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Student Assistant Guidelines
Greetings!
Welcome to the University of Maryland Libraries. We are pleased to have you join the staff and hope that you will find your employment with the University of Maryland Libraries both challenging and rewarding.
The University of Maryland Libraries provides access to and assistance in the use of the scholarly resources needed to meet the education, research and service missions of the University. Toward that end, we build, organize, maintain and preserve collections, as well as interpret, instruct and educate our patrons in the use of these resources.
We take pride in the important role the libraries play within the university, and the quality of service we consistently provide. As a new student assistant in the libraries you have accepted the responsibility to provide excellent service and to represent the libraries in the best possible manner. Every Libraries employee is involved in our effort to maintain high standards of service. Courtesy, accuracy and helpfulness are primary obligations of every employee.
Purpose of the Student Assistant Guidelines The purpose of this document is to provide an overview of student personnel policies, procedures and benefits. The material presented is information only and is intended solely as a guide. The terms and provisions are subject to change without notice. Guidelines that will be helpful to you as you begin your employment can be accessed by clicking on one of the major topics below. The information provided is based upon University regulations and the policies and procedures of the University of Maryland Libraries. Individual library units will provide student employees with information regarding the policies and procedures directly applicable to that unit.
Orientation Student Assistant $7.00
Paychecks 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.
Students are paid every two weeks according to a schedule set by the University Payroll Office. (The schedule is available in the Libraries Human Resources Office.) 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. Student assistants can have their paychecks directly deposited into their checking accounts. For security and convenience, direct deposit is encouraged. Forms to authorize direct deposit are available in the Library Human Resources Office. Incomes taxes will be withheld from a student's paycheck in accordance with his/her W-4 Form on file. The Form W-4 is part of the employment paper package completed in the Libraries Human Resources Office (HR) when a student first starts work at the Libraries. Complete instructions are provided to the student for filling out this form. A new Form W-4, which is available in the Libraries Human Resources Office, can be filled out at any time and will take precedence over any previous form(s) on file. Forms are available in the Libraries Human Resources Office. The Libraries Human Resources Office (LHRO), located in 6115 McKeldin Library, must be notified of changes in address. Correct addresses must be kept on file even after termination to ensure that students receive their end-of-year tax statements (W-2). Library employees are accountable for the accuracy and confidentiality of the data contained within the library database. Library policy forbids 1) the divulgence of information regarding patrons and/or the materials they have checked out, and 2) the unauthorized altering of records (whether or not the information is correct). Violations are grounds for immediate dismissal from employment. Those who violate the above policy may also be referred to the campus judicial board for appropriate disciplinary action.
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. Then walk to the nearest fire exit and leave the building. You are not responsible for helping to evacuate people from the library.
The personal use of office equipment, staff computers and office supplies are not permitted. These resources are reserved for Library use only. 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 x5-3555 for non-emergencies.
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 Libraries is dependent upon need, funding and job performance.
Student assistants may be counseled and retrained if their performance or behavior is unsatisfactory. If improvement is insufficient or not sustained, employment may be terminated at the supervisor's discretion.
The U.S. Immigration Reform and Control Act of 1986 requires that upon hire, all employees must present acceptable documentation showing their identity and work authorization. A student must have a Social Security Card in order to work in the United States. If at the time of employment you do not have a original Social Security Card, one will need to be obtained from the Social Security Administration. Your new card must be taken to the Libraries Human Resources Office (HR) located in 6115 McKeldin Library. The University of Maryland Libraries is an equal opportunity employer. It is the policy of the Libraries to base appointments and promotions solely on qualifications and performance. Discrimination on the basis of race, color, religion, age, national origin, sex and disability is unlawful and strictly prohibited. New student employees are on probation for a period established by their supervisor. Continued employment with the Libraries is dependent upon need, funding and job performance. Unless other arrangements have been made with the supervisor, students are expected to give two weeks advance notice of resignation. Be sure to pick up your last paycheck(s) or make arrangements with the Library Human Resources Office to have your last check(s) mailed to you. Generally you will be due two more paychecks after your last day of work. Student assistants are not covered by unemployment insurance.
In case of a serious physical injury or fainting, the individual should not be moved. If your supervisor is not available, call the campus emergency number (911). The person on duty will contact the appropriate rescue personnel. You should then wait for their arrival. Library Safety and Security Guidelines
The Libraries do not tolerate any type of sexual harassment. Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitutes sexual harassment when, 1) submission to such conduct is a term or condition or employment, 2) submission or rejection is used as the basis for employment decisions, 3) it unreasonably interferes with work performance or creates an intimidating, hostile, or offensive working environment. Any employee who believe he/she has been the subject of sexual harassment should report the incident to either their supervisor, Libraries Human Resources Office (HR) or the Head of Libraries.
Please sign up for learning curriculum
to participate in the Sexual Harassment Prevention Program.
Smoking is prohibited in all indoor locations. It is unlawful to manufacture, distribute, possess or use a controlled substance on State owned or utilized premises. Violators of the State of Maryland's substance abuse policy will be subject to disciplinary action that may include termination of employment. You will be asked to sign an affidavit acknowledging your receipt of the Substance Abuse Policy. If you are aware that library materials have been stolen or are being stolen, report this to your supervisor immediately or to the front door security guards. Please provide a description of the material, the time of the theft if known and leave your name in case additional information is needed. If you are injured on the job, notify your supervisor at once. All staff accidents, no matter how minor they appear, must be reported to the Libraries Human Resources Office (HR) so that appropriate forms can be completed.
Work conditions permitting, a paid fifteen-minute break is allowed for every continuous 4 hours worked. Breaks are not provided for work periods of less than 4 hours. Breaks cannot be used to arrive late or leave early. A 30-minute unpaid meal break must be taken for shifts of 8 hours or more. While the Libraries have no dress code, all employees should keep in mind that while working here they represent the Libraries to the public. Therefore, dress should be neat and appropriate to the work environment.
The Libraries encourage students to discuss job-related problems with their immediate supervisor. If a satisfactory resolution cannot be obtained at this level, the student may appeal his/her case up through the Libraries' chain of command to the division's Director. Beyond the Director level, problems may be appealed in writing to the Dean of Libraries for final disposition.
Student employees are not eligible for paid vacation, holiday or sick leave and do not receive compensation during meal breaks. They are paid only for the hours actually worked. In addition to wages, flexible schedules and convenient location, the Libraries offer students a great opportunity to learn how to access the tremendous resources available through the Libraries. A student is eligible for a $.25 merit raise upon the completion of two full semesters of continuous library employment. This increase is contingent upon funding and a supervisor's favorable evaluation of the student's performance. Requests for merit raises should be submitted to the Libraries Human Resources Office (HR) on a Student Assistant Payroll Information form. The request should be submitted prior to the pay period in which the merit increase is to take effect.
Except in emergencies, visitors and phone calls are prohibited while you are 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.
Students are hired to perform specific tasks and not to study. Newly hired student assistants cannot begin working until they have gone to the Library Human Resources Office and completed all the required employment papers. Once all the paperwork has been completed, the Library Human Resources Office will authorize Web access to a bi-weekly electronic timesheet. Upon returning to the work site, your supervisor will show you how to complete your online timesheet. When a supervisor hires a new student assistant, he/she will indicate the range of duties among the student's responsibilities. (Job descriptions may be available upon request). These work assignments may be changed at the supervisor's discretion. A minimum of ten hours of work per week is generally required. Students who are citizens or permanent residents of the United States may work up to a maximum of 40 hours per week. Work Study students and students on visas may work up to 20 hours per week during the Fall and Spring semesters and a maximum of 40 hours per week during the Summer and semester breaks. The combined total of hours worked by students employed in one or more departments on campus cannot exceed the above limits. Overtime (more than forty hours a week) is generally not permitted. The supervisor establishes work schedules and duration of appointments. Students are expected to be punctual. Requests for change in work schedule must be discussed with the student's supervisor well in advance of the proposed change. New work schedules need to be negotiated for each semester.
Should you have questions concerning any of the information contained herein, please consult your supervisor or contact the Libraries Human Resources Office (HR) at x5-9245 in 6115 McKeldin Library.
The New Staff Orientation Program is designed to welcome and equip each new library staff member with information that will enhance their ability to perform assigned duties and responsibilities, and to ensure their success in the Library workplace. Library orientation provides each new employee the opportunity to get an overview of the Libraries’ concept of the learning organization, and its commitment to the principle of continuous improvement and life long learning.
The Libraries' orientation program includes the following areas:
(Enrollment for employment with Lisa Warner)
(To be completed by your immediate supervisor)
(To be completed with me, Johnnie Love, Coordinator of Personnel Programs)
Compensation
Entry Level Wage Rates
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Paychecks
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Paydays
Your supervisor will explain specific payday procedures followed in your unit. If you need to pick up your paycheck from the Library Human Resources Office, your University of Maryland student ID is required for identification. Paychecks may be picked up in the Library Human Resources Office during normal business hours (M-F from 10 a.m. - 4 p.m.).
We discourage friends picking up the paycheck. If the student cannot pick up the paycheck, only the supervisor is able to pick up the check.
On paydays the office is open from 8:30 a.m. to 4:30 p.m.
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Direct Deposit
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Taxes Withheld
In order to be exempt from FICA (Social Security) taxes, a student must be enrolled full time and must work no more than 40 hours in a two-week pay period. A student must inform to the Libraries Human Resources Office whenever his/her FICA status changes.
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Personal Responsibilities
Address Changes
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Confidentiality
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Fire
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Office Computers, Equipment and Supplies
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Personal Property
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Recruitment/Hiring Procedures
Appointment Duration
To be considered for positions in any library unit, you must complete a library application (available in the Libraries Human Resources Office (HR) located in 6115 McKeldin Library. Completed applications can be turned into the Libraries Human Resources Office or any library service desk advertising a vacant position.
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Dismissal
A supervisor may terminate the employment of a Student whose job performance, conduct and/or dependability are unacceptable or for a breach of confidentiality. A student's employment will be terminated if he/she ceases to maintain his/her current student enrollment status.
Normally, a student assistant who is discharged is given two weeks notice. However, circumstances may warrant the two-week notice period being waived.
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Employment Eligibility
To work for the Libraries as a student assistant, you must be registered as a current student at one of the University of Maryland System Campuses. Immigration students do not have a Social Security Card until they have secured employment.
Members of the same family may not be employed in a supervisor-employee relationship. In keeping with library policy, children of library staff may not be employed within the same division of the Library.
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Hiring and Promotional Policy
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Probation
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Resignations
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Safety and Security
Accidents
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Sexual Harassment Prevention
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Smoking
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Substance Abuse
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Theft
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Work-Related Injuries
As a student employee, you are covered by the State's Worker's Compensations Act and may also receive treatment at the University's Health Center.
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Work Day
Breaks
In most Libraries, the staff lounge is available to student assistants for coffee or meal breaks. The lounges are available to the student assistants only during their work hours, and only to the student assistants themselves, not to their study partners or friends. See your supervisor regarding access to this area. Eating and drinking in public areas of the library is not permitted.
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Dress Code
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Grievances
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Leave (Vacation, Holidays and Sick)
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Other Benefits
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Pay Increases/Raises
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Phone Calls and Visitors
Do not socialize with other employees or customers during work hours. Your work place should not be used as a meeting place. Have your friends meet you somewhere else. It is also not permitted to use the Libraries as a personal mailing address.
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Studying
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Timesheets
Student assistants are responsible for accurately recording their arrival, departure and the hours worked on their electronic timesheets. Timesheets must be completed and released for supervisor approval at the end of each pay period. Failure to accurately complete and timely submit your timesheet may unnecessarily delay payment for hours worked.
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Work Assignments
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Work Hours
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Work Schedules
Absenteeism and tardiness can be serious hindrance to any business. Therefore, you must notify your supervisor well in advance of the start of your work shift if an illness or an emergency will prevent attendance at any work. (Note: Excessive absences and repeated tardiness may result in dismissal.)
If you are working in a public service area where desk coverage is part of your assignment, you may be required to arrange a replacement for the work shifts that you miss. During final exams, you may also be required to work the same number of hours per weeks as during the regular academic year.
Occasionally, because of inclement weather or other emergency, the Libraries may close earlier than scheduled and you may not be able to work your assigned shift. You will be paid only for the hours worked. However, your supervisor may allow you to make up the hours missed.
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