April 2006
This manual is designed to serve the following purposes:
Without the considerable help of library student assistants, the library would cease to function. Most library users are unaware of the significant service and wide scope of operations performed by students in the various departments of the library. Your job performance is extremely valuable, as are your reliability and dependability.
Some of the information in this manual may not affect or be of interest to student assistants in all departments; however, it is given to you as a source of information should questions ever arise. Although reasonable attempts will be made to continually keep this manual up-to-date, it may be necessary to refer to the Library Administrative Office and/or your departmental supervisor for the latest policies. Suggestions for improvement of the manual are always welcome.
John Krogman, Vice Chancellor for Information Services, and Joan Ehlen, Library Student Personnel Coordinator, would be glad to answer questions concerning this Karrmann Library Student Personnel Manual or any other questions regarding library operations.
We hope you will find the library experience both educational and interesting. This experience should be of value to you during your academic year, as well as after you graduate.
Library services are heavily dependent on student assistants who assist in the following areas:
Students are involved in a variety of operations, such as filing; operating word processing and spreadsheet programs on microcomputers; verifying bibliographic information; processing periodicals and binding; charging and discharging circulating materials; searching for missing items; processing reserved books; shelving materials; answering directional questions; and many other activities which are very detailed, exacting, and interesting.
Students are expected to perform library work while on duty, not their homework. Students completing their responsibilities should contact departmental supervisors or the librarian-on-duty for additional work.
Student wages are paid by regular state funds and by the work study provisions of Title I-C of the Economic Opportunity Act of 1965. Students can apply for work study through the Financial Aid Office, 204 Brigham Hall.
The amount of the allocation which a student receives has no relationship to the library budget. Thus, the student may not be able to work hours equivalent to the money allotted because of lack of library funds, although most students will use up their work study allocations. The Financial Aid Office attempts to give sufficient allotments to last the entire year.
All students wishing to work on campus must be enrolled at UW-Platteville and regularly attend classes. Undergraduate students must carry six or more credits and graduate students must carry five or more credits. Once a student drops below minimum credits allowed, the student must terminate all on-campus employment.
A library "Employment Request" and a "Student Employment Authorization" are required before a student is employed - at the time of initial hiring, the beginning of each academic year, and the beginning of summer school. STUDENTS MAY NOT BEGIN WORK AND WILL NOT BE PAID UNTIL BOTH THESE FORMS HAVE BEEN PROCESSED AND THE EMPLOYMENT AUTHORIZATION HAS BEEN RETURNED TO THE UNIVERSITY PAYROLL OFFICE. Students who are less that 18 years of age must obtain a work permit and other documentation in order to be employed. Forms must be completed for each university department in which a student is employed. Students may report for work after the following steps have been completed.
Library departments are allocated student hours for each semester, including semester breaks. Departmental supervisors determine the number of students required for their department according to departmental allocations and individual student allotments.
Students who are authorized by more than one department on campus must be especially careful that the total combined hours do not exceed the 40-hour limit in one week. For example, if a student checks in five minutes early and checks out five minutes after closing time each day, the extra time must be taken off before the end of the week.
EMPLOYMENT LAWS PROHIBIT A STUDENT FROM WORKING MORE THAN 40 HOURS PER WEEK. Students who work more than 40 hours in any week for the university will have all authorizations CANCELLED and may no longer be employed by the university. UW-Platteville recommends that a student does not work more than 20 hours per week during the academic year. Students and employers are asked to carefully monitor the hours worked.
Regular SessionStudents normally average between 10 and 20 hours per week.
Summer SessionSummer session student assistants average between 10 and 40 hours per week depending on departmental allocations and individual student allotments. According to the Financial Aid Office, students must meet one of the following criteria to be eligible to work on student payrolls during the summer months:
Once a student has decided not to return to UW-Platteville for the fall semester, the student must terminate his/her summer employment on the student payroll.
NOTE: Once a student has been dismissed, graduated, or for any reason is not returning to UW-Platteville for the following regular session, s/he is no longer considered a UW-Platteville student and, therefore, is not eligible for student employment.
The library is open for service at 7:45 a.m. (7:30 a.m. during the summer months) on the first day of classes; therefore, it is imperative that desk or department schedules be prepared in advance. Students should report to departmental supervisors before the semester begins to receive scheduled times they are expected to work during the first week of classes. Any class changes should be brought to the attention of departmental supervisors immediately.
Once a desk or department schedule has been finalized, students should adhere to it as much as possible. Promptness in reporting to work, especially for students assigned to public desks, is essential as the person being relieved may have a class or an appointment. When on desk duty, students should wait for a replacement before leaving. Check with departmental supervisors in an emergency. Absences due to emergencies, such as illness or a death in the family, should be reported to departmental supervisors as soon as possible.
Before the end of the current semester, students are asked to give departmental supervisors class schedules for the next semester so tentative departmental schedules can be prepared in advance.
Exam Week SchedulesNew work schedules are prepared for exam week. Students are asked to notify departmental supervisors of the days and hours they are able to work. Since the library continues to operate until the beginning of the last scheduled exam, students are expected to work through the complete exam period unless prior arrangements are made with departmental supervisors.
Students who work a consecutive four-hour period may take a fifteen minute break to be arranged with departmental supervisors, or with the librarian on duty. All breaks should be arranged during low use periods. Breaks during evening hours must be taken prior to 10:00 p.m.
Students are welcome to use the staff lounge for breaks and for lunch if necessary because of work schedules. Certain beverages are available at 20 cents per cup. A tally sheet is posted next to the coffee maker. Once a month notification will be sent to individuals for beverages consumed.
Appropriate student dress and appearance are expected, along with business-like manners. For your safety, SHIRT AND SHOES MUST BE WORN AT ALL TIMES. The patron's concept of library service is reflected by the appearance and actions of the staff. All employees are asked to present a favorable image to library patrons.
The Library Administrative Office keeps individual files on all student assistants employed in the library. This material includes the initial interview application, earning records, evaluation forms (unless the student indicates that the evaluation is not to be retained), and any other pertinent information.
Any questions, suggestions, and/or grievances in regard to library policy, improvements in library service, working conditions, or other employment problems, should be discussed with departmental supervisors. If, after conferring with departmental supervisors, the problem is still unresolved, feel free to discuss the matter with the library director. All suggestions are welcome. Students' viewpoints are essential in providing better services.
A suggestion box is also available at the Circulation/Reserve Desk. If you wish a response to your suggestion, please sign the suggestion.
Student's Name _________________________________ Period of Evaluation ____________________________
Department _________________________________ Job Classification ____________________________
PurposeThis evaluation is used for in-house purposes only - to determine student's weaknesses and strengths, and development and progress, while employed in the library. The evaluation can also serve as a source of information for queries received from prospective employers concerning the individual.
DispositionThe supervisor (librarian, classified and/or limited term) who prepared the evaluation is the only person who can consult the evaluation. Upon request of the student, the completed evaluation will be placed in the student's personnel file in the Administrative Office, with a copy to the student; otherwise, the supervisor will return the evaluation to the student. This evaluation is confidential and will not be examined by a thrid party.
EvaluationPlease circle appropriate rating of student.
1--Outstanding- 2--Above Normal-
3--Normal- 4--Below Normal- 5--Low- NA--Not Applicable or not observed.
Please place this evaluation in my personnel file as a reference source for future job applications.
Student's signature ________________________________
Supervisor's signature ______________________________ Date: ______________
(More detailed procedures are in the SAFETY AND EMERGENCY MANUAL located at the Reference Desk).
Tornado ProceduresTornadoes can occur in any month, but in Wisconsin they normally occur between April and October in the company of heavy thunderstorms. They can strike at any hour.
The lowest level of the library is one of the shelter areas to be used for emergency or disaster conditions on the UW-Platteville campus. The headquarters for the Library Emergency Operations Center/Shelter is the Library Learning Lab (B-6).
Students who are scheduled at the public service desks (Circulation/Reserves and Periodicals/Interlibrary Loan) are to assist the librarian on duty or the library student supervisor with clearing the floors during an emergency. Personnel in these areas should review the procedures and know what to do if the occasion presents itself. Procedures are available at each desk.
The University has implemented an emergency communications system for officially notifying buildings of situations which could be life threatening.
Weather Bureau terms used for tornadoes are:
The sirens used by the City of Platteville are tested at noon on the first Wednesday of the month and are as follows:
Fire alarms in the building are set off in two ways:
In case of fire, smoke or heat detectors usually will set off the alarms throughout the building. If you are aware of a fire and the alarm has not been sounded, go to nearest fire alarm station and pull the alarm. Immediately call the Library Administrative Office, 342-1688 (during normal working hours), or the Reference Desk, 342-1668 (during evening and weekend hours), and give location of fire. The fire alarm does not ring automatically at the fire station) the fire department must be called.
An announcement will be made over the public address system advising all patrons to leave the building either by way of the main entrance, if access is clear, or through the nearest fire exit. Staff members scheduled at the public service desks on each floor are to see that all patrons vacate the floors as follows:
Close doors to prevent spread of fire if t ime permits. DO NOT try to fight a fire LARGER than one in a WASTEBASKET.
All accidents should be reported immediately to the departmental supervisor, or the librarian or student on duty. Limited first aid supplies are located at the Reference Desk and the Periodicals/Interlibrary Loan Desk. The Employee Accident Report--Worker's compensation AR-01 and Supervisor Accident Report--Worker's Compensation AR-01 (available at the Reference Desk and in the Library Administrative Office) must be filled out in duplicate within 24 hours for ALL ACCIDENTS to students, faculty, patrons, and staff. Worker's compensation cannot be collected in case of subsequent disability if this form is not on file in the University Payroll Office.
The University Safety/Security Commission recommends the following policy for students in need of medical attention.
Personal mail may be sent through the library/university mail service, but such mail must be stamped and sealed. Library/university stationery and envelopes are not to be used for personal use. Mail leaves the library at 1:00 p.m. daily.
PhotocopyingThe library has three photocopy machines, one on the first floor near the Interlibrary Loan/Periodicals Desk, one in the IML Dept., Doudna and one in the Library Administrative Office. Library copying may be done on any machine, however, larger amounts of copies should be taken to the Duplicating Dept. in Brigham. Ask departmental supervisors for operating instructions.
A microform reader-printer is located on the first floor which produce paper copy from microfilm and microfiche.
PERSONAL copies may be made by using the 1st floor copier or copier in IML at ten cents a copy.
The library's shipping department is responsible for ordering and maintaining a stock of various types of materials needed in office and departmental routines. Students are asked to submit requests for library supplies and equipment to the departmental supervisor. Supplies and equipment ARE NOT to be used for PERSONAL use and the library DOES NOT sell supplies.
The library may not give or sell superseded or withdrawn library materials to individuals. This policy is in compliance with the Wisconsin Department of Administration, Administrative Code Regulations on disposing of surplus materials and withdrawn library materials which are disposed of according to strict state guidelines.
The library does not accept checks, except for interlibrary loan, and then only in the exact amount. Large currency and checks for $60 or less may be cashed at the Pioneer Student Center, with proper identification and a twenty-five cent processing fee.
The DAIN line MUST be used for ALL library/university business long distance calls. Regular long distance calls through the Operator (Dial 0) or by dialing 1 are ILLEGAL. The DAIN line may NEVER be used for PRIVATE long distance calls--this is a violation of state, federal and Board of Regents regulations.
Personal CallsPersonal long distance calls are ILLEGAL over university paid lines. To keep the lines open for library business, personal calls should be made on public telephones during off duty hours. A courtesy phone is available on the first and second floor for this purpose. In an emergency situation, the departmental supervisor or classified employee may place the call on a university telephone.
Patrons Use of PhonesIf patrons ask to use library phones, indicate that a courtesy phone for local calls is available on the first and second floor. Both phones are located between the rest rooms. Telephones are not for commercial uses.
Library Guides describing the various services of the library are available near the Reference Desk.
Please visit the University of Wisconsin - Platteville policy on Clean Air & Smoking.
The library's lost and found area is in the Ciruclation/Reserve Department. At the end of each semester, unclaimed lost and found items are sent to the Pioneer Student Center lost and found department.