Orienting new staff to TSD


Technical Services> Policies & procedures> Orienting new staff
ORIENTING NEW STAFF TO TSD: A CHECKLIST Orientation\| Personnel issues\| Schedules\| Human Needs\| Equipment/ Supplies / Furniture Ergonomics Checklist\| Forms\| EMAIL\| Security\| Facility Repairs\| Basic Training\| Supervisors need to know In order for each new staff person to have a uniform set of knowledge, it is suggested that the following information be provided. The order of presentation is up to the supervisor. Not all parts need even be provided by the supervisor or trainer. some things such as campus amenities can be presented by colleagues. It is recommended that as each point is covered, check it off. Supervisors are encouraged to place a copy of the annotated form in the person's file as a record of a point in time. Library Personnel Office may have covered some of these points. Double-check that the person understood. Orientation Supervisor should be aware of orientation needs to campus and the Libraries. Since these have been erratic, LPO may need to be alerted to schedule it. To Campus Campus orientation is arranged via University Personnel. When the staff member is scheduled for it, supervisor should be notified. In the meantime supervisor provides information on: UM Homepage Where to eat, location of bank, credit union and money machines, recreational facilities, escort services, blue emergency phones, campus assistance with dead batteries and locked keys Campus phone book To the Libraries LPO arranges periodic orientation. When staff member gets notice to attend, alert supervisor UM Libraries Homepage Staff Directory Library Matters and other publications Library food policy Administrative Memos To TSD Supervisor contacts TSD Office to arrange for TSD Office organizational overview and tour. TSD homepage Documentation on the TSD Homepage TSD food policy/procedure food is to be covered and stored in containers vacuum floors after parties Budget for Labor and Assistance Personnel issues Time sheets procedure Completing electronic forms for non-faculty Completing faculty timesheets Submission deadlines Fill out in advance when on extended leave Planning for deferred and unearned holidays Paychecks When to expect the first paycheck Distributed via TSD Office and Department representative Various publications, such as Library Matters and the Staff Phone directory, are often distributed with paychecks. Arranging for paycheck when away on leave; Direct deposit. Leave of Absence The different types of leave -- refer to collective bargaining MOU for non-exempt and exempt staff Arranging in advance is required Dept. expectations for calling in when the unexpected occurs Documenting and using compensatory time. Performance Reviews Approximately when they are held Explanation of the various stages Expectations setting Mid-way review Final review TSD PRD form for employees TSD PRD form for supervisors Faculty and exempt staff are required to report outside professional activities. See guidelines and forms Staff manuals & Collective bargaining MOUs Non-Exempt staff Exempt staff Library faculty Travel Library funding support Schedules Flexible schedules versus flex time TSD hours of operation are 7 am - 7 pm. Schedule changes must be infrequent and cleared in advance with supervisor. No staff person may work in the Division by themselves or without approved supervision Expectations for taking breaks and lunches Human Needs Rest rooms Sinks clean up after yourself, hot tap department supplies in drawers and under the counters Water fountains Staff lounge Not for business use Refrigerator, microwave ovens Soda and Snack machines Do not carry open food through library TSD policy for eating at desk / computers Department and staff lounge refrigerators Equipment / Supplies / Furniture Location of equipment copiers, fax machines, office, campus and public phones, etc. Business versus personal use of copiers, computers, fax machines, etc. Telephones Call forwarding Transferring calls personal versus business use Use phone books instead of 411 Phone logs are received TSD policy prefers phones to have coverage voice mail is not generally available and must be approved by the Director Computers Procedures for computer hardware/software related requests. Shutting off; equipment is to be plugged into surge suppressers Staff Software requested thru Information Technology Division software manuals requested using the Materials Request Form thru the TSD Office only one type of package per computer, MS Office Suite products preferred, personal use software not allowed without permission Problems with software or computers standard trouble-shooting steps, departmental technology contact person. ITD Help Desk, ext. 5-9188 or email for problems which cannot be solved internally. Alert the TSD Office for significant problems Supplies name of department representative when to submit, when supplies are distributed limitations on what can be ordered. Supervisors: department heads must approve supply requests Furniture Take personal responsibility for its condition Proper use of ergonomic features Ergonomics Checklist Requesting ergonomic equipment thru the normal supplies request channel Examples of ergonomic equipment: adjustable tables and chairs; adjustable computer monitors, anti-glare screens, document holders; back cushions, foot rests, wrist pads; task lights, area fans, heaters. Arranging workstations Provision of sufficient space between computers, and between people and computers. Observe correct posture when working with computers to avoid/minimize body strain: Examples: monitor is within eye level or lower; back is straight when sitting; feet are not dangling; arms at right angle; wrists are not dangling from the edge of table when keyboarding. Workstation exercises Requesting for assistance from the Facilities Office via the TSD Office for various requests. Forms Forms Kept in TSD Office File well in advance of deadlines Make sure proper signatures are received Sample forms: Materials Request Form Telecommunications Arranging via TSD Office for new and changes to telephones Internet EMAIL Establishing an email account Training on use of electronic mail system Must read daily Library and TSD reflectors reporting changes to TSD reflector lists via the list owners Netiquette Use of reflectors and LISTSERVs caution about replying to whole list versus individuals add your name to the bottom of every message Requesting sponsored EMAIL account for new staff members, if needed, and other email maintenance services Security Secure personal belongings in locked or hidden areas of your desk. Be aware of strangers in the division and ask them their purpose or alert a supervisor. Uncataloged materials may not be borrowed. TSD closing procedures daily, weekend, long break Use preservation guidelines for transporting material on book trucks. McKeldin back door card keys must be approved by the Director Desk keys each desk has one replacements via TSD Office Keys to department/division- require the approval of the Director staff who have keys to open division doors at 7am Monday-Friday Keys to basement location of department copy, basement doors stay locked at all times Report changes to workstation appearance to your department head, who will report them to the TSD Office. Facility Repairs Report problems with chairs, sinks, xerox machines, bathrooms, cleaning, etc. to supervisor. Supervisors may call the Library Facilities contact or may refer problem to the TSD Office. Supervisors calling in problems must notify the TSD Office. Basic Training Sign and date notes, printouts, etc. which you leave on other people's desks Formal training opportunities For funding for exempt and nonexempt staff, refer to: Payment procedures for exempt and nonexempt staff attending campus and local training Where to find campus training programs: LPO training AiTs Short courses University Personnel courses Aleph system Documentation available online Navigating skill. Personal passwords are not to be shared without permission of department head. Statistics Collected monthly Departments must send cumulations to the TSD Office by end of first work week of month Supervisors need to know General Meeting deadlines is very important in large organizations Keep supervisor informed of out of the ordinary events Participate actively in the division and the Libraries Performance Reviews Training available Explanation of the various stages Expectations setting Mid-way reveiw Final review return to top


© 2006 University Libraries. University of Maryland. College Park, MD 20742-7011, (301) 405-0800 Last modified: December 06, 2007 Send us your comments \| Privacy Policy

ORIENTING NEW STAFF TO TSD: A CHECKLIST