UL Student Handbook



Welcome to University Libraries. University Libraries is a name that represents the relationship of our four main campus library branches – Centennial Science and Engineering Library, Fine Arts Library, Parish Business and Economics Library and Zimmerman Library (Education and Social Sciences). The faculty and staff at the University Libraries look forward to meeting you and working with you.



This handbook is intended to help the new student employee learn the procedures and practices of the UNM University Libraries. Student employees should also become familiar with the UNM Student Employee Handbook available at the UNM Student Employment Office or online at http://www.unm.edu/~wsestudy/sehandbook.html

Contents Completing the Hiring Process Probationary Period Customer Service Training Your Work Schedule Absences Time Sheets Receiving Your PayCheck Evaluations and Recommendations Transferring to Other Departments in the Library Transferring to Positions Outside of the University Libraries Termination Policy Due Process Procedure


COMPLETING THE HIRING PROCESS Completing the Hiring Process 1. The student is interviewed and the hiring decision is made. 2. The hiring supervisor fills out the “Hiring Request Form” and the student takes it to Sara Bauman in Budget and Cost Management in the Administrative Suite (Rm 226), where it is approved and a hiring referral will be started and signed. 3. The student takes the “UNM Work Study Referral Card” to the Student Employment Office, in the Student Services Building, where the Referral Card will be completed. New Student employees will be asked to fill out an I-9 form and a W-4 form, which will require a valid Driver's License and an original Social Security Card. Other forms of identification accepted are: Passport, Military Identification card, and either an original or an official copy of Birth Certificate. 4. The student brings the completed UNM Referral Card to Library Student Employment where it is filed. This is very important. The student is not considered employed by the Library AND CANNOT BE PAID until the copy is submitted to Library Student Employment.

Probationary Period Each student is on probation for the first eight weeks of their assignment and can be terminated if his/her performance is considered unsatisfactory. After the probationary period, if your supervisor issues a warning notice to you about your work and you do not improve, the supervisor must give you at least two weeks notice before termination, except in the following instances: 1. You walk off the job. 2. You are absent for three consecutive days without notifying your supervisor except when an emergency precludes giving notice. 3. You fail to return to work within six working days following the end of a personal leave of absence.

Customer Service Training All student employees are required to complete the Online Customer Service Training before new or continuation hiring paperwork can be processed.

Your Work Schedule You and your supervisor will determine your work schedule. Work Study Positions: in order to stay within your work study allotment balance, you will normally work no more than 30 hours per week. You are entitled to a 15 minute break for every four hours that you work..

Absences If you are absent from work for any reason, you must notify your supervisor each day you are gone. If you are absent three or more consecutive days, without notifying your supervisor, you are considered to have resigned. Exceptions will be made for emergencies only.

Time Sheets Students are paid every other week. Generally, a student can expect a paycheck two weeks after the first time sheet is submitted. Fill out a time sheet for each two week period (in some departments, the supervisor will do this for the students). The time sheets must in ink and be completely filled out and signed by you as well as by your supervisor. If you do not work on a certain day, then that day must be crossed off. Do not use liquid paper or correction tape. If you need to make corrections, line out mistakes and initial the corrections. Work Study employees must fill out the yellow timesheets. Non-Work Study students must fill out the green timesheets. Please submit your completed timesheets to the Budget and Cost Management team of Administrative Services by the dates posted on the Timesheet Due Dates schedule. You may pick up a Timesheet Due Dates schedule in the copy room of the Administrative Services office.

Receiving Your Paycheck Direct Deposit is strongly recommended and authorization must be arranged through the Payroll Department. If you choose this option your pay stub will arrive via campus mail on the day you are paid. Keep in mind that although your deposit should go through early in the morning on pay days, you may not receive your pay stub until later in the day. If you do not choose Direct Deposit, your check will be mailed to the address that appears in the demographic information that the University has on file.

Evaluations and Recommendations If you choose to resign your Library position (at the end of a semester or at any other time); your supervisor will prepare a written evaluation of your work. If you would like a letter of recommendation from your supervisor (for another UNM position or for your resume), please request it from you supervisor about one week before your termination date.

Transferring to Another Library Department Students sometimes discover other library positions better meet their career goals or their schedules. However, many Library jobs are graded differently, resulting in different pay rates. Please contact Library Student Employment to investigate the possibilities. If a job match can be made where all parties are agreeable, you may be asked to re-apply and/or participate in an interview. If the new position is offered and you accept, you are expected to provide one week’s notice to your current supervisor.

Transferring to Positions Outside of the University Libraries On the day you terminate, pick up an evaluation form from your supervisor and bring it to Library Student Employment. They will process the termination. You may then proceed with the hiring process of your new university department.

Termination Policy Students can be terminated by three different means: resignation; dismissal; or if on a Work Study assignment, depletion of funds.

Due Process Procedure While the Library endeavors to maintain pleasant working conditions which lead to cooperative, effective working relationships with all employees, the Library also recognizes that misunderstandings and disagreements may arise regarding terms and conditions of employment. Normally, such disagreements are resolved through informal discussions between you and your immediate supervisor. If questions and complaints are not resolved to your satisfaction through informal discussions with successive levels of supervision, there is a formal Due Process Procedure described on page 10 of the Student Employee Handbook. Please see the Library or UNM’s Student Employment office for details. Remember, if an employee is going to initiate the due process procedure, it must be done within ten working days of the incident.

University Libraries Administrative Services Library Student Employment Zimmerman Library Office of the Dean Phone Number: 277-7164

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