Foley Library User Services Training Guide

Planned Time Off Expectations for Late Night Students

For planned time off, our expectation is that all students (undergraduate and graduate) should give us at least 48 hours' notice for any dropped shifts.This helps ensure that you have sufficient coverage during the late-night hours.

Occasionally, you may need to deal with last-minute staffing issues, such as a student employee calling out sick or a no-show.

How Students Call in Sick

Just like you, undergraduate student employees will use the "sick/absent" notice to call in sick. Once the form is submitted, an email is sent to all supervisors (Molly, Amanda, Hannah & Laura), and another email is copied into a folder in the Reference Desk Outlook account (which can be found on the station at the Info Desk using the foley-refdesk login).

To locate the Sick/Absent notice emails, open up the Reference Desk Outlook account (Note: you must be logged in as foley-refdesk to access this account). Find the folder labeled "*Sick/Absent Notices from Students."  All recent sick/absent notices should be in that folder.

How to Find Emergency Back Up Coverage

If a student is out sick or you have other late-night staffing issues, follow these steps:

1. Using the FCirc1Sup login, log in to WhenToWork (password can be found in the Supervisor Binder at the floater desk).
2. Once logged in, at the top of the screen along the blue banner, click on "Messaging."
3. On the following screen, click on "Write."
4. On the following screen, under the "To" field, select "Everyone."
5. For the "Subject" line, write "READ NOW: Shift Coverage Needed Tonight!"
6. Compose a message that is short and to the point (i.e., Hi Everyone! This is Laura and everyone is out sick tonight. If you can help me close please request any available hours in WhenToWork!")
7. Click on "Send."
8. This will send an urgent message to all student employees and managers.

How to Approve Trades for Emergency Coverage

To approve trades, follow these steps:

1. At the top of the screen (blue banner), find and click on the "Trades" section of WhenToWork.
2. If a student requests a late-night hour, you will see it appear in this section.
3. Before approving any trades, click on the "Check Conflicts" button. If a student employee is over their allowed hours for the week, it will be noted after clicking that button. If there are no conflicts, a "No conflicts were found" message will appear, which means that student can work the shift and will not go over their hours.
4. If there is a conflict, click on the "Reject" box and add a comment about being over hours for the week.
5. If there are no conflicts, click on box below "Approve" to approve the request.
6. Select "Post" to approve or reject the request.
7. A message will pop up: "Are you sure you want to approve/reject 1 request?" Select "Yes."
8. This will send a message to the student employee that their request has been approved or rejected.
9. Write the student's name on the print schedule.

PLEASE DO NOT APPROVE ANY TRADE REQUEST OUTSIDE OF YOUR SHIFT. Leave those for a full-time supervisor to handle.

If you end up sending any messages through WhenToWork or approving any shifts, make sure to note that information in your shift report.

What To Do If You Have to Close Alone

In the unlikely situation where you are the only one working and are faced with closing the building by yourself, please call Campus Security at x2222 from any desk phone or 509-313-2222 from your cell phone. Explain that you are a student employee at Foley Library and you are working on your own. Ask them to arrive at 1:30 am to help you clear the building.