Schedules and shared calendar

Conferences and Travel

  • Consult with Circulation Services Manager and/or your direct supervisor to plan time off – all or part day – for workshops and conferences – pre-approval required
  • Submit a conference approval request for time off for workshops/conferences that require $ reimbursement PRIOR to conference.
  • Submit travel reimbursement form immediately after travel; keep all receipts; attach originals
  • Forms are available in middfiles - LIS staff folder
  • For hourly employees – travel time can be paid time – plan work schedule carefully after consulting with direct supervisor, manager, AD or HR to calculate hours for travel/conference time (sleeping is unpaid time)

Outlook Calendar and Schedule

Color code:

Blue - shifts at Davis Family

Purple -shifts at Armstrong

Yellow - request for time off pending

White/no color - out

Red/salmon - gap in the schedule

  • Update your Outlook Calendar view to include the Circulation Services in Public Folders and add to your favorites list
  • If using webmail - use Internet Explorer to access public folders
  • Record your regular schedule as a recurring appointment with no end date. Type your name in the Subject field and enter the branch where you are scheduled to work in the Location field. Label with branch color. Specific time display (busy, free, etc.) is not required for shared schedules. Unclick reminder box
  • The Circ Calendar should reflect the start and end time and work location (branch) of the shift
  • Use your personal Outlook calendar to schedule personal appointments and meetings within the scheduled workday; collaborate with co-workers to ensure adequate coverage
  • Outlook permissions: Anyone can add an appointment; appointments can only be edited by the person who entered the appointment and by the Circulation Services Manager and Coordinators as needed

When you are not working a regularly scheduled shift:

  • Each staff person assumes responsibility for ensuring that their work schedule is accurate and up to date in Outlook - including substitute arrangements
  • Consult with Circulation Services Manager and/or your direct supervisor to plan time off – all or part day
  • Consult the Circ Outlook calendar to determine if others are out that day; avoid scheduling time away when others are already scheduled out
  • Schedule planned time out as far in advance as possible, in consultation/collaboration with Manager and co-workers
  • Edit as needed to accurately reflect your schedule – adjust start and end time if different from regular schedule, or anytime your absence creates a gap in coverage
  • Identify any gaps in the schedule – even if they have not been filled.
  • If you have arranged for a sub, open the appointment as a single meeting occurrence and change the individual occurrence: record the sub arrangement in each individual occurrence and adjust the time. Example: X for Y 7:15 – 4 pm
  • Use Outlook schedule function to “invite” the person covering for you - the invite serves as a reminder and confirmation of the arrangement – and the shift appears on the individual’s personal calendar in addition to the departmental calendar
  • If you do not need a sub, do not delete the appointment: open the appointment as a single meeting occurrence and change the individual occurrence: write OUT after your name and check the "all day event" box. Example: X OUT (now displays on top of calendar)
  • If you will be out more than one day: record the range of days out after your name. Example: X OUT 5/31-6/5; adjust individual appointments as needed to ensure accurate display on each day out (may need to delete individual appointments on the days out)
  • Record your days out in the Circulation Services and the all LIS Calendar – strongly encouraged by LIS Administration as a tool for alerting other LIS members to your days out
  • Tip - use the "copy to…" function to add changes made on the departmental calendar to your personal calendar; then adjust your personal calendar as needed to reflect out of office status
  • Use the out of office tool and keep your personal calendar up to date to assist with coordination of scheduling and to keep users and co-workers informed
  • As a courtesy to users and co-workers, please use the call diversion and message functions on your phone when out for long periods
  • Request subs by emailing the LIS Circ Services list; use "reply to all" when confirming arrangements so that others on the team are informed about substitute arrangements
  • Verify that schedule changes are correct; it is a shared and personal responsibility to alert each other to schedule gaps and errors
  • Keep in mind that on-call staff may not always have access to email – please follow up with a phone call if the request is urgent
  • It is the responsibility of each staff member to know their schedule and to arrange for coverage as needed

Davison Desk - separate Outlook schedule - Summer only

  • Summer means even more schedule changes as we add the Davison Desk to our busy schedules<br>
  • The Davison Desk schedule is a separate Outlook schedule (not integrated with the Circ Outlook schedule)
  • View the Davison Desk schedule in addition to your personal and Circ Outlook schedules when evaluating coverage and staffing gaps
  • Circ staff who are scheduled at Davison MUST ensure that their regular responsibilities are covered in their absence
  • It is the responsibility of each staff member to know their schedule and to arrange for coverage as needed
  • It is a shared responsibility to alert each other to schedule gaps and errors
  • Tip - add the Davison schedule to your favorites so that you can easily display your personal, Circ and Davison schedules side by side for viewing.
  • Tip - copy your schedule “appointments” from shared schedules to your personal schedule

Planned time away from work

  • Pre-approval required by your direct supervisor, the Circulation Services Manager or User Services Area Director for all changes to the regular schedule
  • Consult with Circulation Services Manager and your direct supervisor to plan time off – all or part day – for any time away from your work – including flex time
  • Plan as far in advance as possible to allow careful and equitable consideration of all requests for time off
  • Consult with team directly affected by your absence as far in advance as possible
  • Determine schedule/workload gaps; coordinate schedules with team and post for a substitute as needed
  • Record schedule changes in the Circulation Outlook Calendar – see above
  • Vacation time should be requested in advance of making plans; in order to coordinate multiple requests; direct supervisors will record requests for vacation days/time away from work. Pending requests will be in yellow, with name of staff member and date range followed by a question mark and will be approved as soon as possible, pending adequate coverage at all service points. In the case of staffing shortages, priority will be based on timeliness of the request and the equitable distribution of vacation time across the work group
  • LOA – required for longer periods away – consult with Manager and HR
  • Time away for a medical or family reason – contact HR for eligibility criteria
  • Feel free to contact the LIS HR Generalist drectly with any questions or concerns
  • HR should be alerted to unplanned absences longer than 3 days

Recording Time in Banner (Contact HR with questions or concerns)

  • You are responsible for ensuring accurate time reporting
  • Record actual hours worked – plan ahead and flex schedules to ensure that you stay within budgeted hours within EACH week
  • Hours can’t be carried over from week to week, or pay period to pay period in an effort to avoid overtime
  • Hourly employees cannot voluntarily forgo pay for hours worked
  • Hourly staff cannot “volunteer” their time for work performed related to their job. Other work (e.g., staffing the hockey rink, ushering a CFA event) may be performed on a volunteer basis
  • It is required that you are paid for each hour or portion of an hour worked and that you claim CTO for time not worked
  • Overtime needs to be pre-approved by Area Director
  • Enter all time worked in 15 min. increments - round up or down to the nearest quarter hour
  • Hourly staff should use CTO for each hour/part of an hour away from work
  • Breaks – must be paid time unless completely free of work expectations for at least 30 minutes (for example - if you are required to eat lunch/dinner at your desk – it is paid time)
  • Full days/shifts - plan your day with co-workers so that you can take an unpaid meal break (30 minutes required; 1 hour encouraged) away from work – completely relieved of work responsibilities
  • Breaks of less than 30 min are considered worked time
  • Breaks are not intended for arriving late or leaving early; two 15 min breaks may not be combined for a half hour paid meal break
  • Unexpected closings that affect your regular schedule may be paid time – supervisors will contact HR to determine on a case by case basis (until a standard HR policy is developed)
  • Note all changes to your regular schedule in the Comments section of your Banner time sheet
  • On-call staff - note details of date and location worked – Info, Arm, Davis Family, Mus, Dav, Stacks – in Comments section
  • E-mail time is paid time (every effort should be made to use email for work related reasons when at work); consult with your direct supervisor and the Circ manager to be paid for email time; 15 minute increments - round up or down to the nearest quarter hour
  • Please note any special release time in the Comments section of Banner

Staff Schedules and Time Management Guidelines - Unexpected time away from work

  • To ensure consistency and to facilitate communication and coordination of team schedules and activity please refer to the guidelines below
  • Scheduling and desk coverage is a shared responsibility - every member of the team assumes responsibility.

Illness, injuries, weather related etc.

  • In an emergency, if unable to work as scheduled, call co-workers directly affected by your absence and the Circulation Services Manager as far in advance of your shift as possible
  • Refer to the Team contact list/phone tree to notify, by phone, co-workers directly affected by your absence and to ensure smooth functioning of services
  • If all else fails, call the Davis Family Circulation Desk (during open hours)
  • Notify your direct supervisor and/or the manager – whether by phone or email - ensure that contact has been made and that substitute arrangements have been documented
  • You are not required to provide details of a personal emergency
  • Follow procedures in the Emergency Handbook for unscheduled closings
  • For unanticipated staffing gaps due to medical or personal reasons, the team will rely on each other to ensure that each member of the team is supported
  • Feel free to contact the LIS HR Generalist directly with any questions or concerns
  • HR should be alerted to unexpected absences longer than 3 days

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