| FAQs ( frequently asked questions ) |
Emergencies
Medical & Fire
Q: What should I do in the case of a
medical emergency?
A: Immediately call 911. Do not contact the Supervisor, Building
Services. He will be contacted by the monitors when emergency personnel
enter the building.
Q: What should I do in the case of a
fire?
A: Immediately pull the fire alarm or lift the red phone by the
elevator. This will call campus security and will start the emergency
process. The alarm will alert the Supervisor, Building Services.
NOTE: For more
emergency procedures, please click here: http://www.library.nd.edu/safety/
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Human Resources
Snow/Inclement
Weather Policy
Q: What should I do if the weather is extremely
bad? Do I have to come to work?
A:
During pre-work periods of the day
Individual staff are responsible for listening to the radio or television
or checking the ND web site home page to determine if the University is
closed due to inclement weather. If the University is CLOSED, they should
not come to work unless they are designated as Snow Emergency Crew.
During the mid-day blizzards and under special circumstances
The notification of closing may come first via a call from HR. In
this case, the Administrative Office will use the phone tree to notify
individuals who are currently working or who are scheduled to work. Details
on these policies are at the following web sites:
LIBRARY GUIDELINES:
http://www.library.nd.edu/safety/snow.shtml
HR POLICY:
http://hr.nd.edu/policy/manual/Employee_Relations/weather.shtml
Vacation, Sick Time
& Work Schedule Adjustments
Q: How do I find out my vacation and sick leave balances (non-exempt
staff):
A: Click on the Human Resources Self-Services link at: https://was.nd.edu/hr/empinfo/ss/entry.jsp;
then type your AFS ID and password and click on the "ok" button.
Q: What is the Libraries’ policy on vacation carry
over for staff?
A: The Libraries follow the University’s policy
on vacation carry over for staff employees. This policy states that:
“The employee’s annual vacation allotment must be used by
the close of each calendar year (December 31st) or the time is forfeited.
Vacation time that is accrued but unused is not paid out to the employee”.
http://www.nd.edu/~hr/policy/emp_guidebook/egb_ben3.shtml
According to Denise Murphy, HR’s Director of Benefits , a supervisor
can request that an employee’s accrued, but unused, vacation hours
carry forward into the next year when an employee is unable to use his/her
vacation allotment for one of the two reasons:
1) Operational needs of the department required the employee's contributions;
or
2) Staffing shortage during the year within your department that required
the individual to work additional hours.
Department Heads should consult with their Associate Director regarding
any vacation-carry over requests. If the request is approved, the Department
Head should then send Michelle Stenberg a memo (addressed to Kelly Shubert
in Human Resources ) documenting the employee's name, number of hours
to carry over and the reason for the carry over of hours. This request
should be sent by December 1 so that 221 staff can meet HR’s December
deadline. Michelle will make a copy of each request for our absence files
and will then forward the original to the Office of Human Resources (Attention:
Kelly Shubert).
Q: Where do I go for information on FMLA?
A: Basic information on the FMLA policy can be found on the University's
Human Resources web site at http://hr.nd.edu/policy/manual/Benefits/fmla.shtml
The contact in Human Resources for the FMLA Request form and related questions
is Theresa Dockery (1-5619). You will need to work with your supervisor
throughout this process. If leave is granted, Kelly Koski, Manager, Financial
& Administrative Services needs to be informed in order to ensure
that all necessary paperwork from the Library is completed.
Q: Where can I find information on the Library's Voluntary Schedule
Reduction Program?
A: Information on the program as well as an outline of steps in
the process can be found at http://libstaff.library.nd.edu/hr/vol_reduction.shtml.
Hiring
New Employees
Q: How do I fill a staff position in my department?
A: The Library's "Statement on Recruitment" as well as
Internal and External Recruiting Checklists can be found on the Library's
Recruitment web page at http://libstaff.library.nd.edu/hr/recruiting.shtml
Departing
Employees
Q: What period of notification should an employee offer when he
or she is resigning from the University?
A: The employee is asked to notify the supervisor in writing as
soon as possible. The usual notification periods are: 2 weeks for staff,
4 weeks for administrative staff, and 3 months for library faculty. (More
details for faculty are in the faculty manual).
Q: Besides notifying the supervisors, what must a departing employee
do?
A: Review vacation bank/options with 221Office Coordinator and
Department Head, consult with an HR benefits representative, return office
keys to the Building Supervisor (Ross Fergerson), return ID card to Mary
Buday with a note saying that the person is leaving the University, and
return parking pass and access card to the security office. Change voice
mail to say that the individual has left and to refer the call to an appropriate
contact.
Student
Workers
Q: How do I hire a new student worker?
A: The necessary forms are sent to the Ultratime Listserv. If you
are not subscribed to the listserv, please contact Michelle
Stenberg, 221 Coordinator, Office Services, (1-3972) to request the
forms.
Q: What do I do if my student assistant quits and I need to replace
him or her?
A: Contact Michelle
Stenberg, 221 Coordinator, Office Services, (1-3972) so she can process
the paperwork for the student who left. To replace a student, you can
contact Michelle to see if she has student applications, or you can email
your job posting to the student employment office at stdempl.1@nd.edu.
You can post a job or hire a student at any time. You do not need to wait
until the next semester. All students MUST contact Michelle prior to beginning
work to ensure that all paperwork is completed properly.
Q: Where can I find basic student employment information?
A: Information regarding payroll schedules, earning ceilings, tax
requirements, etc. can be found at the Student Employment Office website
at: http://studentemployment.nd.edu/
. For Library specific information, contact Michelle
Stenberg, 221 Coordinator, Office Services, (1-3972)
Change
of Address/Personal Information
Q: Whom do I contact to change my personal information (name,
address, phone number)?
A: There is a form on the HR website for changing personal information.
It's at http://hr.nd.edu/forms/nd_name_addr_chng2.pdf
 .
This form should be completed and sent to Human Resources whenever a change
takes place.
Note: Library employees should also stop by the Administrative
Office (221) to update the emergency contact information in their personnel
folder.
ID Card
Q: What should I do when my ID card is close to expiring?
A: Contact Mary Buday in Human Resources (Buday.1@nd.edu)
. There is no charge to replace an out-of-date card. You may replace the
card up to a month before the card expires.
Travel/Professional Development
Q: What is the amount of the current self-directed professional
development allowance?
A: For 2004/2005, Faculty members receive $1,500 in self-directed
professional development funds. Exempt and non-exempt staff do not receive
self-directed funds. Professional development opportunities for staff
must be supported from their divisional budget, upon approval from their
Associate Director.
Q: What is the per diem rate for my conference city?
A: Click on the following link: Domestic
Per Diem Rates; then click on state in which your city is located;
then locate your city on the list. The per diem is the amount in the "M
& IE Rate" (meals and incidental expenses) column.
Note: If your conference includes any of your meals, you are not
able to use the per diem rate in your expense reimbursement claim!
Q: What is the current mileage reimbursement rate?
A: Click on the following link: http://controller.nd.edu/aboutus/staff_tax.shtml
Scroll down the page to the "Links" section there will be a
link to the current year mileage rate.
Q: What do I do if my travel expenses are in a foreign currency?
A: You need to convert your expenses to U.S. dollars using the
exchange rate effective on the date of the expense. Original receipts
still must be attached. An easy to use currency converter can be found
at: http://www.oanda.com/convert/classic
Q: Is the Library paying professional fees for administrative
staff?
A: In the past, administrative staff have been able to use self-directed
travel funds to cover these fees --up to $125 per year. Due to budget
pressures, LEC did not allocate any self-directed travel funding for administrative
staff this year. Please note that this does not preclude the opportunity
to gain support for professional memberships. We well recognize the value
of continuing education. Exempt staff, who wish to continue professional
memberships this year or to join an association related to their responsibilities,
should request funding from their Divisional budget.
NOTE: For answers
to other Human Resources' questions, please click here: http://libstaff.library.nd.edu/hr/session_materials.shtml
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Communications
ULONs
Q: What is a ULON?
A: ULON stands for Unliversity Libraries Online News and is an
e-mail message that is sent to to the entire library faculty/staff via
two listservs--the LIBFAC-L (Library Faculty) listserv and the LIBSTAFF-L
(Library Staff) listserv. Messages pertaining to the building (i.e. elevator
shut-downs) are also sent to a list of building tenants.
Q: How do I send a ULON?
A: Send your message (ULON) to the admin office mailbox at ulon@listserv.nd.edu.
All ULON's must include the sender's first and last name, title and library
department.
Q: How do I subscribe to the LIBFAC-L or LIBSTAFF-L listervs?
A: You do not need to subscribe. All Library Faculty and Staff
are subscribed to the LIBFAC-L or LIBSTAFF-L listserv when they join the
Libraries. You are able to send a message out to the list to which you
belong (send to either LIBFAC-L@listserv.nd.edu or LIBSTAFF-L@listserv.nd.edu)
on your own.
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Services for Library Faculty/Staff
Copy Services
FAQ’s about photocopying at the University Libraries follow:
Q: Is copying available at the Libraries?
A: Yes. The 9 self-service, coin-operated machines located in Hesburgh and the branch library self-service, coin-operated machines located in the branches are in service.
Q: How will patrons get copy cards?
A: The AIS copy cards will continue to be used at these machines. Patrons can add value to previously purchased cards at any self-service copy machine. New cards can be purchased with cash or credit cards at one of the two card stations located in the Hesburgh Library.
Q: How will we get value added to our Library department cards?
A: Library department cards will be revalued in 221.
Q: What do we tell patrons who want full service copying?
A: Patrons who need full service copying should be redirected to one of the other campus copy centers – the closest are currently located in Grace Hall, O’Shaugnessy Hall, and Decio Hall. Once the new consolidated campus center is opened, we will direct patrons there.
Q: When will the new consolidated campus copy center open?
A: This has not yet been determined. The hope is either August or December, 2005.
Q: How will we handle our departmental copying?
A: Anything your department currently copies at a self-service machine, using a departmental copy card, can continue to be copied in the same way. Larger jobs, those requiring specialty paper, or those requiring color copying should be redirected to one of the other campus locations listed above. You can contact Salem Davis to obtain an account number to charge services at any of the campus locations.
Q: How will Resource Delivery copying be handled?
A: Resource Delivery copying will continue to be done here at the Hesburgh Library. The Resource Delivery department has been allocated additional student hours to be used for photocopying services. The student(s) will use the black and white high volume copy machines located in the copy center to make the Resource Delivery copies. The first student to be hired for this role has been shadowing Doug Ross since mid-June, in training for July 1.
Q: How will Reserve copying be handled?
A: During peak copying times for the Reserve Book Room (the beginning of each semester and the summer term) they will have additional student hours for copying. This will be handled in the same manner as the Resource Delivery copying.
Q: What do we do when a machine runs out of paper or toner?
A: For each machine, we have identified a service desk with primary responsibility for service issues. A key operator has been identified for each of these locations, and has been trained on how to add paper and change toner. This individual should be training the other staff at his/her location so that they are able to change paper and add toner as necessary.
Q: How will patrons know where to report service problems?
A: At the branches, they will report the problems to the branch service desk. For the Hesburgh machines, signs will be posted on each machine directing patrons to the appropriate service desk to report problems.
Q: What do we do when a machine needs service?
A: The key operators at each service desk have been trained on clearing basic paper jams from the machines. For issues beyond this level, we have entered into a service contract with Advanced Imaging Solutions for service on the copy machines. They will send a representative out from their office in response to service calls. The service desks with responsibility for machines have been provided with a policy on photocopier service and a list of phone numbers for service calls.
Q: What is the turn around time on service calls to Advanced Imaging?
A: The standard for service calls is a response within 4 hours. Service calls are prioritized based on the severity of the problem (i.e. they will respond to a call for a machine that is not able to make copies before they will respond to a call on a machine that is making blurry copies)
Q: Who will collect the money from the photocopier coin-op units and copy card machines?
A: We have contracted with Advanced Imaging Solutions for collection of money on behalf of the University Libraries.
Q: Will we still have a color copy machine available in Hesburgh?
A: No. The use of our color copy machine was too low to justify the high maintenance costs on that piece of equipment. We are negotiating to sell the machine back to Advanced Imaging. Color copying is available at the full service copy center locations listed in question 4.
Q: Will we still be able to do binding?
A: Yes. We are keeping the binding equipment formerly housed in the Copy Center. This equipment will now be located in the Current Periodicals/Microtext Department on the Lower Level.
Q: How should we handle requests for refunds?
A: If possible, the service desk staff should use their departmental card to make photocopies for the patron in the amount of the money lost. If this is unsatisfactory, the patron should complete a refund request form (which will be provided to all service desks). This form will then be forwarded to 221 for processing. Library staff should NOT give refunds to patrons using their own money.
Q: Has scanning been looked at for meeting Resource Delivery and Reserve needs?
A: Our long-term goal is to implement scanning technology to meet the needs of those two departments. However, we want to be sure that we carefully investigate our options and implement the most effective equipment. Therefore, we will start out with the student copying solution for those departments, to allow time for a thoughtful selection of the best technology to meet our needs.
Q: How should we direct patron complaints?
A: If a patron approaches a service desk with a complaint, the staff member should try to address the issue as best as he or she can. If the staff member is unable to address the issue, the patron can send a formal complaint to Kelly Koski at koski.1@nd.edu.
Q: What if my question has not been answered here?
A: If you have questions beyond those listed in the FAQ’s, please direct them to your Department Head. If he or she needs additional information, they can contact the following members of Copy Center Task Force, based on the appropriate area of expertise:
Reserves/Access Services: Marcy Simons
Resource Delivery: Sherri Jones
Reference/User Services: Kathy Ryan-Zeugner
Branch Libraries: Karen Lanser
Overall User Services: Nigel Butterwick
Questions that do not fall under one of these areas can be directed to me via email at koski.1@nd.edu.
Supplies, Furniture & Keys
Q: How do I know what supplies are available from the Library's
central supply room?
A: A listing of supplies can be found at http://libstaff.library.nd.edu/supplies/
Q: How do I get used furniture for my area?
A: Please discuss your furniture needs with your supervisor, who
will then contact the Supervisor, Building Services. After coming to your
site and discussing the needs with you and your supervisor, he will either
find something to meet your needs, or ask you to accompany him to the
Used Furniture Warehouse. New furniture purchases must be approved by
your Department Head and Associate Director.
Q: How do I go about getting keys for my office or desk?
A: Contact your immediate supervisor with this request who will
in turn notify the Library Building Services department. In order to expedite
the request, please provide Building Services with the number on the key
or the door number. Furniture, such as a desk, will have a number on the
lock.
Work Space Alterations
& Utilities
Q: How do I obtain alterations to my floor space or utilities?
A: Discuss your proposed alterations with your immediate supervisor
who will consult with the Supervisor, Building Services to determine feasibility
and scope of the project. If it is something which can be completed in-house,
the project will be assigned to the Library's Assistant Maintenance Technician.
If the project requires work performed by outside contractors, the department
supervisor is responsible for pursuing funding and authorization with
the appropriate Department Head and Associate Director prior to the submission
of a work request.
Q: How long should I expect work to take on my requests?
A: In-House work requests take one to two business days, unless
otherwise notified. Outside work requests take one week. If the request
hasn't been completed within one week, notify the Supervisor, Building
Services, who will follow up on your behalf.
Meetings, Conferences
& Events
Q: How do I order food for a reception or meeting?
A: You will need a Library account number to charge the order.
Your supervisor can get this number from Kelly Koski, Manager, Financial
& Administrative Services (1-6429, koski.1@nd.edu).
To place the order, call Food Services Catering (1-7859).There are separate
charges for food and drink, paper products like napkins and plates, ice,
delivery and setup. Setup is optional.
Q: Which rooms within the University Libraries are available for
meetings?
A: There are several rooms available. For a complete list, please
see our Meeting
Rooms Available page
Q: May I reserve 222 or 222A for a meeting. If so, how is this
done?
A: You may reserve one of these classrooms for a meeting in CorporateTime:To reserve a classroom:
1. Use your locally installed (non-Web) version of CorporateTime to make room reservations.
2. In CorporateTime select File>Agenda>Open.
3. Type "r:libr 222" or "r:libr 222a" (no quotes) in the box that appears.
4. Create a new meeting for the desired date and time.
5. REQUIRED INFORMATION:
a. You must fill in your name and the meeting that will be held in the room in the "Title" field. Example: A Bales/Screen Design
b. If you intend to use laptops, you must indicate the number of laptops that you plan to use. Please put this information in the "Location" field.
6. WARNING! The instructional facilities may be scheduled and used by University Libraries faculty and staff for library related business, but library instruction during regular class times is considered priority use..
***In case of a library instruction conflict with a previously scheduled event, Library Instruction staff will contact the original requestor in timely fashion to discuss alternate arrangements.***
(per the "Instructional Facilities Policy" found under "Policies & Procedures" in UL@ND).
Classroom
& Laptop Reservation Form is still available for those who prefer to use it.
Q: May I reserve B001A (Lower Level Meeting Room) for a meeting?
If so, how is this done?
A: You may reserve this small room using CorporateTime: <File
| Agenda | Open | R: LIBR LL>. The room has 8 chairs and a table
Q: How do I reserve other conference rooms in the library tower
(rooms 600, 800, 900, 1000, 1200, or 1300)?
A: Send an email to roomreq.1@nd.edu
or call the Registrar's office at 631-5133.
Q: How do I reserve the 14th floor of the Hesburgh Library, sometimes
called the Penthouse?
A: Individuals cannot directly reserve that room. This floor is
for University special functions, and any requests from the library for
use go through the library director. We request such use infrequently
and only for special occasions, e.g., our Advisory Council meetings, associate
director candidate interviews, and benefactor dinners.
Q: How do I reserve a room at McKenna Hall (CCE)?
A: Call McKenna Hall, 1-6691. There IS a room charge.
Q: How do I reserve a room at LaFortune?
A: Call Amy in Student Activities, 1-6912. There is no charge.
Q: How do I reserve the Library Auditorium?
A: Contact the Registrar's office via email at roomreq.1@nd.edu.
There is no charge.
Notary Public
Q: Who is a notary public in the Library?
A: Melodie Eiteljorge, Senior Administrative Assistant, Office
of the Director, (221 Hesburgh) and Melanie Chapleau, Officer Assistant,
Office of the President Emeritus (1315 Hesburgh)
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Hesburgh Library Building Maintenance & Repair
Toilets, Lights &
Drinking Fountains
Q: Whom do I contact about a problem with toilets or drinking
fountains?
A: Report this to the monitors, so that action is promptly taken.
They will immediately contact the Supervisor, Building Services.
Q: Whom do I contact if a light is out in a work area?
A: Contact the Supervisor, Building Services or his assistant.
If it is after work hours you may leave an e-mail or voice mail, notify
the monitor on duty who will enter it into a log for the Supervisor, Building
Services.
Whom to Contact for
Other Building Issues
Q: How do I contact Ross Fergerson, Supervisor, Building Services?
A: Call his office number (1-6361) or his cell phone (850-6208).
If he is not available at either of these numbers, contact the monitor's
desk (1-6350) or the mailroom (1-7437), who can contact him via his radio.
Q: In the known absence of the Supervisor, Building Services whom
do I contact?
A: Contact the Library's Assistant Maintenance Technician, Redrick
Jones (1-8439). If he is not available, contact Kelly Koski, Manager of
Financial and Administrative Services (1-6429).
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Gifts to the Library
Memorial Gift
Q: Whom do I contact if someone wants to give a memorial gift?
A: The Library Advancement Office: Elaine Griffen, Senior Library
Assistant, Advancement, (1-6679) or Kathy Blackstead, Library Advancement
Officer, (1-6657).
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