Staff Manual: Temporary Hourly Employment

Revised 12/05.

Temporary Hourly Information

The University Library offers a wide variety of temporary hourly positions throughout numerous locations on campus. Our organization employs for most major libraries, (excluding the Law, Business Administration, Clements, Bentley, Ford, and dormitory libraries) such as:

  • Music
  • Area Programs
  • Public Health & Informatics
  • Asia
  • Rare Books & Special Collections
  • Biological Station
  • Science Library
  • Buhr
  • Social Work
  • Dentistry
  • Taubman Medical
  • Art, Architecture, & Engineering
  • Shapiro Undergraduate
  • Fine Arts
  • Askwith Media
  • Harlan Hatcher Graduate
  • Map
  • Museums
  • Digital Library Services

Shelving, circulation, reference, data-entry, on-line searching, HTML authoring, and clerical support are just a few of the opportunities we have to offer. Our libraries also accommodate flexible and unusual schedules, such as late night and weekend hours.

Most of our positions pay are around $7.40 per hour. Positions which pay at a higher rate require special qualifications (e.g., extensive computer literacy, particular language abilities, etc.). The Library also has a longevity program in which students are eligible for a maximum of 2 increases of 25 cents after each 300 hours worked.

Previous library experience is helpful when applying for a position, but not necessary. Qualifications which are common to many of our positions include: computer experience (such as HTML authoring, programming, UNIX, word-processing, spreadsheets), typing, foreign languages, general clerical, public service experience, reliability, the ability to do detailed work accurately, and a willingness to work. It is very important to mention these skills when filling out an application because we often have jobs which require these skills and experiences.

If you are a student at U-M and are interested in flexible hours, working with a diverse staff and public, and within easy distance of home, study, or play—come check us out!!

Temporary Hourly Employees

The University Library offers a wide variety of temporary hourly positions. These positions are designed primarily for students, and students are given first consideration for them. Applications for temporary employment in the Library system are available in Library Human Resources, which will make every attempt to match applicants, qualifications and schedules with the qualifications and hours requested by supervisors. Temporary employment is offered and administered without regard to the irrelevant factors of race, creed, color, national origin, religion, ancestry, sexual orientation, sex, and age except when sex and age are bona fide occupational requirements.

There are three categories of temporary employment:

University of Michigan Student Employee

This is any employee enrolled in the University of Michigan whose primary purpose for being at the University is to obtain an education. Student employee status for this purpose is not affected if a student employee is not enrolled during the periods between consecutive terms or during the Spring-Summer term.

Non-University of Michigan Student

This is any individual employed by the University of Michigan who is enrolled full time in high school or enrolled for six credit hours or more at a college or university other than the University of Michigan.

There is no limit on the duration of employment for U-M or non-U-M students. Both types of students can remain employed indefinitely as long as they meet all criteria for student employees. Previously, all non-UM student employees were categorized as non-student temporaries and thus subject to a 12 month limit on length of employment.

Temporary employee

This is any non-student employee whose employment, either full- or part-time, in a specific position is irregular, sporadic, or casual by design or is fixed at the time of employment to not exceed 12 consecutive months and is established for:

  • A specific project;
  • Relief for regular employee absences;
  • Augmenting regular staff for circumstances occasioned by resignations, dismissals, increased work loads, or other conditions that may create a short-term need; or
  • Filling positions when qualified student employees cannot be found.

While temporary employment of non-students is limited to 12 months, the fixed appointment may extend to 18 months for a specific project with prior approval from the Library Human Resources Office. A temporary employee whose position is sporadic or casual (defined as 8 hours or less per week) has no duration limit on employment.

(Refer to pertinent definitions and provisions in bargaining agreements when considering temporary employment in the job classifications included in the bargaining unit.)

Temporary employees are responsible for reporting any changes in their status, such as from student to non-student, to their supervisor. Likewise, the unit supervisor is responsible for reporting any change in the status of the temporary employee to Library Human Resources. The supervisor also is responsible for monitoring the duration of non-student employees.

Student and temporary employees are not eligible for University fringe benefit programs except for travel accident insurance. Student employee eligibility for FICA and Unemployment Compensation is controlled by State and Federal laws.

All non-exempt student and temporary employees, regardless of classification title, will be paid overtime compensation at one and one-half times the rate for time worked in excess of forty (40) hours in a calendar week. Note: If an individual, already employed by the University in a regular (non-exempt) position, receives additional compensation through a temporary appointment, this secondary appointment may require the payment of overtime at one and one-half the regular rate.

Filling Vacant Temporary Positions Process

 

Supervisor

  • Submits a Temporary Hourly Job Requisition Form two weeks in advance of desired starting date, if possible. Note: The form must indicate the following information—statement of duties and requirements, number of hours needed per week, number of temporary employees requested, schedule that the employee(s) must be able to meet, unit, sub-unit, shortcode(s), times the supervisor can interview, and starting date.

Library Human Resources

  • Reviews form for completeness of information.
  • Sets pay rate.
  • Screens applicants in person or on file to determine the best qualified candidate.
  • Shares all relevant information about the open position with the candidate.
  • Informs the supervisor of the possible candidate and confirms the interview time.

Supervisor

  • Conducts the interview. Note: The candidate will arrive with a completed application form with an addendum attached. The addendum contains a section at the bottom of the page for the supervisor to complete immediately following the interview.
  • Decides whether the candidate is to be hired or not, and indicates the recommendation on the addendum, as well as signs it.
  • If a decision to hire is made, indicates desired start date, number of hours per week the student will work and whether or not requisition should be closed. The supervisor also needs to confirm the pay rate(s) and the shortcode the student will be paid from. Note: Regardless of the decision, the applicant should return immediately to Library Human Resources with his/her application and addendum.

Library Human Resources

  • Requests that the recommended candidate fill out all required forms for employment. Reviews all forms to ensure completeness.
  • Supplies candidate with PINK CARD to be returned to supervisor, indicating that all hiring paperwork has been completed. A student must NOT be allowed to work until he/she has submitted the PINK CARD to the supervisor. Note: The PINK CARD indicates that all hiring paperwork has been completed, including the Employment Eligibility Verification form or I-9. Failure to have a valid I-9 on file prior to beginning employment can lead to a substantial penalty and fine, which will be charged to the hiring unit.
  • Processes hiring forms and forwards to appropriate University offices.

College Work Study Policy

The University Library offers a wide variety of temporary hourly positions to College Work Study (CWS) students.

The CWS Program is a federally funded student financial aid program that provides funds to pay student wages. The program is administered according to federal guidelines by the Student Employment Office. It is important to note that the CWS Program is designed to create additional employment opportunities for students.

Award Periods and Scheduling Arrangements

There are two award periods each academic year, one covering the Fall and Winter terms and one covering the Spring-Summer term.

CWS employees may work:

  • Up to 29 hours per week during the Fall-Winter and Spring-Summer award periods, and
  • Up to 40 hours per week during periods between September and May when classes are not in session, such as the holiday break between terms.

Note: Actual work hours depend on the student's award, hourly pay rate, and employer's need for assistance. An effort should be made to extend the student's work hours through the end of the award period, without exceeding the amount of the award.

Work Load Formula

The following formula determines the number of hours that a CWS student employee can work in an award period:

Amount of award
divided by
student hourly wage
equals
total number of hours the student can work.

The following additional calculation determines the number of hours that the student can work each week:

Total number of hours the student can work
divided by
number of weeks the student will be available
equals
number of hours per week.

Example

$1000.00 / $6.25 = 160 total hours
160 / 13 weeks = 12.3 hours per week

The following points speak to questions that are frequently asked about CWS appointments:

  • A student who does not exhaust his/her Fall term award may apply the balance to his/her Winter-term award, thereby fulfilling the Fall-term commitment and receiving the full amount of assistance granted for the award period.
  • A student who does not exhaust his/her award by the end of his/her award period loses the balance of the award.
  • A student with a full two-term award is allowed to work during inter-session periods. For example, a student holding a Fall-Winter award may work during Christmas-New Year break. However, because CWS only provides funding when classes are in session, 100% of the student’s pay will come from the unit’s budget.
  • A supervisor who exhausts a student's award amount before the end of an award period has the option of either terminating the student's employment or paying 100% of the student's wages. In addition, employees who exhaust their awards and continue to work as non-CWS employees do not jeopardize their chances of receiving future CWS awards.
  • A CWS employee may hold more than one CWS job at a time provided the total number of hours worked for all CWS jobs each week does not exceed the maximum allowed (see Work Load Formula).
  • A CWS employee may terminate one CWS job and begin another in accordance with any mutually satisfactory agreement that has been arranged with his/her employer before or during the course of employment. Hiring for a new position is accomplished in the same manner as hiring for the original job.

Temporary Hourly Longevity Program

Effective May 4, 1997, the Library’s Temporary Hourly Longevity Program underwent an important change. The program now provides a 25 cent increase to temporary hourly employees who have worked in the same unit for 300 cumulative hours and a second 25 cent increase after an additional 300 (600 total) cumulative hours. This reduction in the number of cumulative hours was instituted in order to assist with the retention of quality employees.

Unit supervisors should continue to review timesheets or pay registers in order to determine how many hours each temporary hourly employee has worked in the unit, and then notify Library Human Resources when the increase is due. Cumulative hours means that breaks in employment can occur and the hours do not have to be consecutive in order to count. In the case of temporary hourly employees who have already received one longevity increase, supervisors should begin to count toward the second 300 hours after the first longevity increase was received.

If you have any questions about the Temporary Hourly Longevity Program, please contact Library Human Resources at 764-2546.

Page maintained by Rich Schrader
Last modified: 04/13/2011