Welcome
Tisch Library welcomes student employees to our staff. Assistance from student employees is an essential part of providing excellent service to our patrons. This manual outlines the Library's expectations of students as employees. This document, along with the Tufts Student Employment Manual from the Student Employment Office and any specific departmental guidelines, will help to explain University and Library policies and procedures for student employees.
Condition of hire
If this is the first time you will be working through Tufts student payroll, either on campus or at an approved off campus organization, your employer will give you a paper EPAF student work sheet to complete for entry into the payroll system before you begin to work. All payroll forms are available at http://hr.tufts.edu/ by clicking on the “Forms” tab.
Once you are hired through the Tisch Administration Office, you will receive an email from TSS (Tufts Support Services) with information for access to “Employee Self Service.” The following information must be completed online in Employee Self Service within three (3) business days of receiving the email.
- Direct Deposit information (have your bank routing number and account number available)
- W-4 and M-4 (federal and state) tax withholding forms
- Employee portion of the I-9 Employment Eligibility Verification Form
The employer must complete a portion of the I-9 within three business days of your hire. Bring one or more of the acceptable forms of identification as described on the I-9 instructions to TSS, 62R Talbot Ave., Medford, Monday-Friday 8:00am–6:00pm. (http://www.usaid.gov/forms/Form-I-9-06-16-08.pdf) You will not be paid until this information is complete. If you are simply working in a different department but have already worked for Tufts and completed this information, you can use Employee Self Service to verify and/or change your information.
Training
Following the scheduling of work hours, students are asked to schedule time for training. Any hours that may be added to accommodate training will be paid at the same rate of pay as the normal work schedule. Students may be asked to participate in training programs sponsored by the Library and will be paid for that training time as well.
Scheduling
Students working in the Library and its branches are expected to work a minimum of four hours per week. The average student work week is between six and eight hours. During the academic year, students cannot work more than twenty hours per week. During the summer or breaks (intersession and spring break), student hours are not to exceed forty hours. (If a student works in more than one department, it is the joint responsibility of the supervisors and the student to be sure not to exceed forty hours per week at any time.) If special circumstances warrant that a student work more than forty hours in one week, that student will be paid "time and a half" for those hours over forty, in compliance with state and federal law.
Holidays, long weekends, and exam periods
Office work areas are closed during holidays. At service desks, holidays and long weekends will begin when classes end. Some Library departments require students to either keep their schedules or find replacements for holidays. Students should check with their supervisors for the policy for that department.
All student employees are required to work during exam periods, which are defined as the period between the end of classes and the formal end of exams. Regular semester schedules will end with the official end of classes. Supervisors will post the date for arranging exam schedules at least three weeks ahead of the beginning of exams. Each student will be required to work approximately the same number of hours during exam period as during the semester.
Pre-scheduling
Returning student workers will be pre-scheduled for the upcoming semester. Hours will be filled on a first-come, first-served basis. Each student who pre-schedules will be assured of employment the next semester. Supervisors should not reschedule students without their consent unless there is an unanticipated change in the availability of positions.
Pay period and pay distribution
Direct Deposit is a condition of hire for all Tufts University employees. This allows employees to have their net pay electronically deposited into a bank account of their choice, provided the bank is a member of the Automated Clearing House (ACH) Network. This service is provided free of charge to all Tufts employees. For students participating in direct deposit and having an email account in the Student Information System (SIS), participation in ESEND (electronic Statement of Earnings and Notification of Deposit), is automatic. ESEND is an email notification of payment of wages, in lieu of receiving a paper direct deposit stub. A new online Direct Deposit Form should be completed following any lapse in employment greater than 6 months, or at the start of the academic year if the student has not worked at Tufts before.
The work week runs Sunday through Saturday. A new student employee’s first payment MAY be by check, (if their banking information has not cleared the system). The check can be picked up at the front desk of the Student Service Center located on the 7th floor of Dowling Hall, 419 Boston Avenue, daily from 9:00am to 5:00pm but no sooner than the second Friday after they have started working. Students picking up their checks must present a valid photo ID. Following that, students will receive an ESEND notification. (All returning students will receive an ESEND notification as well.) If students fail to pick up their checks after 30 days, the checks are sent to the Student Employment Office. The Student Employment Manager emails the student to inform them that their check will be sent to TSS, 62R Talbot Ave. Checks older than 90 days are considered stale-dated and cannot be cashed. Checks must be brought back to TSS for replacement. Any questions concerning pay check errors or nonpayment should be directed to the Administration Office in the Library.
Taxes
During the academic year, Tufts students working on campus do not have FICA (Federal Insurance Contribution Act) taxes withheld. (Students working in an approved off campus work study organization are subject to FICA taxes because they are not working at the school.) During the non-academic months, FICA is withheld from student payment of wages because the student employees are not considered full-time students. International students may be exempt from paying FICA and should address questions concerning applicability to the International Center located at 20 Sawyer Avenue on the Medford Campus, or to the International Affairs Office located at 35 Kneeland Street on the Boston Campus.
In compliance with IRS policy, TSS issues W-2 Forms to students prior to the end of January each year. These forms indicate wages earned the preceding calendar year and can be accessed via the student employee’s self-serve account. W-2 Forms are necessary for filing federal, state, and local tax forms.
Evaluations and raises
TSS keeps a file for each student employed by the University. Although it is not the intention of TSS to prevent any student from working on campus, recurring work-related problems with more than one employer could result in difficulties obtaining future employment.
Typically, student raises are issued after completion of two semesters of work (with both summer sessions counting as a semester). However, at the discretion of the supervisor as a reward for exceeding expectations, students may receive pay raises after the completion of one semester's work. Any student involved in progressive disciplinary action should not receive a raise.
Progressive Discipline
When an issue related to work performance develops, the student and supervisor are encouraged to discuss it and resolve it quickly. If the problem remains unresolved, the supervisor may resort to progressive disciplinary action. First the student will be issued a verbal warning in order to initiate discussion around the issues in a clear manner. The supervisor's next step, if necessary, is to issue a written warning with a statement of the problem and necessary corrections. The student must sign the statement to indicate it has been read and understood. A copy of the warning will be sent to the Student Employment Office. In cases where the problem recurs, the supervisor may take further action including suspension or dismissal.
An exception to this procedure occurs when a student violates University policy. In these instances, students will be immediately terminated, and supervisors will notify the Student Employment Office in writing. Examples of some of these violations include stealing, intoxication, acting in an insubordinate manner, dishonesty or breaching confidentiality.
Student grievances
If a problem between a student and his/her immediate supervisor seems not resolvable, the student can seek assistance from the Department Head. That person will attempt to negotiate resolution of the problem. If the student remains unsatisfied with the resolution, he/she may consult with a representative of the Student Employment Office.
Resignations
A student wishing to terminate employment after the semester has begun must give his/her supervisor a two week notice. Under extenuating circumstances when this is not feasible, students should consult with their supervisors. Supervisors who wish to terminate student employees must give them two weeks advance notice. In either situation, the Student Employment Office must be notified in writing of all early terminations or resignations.
Punctuality
Students must arrive for work at the scheduled time. If at all possible, students who staff desks should wait until they are relieved by the next student before leaving. Constant tardiness will be addressed by the supervisor. Students must sign in on the pay sheet with their exact time of arrival and departure.
Illness and Emergency
Student employees must give notice of absence as early as possible. The supervisor may ask the student to make up the time. If the illness/emergency is of a lengthy duration, the supervisor may require that the student bring a note from a doctor or a dean verifying her/his inability to work. Students must call in for each day of absence due to illness unless told otherwise by her/his supervisor.
Jury Duty
By law, employers are required to pay a student employee’s regular wages if the student is called for jury duty. If the student sits on a case, the employer must pay for the first three days. After that, the state will compensate the student. The employer should pay the student for the first three days of juror service only if he or she is scheduled to work that day. The student would be compensated only for the hours he or she is scheduled to work.
International Student Information
International students with general questions regarding treaty information or US taxation should contact TSS, 62R Talbot Ave, Medford. Questions concerning eligibility should be addressed to the International Center located at 20 Sawyer Ave, Medford.
Class Substitutions
When the University decides that a given day of the week is to be substituted with a different class schedule - for example, treating Wednesday as a “Monday” - students scheduled to work on actual Mondays will be expected to work.
Breaks
A student who works a four hour shift is entitled to one fifteen minute break which is scheduled with the supervisor. A student who elects not to take her/his break loses it and may not receive compensation instead. Students who are scheduled to work more than six hours in a day are entitled to one thirty minute UNPAID meal break. Both must be scheduled with the supervisor.
Socializing
In all areas, especially public service areas, students are to be aware that their first responsibility is to patrons. Phones at work stations are intended for Library business. Students are required to remain dedicated to job tasks for the times they are at work.
Confidentiality
No student will give information concerning any staff member of the Library to any other person. Students are authorized to discuss procedures that are learned in the course of employment with immediate supervisors only, as they may affect Library security. In addition, students working at desk areas will not disclose to others any information concerning Library patrons, the identity of any borrower of Library material, the location of any keys for any area of the building, or the nature of any passwords. Unauthorized disclosure of this information will result in immediate termination of employment. Occasionally student workers may have advance knowledge of information or sources used by faculty members in preparation of student examinations. Disclosure of this information will result in dismissal and potential academic disciplinary action.
Responses to Patrons
Student employees are often the first introduction patrons have to the Library; therefore, their responses to patrons are critical. In some cases, a student employee may be the only Library employee a patron encounters. They must treat all patrons courteously, attend to patrons promptly, and give patrons their undivided attention. If unable to assist a patron quickly, student employees should tell the patron that s/he will be helped soon. A staff member should be called for assistance when a student employee has to deal with a particularly complex question or when patrons have to wait a long time.
Student employees are advised to know the limits of their responsibilities. Inquiries should be handled quickly and efficiently, whether in person or over the telephone. Students must refer questions to a staff member when the questions do not directly relate to their job responsibilities. Student employees must not send patrons from one area to another because of the lack of a ready answer. Know what services are provided and where materials are located.
A student who works when staff members are not present in that area should take messages or leave notes for follow-up, including the correct spelling of the caller's name, accurate telephone numbers, and a clear message, left in an appropriate place. If problems arise during a shift which are out of the ordinary, student employees must leave notes for the supervisor briefly describing what has transpired.
Emergency Situations
Supervisors should review emergency procedures with their students as part of their training. Student Employees must immediately report to a staff member any situation that is potentially dangerous and/or harmful. If there is no staff member available, they should contact Campus Police (x73030). It is the student's responsibility to be sure that the Library staff person on duty is aware of the specific nature of the problem and that the police have been contacted. A written summary of the event must be provided to that student's supervisor. If the fire alarm sounds, patrons and staff must leave the building as quickly as possible. If there is a power failure (and not a fire emergency), student employees should clear their area and report to a staff member. The emergency lights last only long enough to allow people to exit safely. If those lights are not working and the light is not adequate, ask patrons to stay seated and contact the staff member in the building.
- In the event of a fire alarm, evacuation or emergency during a student’s scheduled work time, the student will be paid for the time the alarm/evacuation was in effect. Students will not be dismissed unless their scheduled work time is up or the Library closes. The student may choose to leave but will only be paid up to that point.
- When an emergency requires the Library to close, if a student is on the job prior to the closing, he/she will be paid for the hours worked. If the student is due to arrive after the closing they will NOT be paid. Supervisors will make every effort to contact student employees or advise how to confirm Library closings.
Agree to policy
Please print and sign this document affirming you have read and understood the policies above.