Student Assistant, Intern, and Volunteer Guidelines for Working in Special Collections

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Scope

Student assistants, interns, and volunteers are responsible for periodically reviewing these guidelines for working in Special Collections at the University of Tennessee at Chattanooga. Student assistants should also review the Student Assistant Guidelines for Working in the Library as well as these guidelines.

Emergency Alerts

  1. All student assistants, interns, and volunteers must sign up to receive UTC-ALERT Emergency Communication. These alerts will notify members of the UTC community of emergencies, including weather closures.

Schedules

  1. Student assistants, interns, and volunteers must submit their weekly schedules according to the requirements of the position at the beginning of each semester (Fall, Spring, Summer I, and Summer II).
  2. Student assistants and interns may make up to two adjustments to their weekly schedules during the first 3 weeks of the semester as they settle into their academic schedules. After these two adjustments are used, student assistants and interns must provide sufficient documentation such as a doctor's note, or a letter from an instructor, coach, or other employer as to why the shift in Special Collections will be missed.
  3. Students Assistants, Interns, and volunteers are not allowed to work if their schedule is not on the Google calendar. Please make sure to send your schedule and send any scheduling updates, especially changes for working over breaks or exam weeks ASAP so the calendar can be updated accordingly.

Signing In for Shifts

  1. All student assistants and interns must post to the Student Assistants, Interns, and Volunteers Channel in Special Collections online workspace in Microsoft Teams at the beginning and end of each shift. For FWS and ASSP student assistants, Special Collections relies on these logs to confirm your entries in TimesheetX. For interns, we use these posts to track the hours you have worked. Failure to post in Teams may mean you are not paid or credited for work performed. Once you have posted in the Student Assistants, Interns, and Volunteers Channel, you will receive a response from a member of Special Collections, who may or may not be your project supervisor. An example of posts students assistants and interns may post as they work onsite or remotely are as follows:
    • Example posts for letting Special Collections know that you've begun your shift:
      • "Good morning. I'm logged in and I'm starting my shift in Special Collections."
      • "I'm here, and I'm working on transcribing page 99 of Robert Sparks Walkers' 1948 diary."
    • Example posts for letting Special Collections know that you've ended your shift:
      • "I am finished with my shift today. I finished transcribing 4 pages of Robert Sparks Walker's 1949 diary."
      • "I am finished with my shift. Today I completed _________."
    • Example posts for letting Special Collections know that you're taking an extended break:
      • I'm heading our for my lunch break. I'll be back in 30 minutes.
      • I've returned from my lunch break.
  2. Student assistants, interns, and volunteers are encouraged to use the chat function of Teams to reach out to their project supervisors directly. As personnel in Special Collections are often engaged in elsewhere in the Library or meetings, a rapid response is not guaranteed, but personnel will reply to your chat as soon as possible.
  3. Student assistants, interns, and volunteers are required to meet weekly or biweekly with their project supervisors via video chat in Microsoft Teams. Student assistants, interns, and volunteers are not required to be on camera. Project supervisors in Special Collections will use this time to speak with you and answer any questions you have and share screens if necessary to walk you through any issues you may be having with your projects.
  4. Student assistants and interns working remotely may not beyond their scheduled shifts without approval from Special Collections obtained by emailing archives@utc.edu.
  5. Student assistants, interns, and volunteers are expected to arrive on time for their shifts whether they are onsite or remote. Student assistants arriving more than 7 minutes after their scheduled start time must round up to the nearest 15 minute increment when entering their start time on their sign-in sheet.
  6. Student assistants, interns, and volunteers arriving more than 15 minutes late for their shifts should email archives@utc.edu so that personnel in Special Collections are aware of the late arrival.
  7. Upon arrival onsite in Special Collections, all student assistants must immediately store any backpacks, bags, and other personal belongings on the hooks on the workroom wall. Under no circumstances may these be carried into the stacks or computer work area.
  8. Email archives@utc.edu to request changes to your schedule. This ensures that all personnel in Special Collections know that you are requesting a change.
  9. Student assistants may only request 2 schedule changes per semester, unless course work, athletics, etc., such as clinical rotations, requires student assistants adjust their schedules more frequently.
  10. All students coming onsite for their shifts must fill out the Student Self Check health survey form found here: https://www.utc.edu/covidforms.php

TimesheetX

For those students who receive a Federal Work Study or Academic Service award, you must use the online process TimesheetX to submit an online timesheet. Please try to enter your time daily at the end of your shift.

How to Enter Time and Submit Timesheet to Your Supervisor

  1. Go to https://utc.studentemployment.ngwebsolutions.com and click ‘Applicants & Employees’
  2. At the top of the screen, under the ‘Employees’ click on either ‘Enter your Timesheet’ or ‘My Timesheets’.
  3. Sign in with your UTC ID and password – If you experience access issues, please contact workstudy@utc.edu.
  4. First, click the ‘Job Title’ link to access your timesheets
  5. If this is your first time entering time for the current pay period, click the ‘Start Timesheet’ link to the right of the pay period you wish to enter time. Please Note: If a timesheet has already been started, the link will say ‘Go to the Timesheet’ instead.
  6. If you clicked ‘Start Timesheet’, then click ‘OK’.
  7. Click ‘Add New Entry’ to enter your time and Select the Date of the time entry from the ‘Date’ column.
  8. Enter the Start and End times for the day you are entering time and click Add to save your timesheet entry.
  9. If you have finished entering time worked, click ‘Return to Hire’ to return to your list of job(s). If you wish to log out, click the ‘Log out’ button.
  10. At the end of the pay period, you will need to click ‘Submit Timesheet’ to pass the electronic timesheet to your supervisor.
  11. Click OK to confirm. The OK button is your agreement that the timesheet information you have entered is correct to the best of your knowledge. This step replaces the wet signature on the paper timesheet with an electronic signature on this paperless timesheet.
  12. You will receive a ‘Submitted Timesheet Receipt’ to verify your timesheet has been successfully submitted to your supervisor. You will not be able to access the time sheet again unless your supervisor rejects it back to you during his/her review process.
  13. The timesheet is due by 10:00 AM on the Monday after the pay period ends, however Special Collections requires that you submit your online timesheet by the end of your last shift of the pay period, so that the timesheet can be reviewed, approved and submitted by your supervisor to Financial Aid.

Absences and Late Arrivals

Consistency of student hours is vital to the planning and coordination of projects in Special Collections. To that end, student assistants and interns are expected to report to work when scheduled. However, in the event that you are unable to report for a scheduled shift, follow the protocol below.

  1. Email archives@utc.edu to call in sick or schedule time off work. This ensures that all personnel in Special Collections know that you are unable to make your shift and generates a record of your request. An example of a well-written notice is provided below.
  2. Student assistants and interns will be granted three excused absences or late arrivals for scheduled Special Collections shifts per semester. After these three excused absences or late arrivals are used, student assistants must provide sufficient documentation such as a doctor's note, or a letter from an instructor, coach, or other employer as to why the shift in Special Collections will be missed.
  3. If a student is attending office hours which causes them to be late or miss a shift, they may bring in a note (either typed or handwritten) from their professor and the absence/late arrival will not count toward their three absences/late arrivals.


Example of Notice of Absence

Dear Special Collections,

Due to previous arrangements, I will be unable to attend work on Thursday, November 2nd. I understand this is my second and last excused absence from work this semester, and I will not miss another shift without proper paperwork.

All best,

Your Name

Food

  1. Student assistants, interns, and volunteers may not eat in Special Collections, however, they may keep a lidded or capped beverage under their workstation. This measure is meant to prevent accidental damage to materials and prevent pests.
  2. Student assistants, interns, and volunteers should dispose of beverage containers in a trash can outside of Special Collections to avoid problems with insects and rodents.
  3. Student assistants, interns, and volunteers may not have friends or restaurants deliver food to Special Collections.

Assignments

  1. Most assignments are managed through Sheets and Docs in Google Drive. At the beginning and end of each shift, student assistants, interns, and volunteers should consult the appropriate Google Sheet or Doc to update their progress.
  2. All digitization projects are thoroughly documented on the UTC Library Wiki. Student assistants, interns, and volunteers should consult the appropriate wiki page EVERY time they work on a project to confirm digital capture specifications, file naming conventions, and editing practices. Failure to do so often leads to careless errors and more work for student assistants, interns, and volunteers.
  3. Student assistants, interns, and volunteers are encouraged to ask questions about digital capture procedures, inventorying instructions, or workflows at any time. Catching errors early prevents more work in the long term.
  4. Student assistants and interns may not complete homework during their shifts.

Web and Printing

  1. Student assistants, interns, and volunteers working on scanning, digital editing, and inventorying projects may listen to music with headphones with the volume set at a low level. Students must be able to hear supervisors, and may only wear headphones while working in the processing and digitization workspace or stacks. Students are strictly forbidden from wearing headphones when working outside of the stacks or processing and digitization workroom.
  2. While scanning, student assistants, interns, and volunteers may experience significant lag time waiting for items to be created and saved. Students may use this time to catch up on class reading of homework, but only if this does not affect the quality of their work. Social networking and video sites, such as YouTube, Vimeo, Facebook, and Pinterest are strictly forbidden.
  3. Student assistants, interns, and volunteers may not use the Special Collections printer for personal printing needs.

Mobile Devices

  1. Student assistants, interns, and volunteers may need to take personal calls during regularly scheduled work shifts. Phones must be set to vibrate or silent, and students must take calls outside of Special Collections so as not to disrupt the work of others.
  2. Student assistants, interns, and volunteers should refrain from texting, unless it is an emergency, during work hours. Students should answer texts outside of Special Collections so as not to disrupt the work of others.
  3. If cell phones, audio players, e-readers, or other personal electronics affect the quality of student assistants, intern, or volunteer work, supervisors may exercise the right to ban the use of them.

Technology Requirements

Microsoft Teams

  • All UTC student assistants and interns are required to use Microsoft Teams to communicate with Special Collections personnel. Information about downloading and using Teams in your web browser or in a free app is available from Technology Resources for Students page maintained by the University's Information Technology unit. Credentials to use the system are your UTC ID and password.
  • Student assistants and interns are required to post to the Student Assistants, Interns, and Volunteers Channel at the beginning and end of each shift.
  • Student assistants and interns are also required to regularly chat with their project supervisor during their shifts. Project supervisors will send meeting invitations, and student assistants and interns should be available and ready to discuss their work during these times.
  • Special Collections strongly encourages student assistants and interns to use the chat function to ask questions during their shifts. Project supervisors will respond as soon as possible during Special Collections hours of operation.

Google Drive

  • Special Collections manages most projects using Sheets and Docs in Google Drive shared with MocsMail or Google accounts. All student assistants, interns, and volunteers must have a valid MocsMail or Google account to be able to accomplish work in Special Collections.

Electronic Timesheets

Some of you will not submit a TimesheetX timesheet, but an electronically signed timesheet. This timesheet will be sent to you via e-mail by the Processing Archivist on the Friday (or your last workday) of each pay period. The timesheet needs to be converted to a .pdf and include your electronic signature. To do this, you can download the attached excel file from the e-mail, then:

  1. Go to Adobe Acrobat, click on "Tools" and "Create PDF" then select the excel file and click "Create".
  2. Under "Sign" in the top menu, click "Fill and Sign"
  3. Click above the line for "Employee Signature" and type your name. Do the same for the date.
  4. Go to the top menu, click "File", "Save As" and save the document to your computer. It will automatically save as a .pdf.
  5. E-mail the signed .pdf document back to the Processing Archivist by the end of your shift today so it can be sent to the Library's admin office.

Disciplinary Actions

Student assistants, interns, and volunteers who fail to comply the with above guidelines will receive 2 warnings. The first warning may be issued verbally or by email. The second warning will be formal warning placed on file in the Library's Administration department. Upon the 3rd infraction, the Director of Special Collections will move to immediately terminate. The following inappropriate behavior is grounds for termination:

  1. Absence
  2. Tardiness
  3. Loafing
  4. Fighting
  5. Horseplay
  6. Carelessness
  7. Failure to follow instructions
  8. Using abusive language
  9. Violating University policies, procedures, or regulations
  10. Violation of safety regulations
  11. Abuse of equipment, materials
  12. Leaving work without permission
  13. Performing poor work due to neglect

Workshops

  1. Student assistants and interns are encouraged to attend library workshops to increase their knowledge of the library and office productivity software. Students should inform Carolyn (Carolyn-Runyon@utc.edu) that they are planning to attend and should sign the attendance sheet at the workshop, citing Carolyn Runyon as the instructor to receive credit.
  2. Student assistants and interns will receive commensurate time off during the week of the workshop if attended outside of regularly scheduled work hours.

Title IX Mandatory Reporting

Title IX requires all "responsible employees" to report information about possible sexual misconduct to school officials. Responsible employees include Special Collections personnel as all faculty and staff in the repository have supervisory duties (including student employees who have supervisory obligations over other students, as well as faculty and staff).

Financial Aid FWS and ASSP Guidelines

UTC has awarded you either Federal Work Study or an Academic Service Work Scholarship for the school year. By accepting the award you agree to the terms and conditions listed below. You are agreeing that you will:

  1. Adhere to the weekly work schedule you and your supervisor agree on.
  2. Notify your supervisor as soon as possible when hindered from reporting to work at your assigned time due to illness or any unforeseen circumstance.
  3. For Academic Service Work Scholarship students: work 8 to 10 hours each week (125 hours of work per semester or 250 hours of work for the academic year) to earn the full award amount. Pay rate is $8.00/hour.
  4. For Federal Work Study students: work 10 to 15 hours each week (up to 210 hours per semester or 420 hours per academic year). Pay rate is $8.00/hour.
  5. Not exceed 20 hours per week or the maximum hours for the academic year without an approval from the Office of Financial Aid and Scholarships.
  6. Initiate and submit your time sheet in TimesheetX by 10:00am on the Monday after the pay period has ended. If your timesheet is not submitted by 10:00 am on the Monday after the pay period has ended, your pay will be delayed until the next pay period. If you fail to enter your time sheet more than two pay periods in a row, you forfeit your award.
  7. Not work during your scheduled classes. If your class is cancelled, you may work IF your supervisor has written verification from your professor that the class will not be is session during the normally scheduled time and your supervisor has requested an override from the Office of Financial Aid and Scholarships.
  8. Not work during holidays, scheduled Fall and Spring breaks, or before or after class start andend dates unless granted an exception by the Office of Financial Aid and Scholarships.
  9. Forfeit your Federal Work Study or Academic Service Scholarship award if you miss over seven (7) days of work in a semester or are late to work more than three (3) times in a semester or miss three (3) days of work without notice.
  10. Forfeit your Federal Work Study or Academic Service Work Scholarship if you are dismissed or fired from your position due to unsatisfactory performance or attitude.
  11. Communicate, as necessary, with your supervisor concerning any needs or questions you have about your position.