STUDENT EMPLOYMENT GUIDELINES FOR SUPERVISORS

Welcome to the Library Staff of UCSD. The Library provides part-time employment to regularly enrolled students at the University of California. The following information is provided to help you understand the University and Library policies which are relevant to your employment.

STATUS OF STUDENT EMPLOYEES

Student Library employees are an essential part of the staffing pattern at the Library. Students are hired in the CASUAL/RESTRICTED category reserved for the employment of students enrolled at the University and who have paid registration fees for each quarter. Continuation of employment for consecutive quarters and/or summer will depend on the amount and type of work available as well as the continuation of student fee paying status. All positions and work hours are subject to change because of fluctuating work loads and budget adjustments.

WORK SCHEDULES

Throughout the quarter, you will be required to work a regular schedule. Some departments arrange a flexible work schedule during finals but in all cases students must obtain a supervisor's advance approval for a change in schedule. Adherence to a prearranged schedule is a basic requirement of employment.

Students cannot work more than 19 hours a week without approval from Library Human Resources. Students cannot work more than 10 hours a day or more than 40 hours a week during intercession breaks and summer.

BREAKS

If a student is scheduled for a shift of 6 hours or more, he/she must take a 30 minute meal break; this is not included as time worked.

Student employees are eligible for one 15 minute break during each three hour shift. Break time may not be used at the beginning or the end of a shift. Breaks should be taken approximately half way through the shift.

PAY

Once you receive your check, you will be paid every other Wednesday. Check the List of Pay Periods supplied to you when you sign in with Human Resources Office. You have a choice of picking up your check at your department or you may have it sent directly to your bank and the pay stub will be sent to your department.

SHIFT DIFFERENTIAL

If you work 4 or more hours after 5:00 p.m., you will be paid shift differential of $0.52 per hour for those hours and all other hours worked that day.

TIMESHEETS

Student timesheets are due in Library Human Resources the day after students are paid (Thursday, 4:00 p.m.). Occasionally, timesheets will be due on Wednesday if there is a holiday during the week. If your timesheet is late, Library Human Resources cannot guarantee that you will be paid on the correct pay day. Your timesheet must be signed and verified by your supervisor before turning it into Library Human Resources. Work Study students, write the name of the college you attend on the bottom of the timesheet where indicated.

WORK-STUDY PROGRAM

If you are participating in the Work-Study Program the Library cannot guarantee employment after your award has been depleted. Library Human Resources will assist you in monitoring your earnings but it is YOUR RESPONSIBILITY to report any changes to your financial aid letter to the Library Human Resources office and your departmental Administrative Assistant. Bring in your most recent Financial Aid Award Letter for photocopying.

ON-CAMPUS MULTIPLE EMPLOYMENT

Please notify Library Human Resources if you intend to work for another department on campus since it will be necessary to coordinate timekeeping. Student employees are not allowed to work more than 19 hours/week during the academic year or 40 hours per week during breaks and intercession. This means combined employment for the Library and any other on-campus job you are employed. At no time will the Library grant overtime pay for student employees.

SICK LEAVE & HOLIDAY PAY

Students who work 50% or more for any given month earn sick leave time. Sick leave benefits may be used any month following the month accrued.

Students who work 50% or more for a month having a holiday may receive holiday pay. Holiday pay is calculated and received the month following the month when accrued.

Student accrual of sick leave and holiday pay are based on the amount of hours worked and the amount of hours in the bi-weekly payroll month. To find out about your eligibility to use these benefits, please consult with your departmental Administrative Assistant.

PERFORMANCE MANAGEMENT

Part of Performance Management is ongoing communication with your supervisor. If you have a work related problem, please discuss it with your supervisor. If your supervisor has a work related problem with your performance, the supervisor will discuss it with you. If the problem continues, or another one comes up, a verbal warning will be given in the presence of another supervisor. After these two warnings, and the problem persists, a formal written warning will be completed by your supervisor after discussing the situation with Library Human Resources. The employee will be called into a formal meeting and all disciplinary indiscretions will be addressed at that time with the understanding that any further indiscretions can result in further disciplinary actions, up to and including termination from employment. The employee and the supervisor will then sign the written warning, a copy will be given to the employee and to Library Human Resources.

PERFORMANCE EVALUATIONS

An employee can request that an evaluation be conducted at any point of their employment. This is a good way to communicate with your supervisor and see how well you are performing according to their expectations. A supervisor may also request input from a work leader for the evaluation form. Both the supervisor and work leader may sign the evaluation.

STUDENT EMPLOYMENT AT UCSD

Students must pay registration fees for each quarter that they are employed. Student status is determined by the payment of registration fees at a UC campus.

GRADUATION:

Fall - Students who graduate in the fall quarter may only work until the day before Winter quarter begins.

Winter - Students who graduate in the winter may only work until the day before Spring quarter begins.

Spring - Students who graduate in the spring quarter may work only until June 30.

Summer - In order for students to continue working through the summer, they must have paid UC spring registration fees.

WITHDRAWAL: Students who withdraw from classes may continue working for that quarter as long as they do not receive a 100% full refund of their registration fees. If a student does receive a full refund, they must stop working as of the day they withdraw from school.

NEW STUDENTS: Students who are incoming Freshmen or new transfer students may be employed during summer if they can show proof of having paid their intent to register fees and register with the Career Services Center, Job Opportunities Program.

SUMMER SCHEDULES & LEAVES

During the summer, the Library operates on a reduced time schedule and fewer positions are available for student employees. Selection of students for the summer and/or break periods is based on a combination of seniority, work experience and the nature of the assignment.

Human Resources maintains a list of students who are seeking additional work hours for the summer session.

Please discuss your leave schedule and your return date with your supervisor. BEFORE YOU RETURN TO WORK, you must report to your supervisor so that your records are updated and your paperwork is complete.

CHANGE OF INFORMATION

Report any changes in information such as name, address, telephone number, and student status to Library Human Resources. W-2 forms will be sent to your departmental mail code as long as you are currently working. If you are not currently working on-campus, the W-2 form will be mailed to your permanent address.