Student Assistant-Frequently Asked Questions

Questions about Student Employment, Work Assignment, Schedule and Hours | Questions about Student Assistant Compensation | Questions related to Personal Information and Confidentiality | Questions Related to Work Life Issues

QUESTIONS ABOUT STUDENT EMPLOYMENT, WORK ASSIGNMENT, SCHEDULE, and HOURS

Where can I go to apply for a student assistant position in the UM Libraries?

To be considered for a position in the other library units, applications are made available in the Libraries Human Resources Office, RM 6115 McKeldin Library. They can be turned into the Libraries Human Resources Office or any library service desk advertising a vacant position.

Are student assistant positions considered permanent employment appointments?

During the employment interview, the student's supervisor will indicate duration of the appointment. Both parties are expected to honor their work term commitments. Only under very unusual circumstances should this commitment be terminated. There is no implied commitment to renew or continue an appointment beyond the current semester or intersession. Continuation of an appointment beyond the appointed term must be negotiated and is at the supervisor's discretion. Continued employment with the UM Libraries is dependent upon need, funding and job performance.

How can I find out about my work assignment?

The department you are assigned to work will provide you with your work assignment. It depends upon the department’s role and works as well as the specific job description you are given. When a supervisor hires a new student assistant, he/she will indicate the range of duties and responsibilities the student will be asked to perform. (Job descriptions may be available upon request). Work assignments may be changed at the supervisor's discretion.

How many hours can I work?

Generally, you may work between 10 to 20 hours per week. U.S. citizens and permanent residents may work up to 40 hour per week. Work study and students on visas may work up to 20 hours per week during the Fall and Spring semesters, and up to 40 hours per week during the Summer and semester breaks. If you work at another department on campus, you may not exceed the above limits with your combined hours.

Are breaks permitted during my work schedule?

Breaks are not provided for shifts less than four hours. Work conditions permitting, student assistants are allowed one paid fifteen-minute break for a continuous four (4) hour work period. They should not be used to arrive late or leave early. You must take a 30-minute unpaid meal break if you work a shift of 8 hours or more.

Can I take off or come in whenever I want to?

Your supervisor will expect you to be at work when your shift is assigned. Prior to each semester, it is most important that you work out a new schedule with your supervisor. Changes to your schedule should be discussed with your supervisor well in advance. If you have an emergency and will be absent or late, you must notify your supervisor as early as possible. Repeated absenteeism and tardiness can be a serious hindrance to your department’s operations. Please limit changes to your schedule and make sure you arrange for another a student to cover your shift if you work in a public service area.

What is the duration of a student assistant’s probation? When does it end?

New student employees are on probation for a period of time established by their supervisor.

When can I expect a raise?

A student is eligible for a $.25/hr merit raise after 500 hours or service upon the completion of two semesters of library employment, which ever comes first. This increase is contingent upon funding and a supervisor’s favorable evaluation of the student’s performance.

What are examples of special benefits of working in the UM Libraries?

• Opportunities to learn first hand of various research tools and databases!
• Great resume builder, looks great on your resume to prospective employers!
• Surrounded by wonderful people, get to meet and work with experts in their field!

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QUESTIONS ABOUT STUDENT ASSISTANT COMPENSATION

When do I get paid?

Students are paid every two weeks according to a schedule established by the University Payroll Office. (The schedule is available in the Libraries Human Resources Office, McKeldin Library, 6th floor, RM 6115.)

Where can I go to pick up my pay check?

Your supervisor will explain specific payday procedures followed in your unit. If you need to pick up your paycheck from the Libraries Human Resources Office, your University of Maryland student ID is required for identification. Paychecks may be picked up in the Libraries Human Resources Office during normal business hours (weekdays 8:30 a.m. - 4:30 p.m.).

What deductions are taken out of my pay check?

Pay checks will reflect the total wages earned minus the applicable taxes. Deductions for federal, state and FICA (Social Security) taxes are taken unless the employee is exempt from one or more of these taxes. You may expect your first paycheck in three to five weeks. If a payday falls on a holiday, checks will be issued on the last working day preceding the regularly scheduled pay date.

Is it possible to access a printable view of the pay check online?

Yes, you may go to http://www.timesheets.umd.edu

How do I fill out my timesheet?

Your supervisor will show you how to complete the timesheet. Once your paperwork as a new student is completed at the Libraries Human Resources Office, you will have web access to a bi-weekly timesheet. Please remember to round your times to the nearest quarter hour, and sign off on your timesheet before the end of each pay period.

Are student assistants able to have direct deposit? Why is it encouraged?

Direct deposit is encouraged because of its security and convenience. Student assistants can have their pay checks directly deposited into their checking accounts.

Do I get paid vacation, holiday or sick leave?

No you are not paid for these days. You are only paid for hours actually worked. If you need to take off or your shift occurs during a holiday or emergency closing, your supervisor may allow you to make up your hours missed.

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QUESTIONS RELATED to PERSONAL INFORMATION and CONFIDENTIALITY

Should I let the UM Libraries know if my address has changed?

If you are planning to move or you have recently updated your address, you must inform the Libraries Human Resources Office as soon as possible. All updated information will be used in order to ensure you receive your end-of-year tax statements. You are accountable for the accuracy and confidentiality of the data contained within the library databases.

What are my responsibilities when accessing Library Databases?

The UM Libraries’ policy forbids: 1) The exchange of information regarding patrons or the materials have checked out, and 2) The unauthorized revision of records (whether or not the information is correct). Anyone who violates these policies may be dismissed from employment, or may be referred to the campus for appropriate disciplinary action.

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QUESTIONS RELATED to WORK LIFE ISSUES

Is there a dress code in the Libraries?

All employee attire should be conservative and appropriate for the work environment and customer interaction. While the UM Libraries have no formal dress code, you are required to properly represent the UM Libraries in a positive fashion.

If you lose anything in the Libraries, what should you do?

The Libraries do not accept responsibility for the safety of personal property. All employees are urged to leave valuables at home. If you lose or find anything of value, please check with your supervisor regarding proper procedures to follow or contact the Campus Police at 911 for emergencies or 405-3555 for non-emergencies.

How do I file a grievance?

Before filing a grievance first, try to discuss and resolve the issue with your immediate supervisor. If the issue is not resolved proceed to the next level in the chain of command.

What if I reach the top of the chain of command, the Divisions director and my grievance is still not resolve, what is the next step?

Problems may be appealed in writing to the Dean of Libraries for a final disposition.

What does a State of Maryland employee do when a customer or colleague feels they have been sexually harassed?

When an incident of harassment is reported to a representative of the Libraries, a State of Maryland institution, the representative should report the incident to their supervisor, Director, Library Personnel, or Dean of the Libraries.

Can I use Libraries telephones or have personal visits while I am working?

Only in case of emergencies, are students allowed to use UM Libraries’ telephones or have personal visitations while working. It is important that library telephone lines be kept open at all times. Public phones are located in or near most campus libraries and should be used during breaks to place personal phone calls.

During work hours, students are discouraged from socializing with other employees or customers. The work place should not be used as a meeting place. You can meet your friends during your break in general public areas in the library or at the Footnote Cafe'.

The Libraries seem to house a considerable amount of combustible material. What steps should I take if fire breaks out?

Any fire, which appears to endanger either people or library materials, should immediately be reported to the University Fire Department (911). In case of fire, pull the fire alarm and contact your immediate supervisor. Then walk to the nearest fire exit and leave the building. You are not responsible for helping to evacuate people from the library.

How should I respond to cases of serious physical injury or fainting?