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Resources for Hiring Student Employees

This is a collection of resources that may be useful when hiring students such as job description and correspondence examples, interview question bank, and how to check references. This guide will also include a guide to students' first day and what will

Department Guidelines for Student Assistants

DIGITAL RESOURCES AND DISCOVERY SERVICES (DRDS)

DEPARTMENT GUIDELINES FOR STUDENT ASSISTANTS

Updated: July 6, 2018

Welcome to the Edmon Low Library! We are excited to begin working with you.  Student Assistants are the foundation of the library.  Without your help we would not be able to provide the high quality service, access, and extended hours that the OSU community enjoys.  The following information is intended to serve as a guide and ensure that all student assistants understand what is expected when at work.  After you have had time to read this document, your supervisor will go over the information with you and give you the opportunity to ask questions.   

ATTENDANCE

Your supervisor will work with you to establish a work schedule each semester.  Please let your supervisor know your expected class schedule, any changes to enrollment, and schedules for common exams as soon as possible so that these may be accommodated.  Work schedules are intended to provide a consistent work flow from the first day of the semester until the beginning of final exams.  Each student assistant should discuss their final exam week schedule with their supervisor.

If you find that you do need to make adjustments to your schedule, talk with your supervisor so that a new schedule can be established.  You may find that you need to increase or decrease work hours throughout your career here.  Student supervisors strive to provide each employee with a schedule that will allow them to meet the academic, social, and financial needs of university life.  

HOLIDAYS, SCHOOL BREAKS, AND INTERSESSION

Additional hours may be available for those who wish to work during school breaks.   Notify your supervisor at least one week in advance about whether you would like to work during this time or if you will return to work after the break.  This includes times such as fall break, spring break, in between semesters, and summer terms.

Working on official university holidays is not allowed due to overtime restrictions.  Official holidays are: Martin Luther King, Jr. Day, Memorial Day, July 4th, Labor Day, Thanksgiving, and December 25th through New Year's.

BREAK TIME

Any employee scheduled to work four consecutive hours is entitled to a 15 minute break in the middle of their shift.  The library has a staff lounge on the third floor where you are welcome to relax, read a book, enjoy a snack, or take a brief nap.  Break time may not be accumulated, nor may it be used to make up for late arrival or early departure.  If you go on break and are absent for more than 15 minutes, this constitutes a gap in your continuous work time and you must clock out for the entire time absent.  It is recommended that whenever possible an alarm or timer be set to help you keep track of when you must return from break.

ABSENCES & LATE ARRIVAL

If you are going to be more than fifteen minutes late, or cannot come to work, you must notify your supervisor.  Notification may occur in a variety of ways (call, e-mail, text, courier), but you must receive confirmation that it was received before the start of your shift.  If you do not receive a response from your supervisor, contact the department (405-744-9161, lib-dls@okstate.edu) and inform them of the situation.  Emergencies will be handled on a case-by-case basis.

Missing work does not have to mean losing money.  You may make up time missed due to unforeseen circumstances within two weeks of the originally scheduled hours. Schedule the time to make up hours as soon as possible with your supervisor.

International student assistants must observe the Immigration rule when making up hours.  The Immigration rule requires that international students must not work more than 20 hours per week when school is in session.  Therefore, they may make up hours over several weeks if their regularly scheduled hours are closer to 20 hours.

RESIGNATIONS

You are responsible for advising your supervisor if you plan to resign. Two weeks advance notice is customary.  This allows them to fill out the appropriate papers as well as consider who will take over your duties.

TIMESHEETS

Each time you enter the office to work, and each time you leave, you will sign in or out on your timesheet in Banner. If Banner is not available you will be given a paper timesheet to keep track of hours on.  Timesheets are to be submitted the Monday following a pay period by 10:00am. Failure to submit your timesheet on-time could result in a delay of pay. It is recommend that timesheets be submitted at the end of your last shift the week before they are due.

DRESS CODE

Student Assistants are free to express their unique fashion.  Clothing should be clean, safe, and appropriate to the work environment.  Be aware of styles that might catch on equipment or interfere with your job.

Clothing such as jeans, t-shirts, shorts, sweats, or business attire is allowed.

JOB RELATED INJURIES

If you are injured during work, you are entitled to treatment.  You must notify a supervisor of the injury immediately so that the appropriate action may be initiated by the personnel office to ensure your prompt treatment.

STUDENT NOTICES

Notices of interest to all students and student schedules will be posted on the desk near the timesheets.  You should develop the habit of looking there when you come to work so that you will not miss any important messages.  Notes to individuals will usually be placed in the work area or clipped to their time sheet.  Notes from you to your supervisor may be left on their desk or chair in an obvious place.

TECHNOLOGY

Work computers are for work, not personal use. E-mail and other personal technology may only be accessed in order to support your work.  This includes access to music or other audio recordings via headphones.  If any are found to be interfering with your duties rather than supporting them, those privileges will be revoked.  

Using library property (computers, printers, copy machines, etc.) for personal use without permission from the supervisor is prohibited.  Permission is required for each requested use.

PHONE USE

Please keep non-worked related phone calls to a minimum.  When the departmental phones ring, the nearest individual is expected to answer if possible.  Any phone can access any other ringing phone by pushing “PickUp” once the number appears.  Please answer with "Hello, OSU Library, this is __________."  Ask the caller if you may put them on hold before checking to see if the person they are calling for is available.  If the party they want is available, notify the desired party and transfer the call if necessary.  If they are not available, ask the caller if they want to leave a message.  Do not give any personal information over the phone, such as reasons for absence or home phone numbers.  Record time, date, and your name on the message.  Leave the message on the person's desk or chair in an obvious place.

EXPECTATIONS

You are expected to follow directions accurately and work responsibly without constant direct supervision. If you have finished your assigned work, you should see your supervisor or other staff for a new assignment.  Studying, personal reading, and excessive talking are not allowed while working.

Formal evaluations are written for all student employees March of each year.  You will be evaluated for the following characteristics:

1.  Attendance-- arrive on time prepared to work.

2.  Attitude--perform tasks willingly, help find answers to difficult questions, work independently

3.  Accepts Suggestions and Criticism--seek to understand and improve, take responsibility for work (including both problems and successes)

4. Work is complete--occasional errors are quickly corrected, work quickly and accurately, notify supervisor when a job is completed.

5.  Initiative--actively involved in problem solving and improving work efficiency and library services.

 

You will be ranked on a scale from zero to six for the above traits.  You will be commended for those areas in which you excel and counseled on how you can improve in those areas in which you have a shortcoming.  This documentation will become part of your permanent file.

DISMISSAL

Contact supervisor and Human Resources for current policy and procedure. Training presentation will be updated annually.

All forms mentioned above are maintained on the student's permanent record.

The following are examples of inappropriate behavior which may lead to reprimand and/or dismissal:

  • Inability to perform assigned duties satisfactorily

  • Unauthorized and inexcusable absence

  • Excessive tardiness or failure to maintain schedule

  • Falsifying time clock or other official records

  • Insolence or insubordination

  • Unauthorized visiting or "loafing on the job"

  • Sleeping on the job

  • Malicious damage to property, tools or equipment

  • Using illegal substances or drinking intoxicating liquors on institutional time or property

  • Sexual harassment

  • Theft

  • Fighting

STUDENT AWARD OPPORTUNITIES

Spring is full of opportunities for scholarships and awards at the library.  Some awards are in the form of a per hour pay increase while others offer a cash reward.  Watch your e-mail and the student notices board for application instructions for scholarships.  The Dean’s Excellence Award and Wise Outstanding Student Award, and James & Elizabeth Wise Fellowship are chosen based on nominations from full time staff and faculty of the library.  These nominations require multiple examples of outstanding work, initiative, and leadership.  If you are interested in hearing stories about what has constituted this time of meritorious service in the past, ask staff who have been here for several years.

I understand that I am an essential part of the OSU Library and that it is important that I am reliable and perform the tasks assigned so that the library continues to operate effectively.  I have read the Department Guidelines for Student Assistants and know what is expected of me while at work.

_____________________________________          __________________

Employee Signature                                                   Date

_____________________________________

Supervisor Signature