Circulation Student Scheduling

Department:

Circulation

Purpose:

To maintain adequate student coverage during hours of operation. Students must remain under 28 hours per week.

Overview:

This will provide the framework for all current Circulation Student Scheduling broken down in the following manner: 1a:

Scheduling students for Semester 1b: Timing differences for Fall, Spring, and Summer Semesters. 2: Finals Schedules, and 3. Extended Hours

Required Knowledge/Skills:

Basic knowledge of Excel, and Library Swap site

Safety Issues/Precautions:

None

Equipment/Supplies:

Hard copies of Schedule Templates, pencil, eraser

Procedure

If a Circulation Student is also working in IT they MUST schedule all of their hours in Circulation. This is to prevent confusion with the Patrons.

1. Email the students to find out who will be planning on working the following semester.

2. Break down the list of returning students into two or three groups depending on a number of returning students. Preferably 10-12 students per day.

3. Email students with the date that they can first schedule based on Seniority. With the students who have the most seniority scheduling on the first day. Within the one day period, the students will schedule on a first-come-first-served basis.

4. All Scheduling should be done in pencil in case the students need to make a change.

5. Do the scheduling in the office to avoid a bottleneck in Circulation.

6. The Employment Coordinator is the only manager who does the semester schedule.

7. Schedule students for a maximum of 8 hours minimum of 6. During the Fall and Spring Semester

8. Schedule students for 12 hours a week during the Summer Semesters.

9. Try to keep the students to less than four-hour shifts.

10. DO NOT allow students to schedule more than a 5-hour shift.

11. Students should not be down in Media for more than half of their hours.

12. At the end of each day transfer student hours on to the electronic copy and post it on the Swap Site so students can confirm
that the hours are correct on the swap site.

13. Once all of the current students have scheduled print off a copy to use to as a reference to find possible new hires.

14. Save a copy of the Excel spreadsheet with the Student's assigned hours at S:\CCLS\Circulation & Media\Admin\ folder called Student Schedules under the correct Academic Year and named for the semester.

1. Fall semester: email students in Mid-October and try to have scheduling done before Thanksgiving break

2. Spring Semester: email students after Spring Break and try to have scheduling done in Mid April

3. Summer I: Schedule just after Spring Semester scheduling is done. This can be done in one day.

4. Summer ll: schedule approximately halfway through Summer l

1. Finals Hours Start on Reading day.

2. Students may see any manager to schedule for finals.

3. A manager must be present when the student is scheduling to assure that the student isn’t doubling up on shifts until all shifts
have at least one student working.

4. Every hour in circulation must have one student working before the students can add a second person to the shift.

5. Students are required to schedule themselves for 6 hours during finals week. At the same time that Semester scheduling is going on, Finals will be scheduled. This is NOT based on Seniority.

6. Once all of the Students have scheduled their hours, email all of the students to allow them to pick up additional hours to fill the rest of the week.

7. Once the students have scheduled their hours it is up to them to get any hours covered if their finals schedule gets changed.

8. After the Finals schedule is done scan the schedule with the scanner at Circulation and post the file on the SwapSite as Finals{SemesterYear}.

9. The physical sheet is laminated and posted next to the Extended Hours schedule.

1. When Semester Scheduling and Finals Scheduling is going on put the Extended hour's schedule on the M-Z Reserve shelf for the
students to pick up additional hours.

2. This is in addition to their normal schedule.

3. Make sure that they know not to exceed 28 hours total for the week.

4. Students cannot schedule this week in place of Finals hours.

5. The students can schedule this at any time they would like once it is up.