Library Student Employee Handbook
The Library Personnel
Office has assembled information that will assist you during your
orientation period. Please read this information carefully. If you have
any questions concerning your employment, please do not hesitate to call
our office at 847/491-7668.
Library Personnel Office
The Library Personnel Office is the Department of Records for all Student and Temporary Employees hired at the Main Library, Science and Engineering, Math Library, Geology Library and Schaffner Library. We process the applications and all necessary paperwork that employees need to qualify for inclusion on the Human Resources Payroll System. Our Office is a link between the Work/Study Office, Human Resources Payroll Office and the Library employees. We handle all questions and inquires concerning hours worked and on paychecks. The Main Library and The Science and Engineering Library uses a time clock system, Math Library, Geology and Schaffner Library uses a manual (hardcopy) timesheet for keeping student hours.
Procedures and Forms
Direct Deposit
All Work/Study, Non-Work/Study and Temporary Employees
are eligible for direct deposit of payroll checks through Northwestern
University’s Direct Deposit Program. Stop by Library Personnel or
the Payroll Office to pick up a Direct Deposit Form. A check with VOID
written on it or a deposit slip needs to be attached to the Direct Deposit
Form.
Timesheets
The Library Personnel uses a time keeping system to
keep track of students’ hours at the Main Library and Science and
Engineering Library. These timesheets show the student or temporary employees’
name department and the department’s supervisor. The timesheet also
shows two work weeks, the beginning date of the work period through to
the end of the work period.
Discrepancies
The discrepancy form is used to record missed punches -
- If the student forgot their Wildcard (Student ID) a discrepancy form should be used to record their hours worked.
- If a student miss punching IN or OU during their work schedule the Library Personnel Office sends out a discrepancy form to the supervisors.
To assure that these discrepancies appear on the current payroll these forms need to be signed by the dept. supervisor and turned into the Library Personnel Office ASAP. All discrepancies from a previous work period MUST be turned into the Library Personnel Office. All Discrepancies of hours should be turned in with in a two-week period, discrepancies over 30 days will not be processed Please review your timesheets carefully, if hours worked does not appear on the timesheet discuss this with your supervisor and complete a discrepancy form if necessary this should be turned into the Library Personnel Office.
The Discrepancy form is not to be used as a source
for reporting hours worked – it is to be used for missed punches
only.
Check Preference Forms
The check preference form is used to change the employees check destination
(i.e. local address, permanent address or bursar). This form is not to
be used for a change of address.
Personal Data Form
The Personal Data form is used to change the name, address,
phone number and to record new employees in the Payroll Office.
N.U. Wildcard (Students I.D.)
The N.U. Wildcard (Student I.D.) is used to keep track
of student employee hours on the Library timeclock system. The last six
digits of the student barcode are used. If your student I.D. is replaced
for any reason, the Library Personnel Office needs to be notified of the
new barcode number.
Pay Period
There is a two-week delay between the end of a pay period
and the receipt of the check for that payperiod.
Work-Period
The workweek of the University starts on Sunday and
ends on Saturday with a work period of 14 days. Payroll is processed on
the Monday following the last work.
Holidays
Payroll is processed early for the Holidays of Thanksgiving,
Christmas, sometimes New Years, Memorial Day, July 4th and Labor Day.
Some work periods are 9 – 11 days with the next work period having
16-19 days instead of the normal 14 days work period.
Performance Evaluations
All temporary employees are evaluated annually. Evaluation
forms will be distributed to supervisors in April. Supervisors are required
to discuss each employee’s evaluation with him or her. Both the employee
and the Supervisor must sign the evaluation form before it is turned into
the Library Personnel Office. Employees are evaluated in the following
areas; job knowledge, job performance, attitude, reliability and supervisions.
Both employees and supervisors are welcome to make additional comments
on their evaluation forms. The Supervisor will rank employee performance
in each area and give one overall employee performance ranking. Employee’s
merit increase amount is determined solely by this overall evaluation.
Wage Increases
For each quarter worked longevity of $.05¢ added
to the wage rate. In addition to the longevity a merit increase is added
to the wage rate beginning the first week of New Student Week. These wage
increases are effective only if student employees have worked six weeks
or more to receive it. If the employee switches jobs or departments within
the library, his or her rate is evaluated in the following way: For student
employees who stop working because they are on TN, Study Abroad, or Community
Service Program, they may maintain longevity only if they did not work
at another job during the interim.
Promotion
Supervisor may choose to promote temporary employees
at any time during the year to redistribute or increase job duties. Any
promotion after August 31 supervisors should allow 15 working days before
a promotion is approved. The Work/Study Office must approve Work/Study
students’ promotion/reclassifications; Library Personnel must approve
Non-Work/Study employee’s reclassifications. After the promotion
is approved, the wage rate is adjusted to the new position wage rate plus
any longevity and merit that the student has earned during the course
of the year. All promotion increase will appear on the next full work
period following the notification of the promotion by the Library Personnel
Office. There will be no retroactive pay processed
Termination/Resignation
Work Study
If a student employee chooses to resign from their position in the Library,
he/she must; give their department a two-week notice. The employee and
supervisor complete the termination form or, indicating on the form the
reason for the termination of employment. The Job Termination form is
turned in at the Library Personnel and our office will forward it to the
Work/ Study Office.
If the student has worked for the Library in the past, but previously
worked elsewhere on campus, that student will start the Library at the
base wage for their position.
Non-Work/Study
Non -Work/Study student employee and the supervisor are to complete a
Separation Form and return it to the Library Personnel Office
