Public Services Handbook

New Hire Documents

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Student Employment Handbook

NEW HIRE INFORMATION

Dear Student Employee,

Welcome to your new job! Student employees are vital to the excellent service Chastek Library strives for. Our primary customers are Gonzaga law students, faculty, and staff. We also serve the wider Gonzaga community as well as members of the bench and bar and the general public.

Your new position is an opportunity to build upon your professional portfolio. To help you begin a successful work experience, you are given this time to familiarize yourself with the following information.

We look forward to a mutually rewarding work relationship. Please feel free to discuss with me any questions or concerns along the way.

CUSTOMER SERVICE GUIDELINES

Always be aware that you represent Chastek Library, even when you are not directly interacting with a customer. Your external customers include law students, law staff and faculty, members of the bench and bar, and public patrons. Your internal customers include co-workers and other library staff members. These guidelines cover some issues that have occurred here.  Further details are found in the circulation desk policy and procedure manual.

1. Customer Service Readiness. Your verbal language and non-verbal language should communicate that you are poised and willing to provide service. 
2. Dress Code. Dress appropriately so as to create a professional atmosphere. To be specific, no bare midriffs or excessive bare leg should be visible to the public - shorts should be mid-thigh in length. No tank tops, muscle shirts, etc. without an appropriate cover. In addition, no inappropriate logos, no obscenity or profanity. Hats may be worn backwards so the bill is not covering the face. Beanies are allowed.
3. Food and Drink. Beverages must be in spill-proof containers, and food may be eaten in the staff room or in the student work area. Please do not eat crunchy items at the circulation desk.
4. Studying.  Studying is a privilege, it is not a right. It is allowed only when it does not interfere with your job duties.
5. Tobacco. No tobacco products may be used at the desk, in the library, or in the law school building. This includes in stairwells, elevators, and bathrooms. Tobacco products include: e-cigarettes, vapes, cigarettes, cigars, cigarillos, dissolvable tobacco products, and traditional smokeless tobacco products like chewing tobacco and snuff.
6. Computers. No personal use of computers during work hours.  You may use the computer or electronic devices during your break – if you have a scheduled break in your work schedule. It is appropriate to use the computer before or after your scheduled work time. Personal computing is not allowed on circulation desk computers.
7. Electronics.  Personal cell phones must be turned off and stowed in the student work room while you are working. Personal telephone calls of an urgent nature may be handled via the circulation desk phone or through your supervisor.
8. Backpacks. Backpacks must be stored in the student work room while you are working. Please do not keep them at the desk. They become a safety issue and trip hazard when left on the ground behind the circulation desk.
9. Headphones.  We do not allow headphones or ear buds at any time at the circulation desk. 
10. Noise.  Excessive, constant, or loud conversation detracts from a professional customer service environment and must be avoided. 

TECHNICAL SERVICES GUIDELINES FOR LIBRARY ASSISTANTS

Working in Technical Services often has you working in the Library Administration area.  Your work may also have you working in the library stacks. We want you to be aware that you represent Chastek Library and as such, these guidelines establish the right standard for all our students.

1. Dress Code. Dress appropriately so as to create a professional atmosphere. To be specific, no bare midriffs or excessive bare leg should be visible to the public - shorts should be mid-thigh in length. No tank tops, muscle shirts, etc. without an appropriate cover. In addition, no inappropriate logos, no obscenity or profanity.
2. Readiness to work.   Both verbal and non-verbal language should communicate that you are ready and willing to work for your shift.
3. Food and Drink.  Beverages must be in spill-proof containers. No eating while working as food residue may get on the materials that you are working on. You may eat on your break time at your desk area but clean up afterwards so no food residue is on the desk.
4. Studying.  Studying is not allowed during work time.  Break times can be used for studying.
5. Work Assignments.  Daily assignments are given out and when you finish them, please go to your supervisor to get another assignment. 
6. Electronics.  Electronic devices cannot be used when processing books, government documents, and other activities requiring all your focus on the task.  You are allowed to use electronic devices on long term projects such as; removing labels off books, erasing call numbers, and other repetitive tasks cleared by your supervisor. 
7. Computers.  No personal use of computers during work hours.  You may use the computer or electronic devices during your break – if you have a scheduled break in your work schedule. It is appropriate to use the computer before or after your scheduled work time.
8. Personal cell phone.  Personal telephone calls of an urgent nature may be handled by going through your supervisor.
9. Headphones.  Headphones or ear buds (only use one ear so that you may hear your supervisor) may only be allowed when on long term projects such as;  taking off labels, erasing call number labels,  or when shelving books.

CONFIDENTIALITY AGREEMENT

This acknowledges that I understand my student employee status at my current job is contingent upon the following confidentiality agreement. I understand that any breach of the confidentiality agreement may result in termination of my student employment.

I agree to the following statements of confidentiality:

• I will handle all forms of paperwork in a confidential manner.

• I will not discuss department or student specific information with anyone outside of the job.

• I understand any viewing, filing, or other handling of university or student files/information will be held in the strictest confidence. This includes library circulation records.

• I will keep any and all student specific information that I may hear in conversation in the strictest confidence.

• I will not take any files or information out of the office without permission.

• I will not enter any department specific information into any personal electronic device without permission.

• I will not be communicating any work related information via Social Network Sites.

• Any personal codes and/or passwords you have received cannot be shared with others (for example; door locks, computer passwords, etc.)

USE OF THE LIBRARY STAFF LOUNGE

The library staff lounge is available to library staff and student employees. Coffee, tea, and water are available for at-work consumption. (Hint: You may want to check with your supervisor about keeping a personal drinking mug at work.) A telephone is available for local calls.  

These staff lounge guidelines are intended to maximize everyone’s enjoyment of the space:

• The staff lounge isn’t equipped with a dishwasher or garbage disposal. Also, custodians do not clean the microwave, refrigerator, countertops, and dishes. So everyone is asked to clean up after themselves.

• Due to shared limited space, the countertops and refrigerator are not to be used for the personal long-term storage of bulky items.

• While it is alright to read and study in the staff lounge during breaks, it is not a place for extended study. Such use inhibits others from enjoying the room.

• End phone calls made in the staff lounge as quickly as possible. Overhearing someone’s lengthy phone conversation while eating is uncomfortable.

• Since the staff lounge is frequented by employees throughout the day, please do not invite guests (e.g. students who don’t work at the library) to join you there.

ONLINE TIME SHEET ENTRY

Training Information on WTE – How to enter your time electronically.

1. Go to www.gonzaga.edu/payroll .
2. Click on Video Training: Student Employees and view the video.

Accessing your electronic time sheet and entering your time.

Semi-monthly pay periods are the 1^st – 15^th and the 16^th – the end of the month.

1. Go to http://zagweb.gonzaga.edu and select “Enter Secure Area.”
2. Login using your User ID and PIN (if you are having trouble, contact 509-313-5550).
3. Select “Employee” tab from the top menu. Select “Time Sheet.”
4. Verify or select your position “Title and Department.” Select a pay period (current one is displayed).
5. Click on the “Time Sheet” button to open your time sheet.
6. Submit your time sheet on the last day worked in the pay period.
7. “Enter Hours” under each date worked during the pay period and select “Save.”  Select “Preview” to review your entries. Make changes as necessary and select “save.”
8. At the end of the pay period finalize your time sheet and click “Submit for Approval.”
9. Notify your Supervisor that you have submitted your time sheet for approval.
10. If you work more than one job on campus, go back to #5, click on “Position Selection” and repeat the process.

Questions should be directed to the Payroll Office at 509-313-6980. Payroll is located in the Business Services Center, 102 E. Boone Avenue (across from the Zag Shop, Kennedy Apartments).

Enter your time daily using Web Time Entry (WTE) as you complete your shift.  Note that hours need to be recorded accurately. If you work two shifts in one day, combine the hours to one total. In order to assure accuracy, do not record your time before the hours are actually worked, and do not wait until the end of the pay period to record your hours. All hours must be recorded before your time is submitted for preview and payment. 

The Circulation Desk Libstaffer online calendar has all shifts posted. If you have variations from the scheduled hours (come in early/late or leave early/late), please record them when you sign into the orange binder. Your time recorded on WTE should reflect your actual hours worked in the book. Use the conversion chart below to record in five-minute increments.

Notes: