LIBRARIES & MEDIA SERVICES

 STUDENT EMPLOYMENT HANDBOOK 

2008 - 2009

We hope you enjoy your work experience here.  The organization's primary objective is to provide positive, courteous public service to students, faculty, staff and the University community.  YOU represent the Libraries and Media Services to ALL of our patrons.  We continually strive for excellence in the service we provide to our users.  We know that you will help us maintain high quality standards of service and courtesy at all times.

Mark Weber, Dean

SERVICE PHILOSOPHY 
KENT STATE UNIVERSITY
 LIBRARIES AND MEDIA SERVICES

Our commitment to users:

• Reliability:  We will provide service that is thorough, dependable, and accurate.
• Responsiveness:  We will consistently provide prompt, courteous assistance.  When we are unable to help, we will direct users to the party who can.
• Respect:  We will give individualized attention to each user’s need without bias and with full use of available resources.
• Accessibility:  We will endeavor to provide equitable access to services and resources for both in-person and offsite users.
• Environment:  We will strive to provide a learning environment conducive to study and research.
• Staff Quality:  We will support our staff to ensure that they are knowledgeable and prepared to offer service that inspires trust and confidence.

SECTION I - Application Process

APPLICATION

Employment applications are available at two different locations:  1) the Dean’s Office, Room 300, Main Library, or 2) online at http://www.library.kent.edu/page/10847.  Your application will be reviewed by the supervisor in need of a student assistant.  If your schedule and skills are what the supervisor needs, he/she may call you for an interview.

WORK HOURS

Employment should supplement the student’s college experience and not detract from it.  Most students enroll in 12-18 credit hours and find that 10-15 work hours per week does not interfere with classes. Students are NOT permitted to work during scheduled, enrolled class times.

SECTION II - Overview

 EMPLOYMENT REQUIREMENTS

Employment During Fall and Spring Semesters: Student must be enrolled and maintain at least half-time enrollment (6 undergraduate credit hours, 4 graduate credit hours) as well as achieving satisfactory academic progress.  Federal regulations mandate that no exceptions be made. The University will automatically terminate you from your campus job if you fall below the minimum class hour enrollment.  The University will require that you complete a Public Employment Retirement System Personal History Form and will deduct PERS (8.5% of gross wages) from your last check(s) retroactive to the beginning of the semester.

Employment Between Fall and Spring Semesters (Winter Break): Student must have completed enrollment for the upcoming Spring semester, or have been enrolled in the previous Fall semester.

Employment During the Summer: Student must be enrolled in the following Fall semester unless the student is enrolled (half-time) for Summer or graduating in August.

Graduating Students are permitted to work through the Saturday of the week in which they are scheduled to graduate.

Concurrent Employee Status is prohibited.  Students CANNOT work as BOTH a University employee and a student employee at the same time.  Employees of Kent State University, full-time or part-time, are NOT eligible to participate in the Student Employment Program.

Graduate Students MAY work on campus as student employees, provided they maintain at least half-time enrollment (4 credit hours) during Fall and Spring semesters.

FEDERAL WORK STUDY

Federal Work Study (FWS) is a federally subsidized program designed to promote part-time employment of students, helping them avoid excessive debt while in college.  By working, students gain experience, develop new skills, and earn money to meet their educational and living expenses.  Student employees who are employed under the FWS program are awarded FWS as part of their total financial aid package. This federal program is monitored by the Student Financial Aid Office and pays 75% of the student’s wage while the employing department pays 25%. 

FWS jobs are available to financial aid recipients as listed on the Financial Aid award letters mailed out from the Student Financial Aid Office (SFAO) or as noted on Web for Students online. 

IMPORTANT: To be considered for FWS employment eligibility, a student must complete a "Free Application for Federal Student Aid" (FAFSA) and answer "YES" to Question #34: "Are you interested in work study employment?" The FAFSA is available online from the Student Financial Aid Office and at www.fafsa.ed.gov .  Since FWS funds are limited, students should submit the FAFSA as soon as possible after January 1st each year.  You must complete a separate Kent State University Summer Aid Application for summer Federal Work Study.

Mark your calendars accordingly! The above actions are critical for employment in some departments of Libraries and Media Services.  If a position you have been offered is contingent on your qualifying for work study funding, you may be terminated if that funding is withdrawn or reduced.

UNIVERSITY FUNDED EMPLOYMENT

Employing departmental budgets are charged 100% of the wages for all University Funded student employees. 

SECTION III - Student Payroll

 EMPLOYMENT TIMEKEEPING USING KRONOS 

After you have been hired and your job has been activated, you will be able to use your Student I.D. to clock in and out (you MUST use the time clock in your building) or login to Kronos to clock in and out.  Clock out when you take a lunch break and/or leave work at the end of your shift.

If you forget to clock in or out, ask your supervisor to input your time on your Kronos timesheet. 

Willful falsification of entries on Kronos timesheets constitutes grounds for immediate dismissal from the job and referral to the Office of Judicial Affairs. 

PAYCHECKS

It will take 3–4 weeks to receive your first paycheck IF you have filled out your paperwork properly.

Beginning Fall of 2007, all student employees are required to enroll in a direct deposit program for their paychecks.  Under the direct deposit program, the employee's pay is electronically deposited into the bank account(s) they designate.  The University has made special arrangements with Huntington Bank to assist new employees who do not have a bank account or are considered unbankable. 

In the event Huntington Bank cannot address an employee's banking needs with a traditional account, the employee will be provided with a pay card.  Pay card holders receive their net pay in a secure account that is set up and maintained by Huntington.  The account is linked to the pay card, and the card can be used like a debit card.  Using the pay card, the employee can withdraw all of the cash at any Huntington location, make cash withdrawals at an ATM, or execute debit transactions directly at Point-of-Sale locations such as grocery stores, drugstores, or gas stations.  A predetermined number of debit transactions on the pay card are permitted at no cost to the card user. 

Note: During the transition to direct deposit, the Bursar's Office will become the central check distribution point for all Kent campus student employees.  The Bursar's Office is located in the Michael Schwartz Center, Room 131.   

Sign up for Direct Deposit at http://www.kent.edu/comptroller/Payroll/directdeposit/index.cfm .

You can view your pay stub online in Flashline, including year-to-date earnings and deductions.  Login to Flashline and click on the My HR tab, then Pay Stub in the Employment Details box. 

PAY RATES - Undergraduate Student Assistants

The starting rate for undergraduate student employees is $7.00 per hour. 

PAY RATES - Graduate Student Assistants

The starting rate for graduate student employees is $7.85 per hour.

SECTION IV - Expectations

  SCHEDULES & ATTENDANCE

You MUST arrive on time!!!  Good attendance and punctuality are important in any job!  One of the advantages of working here is the flexible work hours.  We try to accommodate you by working around your course schedule.  We do, however, need immediate notification of any scheduling conflicts.   If you are ill and unable to work your scheduled hours, you  MUST notify your supervisor.

Each semester, a work schedule will be established in accordance with your class schedule.  It is essential that you maintain your scheduled work hours.  If you need to make an adjustment during the semester, contact your supervisor as soon as possible.

 BREAK & LUNCH PERIODS 

Rest periods are generally 15 minutes in length and are paid as time worked.  Meal periods are generally 30 minutes in length and are unpaid and not counted as time worked.  Student employees are relieved of all duties and free to leave their assigned work area during meal and rest periods.  Supervisors will schedule meal and rest periods so as not to interfere with the department’s normal work routine. 

The following policies have been adopted by the Libraries and Media Services from the Career Services Center Student Handbook:

1. Student employees who work a shift of 4-5 consecutive hours should be permitted one 15-minute paid rest period during that shift.  Rest periods should not be taken at the beginning or end of a shift and are not cumulative.  A “break” is intended as a rest period, to be preceded and followed by work.  It cannot be used to cover a late arrival or an early departure.  You do NOT clock out when taking your 15-minute break.
2. Student employees who work a shift over 5 consecutive hours should be permitted one 30-minute unpaid meal period and one 15-minute paid rest period during that shift. You MUST clock out when taking your 30-minute meal period. 
3. Student employees who work an 8-hour consecutive shift should be provided no less than two 15-minute paid rest periods and one 30-minute unpaid meal period. You MUST clock out when taking your 30-minute meal period.
4. Any falsification of entries on the timecard constitutes grounds for immediate dismissal.

 TELEPHONE USAGE 

The Libraries and Media Services phones are for departmental/university business ONLY.  Any personal calls made on the campus phones, the pay phone in the lobby, or personal cell phones should be made during your breaks.  Student assistants are not to receive personal calls while working.  The use of cell phones on the job is strictly forbidden.  

DRESS CODE

Since you represent Kent State University to the Libraries and Media Services patrons, appropriate dress is required.  "Business casual" is always acceptable (i.e., khakis, polo shirts, camp shirts, nice tees, modest shorts).  Torn/soiled clothing and revealing articles (skin showing) of clothing are NOT considered appropriate office attire.  Dress as you would for employment off campus by another employer.

PERFORMANCE EXPECTATIONS

Your job at Libraries & Media Services is REAL employment which will be evaluated by your supervisor as mentioned above.  We depend on (and pay!) student employees to work their scheduled hours and accomplish the tasks assigned, not to study or socialize.  We are asked for references and job verifications on a daily basis (see below) and will be honest in our assessment based on your personnel records and the above evaluations.  We are also visited by federal government agents who conduct background investigations for applicants to the military, jobs, or appointments.  It is to your benefit to make sure that your attendance and performance will result in a positive recommendation. 

ADMINISTRATIVE POLICY REGARDING A DRUG-FREE WORKPLACE

(Taken from University Policy Register 3342-6-60)  Effective:  February 17, 1989

A)     The university is committed to maintaining a workplace free of illegal drugs.  Recognizing that illegal drug use poses health and safety hazards to employees and to the community at large, the university prohibits the possession or use of illegal drugs on all university property and at other locations where employees are conducting university business.

B)    Employees manufacturing, distributing, dispensing, possessing or using illegal drugs on university property and at other locations during the conduct of university business are subject to dismissal.

C)    The university will establish and maintain a drug-free awareness program including the following topics of concern:

1. Health and safety concerns from drug abuse.
2. University policy regarding illegal drug use.
3. Availability of approved drug counseling and rehabilitation services.
4. Penalties that may be imposed upon employees for drug-free violations.

D)    In compliance with the Drug-Free Workplace Act of 1988, employees engaged in work under a federal grant or contract may be subject to additional requirements to ensure a drug-free workplace.

E)     In accordance with federal regulations, the violation of this policy could result in the suspension, termination or debarment of the individual or the institution from federal grants and/or contracts.

REQUESTS FOR REFERENCE LETTERS OR PHONE CALLS

All requests for simple verification of employment from prospective employers, investigative agencies, financial institutions, etc., should be directed to the Dean’s Office where verbal verification of dates of employment and position will be handled.  Inquiries related to payroll/salary will be forwarded to Payroll.

Students who anticipate using a supervisor as a job reference should first ask verbal permission of their supervisor.  You may request a general letter of recommendation (addressed “To Whom It May Concern”) which can be used as you wish.  You may also request a letter of recommendation addressing your qualifications for a specific position.  Lastly, you may simply request permission to list the supervisor’s name as a reference to be contacted by any prospective employer.

Upon receiving a verbal request from the student, supervisors must secure a written statement from the student authorizing the release of information (see Appendix B).  The authorization form will be kept on file in the Dean’s Office until the student asks us to remove it.

No job reference will be given without a signed authorization form on file.  In the absence of an authorization form, the person or entity seeking the reference will be told that we will be happy to verify employment through the Dean’s Office.  However it is our policy not to provide more than simple verification without a written authorization on file.

SECTION V - Disciplinary Procedures

Expectations for our student staff should be very clear.  If you have any questions concerning what is expected of you, please consult with your supervisor.  Detailed disciplinary procedures are at the discretion of the student’s supervisor; however, here are a few general guidelines.

A.  All students are employed at the sole discretion of the Libraries and Media Services.  You may be disciplined, including dismissal, for irresponsible or inappropriate behavior.  Below are some examples of behaviors which warrant dismissal:

1. Refusal to do assigned tasks and/or insubordination.
2. Frequent tardiness from work without prior permission from your supervisor or three unexcused absences.
3. Unauthorized use of Libraries and Media Services facilities, materials, and/or supplies.
4. Improper reporting of hours on time card.
5. Consistently poor job performance.
6. Failure to consistently maintain a positive service-oriented approach toward patrons, staff, and co-workers.
7. Reporting to work under the influence of alcohol or other illegal substances.
8. Disrespectful behavior, including but not limited to unlawful discrimination or sexual harassment.

B.  Failure to comply with one or more of the listed expectations will generally be handled in the following manner by your supervisor:

1. Verbal or written warning
2. Dismissal

A supervisor may bypass step one and proceed to step two if circumstances warrant.

 GRIEVANCE PROCEDURE

This operational procedure is established to provide an appropriate framework and method to resolve student employment complaints.  As such, this procedure is specifically designed to maintain the integrity of the work environment and to ensure that the rights of students in such matters are clearly stated and protected.  Each employing department must inform all student employees of the grievance procedure upon request. 

As taken from the KSU/Career Services Center/Student Employment Departmental Handbook:

Operational procedures and regulations regarding the student employee grievance procedure, according to the Kent State University Policy Register.

A.      Purpose:

This operational procedure is established to provide an appropriate framework and method to resolve student employment complaints.  As such, this policy is specifically designed to maintain the integrity of the work environment and to ensure that the rights of students in such matters are clearly stated and protected.

B.     General Guidelines:

1. In initiating a complaint and throughout the formal appeals process, students may seek the counsel of the Office of the Student Ombudsman.  The Student Ombudsman will provide information, clarify procedures, and facilitate communication as requested.
2. It is understood that some issues may involve one or more policies which, because of either the nature or the status of the complaint, may be referred to University offices which have separate responsibilities for such policies.  For example, an allegation of discrimination or sexual harassment could be reviewed separately by the Office of Affirmative Action.
3. There shall be no retaliation or abridgement of a student’s rights resulting from the use of this policy.

C.     Regional Campuses:

Regional Campus academic complaints filed at a Regional Campus are covered by rule 3342-8-06 of the Administrative Code.

D.     Definitions:

1. Student Employment.  For purposes of this rule, student employment is defined as the on-campus employment of students based upon an hourly rate of pay.  It will include, to a limited extent, certain non-hourly student employees, but it excludes graduate assistantships, teaching fellowships and research assistantships.
2. Employing Department.  The department (or office) actually employing the student and paying for all or part of that employment from its budget.
3. Appointing Authority.  The Career Services Center Director is the appointing authority for all student employees at the Kent Campus and is responsible for supervision of the entire student employment program at the University.
4. Next Level Supervisor.  A department head, dean, executive director or other University officer.

E.     Student Employee and Immediate Supervisor:

1. Any student employee of the University who has a complaint related to employment shall discuss the complaint with the immediate supervisor within three working days from the date of the incident.  Should a group of student employees  within a department have a grievance that crosses supervisory lines, but is confined to a single department, the department head or designee will assume the role of the immediate supervisor in the first step of the grievance procedure.
2. If the complaint is not resolved orally, the student employee must prepare a signed written statement outlining the nature of the grievance as well as a suggested solution, and present it to the immediate supervisor.  This statement must be delivered within four working days (excluding weekend days and holidays) of the attempted oral resolution.  It is recommended that a student maintain a copy of all correspondence provided to their immediate supervisor.
3. The immediate supervisor, within two working days after receiving the written complaint, shall review it and submit a signed, written response to the student employee proposing a resolution, along with the next level of appeal information.  Copies of all documentation will be submitted to the “next level supervisor”.
4. If the resolution is unsatisfactory, the student will inform the “next level supervisor” in writing within two working days.
5. Within four working days the “next level supervisor” shall review the grievance and the recommendation of the immediate supervisor and provide a written decision to the student with copies to the immediate supervisor and to The Career Services Center.  The written decision will also advise the student of the right to appeal, the time period allowed for submitting an appeal (five working days), and the appeal procedure.

F.      Appeals:

1. The student shall submit the request along with a written appeal to The Career Services Center within three working days of the receipt of the decision.  The written appeal must outline the nature of the incident, any attempts to resolve the matter with the supervisor, and provide additional supporting documentation pertinent to the issue.
2. Within three working days of receipt of the request and written appeal, The Career Services Center shall review all of the information for completeness and request any additional information from the student or employing department to ensure clarity of the issue.
3. After reviewing the facts in the case, The Career Services Center will submit in writing to the student a final decision concerning the grievance.  The decision by The Career Services Center is final.

G.    Employing Departments:

Each employing department must inform all student employees of the grievance procedures contained in this manual.

 RESIGNATION

Please notify your supervisor immediately if you plan to resign.  A two week notice is expected if you resign during the semester. 

SEXUAL HARASSMENT

Sexual harassment in any form will NOT be tolerated.  If you are found to be guilty of sexual harassment, you will be disciplined up to and including termination of your Libraries and Media Services employment.  If you are the recipient of unwarranted attention in any form, you are to notify your supervisor or the Dean's office immediately.

Appendix A

Student Assistant Disciplinary Report Form

Libraries and Media Services has the option to refuse to continue a student's employment following an unsatisfactory evaluation or at any time job performance is unsatisfactory.

Name of Student:

Service Area: 

Date of Incident/Problem/Event:

Date of review:

Description by Supervisor of Incident/Problem/Event :  (use additional sheet if necessary)

Signature of Supervisor:____________________________

Date:_______________

Student Response to Supervisor's Comments:  (use additional sheet if necessary)

I have read this disciplinary report: 

Student's signature: ______________________ Date:_________________    

AUTHORIZATION FOR DISCIPLINARY ACTION:

Service Head:_____________________________ Date:________________

Assistant Dean, LMS:  _____________________ Date:_________________

DISCIPLINARY ACTION TAKEN:

Effective date:____________________

cc:  Student Employment Office                                 

Appendix B

KENT STATE UNIVERSITY

LIBRARIES & MEDIA SERVICES

AUTHORIZATION TO RELEASE INFORMATION FROM EMPLOYMENT RECORDS

I, the undersigned, authorize Kent State University, Libraries & Media Services, to release, either verbally or in writing, the following information to prospective employers: 

please initial all items you agree can be released

Verification of Employment

______ Dates of employment

______ Position(s) held

Performance Evaluation

______ A Copy of the formal evaluation(s) completed by my supervisor

______ Additional comments related to my performance.  These may be provided verbally and/or in writing by my   supervisor(s). 

Please initial below as desired.

_______ I waive my right to see letter(s) of recommendation/evaluative statements prepared pursuant to this authorization.

_______ I do not waive my right to see letter(s) of recommendation/evaluative statements prepared pursuant to this authorization.

Name (print):____________________

Signature: ______________________

Date:__________________________

 Appendix C

STUDENT SIGN OFF ACKNOWLEDGEMENT FORM

Sign, date, and return this sheet to the Libraries and Media Services Dean's Office where it will become a part of your permanent record. 

 I acknowledge that I have read the Libraries and Media Services Student Employment Handbook and agree to abide by the described rules and regulations while employed at the Kent State University Libraries and Media Services. 

Signature of Student Employee: ________________________

Date:____________________