[SCS dragon logo]

 Support Staff Policies
and Operating Procedures
Computer Science Department
Carnegie Mellon University

PTO

Back-Up Staff

Temporary Employment Services

Overtime and Compensatory Pay

Part-Time Work/Study Students

Time Cards

Supervision

Grievances


PAID TIME OFF
As outlined in Organization Announcement No. 323 , Paid Time off (PTO) days may be used for vacation, personal time, illness or time off to care for dependents. PTO must be scheduled in advance and approved by your supervisor(s), except in cases of illness or emergency. Please remember to obtain approval of requested PTO days from your faculty before making irrevocable plans.

TIME CARDS
Monthly time cards for non-exempt full-time employees should be submitted to Kathy Sutton ON TIME. Exempt employees should report their PTO record to Kathy Sutton at least once a year, on the employment anniversary date. If the employee prefers, s/he may report this information to Kathy on a monthly basis, or as taken.

OVERTIME AND COMPENSATORY PAY
At times an assistant's workload may be temporarily excessive due to special projects and needs that arise, i.e., conferences, seminars, and editorships. Federal law requires that extra hours worked during a week be compensated by overtime pay, or by taking compensatory time during the same week in which the overtime was worked. It is preferred that one not take compensatory time, since this isn't fair to the other faculty being supported. Instead, the overtime hours should be paid by the faculty/project requiring the overtime. When reporting overtime hours please include an Oracle string to be charged.

BACK-UP STAFF
A back-up system has been established to help in emergency situations when there is no time to arrange for a temporary services person. This back-up system is to handle only emergency items which cannot wait until the assistant returns.

For planned vacation periods or lengthier absences due to illness, the assistant should check with the faculty to determine whether or not a temporary person is required, keeping in mind that only emergency items can be handled through the back-up system. See below for the process for enlisting the help of Temporary Services.

In case of illness or emergency the employee should contact the assigned back-up. The back-up will then

  • notify the appropriate faculty members,
  • determine what that day's needs are and
  • decide whether assistance is required from the university Temporary Employment Service (TES). It is expected that TES will be called only in cases of urgent need. The back-up will be responsible for arranging temporary services if such assistance is required by the faculty. AnnMarie Zanger should be notified when TES is utilized.

In the event that the back-up is also unavailable notify AnnMarie Zanger.

TEMPORARY SERVICES
Temporary services may be arranged by calling the Temporary Employment Service at X2046. TES can be called as late as 11:00 AM for services the same day. Before arranging for temporary services during a planned absence or an extended illness, contact AnnMarie Zanger to obtain the appropriate charge number.

SUPERVISION
Each faculty, or group of faculty, is responsible for direct supervision of his/her assigned assistant, including

AnnMarie Zanger is responsible for initial aid in hiring, including

  • Coordinating candidate interviews with faculty
  • Reviewing and screening applications received
  • Checking candidate references
  • Completing other necessary employment paperwork, including submission of personnel requisitions to the employment office

and for help in certain areas during employment:

  • Preparing performance evaluation forms for use by faculty
  • Informing faculty and staff of relevant changes in policy.
  • Requests for change/reallocation of staff
  • Processing requests for upgrades/promotions
  • Equipment requests

GRIEVANCES
It is expected that assistants will deal directly with their assigned faculty or other immediate supervisor for assignment of duties, requesting permission to take paid time off, and when problems arise which require discussion and resolution.

Should problems arise which cannot be resolved directly and/or which require special attention or mediation, you may contact AnnMarie Zanger as your next available resource. Please do not hesitate to talk with her whenever you feel the need for additional input or objectivity. She will try to work with you to achieve an appropriate resolution.

PART-TIME WORK/STUDY STUDENTS
Each CS support staff member is allowed to hire a work/study student for a maximum of ten (10) hours per week. See Kathy Sutton for a general job description for office workers to advertise your particular position, and for the procedure to actually hire a worker to fill your position.

You may find that some student workers want more than 10 hours per week during the academic year. Some assistants choose to join forces with other assistants on the floor, hire a student together, and share the student's effort. This might actually be of benefit to everyone, since work loads tend to fluctuate depending on various factors (how many faculty you have teaching, conferences being planned, etc.) Students will be hired on a semester-by-semester basis. We trust that if you anticipate a light load in any semester you will alter the work/study hours to reflect this change. If it is necessary to hire a work/study to complete a large task for a particular faculty member or project, the cost of the work/study and any attendant needs (computer, computer account, etc.) should by paid by the faculty member, not the CS Department.

In particular, please try to limit hiring students for the summer to a maximum of five (5) hours per person, if at all. Since the load is extremely reduced during the summer, with no classes being offered, your needs should be small also. If you feel you have reason for an exception, contact AnnMarie Zanger BEFORE hiring a summer student.

Contact Kathy Sutton (ks4i@cs) to determine the current beginning salary for freshman work/study students. The beginning salary for upper class students will be incremented for relevant experience. Summer salaries will be the same as during the previous work semester.

NOTE: If at all possible, the student you hire should have work/study credit through financial aid -- since this is financially beneficial to the department. This information is provided on the application form.