For OSUL Cataloging staff and student workers: How to use the library computer workstations wisely.

The Library Technical Service has a local policy indicating that all computers in the office domain are public property and therefore, no one should treat any computer workstation as his or her own machine. Student computers are first come first use. One must be able to share computers with each other, and know how to access his or her work folder and tools from any computer when needed.

I. How to set up Connexion at a new computer workstation

• Local File Manager
  Whenever you move to a new computer, you need to point Connexion to your folder on J drive by doing the following steps.
  File – Local file manager – Configure path (do this for both Bibliographics and Constant Data)
• Authorization
  Tools – Options – Authorization tab:
  100-055-408 / pw: gaa / name: standard_full
  - click on Apply button
• Export destination
  (On the same Options setup window) click on Export. Make sure the destination is set to xxx
• To get short-cut buttons:
  Tools – Tool bar editor
  The most often used is the Constant data button
• How to generate authority record from a bib
  (Advanced cataloging only. Follow the link for instruction)

II. Where to save and retrieve your documents

The answer is the J drive. Please save your working documents in your fold on J drive. Avoid using the local C drive on the computer, for you won’t be able to get access again once you move to another computer. You should also keep in mind:

• There is a limit of storage for folders on the Library’s J drive, so only save necessary and important documents in your folder;
• regularly clean up un-used files, and
• Never save you personal file, such as your school assignments or any othe types of personal data unrelated to work, on the library computer space.

III. How/where to access and share your favorite online tools and resources

• Most frequently used online cataloging tools are listed under Cataloging Tools on the section blog right panel.
• Go to Sellected non-Roman cataloging tools — this is our account on Delicious.

Why use Social bookmark tools?

• You may have noticed that Internet favorites (or bookmarks) once you saved on one computer are not immediately accessible from another computer. The old-fashioned way of handling this is to carry a personal storage device such as a portable drive or an USB card. But this method has a potential of making duplicates, and it is not very efficient in organizing your online resources. Plus, one person’s collection of onine tools and resources can not be easily shared with others using Internet favorite or bookmark. In today’s social networking and Web 2.0 environment, we suggest to use programs like Delicious, a Social Bookmarks services, to maintain, share, and organize a directory of online resources.
• Learn more about Delicious

IV. Computer display issues

1. Properties
2. Appearance — Font size: Normal
3. Settings — Advanced — DPI setting: Normal size

The following policies and guidelines are based on the Cataloging Department Policies.

MANAGE YOUR TIME EFFICIENTLY

• Productivity is one measurement of your work
• Your job performance is evaluated on a combination of attitude, efficiency, adaptabilty and productivity
• When feeling fatigued, take a short break if you need (do some stretch, get some fresh air, etc.); but make sure you punch out if you need to take a break longer than the time allowed.

Examples of “inefficient use of time”

• Late arrival without excusable reasons.
• Absent without notice.
• The following behaviors may be considered inappropriate under certain circumstances:

Doing homework (school assignment) during work hours.

Watching videos not related to work.

TIMEKEEPING

1. Working schedule

• You are required to set up a Quarterly working schedule and submit it to your suppervisor at the beginning of each quarter (or semester).
• Do not make changes on your quarter/semester schedule for contingent changes –
  

  This includes late arrival, illness, vacation, and other forms of absence.

• You need to report to your supervisor for late arrival, illness, vacation, and other forms of absence, in advance if possible (otherwise, in a timely manner as you can).
• Late arrival and illness have to be reported by phone or email.
• Vacation requests must be made in advance and approved by the supervisor.
• Note: Your schedule does not necessarily reflect your actual working hours which is recorded on your timesheet (see below).

2. Timesheet

• Your actual working hours are recorded on your timesheets.
• GAAs should have your timesheets signed weekly by your supervisor.
• Hourly students use the online timekeeping system. The 1st time you use the timekeeping Website, both the user name and password are set by default as your BuckID number (the shorter one on you card); use that to login and then the system will promote you to change your password. Note, you need to use your badge and the machine to punch in or out; but you use the timekeeping website to submit your weekly timesheet.
• Your timesheet is the official timekeeping documents for your payroll.

MONTHLY REPORT & STATISTICS

• Keep a monthly statistics for how many books or other types of items you cataloged.
• Submit a report on the first working day of last week each month. On the report briefly summarize what you performed (on projects, workflow, and other contribution and helps you made).
• The department can make a machine-calculated monthly statistics based on cataloger’s code. Your monthly report will be a supplement because machine generated numbers might NOT be able to reflect the real works you performed.

SPECIAL GUIDELINES FOR GAAS

Making up hours
GAAs are 50% FTE and are required to work 80 hr per month, or 20 hr per week. If you miss hours in a week, you should make up the hours in following week(s). You can also work more than average hours (say, 25 hr/week, in advance, and then take the number of extra hours off in the following weeks.

Note

• This flexibility is offered to you for situations such as mid-terms and finals, so take it thoughtfully.
• For any absence of more than one day upto two weeks, you need to talk to your supervisor in advance.
• It is unwise to miss more than two weeks of work and then attempt to make up. If you have reason that you need to take a leave, please request for “Short-term absence.” (see below)

Vacation
GAAs have 2-week vacation for each contract year.

Short-term absences and leaves
Consult with Graduate School Handbook, 2008-09, p.60 Appendix D – Guidelines for Short-Term Absence and Leaves of Absence for Graduate Students Appointed as GAs, Fellows and Traineer. Please talk to your supervisor.

Do not schedule over-working
Keep in mind, your average working hours are 4 hour a day, 20 hours per week. It is NOT realistic to schedule 10 working hours a day. The library office opens from 6:30AM to 6:30PM, you can come earlier in the morning before school to make up your hours. Talk to your suppervisor if you need special arrangement.

4th Quarter Fee Authorization
Note, when you are on 4th Quarter Fee Authorization, your last month pay period may become shorter, because your record will be terminated effective on the last day of the quarter, not the last day of the month. For that reason (i.e. a shorter pay period in last month before 4th Quarter Leave), you do not have to make up 80 hours, just work on a regular 20 hours per week base.

SPECIAL GUIDELINES FOR HOURLY STUDENTS

Working hours

• International students can work up to 20 hours per week; Domestic students can work up to 30 hr/week.
• Even though there is no cap for minimum hours, at the Non-Roman Cataloging section, each hourly students are expected to work NO less than 10 hours per week. This expectation is made for the maintanence of the section workflow.

TO QUIT/RESIGN AND/OR GRADUATION

Student workers need to report to their supervisor 1 month in advance when they are graduating and/or decide to quit the job. The supervisor will report to the Library HR office so to terminate the timesheet and payroll.

2010 Sherab vacation July 12-end of August

• Update your working schedules on Google Calendar;
• Submit timesheet and statistics to Beverly McDonald
• Your timesheet and payroll will be approved by other faculties
• Projects and responsibilities