put their name on it.  

3. So if a person approaches you asking for an article, video, or book that we do not have, please do not find them an illegal copy of the item. Please recommend that they go talk to the librarian about finding a copy.  

4. You may advise them to search the internet, but do not provide them with an illegal copy.  In the event that the patron gets in trouble for violating copyright, we do not want to be the source of the illegal copy.  

5. If in doubt, refer to a member of staff. 

Library Borrowing Privileges: 

A Circulation Privileges sheet describing these privileges can be found in the flipbook.  

This sheet: 

• Categorizes the types of patrons that use the library (e.g. faculty and undergraduates.) 

• Lists the types of items that circulate. 

• Lists how many items each type of patron can borrow. 

• Lists how long they can keep items out. 

Library Fines: 

• If a patron requests information in person or over the phone, get a supervisor.  Do not tell them their fine status based upon what Alma says. 

• Do not give out account information to anyone other than the patron including parents.  If anyone asks for their fine status, get a supervisor. 

Schedule, Substitutions, and Time Sheets

Student schedule and personal schedule

• You will have access to view two Google Calendars:
  • The Student Schedule which displays the hours and shifts for all student assistants
  • Your Personal Schedule which shows only your hours
• You are responsible for checking these calendars.

 Unforeseen absences

• It is your responsibility to find a replacement. If this is not possible (e.g., emergency, or illness), you must call the circulation desk (845 575-3106) and speak directly to a member of staff. Do not leave voicemail messages or Remind.
• Tardiness and unexcused absences are unacceptable except for good reason (such as illness, emergency, or as determined by the circulation desk supervisor).
• If you fail to show up for a shift, without calling, you will get a 1^st warning. The 2^nd time, there will be a meeting with the Head of Public Services. The 3^rd instance may result in employment termination.

Foreseen absences

• Inform the circulation desk supervisor at least 48 hours prior to your shift by phone, in person, or by signing up in the substitute log at the circulation desk.
• Unless explicitly excused by the Circulation Desk Supervisor, it’s your responsibility to have your shift covered. In the calendar, when you have requested an open shift, it will appear as (YOUR NAME OPEN). It is not covered until your name is no longer on the calendar.

Requesting a substitute

• If you choose to use the substitute log:
• Enter your name and the time and date of the shift to be covered in the substitute log.
• This is a request for coverage, not an approval of your time off.
• Initials indicate that your request has been seen and entered on the Google calendar, NOT that you are excused.
• You are expected to cover your shift unless the slot has been removed from your personal calendar.
• E-mail is never an acceptable method to request shift changes.
• A list of student assistant contacts is available at the Student Assistant Lib Guide, http://libguides.marist.edu/studentassistant, as well as in a binder in the public services area.

Signing up for an available shift

• Available shifts are indicated as open on the Student Schedule or written in the substitute log.
• E-mail AND Remind is not an acceptable method to sign up for available shifts.
• To sign up for an available shift, call the circulation desk supervisor (845 575-3106), speak to a staff member in person, or sign up in the substitute log.
• The slot is not yours until it appears on your personal calendar, as well as the student calendar.

 Time sheets

• Paper time sheets are stored in the bottom drawer of the circulation desk, in the drawer by the student assistant.
• Paper time sheets should be initialed by the circulation desk supervisor upon arriving, taking breaks, and departing a shift.
• Electronic time sheets, reflecting the hours on the paper time sheets, should be submitted on the Banner Self Service system for approval on the final day (Friday) of the two week pay cycle.

**If the students banner timesheet is not available during their first shift, this may be delayed but it MUST be completed within the employee’s first pay period.

Banner timesheets are the digital timesheets that you access through the MyMarist site. These timesheets are checked against your paper timesheets and approved by library staff and then accessed by the Payroll Office to determine your pay for the pay period.

Banner timesheets can be completed as you work or at the end of the pay period, but they should be completed by the end of the last Friday of the pay period in order to be approved in time. Late submission may result in the need to submit a paper timesheet correction to Payroll and later payment.

A schedule of pay periods can be found on myMarist as well as linked from the Student Assistant Guide.

Policies and handbooks can be found on the Student Employment tab under the Student Financial Services tab in myMarist.

• Sick Time – student employees accrue sick time, which may be entered when a student calls out if available.
• Time can only be entered into your banner timesheet in 15 minute increments.
• Banner Timesheets should match your paper timesheet.
• Student timesheets with errors may be returned to student employees for correction, or corrected by library staff when necessary.
• Library staff will be checking to see that you have met the following scheduling policies:
  • No student employee should be working for longer than 6 hours without a scheduled 30 minute meal break
  • No student employee should be working more than 8 hours in a day
  • No student employee should be working more than 19 hours in a work week (Saturday-Friday) or 38 hours in a pay period.

The student assistant libguide can be found at https://libguides.marist.edu/studentassistant Please open this guide at the beginning of your shift.

This guide contains:

• Important links, including to: the Alma Circulation System, the course reserves guide, campus and library directories
• A form for entering data about questions answered (used for library statistics)
• A link to the contact information for your co-workers (for requesting shift coverage)
• Inclement weather policies
• Payroll Information
• Frequently asked questions and other help documents
• A link to all Library Student Assistant Training materials

Student Assistant seats (1 & 2 are at the Circulation Desk, 3 is at the reference desk. Student Assistants should seat themselves prioritizing the seats in number order, including relocating if a lower numbered seat opens during your shift.)

1. Flipbooks
2. Schedule (current day and following day)
3. Student contact and Substitute binder
4. Student folders
   1. Contain Paper Timesheets
   2. First folder contains blank Work Logs
5. Forms Drawers
   3. Copyright Release Form
   4. Reserve Forms for Faculty/Staff
6. Printer
7. Manual Charge Forms
8. Whiteboard kits
9. Student supply kits
10. Intercom, Intercom Instruction Sheet
11. Returned items cart (organized by type)
12. Reserve Items (Organized by LoC call numbers and by instructor name for personal copies of DVDs and Course Packets)
13. Laptops and chargers
14. Coat rack
15. Lost & Found
16. Key Lockbox
    1. Mair Room Key – The Mair Room must be kept locked when not in use. If someone asks to have it opened, refer them to a supervisor. Do not let them into the Mair Room unless told to do so by a supervisor.
17. DVDs (circulating and reserve)
18. Holds (items on hold for patrons to pick up)
19. Interlibrary loan/ SUNY Resource Sharing
    5. Returned items
20. Permanent Reserve Items – comingled with reserves
21. Student Assistant LibGuide Shortcut on desktop – Library systems folder