Student Consultant Handbook

2016/2017

Date Revised: May, 2017

Welcome New Student Consultant!

Responsibilities and Duties of a Student Consultant

Leddy Library, Systems Department, University of Windsor

Responsibilities:

  1. As a Student Consultant in the Leddy Library, your primary responsibility is to provide first level support and consultation to University of Windsor students, faculty and staff using the computing facilities in library.
  1. The role of the Student Consultant (SC) is to provide software and/or equipment usage assistance to the patrons of the Leddy Library (LL). In addition, you are responsible for monitoring the facility and equipment to ensure that patrons have a comfortable and functioning computing environment.
  1. If a question is beyond your scope, you may seek assistance from the Leddy Systems Technicians, the Circulation desk staff or the Reference librarians.
  2. You are not responsible for students’ assignments. Please ask the student to direct his/her questions regarding course assignments to the information desk staff who work alongside you.
  1. Only on duty Student Consultants should be at the Student Consultant desk.
  1. As a Student Consultant, it is imperative that you be courteous, polite, patient and helpful to everyone. Treat all clients equally.
  1. You are required to wear the blue vest and your name tag at all times while on duty.
  1. After your shifts have been selected, you are responsible for that shift. You must arrive on time.

Duties:

  1. Maintain printers and photocopiers by replacing paper and toner. Paper and toner arestored in the cabinet by the Leddy East Student Consultant desk.
  1. Provide software and/or equipment usage assistance to the patrons of the Leddy Library (LL). You are responsible for monitoring the facility and equipment to ensure that patrons have a comfortable and functioning computing environment.
  1. If there is a problem with the network or printing is down during regular business hours contact x.3168 immediately, and email .
  1. If a PC has a software/hardware problem, put a NOT READY YET sign on the machine and report to with the details.
  1. During regular business, hours contact x.3168 for any IT emergencies, electronic problem reports must be submitted for any technical problems.
  1. In the event that you encounter a situation with a client that is becoming uncomfortable or that you feel is “getting out of hand” contact the information desk staff (circulation). Access Services staff will determine whether Campus Police need to be called in the case of emergencies.
  1. You must sign in and out of all shifts using the online payroll system and physically sign the attendance paper in the drawer and record the number of patrons you served. You must follow the shift management procedures outlined in this handbook.

Important Online Resources

The Student Consultant Website:

-procedures for Leddy Library

-schedules

-notices

-important extensions

The Student Payroll:

-where you log in and out of your shifts

-log in or out at the proper time; if you log in late you will be deducted pay

-icon on desktop

-IP based – cannot log in from any other PC

-Print your name & sign on the paper sign-in sheet provided recording the number of patrons you served.

WHMIS training:

-

-Must be completed by all University of Windsor staff, once every three calendar years.

Violence in the Workplace Awareness training:

-Click on the Violence and Harassment Prevention in the Workplace Awareness Training link

-Must be completed by all University of Windsor staff when hired.

Accessibility training:

-Login with your UWIN ID and password – review the slide show, then complete the quiz.

-Must be completed by all University of Windsor staff when hired.

Contacts:

You report toGrace Liu, Department Head – Systems for all employment matters ext. 3160 room 214 West Leddy Library.

Cathy Maskell, Acting Head Access Services (backup)

Leddy Library Systems Department:

Technical Assistance

-Al Laporte ext. 3164

-Edyta Saklak ext. 4877

-Franco Magliaro ext. 3174

-Joe Bonasso ext. 3854

-During Regular Business Hours - Pager, ext. 3168

Policy or Procedure Questions:

-Al Laporte ext. 3164

Leddy Library Access Services Department

Regular Business Hours

  • Nej Yilmaz, ext. 3173
  • Jerry Baldwin, ext. 3189

Evenings

  • Selma Eren Conklin Ext 3189

Shift Management:

You have the responsibility to manage your own schedules and shifts. Along with this responsibility, you are expected to manage shifts fairly and honestly. You should be committed to making every effort to assist each other throughout the entire semester.

  1. Shift Assignments / Shift Switches:

NOTE:

  • You must be registered at the University of Windsor for the entire semester in order to work. An SC is expected to provide proof of registration any time during the semester if requested.
  • If you are an international student, you must also meet the eligibility requirements as stated in your study permit and\or work permit. You must provide your valid Social Insurance number and study (and\or work) permit prior to working any shifts. A copy of the documentation will be added to your file.
  • Shifts are selected before the semester begins based on available shifts and student schedules. Once shift assignments are made and posted, each shift becomes the responsibility of the SC listed for the duration of the semester.
  • If you want to request a “shift switch” with another SC on a permanent basis during the semester, you must give at least one weeks’ notice of the request by emailing Grace Liu (cc: Nej Yilmaz).
  • IMPORTANT: A shift cannot be given away permanently by the Student Consultant. If the SC cannot find a suitable permanent exchange, then they must notify Grace Liu (cc: Nej Yilmaz). Gracewill then give the shift permanently to another SC in order to ensure that shifts are shared as equally as possible among all SCs.
  • If you are going to be away for an extended period of time, you must get approvalfrom Grace Liu(cc: Nej Yilmaz).
  • It is your responsibility to not go over 20 hours in a week (by exchanging shift) otherwise we will not pay you.
  • If you work over five hours on a shift you must take a half hour unpaid break.
  1. Shift Exchanges
  • It is the responsibility of the shift owner to manage his/her own shift. If you want to exchange a shift, please do so by contacting the other student consultants to make arrangements. We are not responsible for missed shifts. You are expected to come to work for each scheduled shift.
  • If you exchange shifts with another SC and he/she doesn’t not show up, this will be counted as your responsibility not the other SC.
  • If you exchange a shift you must write it on the sign in sheet that you are replacing.
  • If you are unable to find someone to replace you, you are expected to work your scheduled shift. Library staff will not be involved in managing exchanges for you.
  • Once you have arranged to exchange your shift send an email to leddyconsultants@ uwindsor.ca to notify our staff.
  • The listserv is available for communications with other IT Student Consultants.

C. Emergencies or illness:

  • Emergencies absence should be very rare. Sleeping in or forgetting about the shift are not valid emergencies. Proof of emergency or illness may be required.
  • In the case of emergency or illness, CALL EXT 3402 as soon as possible. Provide your name and the shift you are unable to work and the reason for your absence.
  • If no phone call is received, the shift will be treated as a missed shift until a meeting with the Supervisor has been arranged and a valid explanation has been given.
  1. Lateness:
  • A student is late for a shift when they have not arrived at their designated PC when the shift is scheduled to start. (ie. If you are working at Leddy Main desk at 8AM, you must be signed in at Leddy Main at 8AM.)
  • If you know you’re going to be late, CALL EXT. 3402 to inform library staff.
  • Student Consultants who notice that their replacement has not arrived when the next shift starts should consult with Circulation staff who will contact the designate to find a replacement. The Student Consultant may be requested to stay if possible until a replacement arrives.

E. Consequences for Lateness without a Valid Reason:

(Valid reasons are unexpected emergencies, severe weather conditions, etc.)

  • First time - the SC will get a warning.
  • Second time - the SC will be suspended for one week from working.
  • If a lateness pattern exists for more than one semester, then the SC may be terminated and not be permitted to return in future semesters.

F. Consequences for Missed Shifts without a Valid Reason:

(A valid reason is an unexpected emergency, etc.)

  • First time - warning
  • Second time - the SC loses all of their permanent shifts for the rest of the semester. A notice in writing will be given to the SC.
  • SCs who tend to miss shifts each semester, even with valid reasons, will have their position re-evaluated. These situations will be considered on a case by case basis.
  1. Note About Breaks During Shifts:

A brief 3-5 minute break during your 3 to 4.5 hour shift is allowed. Be mindful not to go during a busy period where your assistance is required. Please tell those around you at the information desk that you will be taking a break so that they know to expect you back shortly. If you are scheduled for 5 or over 5 hour shift you must take a half hour break without pay.

B. Basic Shift Management Responsibilities:

  • Sign into the computer at the location of your shift ON TIME.

(eg. They must have logged in at the Student Consultant Leddy EastPC at 12:00PM if their Leddy Eastshift begins at 12:00PM)

  • Log into Sign IN/OUT page on the Student payroll website.
  • Print your name and sign the manual timesheet located in the drawer near the SC main desk.

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