Cataloging Department
Departmental Policies
Revised May 23, 2000
History:
This is an update of the Cataloging Department policies to confirm the policies so that everyone has the same understanding.Working hours:
The working hours permitted in the department are Monday through Friday, 6:30 a.m. to 7:00 p.m. EST. The core hours of the workday are 10:00 a.m. to 2:00 p.m. Full time staff are expected to work the core hours on a regular basis in order to assure that each employee works a minimum four hours per day while their supervisor is present.During the inter-session periods after each quarter, staff may only work until 6:00 p.m. when the Main Library building closes. This may require staff to shift their hours in order to work the full 40 hour week. If, on rare occasion, someone needs to work later than 7:00 p.m. or on the weekend, that must be requested and approved in advance by the Section Coordinator, or the Department Head.
Note: Notification of your supervisor via e-mail or note does not constitute approval. It is the employee's responsibility to make certain that the supervisor has had an opportunity to respond to the request and approve it.
Schedules/Reporting to work:
Staff must establish a regular working schedule, which is subject to the approval of their supervisor. It is the staff member's responsibility to request any changes in the work schedule in a timely manner.Late arrival
If the staff member is not going to be able to come to work on time, they must call the department (292-1963) within 1 hour of the scheduled starting time and include an explanation of the reason and the expected time of arrival. When the staff member calls in to the 292-1963 number to report their absence, they must speak with their supervisor if at all possible. Approval of the late arrival must be granted by the supervisor and should be an exception rather than a usual occurrence. If it isn't possible to speak directly with the supervisor, a message should be left for the supervisor. Also, the staff member should ask the person answering the phone to notify their unit of the absence and add their name to the administrative attendance board.Illness
Illness must be reported by phone call in advance of the employee's expected arrival time at work. When the staff member calls in to the 292-1963 number to report their absence, they must speak with their supervisor if at all possible. If it isn't possible to speak directly with the supervisor, a message should be left for the supervisor. Also, the staff member should ask the person answering the phone to notify their unit of the absence and add their name to the administrative attendance board.Vacation
Vacation requests must be made in advance and approved by the supervisor. If vacation time is used to cover a change in schedule or absence from the office, both the schedule change and use of vacation time must be requested and approved in advance. Vacation time may be used instead of sick leave to cover illness. Vacation time may not be used to "make up" unplanned changes in schedule or late arrival in the office except due to exceptional circumstances which are approved by the supervisor.Breaks
Staff are permitted one 15 minute break for each 4 hours worked. Although the University discourages the practice, it is within Departmental discretion to allow the combining of two 15 minute breaks into a single 30 minute break. This practice is allowed in the Department under the following circumstances:- The longer break is taken during the core hours for the dept. (10-2) and is not used at the beginning or end of the workday to shorten the workday.
- No additional breaks will be taken during the day. [Quick trips to the restroom are permitted, of course.]
Attendance at departmental/division meetings
Attendance at departmental/section/T.S. Division meetings is considered part of the staff member's job assignment. Excused absences include scheduled vacation time or sick leave. All other absences from the meetings must be approved in advance by the supervisor.Phone calls
Phone calls of a personal nature should be limited as to frequency and duration during working hours. Staff should use the pay phone during breaks for extended personal phone calls.Reporting lines
As this document indicates, the first point of contact for most requests is the staff member's supervisor. If the immediate supervisor is unavailable, the next levels for approval follow:- Department head
- Acting Cataloging Department head (if one has been designated)
- Any other Section head in Cataloging
- Assistant Director for Technical Services (to be contacted only in unusual circumstances)