The Albert Seay Library of Music and Art Policy Manual for Student Assistants
*INTRODUCTION *EMPLOYMENT *JOB ANNOUNCEMENTS *INTERVIEW *TIME SHEETS *EVALUATION *ORIENTATION DAY *EXPECTATIONS *REFERRING PATRONS TO A SUPERVISOR *UNACCEPTABLE BEHAVIORS *LIBRARY DEPARTMENTS *GENERAL INFORMATION *EMERGENCY PROCEDURES *LIBRARY STAFF COMMUNICATIONS *PATRONS SERVED *PRIVACY LAW *PROBLEM PATRONS *PROTECTING THE COLLECTION *EVENTS AND BENEFITS
We are pleased that you have joined the Seay library staff. The Seay Library depends on 7-8 work-study students to assist the library staff in the daily operation of the library. Because we are a small institution you will be involved in a broad range of library tasks; all of these are important! This manual has been prepared to give you an understanding of what you can expect from the library staff, and what we expect from a successful student employee.
Financial Aid Office Rules
We are committed to hiring students who have Work Study awards. Non-Work Study students may also be considered for hire, though the College prefers that they are not hired until after the first block of each semester.
Financial Aid Referral Form
It is necessary for all library student assistants to get a Financial Aid Referral Form at the beginning of each academic year. If a signed copy of the form is not on file in the Library Office, the student will not get paid. It is not necessary for the student to return the referral form to Financial Aid.
The Music Librarian will fill out the employer portion of the form and send it to the Financial Aid Office. New student employees who have never worked on campus must also go to the Business Office to fill out the appropriate forms (W2’s & I9’s). Please refer to the Financial Aid handouts that are distributed to all work study students.
Other Financial Aid Forms
For Online Student Timesheet Information, sign into the CC Single Sign-On page and go to Banner
Job openings are relayed to the Financial Aid office as soon as there is an opening. The library also posts announcements to the Student-l e-mail list throughout the year. Openings to work in the library are coveted and jobs do not become available very often. Students should apply in the Library; applications are available at the circulation desk.
The Music Librarian will review applications and contact students for interviews. The Librarian and student will discuss the job description to determine if the student is appropriate for the position. Both will make the hiring decision and sign the Employment Agreement Form. Library staff will make students aware of the evaluation procedure set forth in this manual.
It is the student employee’s responsibility to understand the guidelines on recording hours on their timesheets. For more information, see;Student Employment
- Every time you work, use Banner to record your hours and be sure to record your hours accurately (am or pm!).
- Time sheets must be submitted on the last day of each pay period. A schedule of pay periods is posted on the window directly behind the Circulation Desk.
Paychecks will be placed in your Worner box unless you make arrangements for direct deposit with Human Resources.
Student assistants will be evaluated at the conclusion of the first block after hiring. This evaluation will serve as an informal judgment of how suited the student is for the job. At the discretion of the Librarian, other evaluations may be done to monitor performance.
New student employees will undergo a training period lasting several hours to be completed before they begin work. Customarily, this takes place on a weekend immediately before the beginning of Block I. Students beginning work mid-block or second semester will receive this training in smaller chunks during the week.
What’s Expected of a Good Student Assistant:
1. Reliable Attendance
- ARRIVE ON TIME.
- Commit to work the hours you schedule. This will vary from block to block.
- If you are ill, notify library staff as soon as possible. All students are responsible for finding a substitute if they need to miss a work shift. Students should be flexible and willing to substitute for others.
- Do priority work first.
- Perform additional tasks.
- Offer suggestions for improvement.
3. Adherence to Library Policies and Procedures
- Read and follow the Library’s policy and procedure manual.
- Ask questions of supervisors to clarify any uncertainty about policies and procedures.
4. Service Attitude
- Serving the library user has priority over everything else.
- Put yourself in the user’s position and imagine his or her feelings and reactions.
- Be polite and helpful; avoid losing your “cool” even if provoked.
- Don’t pretend to know something if you do not.
- Refer queries to supervisors. Student assistants should know when to pass questions to professional staff.
- Treat users consistently according to rules and policies even if you are tempted to make exceptions.
- Don’t fail to offer options to a user because it will be “too much work” or “he/she is a real jerk”.
- Avoid discussing users in public areas.
- Users should not be ‘ordered’ to do things in a terse fashion. Always suggest things in a friendly manner.
While we understand that you are students first, you must remember to honor your obligation to the library. It is your responsibility to balance work responsibilities with other pursuits. Plan ahead for extra-curricular activities. If you are scheduled to work just prior to a test, you will need to figure out when to finish your studying ahead of time, with no last minute changes in your schedule. This rule is particularly important because you work in a public service area. You should notify library staff as soon as possible when you need to be absent. It is your responsibility to find another student to work your shift. Because students generally work alone and unsupervised unexpected absences are very serious: three absences are grounds for dismissal.
The telephone is not an interruption. Note, however, that you should always take care of the patron in front of you first; allow voice mail to record the message.
To access voice mail:
- Press “Message” button
- Enter extension, press #6560
- Enter password (3313), press #
- Follow directions to access message
Please do not delete any messages. Staff will do this. You may place a long distance call only to reach staff or with cell phones outside the local area code. The code for this is 449-0921. Use of this number for other long distance calls is cause for documentation.
Answer the telephone in a pleasant voice. Identify the library: “Music Library, may I help you?” for example.
- Always get the caller’s name! If they are asking about checkouts, overdues, etc., get their TIGER number or patron, look up their patron record, and answer their questions based on their specific situation, not general assumptions.
- Concentrate on what the caller is saying and repeat the information back.
- Never tell a caller: “No.”; “He/she is on break,”; or “He/she is at lunch.” Instead offer a positive alternative like, “He/she is not available right now. May I take a message?” Never say “I don’t know.” Instead say, “I’ll find out for you” or “I can refer you to someone who can answer that.”
- Ask callers if they can hold, if necessary
When transferring a call, always give callers the number to which you are transferring them. E.g., “Let me transfer you to the reference desk. Just in case, the number is…. I’ll transfer you now.” It is very frustrating for a caller to be accidentally disconnected and have to start all over from the beginning in their quest for knowledge- often the person calling has already been transferred at least once by the time you talk to them.
Be sure all messages you take are dated, with the time of the call, as well as your name.
You may receive reference questions when working. Sometimes a question will appear to be simple and straightforward, such as “do you have any Mozart piano music?” The conscientious student worker might feel inclined to respond by giving the patron a general call number area and pointing them in the proper direction. However, even if the answer is correct, it is likely that the patron needs more specific help. Often patrons are simply shy about asking for what they really need, or feel if they couch the question in general terms they are somehow being less of a “bother”. It is part of the librarian’s job to “interview” the patron in such a way that the real question is revealed. In addition, the librarian will also ask questions that will help him or her determine the nature and depth of the assignment, and the types of resources needed. Please be aware of this dynamic, and make sure you refer people to a Supervisor anytime the information need is vague, potentially complex, or involves using library databases or resources.
Student assistants are expected to abide by the terms of the Student Employment Agreement signed at hiring. You may be dismissed for:
- Refusal to do assigned tasks
- Repeated unexcused tardiness or absenteeism
- Unauthorized use of library materials, facilities or supplies
- Improper reporting of hours in Web Time Entry.
- Consistently poor job performance or inadequate job skills
- Failure to maintain a positive, service-minded approach toward patrons, staff or coworkers
- Allowing unauthorized persons (friends or classmates) into library staff areas
Students will be given two written warning notices of unacceptable behavior. Copies of these notices will be sent to the Financial Aid Office. The third written notice is considered automatic termination. Any work-study student who is terminated from the library will not be eligible for on campus employment for the remainder of the academic year.
- Be on time! The Library runs on a tight schedule and your tardiness impacts other employees and Library operations.
- Do attend as many training sessions as possible (some are required!)
- Make an effort to get to know the other staff and students! They’re a nice bunch (honest!) and it makes the work a lot more bearable if you can have a laugh at the same time.
- Avoid e-mail or engaging in extended social conversation while on duty. Computer use should be limited to work use. These machines are not for writing papers or playing games.
Due to the relatively small size of its collection, the Seay Library is operated by a small staff that performs/shares a variety of library tasks. Work-study students, as well, must be comfortable undertaking a variety of responsibilities. Basic responsibilities of the most common work-study tasks are included below.
The successful student assistant is responsible, and a reliable problem solver. His/her work is accurate, expressing attention to details, and is accomplished with little supervision. Student assistants are computer literate, possessing keyboarding ability. They are able to lift boxes weighing approximately 40 pounds, push book carts and stand on footstools to access materials on top shelves.
CATALOGING AND PROCESSING
The Cataloging and Processing Department catalogs and prepares new materials for the library collection using the OCLC (Online Computer Library Center) database. In addition, this department maintains the TIGER database, adds and withdraws holdings in TIGER and deletes holdings in OCLC.
Students provide assistance in these procedures, principally in the end processing of cataloged library materials. This involves the binding and labeling of books and scores, and the labeling of audio/visual recordings. Students are also involved in work resulting from the ongoing retro conversion of Library materials.
This work requires attention to detail, organizational skills and the ability to work independently and carry out assigned tasks. Basic typing skills and computer skills are required.
The Circulation Desk is the center of the library’s activity. Circulation controls the inventory of the library by keeping track of the materials that circulate both inside and outside of the library. This includes checking out materials and making library resources accessible to users. This is a public service area with a great deal of face-to-face contact with library patrons.
Student work in circulation is vital to library operations. This includes coverage of the circulation desk, shelving library materials, and general maintenance of the library collection. Students must operate the library’s automated computer system and interact professionally with students, faculty, staff, and the general public. They must be able to follow directions and perform detailed tasks accurately. In addition, you need to be able to lift boxes weighing approximately 40 lbs., push book carts, and stand on footstools to reach materials on top shelves.
Students are often the first staff person the user encounters. Good public relations skills are required. You should be familiar with library procedures in general and reference work in particular. Familiarity with computers and print and electronic resources specific to music must be developed. An innate curiosity coupled with an eager “thrill of the hunt” is a plus! Students, however, must know when to refer the user to a supervisor who is trained in conducting a “reference interview”.
The Music Library has four public computer terminals available for research purposes for the Colorado College community and public patrons. The following resources are available:
- TIGER Online Catalog
- Periodical databases licensed to TUTT Library, including indexes of online music resources.
- Internet resources
Any other use of these computers (i.e. checking e-mail, word processing, Chat rooms or playing games, etc.) falls outside of their primary function. Your use may be monitored by Music Library Staff to assure compliance with this policy!!
The following policy is in effect for Public Patron use of Library computers. Library staff will log on Public Patrons to one of the four patron computers
As a public service, the Seay Library allows limited use of computers for research purposes to members of the Colorado Springs community. Because we have limited computing resources, we cannot support all your computing needs. Please ask a Library staff member if you need assistance with your search. The following resources are available:
- TIGER Online Catalog
- Periodical databases licensed to Tuft Library, including indexes of online music resources.
- Internet resources
Your use may be monitored by library staff to assure compliance with this policy. The following activities are not allowed:
- Word processing
- Chat rooms or game playing
- Commercial activities
- Visiting adult web sites (Campus Security will be notified)
In addition: – If a CC student needs your computer, you will be asked to surrender it. – If other public patrons are waiting, you use will be limited to 30 minutes. – The Seay Library reserves the right to refuse service to anyone at any time.
Public patrons may print and make copies free, up to 20 pages.
NOTE: Penrose Public Library at 20 N. Cascade has numerous computers that are available for public use.
The copy machines in the lobby and inside the Music Library are set up with a Gold Card reader and are configured to use the College's Paper Cut print system. CC community members can swipe their Gold Card or manually enter their TIGER numbers to make copies and print via Paper Cut.
Printing documents from the public computers is currently free for the CC community and free for public patrons for up to 20 pages.
Students should be aware that the library adheres to federal copyright law. This means that photocopying of library materials is regulated and the library cannot systematically make copies for faculty, students or staff. In particular, the copying of recorded materials is strictly regulated—generally, users may not copy these materials! Some faculty put photocopies on reserve for classroom reading. Copyright permission is done through the campus bookstore and it is the responsibility of each faculty member to follow the copyright procedures outlined in the faculty handbook. Refer questions about copyright to a supervisor.
Feel free to contact Security for any reason (x 6707). And, always notify a supervisor of any situation that you feel uncomfortable or concerned about. If a situation such as a fire alarm or other danger requires evacuating the library, your first priority should be your safe exit from the library. You are not responsible for evacuating patrons or other staff.
Library Staff should prepare themselves in the event an emergency should occur by:
1. Take the opportunity to read and review a copy of the Emergency Response Instructions which are posted in various locations in the Music Library on red and yellow colored laminated sheets.
2. When the emergency siren that is mounted on top of Palmer Hall goes off, you will most likely be notified via phone or e-mail from an automated messaging system with further instructions. NOTE: THE SIREN ALERT FROM PALMER HALL DOES NOT MEAN YOU SHOULD EVACUATE—ONLY THAT YOU SHOULD STAND BY FOR FURTHER INSTRUCTIONS!!
3. If you hear the fire alarms in the building, this is the sign to evacuate!! You should follow the evacuation instructions on the Emergency Response Instructions sheet and should move to a pre-arranged assembly area outside your building.
4. Read the “Emergency Preparedness for All Individuals at Colorado College” document that has been developed in response to federal requirements and posted on the CC website – http://www.coloradocollege.edu/other/preparedness/.
FINE APPEAL PROCESS
If a student or community member is unhappy with a fine they have accrued, or feels that it is an error on our part, please refer them to your supervisor (as you would probably do with any patron complaint). Your supervisor will either resolve the issue, or ask them to speak directly with the Circulation Services Coordinator. Student assistants may not waive or reduce fines.
CELL PHONE USAGE
The Music Library is a “cell-phone-free zone”. Fortunately, reception is relatively poor in Packard basement. When you observe someone making or receiving a call, please hand them one of our “cell-phones-ain’t allowed-here cards”, which will suggest that they move to the lobby or outside to continue their call. Staff are expected to teach by example—-so, this applies to all of us, as well.
Feel free to contact Security for any reason (x6707). Do not feel obligated to handle any situation that you feel uncomfortable or concerned about. Notify a supervisor, or call security in the former’s absence. See also, “Handling Problem Patrons” in this handbook.
The primary form of communication for Music Library staff is campus e-mail. Please access this whenever you work, to keep informed about important information relating to your job.
IMPORTANT: Please check your e-mail every day to view important announcements and messages!!
The Seay Library primarily serves the students, faculty and staff of Colorado College. In addition, the collection is open to public patrons in the surrounding region. The Library has reciprocal agreements with many other local and state colleges and universities. Circulation policies vary for different patron types; please see the Seay Library Policies on our Web site for information.
Use of the collection is open to anyone as long as they are not disruptive. Refer complicated questions about the collection to a supervisor. Remember: If you don’t know the answer to a general question, refer the patron to a supervisor.
By state law, library records are confidential. Every library user has the right to check out and use library material without the fear of harassment, pressure, or intimidation by anyone for any reason. Items that are recalled are done so without revealing the current user’s identity. Do not give out personal account information to anyone, whether students, faculty, administrators, police, credit bureaus, etc. Please refer any questions concerning this policy to the Music Librarian. The Librarian, in conjunction with College Legal Counsel, will make a decision about release of information. Respect the privacy of others! General inquiries about addresses and phone numbers can be made through the Campus Directory—not from library records.
Loud, threatening, suggestive, disruptive, or simply distracting behavior is inappropriate. Problem patrons, however, often have deeper problems than we first observe. Dealing with problem patrons can test our diplomacy and patience. If you are in a situation that could become an encounter, call a staff member or Security at x6707. Never try to deal with a problem patron on your own if you feel any concern about your safety whatsoever!
Try to defuse rather than aggravate the situation by observing the following guidelines:
- Remain calm.
- Be explicit in your statements or requests.
- Repeat your statements or requests to the patron if necessary.
- Do not argue with illogical or outrageous statements.
- Stay in control. Do not allow yourself to be manipulated.
- Avoid humorous or personal remarks. The disturbed person is unlikely to see any humor in the situation. Personal remarks are likely to be provocative.
- Alert other staff members. You may need direct assistance.
- Be considerate. Listen with respect to explanations even if the patron is repeating things.
- Offer alternatives to the disturbed individual if possible.
The Seay Library’s location, size, and collection specificity generally limit the number of visits from problem patrons. In most cases problem patrons who are roaming the library and acting strangely should not be approached. Call Security and describe what is happening. Security normally sends 2 security officers to take care of the situation.
Library materials cost a considerable amount of money. Books, scores, and recordings go out of print and may become irreplaceable. Please do the following to protect our valuable materials:
- Do not attach paper clips to book/score pages for any reason, and remove them from any item book in the collection. They cause paper tears and rust stains.
- Do not wedge or pack books tightly on a shelf. This may damage the binding.
- Bring damaged materials to the circulation desk and place on the mending shelf.
- Post-it notes should not be used; the adhesive removes ink from the page.
- Store vinyl records in a vertical position. Learn how to handle and play these irreplaceable items. See Appendix.
- Handle all sound/video items with care.
- Many scores have multiple parts. Be certain that you check each item (upon check-out and – in) to see that all parts are present. Multi-part items have a label in the upper left-hand corner, describing how many scores and parts constitute the item in hand.
Student assistants reap the benefits of increasing their musical knowledge by working in a stimulating environment for an important campus resource. The Library is a friendly place to work and a relaxed gathering place for students taking courses in the Music Department. We like to celebrate the accomplishments of our student assistants with the following events:
- Ice cream social, welcoming everyone back in the fall
- Occasional “feed” events, usually as accompaniment to training, during the course of the year
- End-of-the-year staff breakfast or dinner