George A. Smathers Libraries: New Staff Orientation

I. Policy:

 The Library's orientation familiarizes appointments with basic policies and procedures of the University and the University Libraries. New appointees of the University Libraries, (Faculty, TEAMS and USPS) are required to participate in the orientation program. The Library Human Resource Office manages the orientation program for newly appointed faculty and staff and announces promotions, transfers and resignations of other faculty and staff upon receipt of e-mail from Division Director and/or supervisor.

II. Date: March 2001, March 2005

III. Attachments:

• Faculty and TEAMS Orientation Checklist; Day One, Library Human Resources
• Faculty and TEAMS Orientation Checklist , Department
• USPS Orientation Checklist; Day One, Library Human Resources
• USPS Orientation Checklist  Department

IV. Staff appointments and promotions/transfers are announced to the general staff via electronic mail

A. The Library Human Resource Office announces new appointments on two occasions on the new staff webpage:
1. upon completion/submittal of all hiring paperwork for USPS/TEAMS employees and when provided e-mail announcement  by Division Director and/or supervisor

2. upon receipt of the candidates letter of acceptance from Faculty appointees and when provided e-mail announcement by Division Director and/or supervisor
 

B. The Library Human Resource Office announces USPS promotions/transfers upon verbal acceptance and when provided e-mail announcement by Division Director and/or supervisor.

C. The Library Human Resource Office announces  Faculty promotions/transfers at the direction of the Division Director of Libraries and when provided e-mail announcement by Division Director and/or supervisor

D. The e-mail information consists of the appointee's (new staff, promotion and transfer) name, department, former position, new position, and start date and photo.
 
 

V. Before the start of the first day, a new appointee reports to the Library Human Resource Office to become familiar with basic policies and procedures of the University Libraries and to complete sign-up paperwork. 

A. The Library Human Resource Officer, or a designated representative, completes a checklist which familiarizes the appointee with basic policies and procedures of the University and University Libraries (see attachment).

 

VI. The hiring unit is responsible for completing three weekly checklists which address particulars of the department, position responsibilities and performance expectations

A. Approximately one week before the proposed start date, the Library Human Resource Office forwards the checklists to the hiring unit supervisor or will direct them to the website.

B. It is the responsibility of the unit supervisor to complete the checklist with the new appointee.

C. Upon completion, the supervisor and the new employee sign the checklist and forward it to the Library Human Resource Office.
 
 

VII. The Introduction to Libraries is an orientation program coordinated by the Staff Development Officer for all new staff.

A. The Introduction to Libraries is comprised of two, half day tours of the libraries at which time new staff are introduced to the facility, library resources, programs, and the organizational and administrative objectives, facilities and operations.

B. The Library Human Resource Office offers the program when there are eight new employees or every three months, whichever occurs first.
 
 

VIII. Responsibility:

It is the responsibility of the Library Human Resource Officer to maintain this policy as directed by the Deputy Director.

 

---

Faculty Orientation Checklists

---

Sign-Up Day, Library Human Resources

Faculty 

Employee Name:  ___________________________________

Position:              _________________________________________

Supervisor:           _________________

Start Date:  __________________   Department:  _____________

I. Payroll Information

____ confirm that payroll sign-up is completed
____ appointment for benefits/retirement sign-up
____ when first paycheck is expected (check with LHRO)

 II. The Basics

____ Library Policy & Procedures Handbook
____ library organization chart
____ description of library units/history
____ expectations regarding dress
____ eating/drinking/smoking at the work station/in the library

____ sexual harassment compliance training

____ HIPAA compliance training (HSCL)
____ Faculty Handbook on-line website
____ how to get a University I.D. card/library card
____ parking
____ AMEX and Diners' cards
____ LHRO support (performance objectives, promotion & tenure, etc.)

 III. Career Development

____ Career Development Handbook on-line website
____ tenure and promotion (faculty only)
____ staff development program statement
____ research assignments
____ professional travel
____ sabbaticals (faculty) or professional development leave (A&P)
____ annual evaluation

 IV. Leave Information

____ attendance
____ sick leave accrual/usage
____ annual leave accrual/usage
____ holidays
____ leaves administrative/others

 

---

Week One, Department Orientation

Faculty 

Employee Name___________________________________
Position_________________________________________
Supervisor_________________

Start Date__________________Department_____________

I. The Department

 ____ introduction of coworkers
____ give employee departmental goals (to be discussed in 2nd week)
____ give employee description of the department (to be discussed in 2nd week)
____ provide employee with annual assignment
____ location of restrooms, water fountains, vending machines, employee lounge
____ where to keep purse or other valuables
____ assignment of keys
____ radios/walkmans at work
____ use of/how to use email
____ use of/how to search LUIS

III. Administrative details

____ work schedule
____ location of library policy and procedures manuals
____ location of department policy and procedures manuals

____ insure photo is taken and send e-mail information to Library Human Resources

IV. Attendance and Leave

 ____ who to notify/when to notify about illness or tardiness
____ annual leave, how to request

V. Safety and Security

 ____ emergency procedures (fire, etc.)
____ security
____ safety on the job
____ what to do if you have an accident or injury
____ what to do if a nonlibrary employee has an accident or injury

VI. Telephones/Copies/Supplies/Mail

 ____ policy on personal phone calls at work
____ how to use the telephone
____ long distance calls (go over SUNCOM instructions)
____ locations of copiers
____ policies on using copiers
____ supplies  how to request/where to get
____ mail/rules & regulations for campus mail
 
 

 

---

Week Two, Department Orientation

Faculty 

Employee Name___________________________________
Position_________________________________________
Supervisor_________________

Start Date__________________Department_____________

I. The Department

____ discuss the department goals with department chair and supervisor
____ discuss the department description

II. The Library

____ discuss the organization of the library
____ discuss the library units
____ discuss the department merit criteria

III. Career Development

____ discuss Career Development Handbook

 IV. Follow ups

____ has employee completed benefits and retirement signup at the Stadium
____ parking decal
____ keys

 

VIII. Other

____ __________________________________
____ __________________________________
____ __________________________________

 

---

Week Three, Department Orientation

Faculty 

Employee Name___________________________________
Position_________________________________________
Supervisor_________________

Start Date__________________Department_____________

I. Faculty Handbook

____ employee should have read Faculty Handbook; go over with employee to make sure there are no misunderstandings, answer questions

II. How to Find a Book

____ for employees who have not already learned this during job training, show how to use LUIS, then how to locate the book once the call number has been found.

III. Followups

____ Fringe Benefits signup
____ emergency procedures (review)

 Employee signature and date:______________________________

 Supervisor signature and date:_____________________________
 

Send the completed checklists to the Library Personnel Office.

 

---

USPS/TEAMS Orientation Checklists

---

Sign-Up Day, Library Human Resources

USPS/TEAMS

Employee Name:   ___________________________________
Position:   _________________________________________
Supervisor:   _________________

Start Date:   __________________    Department:   _____________

I. Payroll Information

____ Date and time for the USPS/TEAMS HR New Staff Orientation:_____________________________ (new hire orientation includes distribution of the USPS/ TEAMS Employee Handbook; campus maps, SUNCOM instruction sheets, staff identification cards, parking information, payroll sign-up, info on retirement, medical insurance, health plans, direct deposit, fringe benefits, the credit union, traffic rules, United Way, and tourist attraction discounts)
____ 40 hour work week limit (non-exempt)
____ overtime
____ when first paycheck is expected

II. The Basics

____ Library Policy & Procedures Handbook on-line
____ library organization chart
____ description of library units
____ expectations regarding dress
____ eating/drinking/smoking at the work station/in the library
____ USPS/TEAMS  Handbook (given to employee at Stadium orientation)

____ sexual harassment compliance training

____ HIPAA compliance training (HSCL)

____ how to get a University I.D. card/library card
____ parking

IV. Leave Information

____ attendance
____ sick leave accrual/usage
____ annual leave accrual/usage
____ holidays/personal holiday
____ leaves administrative/others

V. Handouts

____ department descriptions

 

---

Week One, Department Orientation

USPS/TEAMS

Employee Name___________________________________
Position_________________________________________
Supervisor_________________

Start Date__________________Department_____________

I. The Department

____ sign position description
____ introduction of coworkers
____ give employee departmental goals (to be discussed in 2nd week)
____ give employee description of the department (to be discussed in 2nd week)
____ provide employee with annual assignment
____ location of bathrooms, water fountains, vending machines, employee lounge, eating facilities
____ where to keep purse or other valuables
____ assignment of keys
____ radios/walkmans at work
____ use of/how to use email
____ use of/how to search LUIS

III. Administrative details

____ work week definition
____ work schedule
____ flex time option, if applicable
____ compensatory time
____ filling out a time card/time slip
____ filling out leave slips
____ pay period definition
____ overtime requests
____ location of library policy and procedures manuals
____ location of department policy and procedures manuals

____ ensure photo is taken and information is sent to Library Human Resources

IV. Attendance and Leave

____ breaks, when & where
____ lunch, when & where
____ who to notify/when to notify about illness or tardiness
____ annual leave, how to request

V. Safety and Security

____ emergency procedures (fire, etc.)
____ security
____ safety on the job
____ what to do if you have an accident or injury
____ what to do if a nonlibrary employee has an accident or injury

VI. Telephones/Copies/Supplies/Mail

____ locations of telephones
____ policy on personal phone calls at work
____ how to use the telephone
____ long distance calls (go over SUNCOM instructions)
____ locations of copiers
____ policies on using copiers
____ where to get supplies
____ how to request supplies
____ where/when to pick up/deposit mail
____ rules regarding use of campus mail

 

---

Week Two, Department Orientation

USPS/TEAMS

Employee Name___________________________________
Position_________________________________________
Supervisor_________________

Start Date__________________Department_____________

I. The Department

____ discuss the department goals with department chair and supervisor
____ discuss the department description
 
 

II. The Library

____ discuss the organization of the library
____ discuss the library units
 
 

III. Followups

____ has employee completed benefits and retirement signup at the Stadium
____ parking decal
____ keys

IV. Other

____ __________________________________
____ __________________________________
____ __________________________________

 

---

Week Three, Department Orientation

USPS/TEAMS

Employee Name___________________________________
Position_________________________________________
Supervisor_________________

Start Date__________________Department_____________

I. Employee Handbook

____ employee should have read Employee Handbook; go over with employee to make sure there are no misunderstandings, answer questions

II. How to Find a Book

____ for employees who have not already learned this during job training, show how to use LUIS, then how to locate the book once the call number has been found

III. Followups

____ Fringe Benefits signup
____ emergency procedures (review)

 Employee signature and date:______________________________

 Supervisor signature and date:_____________________________
 

Send the completed checklists to the Library Human Resource Office.