Policies and Procedures

1. When planning to take leave a library staff member who is assigned to public service (Circulation/Periodicals and Reference) duties must make arrangement with supervisor and a co-worker to cover for them.
2. When there is a need to take leave on a night or weekend, a library staff member must arrange to switch said night or weekend day with another library staff member or have a library staff member to cover.

1. General
   1. Before a student assistant can begin working, he or she must do the following:
      1. Obtain from the Financial Aid Office assignment to work.
      2. Accept the terms of agreement of the contract.
      3. Within five working days after the date of assignment, sign and return the Benedict College Federal Work-Study contracts to the Financial Aid Office.
   2. The contract and a copy of the student’s class schedule should be taken to the Administrative Specialist and to the Director of Library Services.
   3. The Director of Library Services will assign student assistants to respective library departments.
   4. Job descriptions are on file in the Reference Office and evaluations are completed during the spring semester. When prospective employers call for references, these evaluations are used.
   5. The student assistant will receive rules and regulations at the beginning of employment. He or she will also receive a failure to work assigned hours and/or termination request form if it is evident a problem is developing with his or her work. His or her supervisors will give suggestions for improvement.
   6. Library student assistants are representatives of the Library. As such they should adhere to the following guidelines and regulations:
      1. Students are hired for one semester at a time and are expected to work the entire semester.
      2. Every effort will be made to assign each student a work schedule that will accommodate both Library and student needs. Library Department Supervisors will assign schedules.
      3. If asked a question that he or she cannot answer, the student assistant should seek the assistance of a Library staff member.
      4. Student assistants should remain in their assigned areas unless they need the assistance of a Library staff member, or are fulfilling other assigned duties.
      5. Library work comes first. Do not read at the public service desks. Class assignments should be studied and/or worked on at a nearby desk or carrel.
      6. Eating, drinking, smoking, or placing or receiving of phone calls during work is prohibited.
      7. Display a pleasant attitude when assisting persons who approach the desk.
      8. When the assigned supervisor is not on duty upon your arrival at work and does not leave an assignment for you, report to the staff on duty to obtain instructions.
      9. The student assistant should not encourage friends to visit while he or she is working.
2. Attendance
   1. Report to work on time. If a student assistant is going to be absent, it is his or her responsibility to contact the supervisor concerning make-up time.
   2. Excused absence:
      1. Illness excuse note from the nurse.
      2. Official school business excused letter or memorandum form representing advisor.
      3. Death in immediate family.
   3. Never sign in for time not worked.
   4. Never work when scheduled for classes.
   5. No time is to be made up without the approval of the supervisor.
3. Time Sheet and Payroll
   1. Students are required to sign and date their work-study sign-in and -out sheets as well as time record forms at the beginning of each month.
   2. Student assistants are required to sign in on the appropriate time sheet upon arrival at work and again on departure.
   3. Supervisors are to calculate the student hours every Monday for the numbers of hours worked during the previous week.
   4. At the end of each month, the supervisor will recheck all time sheets and submit to the Payroll Office. Upon notification, paychecks are issued by the Payroll Office and can be picked up at the cashier’s window.
   5. Student Assistant Training

Administration Procedures(Interview Process)

1. Advertising
2. Applications for Positions
3. Setting Up Screening Committee
   • Appoint a chair.
   • Include a faculty rep.
   • Include Associate Vice-President of Academic Affairs
4. Screening Applicants
   • Make sure that each applicant submitted required documents such as resume, transcript and application.
   • Review applications, resume and transcripts and reduce number of applicants to five for reference checks (if apply, telephone interview).
   • Reduce number of five applicants to three for interview at Benedict College.
5. Interviewing Applicants
   • Schedule date/time of interview for applicants (include and coordinate with Senior Vice-President and President of Benedict College).
   • Set up site for Screening Committee to meet each applicant.
   • Provide general and specific questions (and if apply, practicum).
   • Produce letter to the Associate Vice-President of Academic Affairs (include a description of the process and choice of applicants for interview).
6. Recommending Choice of Applicant for Hire
   • Produce a letter describing the process and including the recommendations with attached payroll action form, and submit to the Associate Vice-President for Academic Affairs.

1. Requesting college vehicle for travel
   • Fill out Vehicle Request Form and sign as requestor.
   • Get the following mandatory signatures: Department Head, Vice President for Business Affairs and Budget Controller; if travel includes students, get signature of the Vice President for Academic and Student Affairs.
   • Forward to the Business Office.

1. Fill out applicable Budget Preparing Forms and sign on sign-off sheet of document.
2. Submit to Associate Vice President for Academic Affairs for approval with signature.
3. Get signatures of Senior Vice President for Academic & Student Affairs and Vice President for Business Affairs.
4. After obtaining all signatures, submit plan to Systems Accountant.

An emergency closing may consist of various situations, some of which are the following:
1. Early Campus Closing
2. Power Failure
3. Inclement Weather

Courtesy Policy Purpose
To promote the general welfare of the Library Staff. Participation in the staff association is solely voluntary.

Dues
The dues for membership for an academic year are $10.00. The deadline for the payment of dues is the third Monday of Decem­ber.

Birthdays
Each staff member will receive a birthday card.

Illness
Each staff member who is ill for five or more consecutive days will receive a "get well" card and a $10.00 purse. Please notify any committee member of your ill­ness.

Births and Weddings
Each staff member who is blessed will receive a wedding or baby shower and a gift certificate of $10.00.

Bon Voyages
Each staff member who is leaving employment in the library and has been employed in the library for at least two years will receive a gift certificate of $10.00.

Deaths
Each staff member who has death in his/her family (mother, father, spouse and/or child(ren)) will receive a sympathy card and a $10.00 purse.

Christmas Party
TBA. The Christmas party for the Library Staff will be held during the last full workweek before the Christmas Holidays.

The Access/Research Services Department consists of the Circulation/Periodicals and Reference Departments.