The Ohio State University and the OSU Medical Center are participating members in the local program, Central Ohio Employee Services & Recreation Association (COESRA). This organization secures local discounts in a variety of categories from automotive services to amusement park tickets. Library Human Resources has received membership cards for interested faculty and staff, as part of the university’s discount and promotional offerings. To see the discounts, log on to www.coesra.org. Username: coesra (use lower case). Password: co21es

The Library’s Diversity and Inclusion Committee has created an exhibition recognizing the contribution of African-Americans to the nation in war, literature, and the performing arts in celebration of United Black World Month.  The display is on exhibit at the Thompson Library, 1858 Neil Ave., through February 29.

The exhibit includes the diary of Mr. James Dunn, a Columbus native who served onboard the USS Mason. The Mason was one of two US Navy ships with largely African-American crews in World War II.

The display also includes literary works selected from the library’s Charvat Collection, from some of the Harlem Renaissance’s best known writers: Langston Hughes, Zora Neale Hurston, Nella Larsen, and Claude McKay.

The exhibit pays tribute to Ruby Elzy.  Ms. Elzy was an Ohio State alumna and trailblazing soprano of the 1930s. She headlined at the Apollo and performed for First Lady Eleanor Roosevelt at the White House. George Gershwin handpicked Ms. Elzy to create the role of Serena in Porgy and Bess.

The Diversity and Inclusion Committee wants to acknowledge the collaboration of the Library’s Preservation and Reformatting Department, the Rare Books and Manuscripts Department, The Jerome Lawrence and Robert E. Lee Theatre Research Institute (TRI), and the Communications Department.  We want to thank Nena Couch, Rebecca Jewett, Cheryl Mason-Middleton, Pam McClung, and Amy McCrory.

For more information, contact Jose O. Diaz, Ph.D., Chair, Diversity and Inclusion Committee,  Diaz.6@osu.edu,(614)-688-4649

The Libraries is initiating a new benefit for faculty and staff which will enable employees to use rooms available for rent in the Thompson and Science and Engineering Libraries for personal use. The new benefit, being piloted for winter quarter is available with under the following policy:
University Libraries Faculty and Staff Personal Use Policy
for Rental Rooms (Winter Quarter 2012 Pilot)

• The Personal Use Policy applies to current, regular University Libraries Faculty and Staff.
• Spaces available to reserve for personal use in the Thompson Library include the Multi-Purpose Room (165), Mortar Board Room (202), Conference Room (204), and the Scholars Seminar Rooms (458, 459, and 460). There will be no charge for the first 2 hours, with additional hours charged at 50% of the University Department rate.
• The Campus Reading Room (1120) can be reserved at 50% of the University Department rate.
• The Buckeye Reading Room (260) and the Roof Terrace (480) are not available to reserve under the Personal Use Policy. Normal rental charges would apply.
• Spaces available to rent for personal use in the Science and Engineering Library include Conference Rooms 070, 090, and 414. There will be no charge for the first 2 hours, with additional hours charged at 50% of the University Department rate.
• Use of spaces at other library locations would be determined on a case-by-case basis.
• Payment (via check or credit card), along with the signed agreement, must be submitted at least one week prior to the event.
• The Faculty/Staff member will be responsible for preparation, set up, and tear down of room. Room must be returned to its original condition. Any additional expenses associated with the event would be charged at the full rate.
• Alcoholic beverages and all forms of illegal substances are strictly prohibited.
• The OSUL Faculty/Staff member agrees to abide by the Rental Policy for the University Libraries located at: http://library.osu.edu/about/locations/thompson-library/room-rental/rental-policy/ .
• Any exceptions to this policy require the approval of University Libraries Administration. University Libraries reserves the right to modify this policy as needed.

Workforce, the current timekeeping system, was implemented May 2008. Since then, OSUL have realized some real savings and benefits in using the WorkForce system. These include:

• Elimination of paper timesheets
• E-routing of time off requests and reminders
• Better tracking of time worked and time paid
• Tremendous reduction of manual entry
• Easy archive of information

The University has since developed its own timekeeping and leave systems. OSUL HR is very excited about these new systems and is working with the university’s Payroll Office to complete a small pilot within SEL and HR. The current plan is to add more employees to the pilot and then eventually transfer all OSUL employees to the new systems. We will update you as the pilot and addition of employees take place. The new systems are:

• eTimesheet – used by biweekly paid employees to complete a weekly timesheet and request time away
• eLeave – used by monthly employees to request time away

These two systems are currently utilized by over 20,000 OSU faculty, staff and student employees. Some of the benefits realized by university colleges and departments include:
Reliability and Performance – the systems are reliable and remain up and running
Ease of Use – the systems include several desirable features:

• Ability to enter retroactive leave requests up to six months in arrears
• Ability to manage edits to timesheets within the system, eliminating Timekeeping Adjustment Forms
• Ability to certify payroll using the systems themselves, not via emails from Toni Morrison Smith and Charles Smith
• Auditing – the systems are designed to better meet our auditing needs as a public institution
• Reporting – the systems are designed with the university’s reporting needs in mind; the number of reports needed is reduced, and the reports are much more meaningful for OSU use
• Cost – the systems are ‘free’ to colleges and units, that is, the cost is rolled into the university’s overhead charges that OSUL pays anyway

There are some important changes that may not be seen as benefits initially, but in the long run better meet the needs of OSUL. These include:

• Submission and Approval – if a timesheet is not submitted and/or approved timely, there will be a DELAY in payment; a ‘super’ user will be appointed for OSUL, but the super user will only submit/approve a timesheet if there are unforeseen, dire circumstances; this better complies with our auditing requirements and puts ownership of managing the process with the direct report and supervisor
• Timesheet Editing – supervisors will no longer be able to edit a timesheet; all edits to a timesheet will be made by the employee using an online feature; supervisors will then approve that change and the edits will be maintained electronically in the systems; this better complies with our auditing requirements and reduces an enormous amount of paperwork routed to and maintained by OSUL HR
• Timeclocks – there will be no timeclocks; instead most OSUL biweekly paid employees will sign-in to their desk top computer, navigate to the eTimesheet web site and use a web clock feature to clock in and out; this will be much more reliable than the timeclocks that are currently in place
• Dedicated Terminals – for those locations where there is a timeclock now, a dedicated, locked-down computer will replace it; the dedicated terminal will be much more reliable than the timeclocks that are currently in place
• Back up and Delegations – backups will be appointed for an organization number, not per person; this reduces the number of background programming changes

If you have immediate questions, please don’t hesitate to contact your OSUL HR representative.

Buckeye Stroll, OSU’s online historical campus tour, is now available in Apple’s mobile application store for the iPhone, iPad and iPod Touch. Ohio State Libraries has developed the smartphone and tablet app which uses GPS to pinpoint the user on a Google map and highlights places of interest on campus with historical information. Users can learn about OSU history as you walk around campus. Nearly 100 buildings are featured, with photographs and brief histories. The tour was created through a collaboration of the Libraries’ Web Implementation Team and the University Archives, including Michelle Drobik, Kevlin Haire, Beth Black and Jim Muir.

Buckeye Stroll also is available on the Libraries’ web site at: http://library.osu.edu/buckeye-stroll.

AED’s are portable electronic devices that automatically diagnose potentially life threatening cardiac arrhythmias of ventricular fibrillation and ventricular tachycardia in a patient, and are able to treat them through defibrillation–the application of electrical therapy which stops the arrhythmia, allowing the heart to reestablish an effective rhythm. With simple audio and visual commands, AEDs are designed to be simple to use for the layman, and the use of AEDs is taught in many first aid, first responder, and basic life support (BLS) level CPR classes. These devices are available at the following libraries: Architecture, Biological Sciences/Pharmacy, Libraries Tech Center, Thompson, and Science & Engineering.

Training on these devices was recently provided during the Red Cross CPR/AED/First Aid sessions scheduled by the Libraries Risk Management Committee.

Here’s a reminder about the Libraries notification procedures in the event of inclement weather. Faculty and staff are responsible for keeping themselves informed regarding a closing, using the following means:

• Listening to local television and radio reports. Local TV and radio stations will run information on any closing of the university; there will not be specific separate announcements regarding the Libraries. In addition, students, faculty and staff are encouraged to tune into WOSU 89.7 FM or check Ohio State’s web page (http://www.osu.edu) for information on weather-related university closings.
• Calling 247-6509. This phone number, in the Libraries’ administrative offices, will have a recorded message for Libraries staff with instructions on reporting for work. If the building you work in is closed, you have the option of reporting to another library facility that is open that day. The message will indicate which libraries are open.
• Checking the Libraries’ web site and staff intranet. If circumstances permit, the Libraries Internet and intranet sites will be updated with information for the staff on reporting for work. Both are accessible through the Libraries’ web site, at library.osu.edu
• Checking your OSU email. If circumstances permit, check your OSU email account for “liball” messages pertaining to any closing.
• Contacting your supervisor. Be sure you have contact information for your supervisor. Sometimes decisions regarding weather delays or closings may change, especially if there is an overnight storm in progress (for instance, a midnight decision to delay opening may change at 4 a.m. to a decision not to open at all). It is a good idea to check the above sources before heading out the door, in case a last-minute change might alter your plans for the day.

It is a good idea to keep a printed copy of this information at home, so you have it available in the event of severe weather that occurs overnight.