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University Libraries Student Assistant Employment Guide

Rules & Policies

Introduction
There are many benefits to working for the UNLV Libraries.  You'll not only earn a paycheck, but you'll learn helpful library skills.  In addition, future employers will value the training, experience and desirable work habits that you will develop and demonstrate at the Libraries.  Below is a description of some of our expectations.
 

Student Code of Conduct
All student responsibilities outlined in the UNLV Student Conduct Code and Policies apply while working at the Libraries.  Acts that are prohibited include but are not limited to: unauthorized use of computer system; storing, possessing, using, distributing, selling, bartering, manufacturing, exchanging or giving away controlled substances; and all forms of harassment. 

UNLV Student Conduct Code

Confidentiality of Records
Any records of the library, which contain the identity of a user and the books, documents, films,
 recordings, videos, or other property of the library, which he/she used, are confidential.  These records may be disclosed only in response to a court order, so don't release any of this information unless directed by your supervisor to do so.


Emergency and Safety Plan

University Property
Use of University property for personal use or business is not allowed.  Library equipment, materials and supplies are provided for work purposes only.   Student Assistants must check out Library materials as other patrons do and abide by all circulation policies and procedures.
 

Food and Drink Policy

Due to COVID-19 Food and Drink are no longer allowed in the Library public area until further notice.
Student assistants are expected to adhere to the University Libraries Food and Drink Policy.  Individual departments within the Libraries may require more specific policies and procedures based on the work students perform so as not to risk damage to library materials.

There is a staff break room 1125 on the first floor of the Lied Library.  You are welcome to use it on your break.

University Libraries Food and Drink Policy

 

Dress Policy
Student assistants are expected to dress appropriately for employment. Individual departments within the Libraries may require more specific policies and procedures based on the work students perform.  For example, student assistants who handle heavy books may be asked to wear shoes that protect their feet in the event of a heavy book dropping.

 
Studying While at Work
Some work settings involve waiting periods or down time in between work tasks.  Studying during these times is permitted only at your supervisor's discretion.  Individual departments within the Libraries may require specific policies and procedures based on the work students perform.

Student Timekeeping Policy

Employment Eligibility
• Undergraduate students must be registered for a minimum of 6 credit hours and have a cumulative GPA of 2.0. Graduate students must be registered for 5 credit hours and have a cumulative GPA of 3.0 or higher. Audited courses do not count towards eligibility.
• Students not enrolled in the summer term may work during the summer term if they were enrolled for the minimum number of credits the previous spring semester or are enrolled for the minimum number of credits for the following fall semester.
• Student employees are not allowed to work during their scheduled class sessions.
Student Responsibilities and Expectations
• Students are expected to be at work on time and ready to perform the duties of their position.
• The time entered in Workday must be an accurate listing of the actual time and specific days/dates worked and must be verified and approved by the supervisor.
• Payroll information must be reported accurately and in a timely manner.
• All students must clock in at the beginning of their shift and clock out promptly at the end of their shift at the designated time clock location or designated time tracking computer.
• Students must enter appropriate cost-center information for each time entry to Workday.
• Students must review and approve their own time entries daily and report any discrepancy to their supervisor if the time displayed, and actual hours worked, do not match.
• If a student works 6 hours or more in one day, they must take at least a 30 minute uninterrupted and unpaid lunch break. The student must remember to clock out for lunch and clock back in upon return from lunch. Students must clock in and out for all unpaid breaks.
• For every 4 consecutive hours worked, students must take a 15 minute paid break (preferably mid-shift).
• Students must make arrangements for breaks with their supervisor.
• Students are required to clock out any time they leave the work site for any reason other than assigned work duties.
• Students who are frequently tardy without prior authorization or excuse will be subject to disciplinary action.
• In the case of an unexpected absence (i.e. sick or emergency), students must notify their supervisor no later than the beginning of their scheduled shift.
• Overtime is strictly prohibited. (Working more than 8 hours in a day or more than 40 hours in a workweek.)
• Examples of improper clocking procedures include the following:
○ Failure to clock in or out
○ Purposely falsifying or altering beginning or end of shift time
○ Using another employee's Workday account or identity
Supervisor Responsibilities
• It is the supervisor's responsibility to ensure that their student employees are working no more than 8 hours in one day or 20 hours in one week from all UNLV employment sources. Overtime is prohibited.
• Supervisors are responsible for reviewing, verifying, and editing each of their student’s time entries.
• The deadline to submit approvals in Workday is the day after the pay period ends.
• Supervisors are expected to review and approve employee time on a daily basis.
• Supervisors are required to delegate authority to approve student time when they will be absent.
• Supervisors must follow-up with the employee for all discrepancies including:
○ Time variations for early or late entries
○ Failure to clock in or clock out
○ Incorrect cost-center information
○ Discrepancies in the time worked displayed, and actual hours worked
General
• It is a violation of federal employment laws to defer hours worked into future payment periods. If a student has worked only five minutes for the pay period, the student must still be compensated.
• State and federal laws require consistent and accurate recording of employee hours. Falsification of time records, whether by an employee, supervisor, or manager, is grounds for disciplinary action, up to and including termination of employment.
• Regular audits will be conducted to ensure compliance with the procedures outlined above.
• As a reminder, it is a violation of the UNLV Acceptable Use of Computing and Information Technology Resources Policy to divulge sensitive or personal information. According to the policy “access to, and integrity of, computing and information technology resources must be protected.” Sensitive, personal information is defined in the policy as follows:
■ “Any information about the individual maintained by the university, including the following: (a) Education, financial transactions, medical history, and criminal or employment history; and, (b) Information that can be used to distinguish or trace the individual’s identity, including name, social security number, date and place of birth, mother's maiden name, or biometric records."

UNLV Libraries Computer Policy

 

Content Editor

Terry Deem & Kim Kaplan

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