Patrons.. 9

PERSONAL SAFETY 9

LOCKERS

EMERGENCIES

General Emergencies.. 9

Fires – Evenings & Weekends.. 9

WEATHER - WOU AND LIBRARY GUIDELINES

SERVICES TO PATRONS WITH SPECIAL NEEDS.. 9

KEYS and building access.. 9

EQUIPMENT

THEFT & DAMAGE PREVENTION .. 9

REFERRAL OF QUESTIONS TO STAFF MEMBERS.. 9

RESTRICTED ACCESS.. 9

TELEPHONE POLICY.. 9

TELEPHONE CONFIDENTIALITY.. 9

TELEPHONE ETIQUETTE.. 9

Conclusion. 9

I. INTRODUCTION

Welcome to Western Oregon University ’s Hamersly Library (library). We are pleased you have joined our staff and we look forward to working with you. We hope that your employment in the library will be an enjoyable and valuable part of your college career at WOU. This student employee manual briefly describes library, its staff, services, and resources. It also describes the opportunities and conditions for student employment and outlines general policies and procedures. back to top

II. MISSION AND GOALS OF LIBRARY

The Hamersly Library supports Western Oregon University's dedication to student sucess and enhances its commitment to discovery, creativity, critical thinking, and diversity by providing and encouraging the use of quality information, media resources and services.

The library envisions:

·         Expanded and enhanced information resources and technology that efficiently and consistently support the academic programs of Western Oregon University.

·         A learning community that promotes successful use of resources by instructing, assisting, and encouraging individuals to use information effectively and ethically.

·         Cooperative partnerships with other information and technology providers to increase intellectual access, complement instruction activities, and promote resource sharing.

·         Physical environments which are inviting, comfortable, innovative, and welcoming places conducive to study, learning and research.

·         A creative intellectual environment in which users receive exemplary customer service.

·         A highly skilled staff who are recognized for information expertise and technological competence, who are leaders in media production and preservation, and in library management.

In order to fulfill this mission, the library acquires materials to support the curriculum; catalogs and organizes them for easy access; maintains the collections and equipment in proper physical condition and arrangement; provides assistance in identifying, locating, and using all information resources; and facilitates their use by a reliable circulation system and courteous, efficient service.

The library is a (customer) service institution. All library personnel are to exhibit a positive work attitude and commitment to quality customer service. back to top

III. LIBRARY PERSONNEL

Three groups of personnel work together to keep the library operating smoothly: librarians, support staff, and student employees. Each group complements the other and each is essential in carrying out the library's mission.

Student employees perform a variety of tasks that help the library run smoohtly. Tasks vary depending upon the unit you are hired to work with, and may include such things as checking materials in and out, providing general information about the library and WOU to patrons, assisting with the recycling of materials, and photocopying materials for Interlibrary Loan patrons.

The Library and Media Services student employee program is coordinated by the library's Administrative Services Office. General questions about employment, pay rates and evaluations should be directed to this office. Click here to view the library's organization chart.

IV. STUDENT EMPLOYMENT IN THE LIBRARY

Employment with the library offers students like you the opportunity to develop quality work habits and ethics. When you accept a position with the library, you are making a commitment to assume certain responsibilities and committ to practice skills such as time management.

Your first responsibility as a library student employee is to provide quality customer service to our patrons. You will be expected to become knowledgeable about your position as well as general library policies and procedures. If you are ever in doubt about what to do or how to do it, always ask your supervisor or another staff member for clarification before taking any action.

If you would like to broaden your knowledge of library work, consider applying for an internship experience, practicum, or independent study.Any of the librarians would be happy to discuss career options for graduate-level study in the field of Library Science. back to top

V. CONDITIONS OF student EMPLOYMENT

WORK SCHEDULES
University policy states that students may work on campus for a maximum of twenty hours per week. The number of hours worked per week will be determined by your immediate supervisor in accordance with University policy. If your unit is open during evening, weekend, and holiday hours, you may be expected to share in working during these times. Work schedules during intersession will be determined by your immediate supervisor.

Student employee work schedules are planned in advance. Toward the end of each term you will be asked to submit a schedule of classes and other commitments for the upcoming term so your supervisor can prepare a new work schedule. Notify your supervisor as soon as possible if your circumstances change (i.e. a class schedule change). If you are unable to fulfill your scheduled hours your supervisor may not be able to hold your position.

PROBATION PERIOD & EMPLOYMENT AGREEMENT

Student employment within the library is on a term-by-term basis and is subject to satisfactory work performance and compliance with library and University policies and procedures. All newly-hired student employees are hired for a two-week probationary period. Upon successful completion of the probation period, your supervisor will confirm your employment for the term and you will be required to sign a Library and Media Services Student Employment Agreement. This agreement specifies your job assignment and, the number of hours you are expected to work per week. Time worked outside of normally scheduled hours must be approved by your supervisor. Unauthorized time worked is not permitted. All student employees will be required to sign an updated Employment Agreement at the beginning of each term.Click here for a sample agreement.

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Position descriptions
Position descriptions characterizing specific work assignments in each library unit are available in the Library Administrative Services Office. When you are hired, your supervisor will give you a copy of your position description.

Student employees will:

·         work designated shifts

·         arrange for absences in accordance with unit guidelines

·         contact supervisor in advance (when possible) if unable to work a scheduled shift

·         read and comply with the policies and procedures outlined in the Hamersly Library Student Employee Manual and WOU Student Employee Policy Manual

·         review the library's MSDS and Safety Manual annually

·        acquire skills to satisfactorily perform the requirements of your position description

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ORIENTATION AND LIBRARY TOUR
All new student employees will receive unit-specific training and orientation which will include Building and Safety Orientation. Click here for online library tour.

SUPERVISORS
All student employees report directly to their unit's supervisor. Students scheduled to work evenings and/or weekend shifts report to the designated person in charge.

EXPECTATIONS

APPEARANCE / CLOTHING

As a student employee, you represent the library and therefore are expected to meet certain standards of dress and appearance. While there is no rigid dress code for library personnel, you are expected to dress appropriately with sensitivity to the diversity of a multicultural institution. If you have questions about what is appropriate, please check with your supervisor.

BREAKS
In compliance with State of Oregon BOLI (Bureau of Labor and Industries) , the Western Oregon University Student Employment Policy states:

“Students working a shift of four (4) successive hours are entitled to a 15-minute rest break. When working a regular eight (8) hour day, student employees are required to take at least a one-half hour lunch break.”

To maintain levels of performance and quality customer service, the library policy modifies these break and lunch policies as follows:

Student employees who work:

·         4 hours to 5 hours in one shift are to take one 15-minute break without clocking out;

·         Over 5 but less than 6 hours in one shift are to take

        two 15-minute breaks, evenly spaced (i.e., one break every 2 – 2.5 hours) without clocking out;

·         6 or more hours in one shift are to take two 15-minute breaks, evenly spaced (i.e., one break every 2 – 2.5 hours) without clocking out, and one 30-minute unpaid lunch hour (clock-out).

Your supervisor will coordinate scheduled breaks and lunches.

Employees are not permitted to “save” break time in order to arrive late or leave early for a scheduled shift. All breaks are to be taken away from the service desks and work areas.

FOOD AND DRINK

While on duty, you may not consume food in public or work areas that are visible to library patrons. Other staff work areas are at the descretion of the unit's supervisor. During breaks you may consume food and drink in the student study lounge.

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MAILBOXES

Student employees are provided assigned numbered mailboxes, which are in two locations. One set is located next to the time clock on the first floor in the Public Services work area (Room 117 by the loading dock). The other set is located on the second floor in the Administrative Services office (Room 206). A list of students' names and mailbox numbers is posted on the student bulletin board next to the mailboxes. Check your mailbox at the beginning of each shift.

NAME TAGS

The library's Administrative Services office will provide student employees with a name tag. Student employees who work in Public Services are required to wear their name tags while are on duty. Do not remove your tag from the library. Do not affix stickers or other items to your library name tag. Store it in your mailbox when not in use.

NOISE

The library atmosphere must be conducive to research, study and work. While on duty, please limit conversations with your friends or co-workers.

STUDYING WHILE ON DUTY

Studying or doing schoolwork while on duty is prohibited.

PERSONAL ELECTRONIC DEVICES

General use of personal electronic devices while on-duty must be in compliance with your unit's guidelines. Personal electronic devices include cell phones, BlackBerry's, MP3's, IPod's, etc.

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PERFORMANCE EVALUATIONS

At the end of your first term of employment, your principal supervisor will evaluate your performance using the Student Employee Evaluation form. The evaluation process gives you and your supervisor the opportunity to discuss your strengths and weaknesses. Together you will plan improvements in performance that will both benefit the library and enhance your future career prospects. By assessing your strengths and weaknesses, your supervisor will be able to plan future projects to suit your skills and to provide references for future employment. The evaluation may be used to determine future wage increases or promotions.

After your first term evaluation, you will be evaluated by your supervisor once a year in June. A student employee whose performance does not meet library standards may be evaluated at any time.   Evaluation forms are retained in the Library Administrative Services Office for three years after your library employment is terminated. With your written consent, your evaluations may be consulted when prospective employers inquire about your past employment history and work performance.

The following factors and characteristics expand the list of criteria on the performance evaluation form. You are to be familiar with these work expectations and develop methods for achieving them during your employment. Click here to see sample evaluation.

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ATTENDANCE

·         Arrives on time and is ready for work at beginning of shift

·         Works for the entire scheduled shift

·         Negotiates schedule conflicts and submits requests for time off in advance

·         Gives proper notice and explanations for emergency absences

·         Follows proper procedure, when required, for finding a replacement when unable to work a scheduled shift

·        Punches in and out accurately on time card

·         Complies with break and meal-hour regulations and policies

Attitude

·         Shows interest in the work

·         Seeks to improve performance

·         Takes constructive criticism well

·         Demonstrates positive attitude

COMMUNICATION

·         Listens carefully

·         Communicates well, orally and in writing

·         Asks questions

·         Communicates ongoing business to other employees at end of each shift

·         Discusses work concerns and suggestions with supervisor

INITIATIVE

·         Submits ideas for improving policies and procedures

·         Seeks additional work when assignments are completed

·         Seeks to build on skills already learned

JUDGMENT / FLEXIBILITY

·         Is flexible and adapts to changing circumstances, policies, and procedures

·         Analyzes and makes sound judgments

·         Seeks assistance when appropriate

·         Demonstrates resourcefulness

OBSERVANCE OF POLICIES

·         Adheres to the Library and Media Services Student Employee Manual

·         Complies with the policies, regulations, and procedures of the library and the University

PRODUCTIVITY / EFFICIENCY

·        Completes assigned tasks

·         Strives for greater efficiency

·         Uses time efficiently

·       Generates an acceptable amount of work

·         Completes tasks in amount of time expected

·         Plans and organizes work well

·         Comes to work prepared

·         Begins a project quickly

·         Learns procedures in appropriate length of time

PUBLIC SERVICE

·         Demonstrates sensitivity to the needs of the patron

·         Provides proper referrals

·         Demonstrates approachability

·         Responds courteously to patrons

·         Represents the library in a positive manner

QUALITY OF WORK

·         Produces work that is accurate, neat, thorough, and dependable

·         Provides quality customer service

·         Pays attention to details

·         Comprehends and retains conceptual and technical aspects of the work

  WORKING RELATIONSHIPS

·         Values and respects diversity

·         Motivates and respects others

·         Respects diverse learning and working styles

·         Explains instructions and tasks clearly and completely

·         Observes and respects difference of working and social relationships

·         Demonstrates cooperative attitude

·         Accepts supervision, guidance, and critique from library personnel

·         Works well in cooperative projects

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Discipline or DISMISSAL

Disciplinary Action

If you fail to meet library expectations your supervisor will, with exception, proceed with the following sequence:

1.       Verbal warning

2.       Written warning

3.       Dismissal

You will receive one written warning only. After receiving a verbal and/or written warning, you will not be eligible for a raise or a transfer to another unit within the library until you have demonstrated to your supervisor satisfactory improvement concerning the conduct in question.  If circumstances warrant, your supervisor may immediately issue a written warning without first giving a verbal warning. If your performance does not improve, you may be dismissed.
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Appeal Process

·         There is no appeal process for a verbal warning.

·         If you receive a written warning you may appeal, in writing, to your immediate supervisor.

·         In the event of dismissal, you may submit a written appeal to your immediate supervisor.

Grounds for Dismissal

The behavior and/or performance of a student employee may require a supervisor to use one or more of the following grounds for immediate dismissal:

·         Refusal to perform assigned tasks or follow instructions

·         Excessive tardiness or unexcused absences

·         Unauthorized use of library materials, facilities, or supplies

·         Improper reporting of hours on your or another student employee's time card

·         Inability to perform assigned tasks at a satisfactory level

·         Failure to maintain a positive service-minded approach toward patrons or library personnel

·         Reporting to work under the influence of alcohol or a controlled substance

·         Insubordination

·         Dishonesty

·         Breach of security

·         Violence

·         Criminal activity

·         Violation of library or University confidentiality policy

If misconduct is significant, your supersivor may dismiss you without prior verbal or written warning. It is your responsibility to be aware of these dismissal conditions and procedures. If you have any questions, please ask your supervisor.

The Dean of the Hamersly Library reserves the right to employ at will. This means that employment can be terminated with or without notice, at any time, at the option of the Hamersly Library or at the option of the employee.

The library observes the same non-discrimination policies for student employees as for other employees. Western Oregon University is an equal opportunity employer.

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VI. PAYROLL POLICIES AND PROCEDURES

UNIVERSITY PAYROLL POLICIES

WOU Student Employee Policy states:

"Student employees are required to be enrolled for a minimum of six (6) credit hours during Fall, Winter, and Spring terms. During the Summer Term, a student employee is required to be either enrolled for a minimum of six (6) credit hours, or be pre-registered for a minimum of six hours for the subsequent Fall Term.

Prior to reporting for your first scheduled shift you are required to complete payroll documents including the Federal I-9 form at the University Payroll Office, which is located in the Administration Building .

Any activity for which a student receives remuneration is considered employment and disbursement will be made through the University Payroll Office. Each pay period begins on the 11th and ends on the 10th of the following month. You may pick up your check at the University Payroll Office on the last working day of each month, arrange for direct deposit, or have checks mailed to your home address by completing a mailing slip at the University Payroll Office. Click here to access payroll schedule.

Students are eligible to work a maximum of 20 hours per week within a given pay period (without prior written approval from the Vice President of Student Affairs). If you are employed with more than one library unit or campus department it is your responsibility to ensure that you do not exceed the 20 work hours / week.

Student overtime (over 40 hours per week) will be paid at time and one-half the student's regular hourly rate. Students will only be allowed to work 40 hours per week during breaks and Summer Session. The work week is calculated Monday through Sunday for overtime purposes.

FWSP (Federal Works Study Program)

Federal work study is a form of student aid. The federal government works with Financial Aid in determining each student's eligibility. Work study funds are expended based on hours worked and may be expended within the first term of employment. Students may request work study funds be "prorated" for the fiscal year. For more information contact the Library Administrative Services unit.

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Pay Rates

WOU student employee categories and pay scales are in compliance with federal and state guidelines. These categories are reviewed annually by the University and amendments, if any, will be implemented at the beginning of each fiscal year. No additional rates will apply during term breaks or summer.

Student Employee Classifications

Student Employee 1 (SE1):

Performs routine, non-complex work of a vocational nature; may require a brief orientation period. Work is characterized by standardized methods or processes and includes both unskilled and semi-skilled work.

Student employee 2 (SE2):

Performs specialized work of a vocational nature. Requires knowledge and application of specific work procedures. Also requires some developed skills such as clerical work, composition, or small equipment or machinery operation.

Student employee 3 (SE3):

Performs technical / para-professional work requiring a combination of basic scientific or technical knowledge and manual skills. The work is generally guided by applicable work principals and standardized techniques. May work with little supervision and may provide lead-work."

VII. library Salary adjustments

The library’s student employee program offers three salary adjustment options: time–in-service, merit increases, and promotion.

Time-in-service salary increases of ten (10) cents per hour will be given after each accumulated 400 hours of service. Time-in-service salary adjustments recognize those students who work frequently and for longer periods of time.

Merit increases are based on performance of assigned tasks. Merit increases are recommended by unit supervisors and are approved at the discretion of the Dean of Library and Media Services.

Promotions are based on performance and demonstrated ability to handle advanced tasks or work assignments. Promotions are recommended by unit supervisors and are approved at the discretion of the Dean of the Hamersly Library.

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TIME CARDS

Student employees are responsible for punching their time card at the beginning and end of each shift. Students are to be paid only for the hours marked on the time card. Students must sign their time card before the last working day of each pay period (generally the 10^th of each month) to verify that the information contained on your time card is accurate. Please note: in order to receive your paycheck, your time card must be signed.



If an error exists on your time card please do not write on your time card. Only Library Administrative Services staff or the Dean are authorized to make written changes on time cards. To request a correction to your time card please follow these steps:

1.        Make a photocopy of your time card

2.        On the photocopy write in and describe your requested changes (i.e. forgot to punch out)

3.        Place the photocopy in the time card correction mailbox located near the time clock
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VIII. GENERAL POLICIES AND PROCEDURES

ACCIDENTS

EMPLOYEES

You are to immediately report any injury to your staff supervisor (including paper cuts). If no staff supervisor is available, contact University Public Safety (extension 8-8481) and they will make arrangements for emergency medical care. A first aid kit is located in each library unit.

While working in the library, you are covered by the State Accident Insurance Fund (SAIF) for any injuries on the job. You will be asked to complete accident report forms as soon as possible. Your staff supervisor or library Administrative Services Office will assist you in filling out these forms.

PATRONS

When library patrons are injured while on library premises, notify your staff supervisor immediately, and then assist as necessary. If no staff supervisor is present, call

UNIVERSITY PUBLIC SAFETY

Extension 8-8481

After the emergency is over, you are to document, in writing, your observations about the incident for your supervisor.

PERSONAL SAFETY
Be aware of your surroundings, particularly in isolated areas. If you observe a patron in the library who appears to be "suspicious" or presents a clear or possible danger to library staff, patrons or materials, obtain a complete physical description of the person, inform a supervisor or other library staff member, and call the UNIVERSITY PUBLIC SAFETY OFFICE

Extension 8-8481 or 8-9000
When in doubt, do not hesitate to immediately call the security officers.

LOCKERS
Lockers, and locks, are provided for student employee use to secure their personal belongings during scheduled shifts. These lockers are located on the first floor loading dock.
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EMERGENCIES
Time is of the essence in handling all emergency situations. IMMEDIATELY report all emergencies to the supervisor on duty.

General Emergencies

Extension 8-8481- UNIVERSITY PUBLIC SAFETY OFFICE
Extension 8-9000 - UNIVERSITY EMERGENCY LINE
Extension 8-911 - EMERGENCY SERVICES
For non-emergency concerns (i.e., escort services, keys locked in car, etc.) call 503-932-3419.

Fires – Evenings & Weekends
In the case of fire during evening and weekend hours when no supervisor is present, exit the building yourself and inform fire fighters, when they arrive, of the location of the fire. Building fire alarms are directly connected to the University Public Safety office.
WEATHER-WOU and LMS GUIDELINES:

The University announces closures via area television, radio stations and voice message at 503-838-8026.

In the event of a University closure due to inclement weather, the Dean and the Librarians will coordinate operations at the library.   All other library workgroups will not report to work. Click here for Hamersly Library inclement weather policy.

In the event that inclement weather forces early closure or creates hazardous travel or working conditions, the Dean will determine whether or not to close the library.

In all situations, the library’s minimal staffing policy (operate with no less than three (3) staff or student employees onsite) will be applied. If appropriate staffing levels cannot be met, the facility will close.

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SERVICES TO PATRONS WITH SPECIAL NEEDS

You are expected to assist patrons with special needs in gaining access to library materials, resources and services.

KEYS and Building access

Certain rooms and facilities have restricted access to protect expensive, rare, and valuable materials or equipment. If you or a patron needs a key to a locked area, request the key from your supervisor or an attendant at the Checkout Desk. Student who have responsibility for opening will be assigned keys as needed. Students who are required to have access to specific offices, storage rooms or other secure locations will be assigned an access code. Access codes are confidential and not to be shared at any time.

EQUIPMENT

All library employees are expected to make use of library resources wisely. Tampering with library or University software is prohibited and is considered grounds for immediate dismissal. Employees are not allowed to use library staff equipment or resources for non-work purposes. Your supervisor will provide instructions for using all library equipment associated with your job. If you have difficulty using the equipment or it malfunctions, report it to your supervisor immediately.

THEFT & DAMAGE PREVENTION

An electronic security system is installed at the east and west exits, and is intended to prevent library materials from being removed from the building without being properly checked out. Specific operating details of the electronic security system are not to be discussed with patrons.If a patron reports a theft or damage to library material or personal possessions, alert your supervisor and call University Public Safety, extension 8-8481.

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REFERRAL OF QUESTIONS TO STAFF MEMBERS

It is important for you to know when and where to refer inquiries. Library staff are able to answer questions relating to services and collections, policies and procedures, use of library resources, for term paper or other research activities. If you are uncertain or do not know the answer, ask your supervisor for assistance.

RESTRICTED ACCESS

Except for visitors on official business, only on-duty library personnel are permitted in staff work areas and offices. Unless permitted otherwise, the library staff lounge and its facilities are for library staff use only.

TELEPHONE POLICY

Turn off your cell phone while at work.
Personal calls may not be made on library telephones, nor should you receive personal calls except in emergency circumstances. Courtesy phones are located near the restrooms on each floor and in the west vestibule by the student lounge.

TELEPHONE CONFIDENTIALITY

The home telephone numbers or contact information of library employees is confidential.

§         DO NOT GIVE STAFF, STUDENT OR PATRON INFORMATION TO ANY PERSON

Relay a message to the individual or another staff member by taking the caller’s name and telephone number.

TELEPHONE ETIQUETTE

Telephone etiquette is an important element of providing quality library customer service. You will receive specific training from your supervisor .

Conclusion

These policies are not to be construed as a contract of employment. We expressly reserve the right to change, add to, or delete policies at any time. No supervisor other than the Dean of the Hamersly Library and the University has authority to alter the policies, and all such changes must be in writing. Changes will be effective on dates determined by the library and the University, and you may not rely on policies that have been superseded.

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II. MISSION AND GOALS OF LIBRARY

III. LIBRARY PERSONNEL

BREAKS In compliance with State of Oregon BOLI (Bureau of Labor and Industries) , the Western Oregon University Student Employment Policy states:

TIME CARDS

BREAKS
In compliance with State of Oregon BOLI (Bureau of Labor and Industries) , the Western Oregon University Student Employment Policy states: