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Northwestern University Library Student Handbook: On the Job

Job Reference

Job Reference from NU Library

  • Library Personnel Office handles all job reference check for student/temp employees
  • Inquiring agency is to provide the student’s signature to release information

Job Related

Dress Code

  • depends on the department

Job Injuries

Promotion

  • Promotion
    • Promotions:
      • Are requested by the  Student-Supervisor
      • Can happen  at any time during the year to redistribute or increase job duties
      • Adjust to the new position wage rate
      • Rates will appear on the next full work period following the notification of the promotion to the Library Personnel Office.  There will be no retroactive pay processed

Promotions are:

  • Requested by  Student-Supervisor
  • Supervisor may choose to promote student./temporary employee  at any time during the year to redistribute or increase job duties,
  • the wage rate is adjusted to the new position wage rate.
  •  The new rate of the promotion will appear on the next full work period following the notification of the promotion to the Library Personnel Office.  There will be no retroactive pay processed

Library Information

The information below helps with the jargon used at the University and provide information on library facts and mission.

Discrimination and Sexual Harassment

Please read and be aware.

What you should know about Discrimination, Harassment and Sexual Harassment

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Job Verification

Job Verification Form

  • Library Personnel Office handles all job reference check for student/temp employees
  • Inquiring agency is to provide your signature to release information or personal recommendation see your supervisor.

Student Employee Record

Student Employee Records

Student’s work-study files are confidential and should not be viewed by anyone other than the individual student or the Office of Financial Aid.

Per University policy, Work-Study Supervisors approached by outside agencies or employers for reference checks may give only the title, wage rate and dates of employment of former work-study employees. Additional information may be given out only if the inquiring agency provides the student's signature to release this information.

Evaluations

Evaluations Process

  • Annual performance evaluation begins in March and ends in April
  • The performance evaluation is to be discussed
  • The fall wage rate is calculated by the Library Personnel Office
  • The fall wage appears on the first check after new student week

WORK/STUDY students -If a poor evaluation is received, the student will be called into the Federal Work-Study Office for a discussion of the student's work performance with the Work-Study Coordinator.

Performance Evaluation

This process should involve a discussion between Supervisor and employee. Through honest exchange between both parties, it is hoped that the student's job performance may improve, and that the work relationship will become more rewarding.

  • At the time of the review:
    • Determine whether or not an employee will be retained for the following year
    • If the evaluation is marked "retained," it is considered a joint contract between you and the student
    • Either party must give the other at least two weeks’ notice if the decision is changed
    • If a student is not retained, you do not need to complete a Job Termination Form
      • However, the employer should attach comments to the evaluation if the ratings were particularly poor
  • Work-Study students: If a poor evaluation is received, the student will be called into the Federal Work-Study Office for a discussion of the student's work performance with the Work-Study Coordinator.
  • When are evaluations sent to Supervisors?
    • Evaluations are available to Supervisors on the 3rd Monday in March
    • Evaluations are returned to Library Personnel no later than the 4th Monday in April.  (You can submit evaluations as soon as you finish)
  • Who calculates the Fall rate on the evaluation?
    • The fall wage rate is calculated by the Library Personnel Office
    • A spreadsheet will be sent in July with the new fall rates.

Wage/Merit Increase

Wage rate for student/temp positions

The Library wage rate is set according to the base wage for that position (e.g. Library Aide 3; library Aide 4, etc)

Students/Temps receive .05 cents longevity for each complete quarter (three months of employment) and during evaluation time a merit increase is given depending on the rating (e.g. 5 consistently demonstrate outstanding performance; 4  demonstrate above average performance; 3 demonstrate average performance; 2 performance needs to improve; 1 unacceptable performance)

Merit Increase

  • Received by all student/temp. employees that are being retained for the fall quarter
  • Increase ranges from .05 - .25 cents depending on the overall evaluation rating
  • This is an optional increase and is determined by the employer
  • Effective date is the work period following new student week in September

 

NOTE:

Previously Worked for the Library – Re-Hire

  • If the student has worked for the Library in the past, but previously worked elsewhere on campus, that re-hire student will start at the Library base wage for that position.

Job Termination

Job Termination

Student-initiated termination:

  • Students are expected, although not required, to work a minimum of one quarter before changing jobs.
  • It is preferred that students change jobs between quarters, if possible.
  • A student must give the employer two weeks’ notice when terminating. It is acceptable for an employer and employee to agree upon a shorter period of notice.
  • A student must have the employer complete a Job Termination Form and an Employee Performance Evaluation Form before leaving the job.
  • These forms must be received in the Federal Work-Study Office before the student may obtain a new Authorization Form for another job.

NOTE: The forms are turned into the Library Personnel Office and Library Personnel submit the forms to the Work-Study Office.

Employer-Initiated Termination:

Employers may terminate a student's employment for any of the following reasons:

  • The student is unable to perform tasks in an acceptable manner
  • Budget cuts require laying-off a student
  • Dishonesty or other activities requiring immediate dismissal

The Work-Study Office will attempt to place a student immediately in another position if he or she is terminated for budgetary reasons.

Disciplinary Problems

If an employer is not satisfied with a student's performance, the following steps should be taken:

  • Discuss the problem with the student
  • If the problem continues, write the student/temp a letter describing the problem, the previously held verbal discussion(s), and a statement of consequences if the behavior is not corrected. (You may wish to give the student/temp a particular time frame in which to correct the problem.) A copy of this letter must be forwarded to the Work-Study Coordinator immediately (if non-work study to the Library Personnel Office)
  • If there is no correction of the behavior, the student's/temp’s employment should be terminated. The employer should notify the student/temp and should complete both a Job Termination Form and an Employee Performance Evaluation Form, being sure to state the reasons that the employee was terminated. Please see the section on Job Termination.

Immediate Termination of Employment

Students may be terminated immediately for:

  • Falsification of a time sheet. The consequences are:
    • Immediate removal from the Federal Work-Study Program
    • The amount of Federal Work-Study awarded will be cancelled and will not be replaced with any federal or institutional assistance
    • A Termination Notice will be placed in the student's file indicating the reason for removal
    • This matter will be referred to Student Affairs for appropriate disciplinary action
    • Payroll will be notified of the correct hours worked
    • Prior to being allowed to return to the Federal Work-Study Program, a written petition, requesting permission to return, must be submitted by the student to the Committee on Financial Aid to Students
    • If approval is granted to return to the Federal Work-Study Program, your previous employer is not required to re-hire you as a work-study employee.
  • Theft
  • Insubordination
  • Continued failure to perform assigned duties
  • Intoxication or drinking on the job
  • Absence or tardiness continually
  • Willful damage to equipment or property
  • Sleeping while on duty

For additional information view the NU Work-Study website

 

Overtime

Overtime

 Work/Study

The Work/Study program does not pay overtime to work/study students –

  • if they work over 40 hours, the department is responsible for the overtime payment. 
  • The work/study office will charge back the overpayment to your department chartstring.

Non-Work/Study

Non-Work/study students are not paid overtime –

  • if they work over 40 hours the department will be charged for the overtime.
  • If they work two jobs the overtime will be pro-rated in both departments. (see section on “student/ temps working more than one job.”)
  • Hours of both jobs should be monitored (ask student about number of hours worked in his/her second job so you can schedule accordantly for your dept. needs)