University Libraries Student Assistant Orientation

1. University Libraries StudentAssistant Orientation Welcome! Congratulations on your new position in University Libraries.

2. Library Video Please click on the link below for an informative tour of University Libraries. Video Tour of University Libraries (After viewing the video please return to this Power Point presentation.)

3. Mission of University Libraries • Western Kentucky University Libraries (UL) is a dynamic partner in the transformation of Western Kentucky University into the best comprehensive university in Kentucky and one of the best in the nation. We contribute significantly to the pursuit and application of knowledge. We realize this goal in several ways: as collaborators in the process of teaching, research, and service; through electronic information, reference, and instructional services; and through the acquisition, organization, management, preservation, and exhibition of collections. UL is committed to the advancement of critical thinking, quality research instruction, and intellectual diversity in order to graduate information literate, globally competitive and productive citizens. • Click on the link below for the complete University Libraries Mission Statement:Library Mission Statement

4. Organizational Overview For the organizational Charts of Libraries’ Faculty and Staff, visit http://www.wku.edu/library/staff/index.php

5. About The Departments • Library Public Services – has as its primary goal the collection, preservation and provision of access to information resources which support the instructional, research, and public service programs of the University. Additionally, the department seeks to promote resource sharing at the state, regional, national and global levels by providing enhanced access to collections and serving as a gateway to local, national and international resources. • Library Special Collections – is dedicated to the preservation and appreciation of Kentucky’s cultural heritage. It also strives to conserve other rare materials which may enrich researchers. Although each area of the Department differs in types of materials, hours, and accessibility of collections, the mission of serving the University and the general community remains constant. The complementary resources and services of all areas provide researchers, scholars, and visitors with broad-based overview of Kentucky’s history, culture, and people.

6. About The Departments • Library Technical Services – is composed of five areas: Serials, Bibliographic Access, Acquisitions/Collection Services, and the department head’s office which oversees Student Personnel and Library Systems. DLTS is responsible for acquiring, organizing, and cataloging or providing access to books, serials, non-print items, and electronic formats; binding and preserving materials for extended use in the collection; and providing access to multiple resources that enhance and support research and lifelong learning through the online library catalog (TOPCAT), Internet resources, print collections, and emerging forms of information acquisition and access. • For further information on the departments click on: Library Departments

7. Attitudes & Expectations • We expect our student assistants to be reliable, learn how to work on their own, and develop a foundation for success beyond graduation. • We expect our student assistants to provide good public service and be considerate and helpful. If you don’t know the answer or are not sure, find someone who can help. Remember, you represent University Libraries to the public and your friendly, caring attitude is what counts. • Our employees should always be polite and respect co-workers, faculty, staff, and patrons.

8. Training • You will be trained in the specific aspects of your work by your supervisor. If at any time you need further assistance, please don’t hesitate to ask. • As a student assistant, you are a very important part of the library staff. Your work performance is vital to the successful operation of University Libraries. • Remember! • Training is a cooperative effort. • Nobody knows everything • Don’t be afraid to ask • Be ready to help others • Anticipate needs for assistance

9. Dress Codes The following types of clothing are not acceptable: • Halter tops, tube tops, low-cut tank tops • Revealing types of athletic clothing • “Cut-offs” of any kind of material • Short-shorts • Extreme mini-skirts • Hats of any kind In addition, the following are not permitted: • Bare feet - for safety reasons; discretion should be used in choosing the type of shoes (sandals) that are worn if the student assistant is working in an area which may be considered dangerous • Facial jewelry of any kind • Clothing printed with offensive language

10. Web Time Entries

11. Student Employee Paper Time Sheets

12. Paper Time Sheets • Your supervisor should have a copy of the Student Employee Timesheet form or it can be found on the Human Resources website:www.wku.edu/hr/documents/studentemployeetimesheet.pdf • Use pencil or black or blue ink only. • Beginning and ending dates must be correct. (A schedule of pay periods should be posted in your area.) • Fill in your name, WKU I.D. number and department/unit. • You must show total hours worked rounded off to the nearest quarter hour (.25, .5, .75)

13. More About Paper Time Sheets • Time sheets must be signed and dated by the supervisor and student. • Time sheets & Web Time Entries must be in the Library Student Personnel Office, room 302 Cravens, no later than 9:00 a.m. as listed on the Student Payroll Schedule. • A time sheet that is not filled out correctly or is not turned in on time will be returned to the unit supervisor and your check could be delayed.

14. Breaks Payroll • Payroll is automatically deposited into your bank accounts. • Pay periods run for two weeks beginning on a Monday and ending with Sunday of the following week. • Students receive a 15 minute break for every 4 consecutive hours worked. • If you work over 5 consecutive hours, you must take at least a 30 min. meal break. You will not be paid for meal breaks.

15. Conferences/Terminations • If a student employee’s performance does not meet the requirements of the position, a procedure for counseling and warnings must be followed to protect both the student and the supervisor. A form has been developed to document counseling sessions and warnings. Both supervisor and student should sign the form. • Initially the immediate student supervisor holds a conference with the student employee. During this conference the student is told exactly what changes in behavior and/or job performance are expected and a reasonable time is indicated during which the change(s) must be effected. Each such conference is to be documented on a student Employee Counseling Form. A copy of the Counseling Form is forwarded to the DLTS Office Coordinator to be placed in the student’s file and to the Dept. Head or Dean. The supervisor retains a copy, and a copy is given to the student.

16. Conferences/Terminations Continued • If the student employee does not effect the required changes, a second conference is held. The student is told that a failure to perform in the manner requested may lead to termination if the indicated changes are not effected within a reasonable stated time. This conference is also to be documented on a Student Employee Counseling Form. A copy of the Counseling Form is forwarded to the DLTS Office Coordinator to be placed in the student’s file and to the Dept. Head or Dean. • If the student still does not effect the required changes, the supervisor may submit a request for termination of the student employee to his/her Dept. Head or Dean of University Libraries. • If the Dept. Head or Dean agrees that the student employee should be terminated, termination forms will be prepared. The Dept. Head or Dean will sign the termination. The supervisor will schedule a conference with the student and inform him/her that employment is terminated on a date approved by the Dept. Head or Dean.

17. Conferences/Terminations Continued • If, a situation develops which, in the opinion of the supervisor, requires immediate action without the process outline above, the supervisor may contact the Dept. Head or Dean for permission to suspend the student employee. Such suspension require the approval of the Dept. Head or Dean. • If on-the-spot action is required because the student employee is disrupting library operations and services, the supervisor may invoke a three-day “cooling off” period. During this three-day period the student will be suspended without pay, and the supervisor will have the opportunity to confer with the Dept. Head or Dean of University Libraries to effect an appropriate solution. • In cases of termination of a student employee “for cause” the appropriate forms are signed by the Dept. Head or Dean of University Libraries. Copies of all documentation and forms are forwarded to the DLTS Office Coordinator to be placed in the student file.

18. Evaluations Evaluations will be performed at the end of the spring semester and/or at the end of your employment. You will be evaluated on quality and quantity of work, reliability, attitude, cooperation, and initiative.

19. General Rules and Regulations Student employees are an integral and valued part of the staffing pattern of University Libraries. Your adherence to your assigned schedule is essential for a successful operation. • No-Show/Call – If you are unable to work your assigned schedule, or if you are going to be late, you must call your supervisor. If your supervisor is not available, please notify another faculty/staff employee. • You will be expected to work your scheduled hours. Any changes in your work schedule must be approved in advance by your supervisor. You are expected to arrive on time and stay for your entire assigned work schedule unless you have permission from your supervisor. • Students will not usually be permitted to make up hours missed. Your supervisor will make that decision based on the circumstances and budget.

20. More General Rules and Regulations • Do not eat in your work area without permission from your supervisor. Spilled drinks could damage library materials, computers, and printers. • Library phones are for business calls. Talk to your supervisor about phone usage in your area. • Phones should be answered professionally. Ask your supervisor about guidelines when answering the phone in your area. • Any visits or phone calls from friends are not appropriate during your work hours. Turn off cell phones; turn away visitors. Future job recommendations often come from your library work experience.

21. Did You Know? Privacy and Confidentiality Are Essential. • What items a patron checks out and/or what subjects they are researching is a serious matter and should not be revealed to others. Doing so may be cause for dismissal. Any other records and files which you may see at work are confidential and should not be discussed unless there is a need to discuss it with your supervisor.

22. Safety & Security Safety 1.Learn evacuation & emergency procedures for your area (See your supervisor). 2. Familiarize yourself with escape routes, emergency exits, and fire extinguishers in your area. 3. Do not walk alone on campus after dark. Call 52548 (Campus Police) or 55444 (Library Security) for an escort. 4. Contact Library Security (ext. 55444) or your supervisor if you have questions, special needs, or would like additional information. Security Learn important phone #’s A. Dial 55444 for Library Security B. Dial 52548 for Campus Police C. Dial 911 in an emergency Report: A. Emergency situations B. Criminal activity C. Suspicious persons or activity D. Vandalism to property or facilities E. Maintenance problems (evening hours) Take precautions: A. Secure your valuables B. Be aware of your surroundings C. Report problems sooner rather than later D. Trust your instincts. Ask questions! E. Use the escort service.

23. WESTERN KENTUCKY UNIVERSITYPOLICY AGAINST SEXUAL HARASSMENT Western Kentucky University is committed to providing a working and learning environment that is free from sexual harassment, and it is the policy of this University that sexual harassment in any form will not be tolerated. Management and supervisory personnel at all levels are responsible for taking reasonable and necessary action to prevent sexual harassment. All members of the University community, employees, and students are required to promptly report conduct that could be in violation of this policy. Western's Sexual Harassment Policy (The policy is 15 pages long. Please feel free to ask for a copy in the Library Student Personnel Office, 302 Cravens.)

24. Thanks for viewing the New Library Student Assistant Orientation! We hope this information helps you in your new job and eases your transition into the library community and the world beyond graduation. Questions? Please contact Paula Owens, Library Student Personnel at745-6113 or ask your supervisor.