ASD's Scholar Support Desk Handbook

The Staff Access Initiative offers voluntary, tangible value to your employment with FSU Libraries, providing access to various spaces and services as a perk of the job.

Part-Time Staff Individual Study Room 2046 

There is an 8-hour individual study room reserved for OPS only!  

• This 8-hour study room will be available on a first-come, first-served basis and won't have a separate waitlist. If the room is already checked out, staff are encouraged to make use of the Bradley Reading Room, the staff lounge, or a regular individual study room.  
• While there will not be a separate waiting list for the "Part-Time Staff Only" key, OPS on shift will add staff members' names to the regular waiting list in a different color. Once the "Part-Time Staff Only" key is returned, the employee will be able to be paged for the room if they have not yet received a regular individual study room.  

Extended Loans

Part-time staff can have extended loans for select items twice a semester.  

Part-Time Staff can ask a Supervisor for an extended item loan for any of the items listed below as a perk. This way, you can make better use of the library's resources and become more familiar with them when scholars have questions.  

Item loans can be extended only twice per semester, and a supervisor must approve the extension. Any of the following items can be loaned for a 5-day period:   

• DSLR / Mirrorless Camera  
• Tripods  
• External DVD Drive to USB  
• Projectors  
• Game Consoles  
• Mifi Hotspots  
• Wacom Tablet  
• Gimbal and Audio Kit  
• Digital Recorders  
• Karaoke machines  
• Lighting kit  
• Bluetooth speaker  
• Orba  
• Portable Blu-ray Player

Bradley Reading Room  

Part-time staff have swipe access to the Bradley Reading Room and can use it as an additional study space. The Bradley Reading Room is traditionally reserved for graduate students and faculty only, so we kindly request that you refrain from extending your privileges to friends or classmates.   

• This room is a quiet space, so please refrain from talking, playing music, or making any other excessive noise. Food and drinks are also not permitted inside the Bradley Reading Room, so if you would like to eat while studying, the staff lounge or an individual study room would be a better option. This is for study, not for parties or events.  
• If you don’t have card access to this space, please notify your supervisor so the issue can be addressed.  

Free Printing

Part-Time Staff can print for free at the library!  

• The shift supervisor must approve documents before they are printed.  
• Send printing jobs to LIB-UGRD01-BLK.  

Part-Time Staff are offering voluntary professional development opportunities to strengthen their professional connection to FSU Libraries.

• Once per month  

The library hosts many events and workshops throughout the year. These are highlighted each week in the newsletter and are posted on the library website.

•     Cannot exceed their 28 hours.  
•     Must be approved by a supervisor.  
•     Two weeks' notice.  
•     3 hours maximum.   

Research consultation with a librarian on a research assignment or a personal interest

• Once per semester  

Staff can schedule a one-on-one session with a subject librarian to develop a search strategy, address APA style, locate and utilize data sources or datasets, and receive other assistance.  

•     Cannot exceed their 29 hours.  
•     Must be approved by the supervisor.  
•     Two weeks' notice.  
•     2 hours maximum.  

One-hour mock interviews

• Twice per semester  

Your supervisor will sit down with you to go over common interview questions in your field and offer advice and tips for sitting through interviews.  

•     Choice of Zoom or In Person  
•     Cannot exceed their 29 hours  
•     Must request at least 1 week in advance  
•     Should not be scheduled during their desk shift   
•     Must be approved by the supervisor    

Attend Meetings about Library Updates 

ASD has several meetings about project updates in the department that OPS are welcome to attend, give feedback on as staff and students 

•     Meetings are on Zoom  
•     Cannot exceed 28 hours for the week  
•     Must request attendance or joining from the supervisor before sitting in on meetings  

List of meetings:  

• Scholar Support Desk Unite- Weekly, Tuesday at 3:15 pm 
• ASD Managers Meetings – Every Monday at 1 pm 
• Marketing Reps Meeting- 1st Wednesday of each month at 1 pm
• ASD Department Meeting – 2nd Tuesday of the month at 4 pm   
• What’s up ASD?! - 3rd Wednesday at 3 pm

Chance to join a committee  

ASD has several committees that OPS are welcome to attend or fully join  

•     Meetings are on Zoom  
•     Cannot exceed 28 hours for the week  
•     Must request attendance or joining from the supervisor before sitting in on meetings  

List of committees:  

• OPS/FWS Professional Dev Sub Committee – Every other Monday at 2:30 pm 
• Poplit Committee- 1st Wednesday of each month at 10 am
• MadStacks – 1st Thursday of the month at 10 am  
• Alma – 3rd Tuesday at 1 pm   
• Professional Development Committee Meeting – 3rd Wednesday of each month at 3 pm 
• Course Reserves Committee – 4th Wednesday of each month 
•  Access Services Reading Group – 4th Thursday at 3:15 pm
• Technology and Public Services Working Group – Last Thursday of the month at 3 pm

Staff must complete the Event Attendance Request Form and receive supervisor approval prior to the event for attendance to be considered as hours worked. 

ASD & TLE OPS/FWS Collaborative Employment

This document details the policy for the ASD & TLE OPS Collaborative Employment. It outlines the expectations and parameters for OPS/FWS. 

How It Works 

• Interested part time staff can speak with their immediate supervisor and enquire about opportunities working interdepartmentally to develop new professional skills, learn about unique areas of librarianship, or simply pick up additional shifts at the library.  
• If eligible and approved for participation, ASD/TLE supervisors actively collaborate on scheduling, performance evaluation, and time reporting for these select staff members.  
• Onboarding and hiring OPS/FWS for either department cannot include cross-training or a promise to cross-train, as we cannot guarantee there will be openings on the desk or openings for events.  
• OPS cannot exceed 29 work hours a week, per University policy. It is up to the part-time staffer to determine their hours and ensure they do not go over this limit.  

Eligibility 

• Staff who are interested in working interdepartmentally should first seek approval from their immediate supervisor. 
• The employee must be meeting required performance and attendance standards set by their direct supervisor in their current department. 

Communication 

• Requesting to work for the Scholar Support Desk or an Outreach event must be done between the supervisors, not the OPS.  
• For example: Engagement & Outreach full time staff must reach out to ASD full time staff for approval, not the OPS reaching out to the ASD full time staff or vice versa. 

Process & Guidelines for Working in TLE - For ASD OPS

Communication Tree 

• The Student Engagement Coordinator or Student Engagement Librarian contacts the appropriate ASD staff about the event before asking ASD OPS to work an event.  
• The ASD Supervisors will email the Engagement full-time staff, with their manager CC’d,  if inquiring about upcoming events their staff may be able to help with. 

Event Support  

• Engagement will offer the following kinds of work to ASD part-time staff:   
• Day of events - there was a call out, etc.  
• Scheduled events - large events that Engagement needs more people for or knows this is a scheduling conflict with Engagement OPS  
• ASD-specific help is needed for Engagement content - tabling about library services, like at orientation, that would include knowledge about Course Reserves, Study Spaces, Tech Checkouts, etc.

ASD Shift Swap  

• Engagement staff will post on ASD Shift Swap when there is an event they need help with that fits the above parameters.  
• Their post will include:  
  • Date and time of the event  
  • Location of the event 
  • What the staff would be doing at this event (prepping for it, helping run a table, clean up, etc.) & any training it would require 
  • Who their contact should be for the event  
  • Where the OPS should meet for a check-in before the event 
• ASD OPS will comment on the Shift Swap post to pick up these hours.  
• All claimed shifts must be approved by both TLE & ASD supervisors before the start of the shift

Training  

• Engagement full-time staff will train ASD staff at a designated time the day of the event they are helping with. This time will be included in their post on the ASD Shift Swap channel.

Process & Guidelines for Working in ASD - For TLE OPS 

Communication Tree 

• Email is preferred 
• The Student Engagement Coordinator contacts the Scholar Support Desk Supervisor, with both their respective managers CC’d.  
• If requests are done in person, supervisors are expected to inform their respective managers. 

Interviews 

• All part-time staff outside of ASD must interview with ASD staff as part of our department approval process.  
• This interview is not formal and no resume or cover letter is needed. 
• The Student Engagement Coordinator would email the Scholar Support Desk Supervisor, as described above, asking for an interview for their OPS. They would include the OPS’ contact information (email address). 
• The Scholar Support Desk Supervisor will email the Outreach OPS, and CC the Student Engagement Coordinator, to set up an interview. They will be asked the same questions in the interview that our desk staff are asked. 

Training

Due to the high demand on ASD’s supervisory and management team, several factors determine our timeline for onboarding new part-time staff members 

• ASD Staff can only train new participants during the Summer Semester 
• ASD must have no current Full Time Supervisor vacancies at the time of the request  
• When working the Scholar Support Desk, TLE OPS will be expected to follow ASD dress code, staff expectations, desk etiquette, and all policies and procedures which govern attendance, day of call out communication, and time reporting.

Scheduling  

• TLE part time staff will be given access to the ASD Shift Swap Teams Channel where they can claim posted shifts  
• Permanent, recurring weekly shifts will only be granted to fill critical gaps during the Summer Semester  
• If a TLE OPS permanently picks up a summer shift on the Scholar Support Desk, they are expected to communicate all time off requests, tardiness, etc. to the Scholar Support Desk Supervisor as well as their TLE Supervisor. 

ASD Shift Swap 

• TLE OPS will use the ASD Shift Swap Channel for claiming desk shifts  
• For Strozier and Dirac shifts, TLE OPS must wait 24 hours before claiming a posted shift, allowing ASD OPS a chance to pick up the hours.  
• College of Engineering shifts can be picked up at any time.  
• Emergency, last minute shifts at Strozier and Dirac can also be claimed at anytime 
• All claimed shifts must be approved by both TLE & ASD supervisors before the start of the shift