Foley Library User Services Training Guide

Supervising Student Employees

As Lead Grad, you will be in a supervisory role during the late-night hours when there are no full-time staff in the building. What does supervising undergrads look like?

Daily Schedule & Student Tasks

In terms of the student schedule, it is set in WhenToWork. Each morning, the opening supervisor will assign tasks to particular shifts, and print out a copy of the schedule, which will be placed on the circulation desk. Supervising means keeping an eye on the schedule to make sure assigned tasks are being completed each evening.

If all tasks are completed, but you notice that something needs to be done (the shredding bin is full, the sorting shelves are overflowing, the sensitizing table has piles of books), ask a student employee to complete the project.

Leading By Example & Belonging in the Library

As we discussed in the Tier 3 training, we expect Lead Grads lead by setting an example. What does that look like?

- If you notice someone walk in with a pizza, politely remind them that we do not allow full meals and ask them to eat it in the atrium.

- If you hear the security gates alarm, flag down the patron and ask that they walk through again.

- If you hear a newer student given incorrect or partial information, gently interject with the full or correct information.

- Checking the student schedule at the beginning of your shift and asking yourself questions such as: Are all tasks being completed? Does anyone need a break?

All of the above examples not only ensure that the library runs smoothly, they also provide newer students with scripts for them to use in future interactions. However, you can also help to cultivate a sense of belonging in the library by getting to know your coworkers. Asking a newer student how their day is going or what they are doing this weekend helps to cultivate a culture of belonging among student employees in the library.

As a leader among your peers, they will begin to look to you to set the tone for what it looks like to work in the library. Be cognizant of that responsibility of culture-setting when you are working in the building. For example, if you allow your friends to hang out at the desk, newer students will think that is acceptable work behavior. Conversely, if you are able to navigate your friend away from the desk, newer students will learn those techniques when dealing with similar situations with their friends in the future.

Reporting Student Employee Issues

If you notice student employee issues, make sure you report them to a supervisor. Here are a list of some issues that you might encounter, and what you can say to resolve the issue in the moment:

• Tardiness:  Ask, "Did something happen to make you late tonight?"
• Missing shifts: Attempt to call them and ask what happened.
• Falling asleep on a shift: Gently wake them up and ask them to take a walk around the building to wake up. If they need to take the rest of the night off and you have sufficient staffing, you may dismiss them for the rest of their shift.
• Listening to headphones while on the desk: Remind them that we can't allow headphone use at the service desk.

• Eating while at the desk: Ask them to take a break to finish eating.
• Having friends hang out at or behind the Circulation Desk: To interrupt the conversation, you can ask them to complete a task ("Could you go finish shelving the Ps?"). When they return, remind them that short conversations are okay, but that they need to keep conversations at the desk brief. Having friends behind any service desk is a huge confidentiality risk and is never acceptable under any circumstances!

Make sure you note any student employee issues in your shift report, and whether or not you had a conversation with them about the issue.

It is important to communicate any issues via your shift reports. We want to set our student employees up for success, and make sure that we intervene if any professional coaching is needed.