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LHRD Student Employment


Announced Pay Program - 2007
Implemented : July 1, 2007

FREQUENTLY ASKED QUESTIONS
ON THE STUDENT PAY RATE INCREASE 2007


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LHRD information for staff

Student Employment

Payroll Records Unit

LHRD Home Page

FAQs:

  1. What are the two new rates?
  2. In which cases will student employees be paid at the $12.00 per hour rate?
  3. What time does Night start when referring to pay for Night/Weekend Supervisor? (updated 7/5/07)
  4. What about the Graduate Students?
  5. Why are we raising pay rates?
  6. Why haven't I heard about this before now?
  7. When will the new wage structure go into effect?
  8. Will the new wage rates be retroactive?
  9. Currently I have some students paid at $8.57, some at $9.58 and a couple at $10.58. What will be their new rates?
  10. Currently I have some dual-rated students who perform night and weekend supervision and are paid at $8.57 as their regular rate; and $10.58 when in charge nights and weekends. What will be their new rates?
  11. What about the students who are workleaders during the day?
  12. What about the students who perform the highest level of work on a par with career staff and/or who have specialized difficult-to-recruit-for skills?
  13. How will my unit fund the new student pay rates?
  14. Will there be ongoing salary raises for students, such as the 10 cents per hour or 1260 hour increases as in former wage programs?
  15. Will there be reclassifications for student employees? Why?
  16. How can I motivate, reward or retain my high performers?
  17. Will this new system save the student supervisors time?
  18. What is the supervisor's role in the new pay rate program?
  19. Do I need to do anything special for the new rates?
  20. Can you explain more about what a transfer and dual-rate mean?
  21. When will the student wage program be reviewed again?
  22. Do students still get a shift differential?
  23. Do students who work on weekends receive shift differential?
  24. Is this new pay program applicable to library student workers in Affiliate LIbraries?
  25. I have more questions. Who can I ask?

What are the two new rates?

Student Assistant - $10.60 per hour. This title and salary is to be used for all student library employees as the regular rate.

Student Assistant, Night and Weekend Workleader - $12.00 per hour.

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In which cases will student employees be paid at the $12.00 per hour rate?

As exists in the current system, public service students are dual-rated, meaning that the student is enrolled in both pay rates upon hire. The Night/Weekend (N/W) Supervisor rate is to be used as students are assigned by the supervisor in the unit to night and weekend work, when they are on duty at these times, AND are in charge of the facility without the presence of career staff. When not on this assignment, the students resume clocking in at the base rate. Only one student per shift on a night or weekend assignment will carry the “in-charge” designation and be paid the higher rate. As units currently do, this opportunity to be “in charge” may be assigned on a rotational basis among skilled and trained students.

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What about the Graduate Students?

There is no change in the program or wage for Graduate Students. See the LHRD website for details.

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Why are we raising pay rates?

Last summer, as staff were receiving the first wage increase in over 3 years, the Library Administrative Group (Admin) decided to review student employee wage rates to determine how competitive Library rates are. The Admin proposed a wage increase for students should the budget allow. Between an examination of the budget, competitive student wages on campus, the complexities of the current wage system, and a new Kronos (hourly employee time-keeping program) system being launched, the Admin Plus Group (Admin plus Directors of Bancroft and East Asian Libraries) decided to raise the wages and simplify the work involved in getting students to the higher levels of pay. It was important to Admin Plus to have clarity, simplicity and budget stability in the new wage structure.

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Why haven’t I heard about this before now?

We are not sure! The first announcement was made at the Administrative Services Council Meeting and reflected in the minutes of last July 2006. Initial presentations were made by LHRD at Roundtable meetings in August and September 2006, with several proposals presented and feedback received. At that time a moratorium was placed on increases for current students to allow for further in-depth study of the proposals. Urgent cases were referred to the respective Associate University Librarian for review and approvals. In all cases, these were not approved. Updates on program status were reflected in Roundtable minutes. Data from several student payroll runs was compared and analyzed, management input was sought, student supervisor input was received. During November and December 2006, individual consultations were held among LHRD staff assigned to this project with key managers and supervisors employing the majority of the library’s student employees to seek consensus and review needs. Upon invitation, LHRD staff went into units to directly address key unit leaders. Two final proposals were rolled out to Admin Plus Group in December, and one was accepted for implementation of a trial two semester pilot basis. We are now at the point of issuing the broader communication to the entire Library community.

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When will the new wage structure go into effect?

There is still a lot of work to be done. As we are issuing the communications, LHRD and LBS are working together toward a swift implementation. Effective date will be soon, but all this depends on ability to program the increases versus manual changeover, coordination with programmers, payroll offices, etc. LBS and LHRD are targeting a late winter/early spring 2007 implementation date.

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Will the new wage rates be retroactive?

No.

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Currently I have some students paid at $8.57, some at $9.58 and a couple at $10.58. What will be their new rates?

All of them will receive $10.60.

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Currently I have some dual-rated students who perform night and weekend supervision and are paid at $8.57 as their regular rate; and $10.58 when in charge nights and weekends. What will be their new rates?

They will be dual-rated at $10.60 and $12.00.

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What about the students who are workleaders during the day?

These students will be paid at $10.60 per hour. If a unit has special needs that require a higher paid position in the workleader role, this need may be addressed by hiring non-students into titles such at Library Assistant I which pay in the $12.00 range. Unit leaders considering this option should have discussions with their managers about the need for these types of positions. These positions may be filled by the conversion of a unit’s GA money into staff positions.

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What about the students who perform the highest level of work on a par with career staff and/or who have specialized difficult-to-recruit for skills?

All student employees will be paid $10.60 per hour. If a unit has special needs that they are unable to fill through the normal student recruitment process, options should be discussed with LHRD and unit managers to again fill these needs by hiring non-students into staff titles by converting GA funds.

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How will my unit fund the new student pay rates?

Unit budgets will be augmented the amount needed to cover the wage increase with the same allocation of student hours.

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Will there be ongoing salary raises for students, such as the 10 cents per hour or 1260 hour increases as in former wage programs?

No.

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Will there be reclassifications for student employees?

No.

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Why?

The process of reclassification for student jobs which worked well 15 years ago when implemented has ceased to be effective. The comprehensive task lists, amount of time and justification and process necessary for supervisors to prepare such requests and for higher levels of approval to review the proposals became unwieldy. Budget control became difficult. There was inconsistency across Library units on pay rates for similar work. Supervisors were spending an inordinate amount of time following through on reclassification requests, tracking down documentation lost or stalled within the chain of approvals required, and in conversations with students whose increases did not come. The administrative overhead on managing this system was costly, taking valuable supervisorial time from other priority work. Many students who worked for a long tenure in the Library were frozen at the lower $8.57 rate due to a lack of enough specialized assignments required to increase pay.

After much study, it was determined that all student work is valuable and necessary to the Library, and that our students deserve to be well paid for their work. As their work is secondary to their studies, we are not attempting to rebuild a career system for our student employees, but rather to just pay them well no matter what they do.

Some students will prefer to have simpler or more routine library assignments so they can focus on matters other than work. Other students will prefer to have challenging assignments and opportunities for the growth of new skills. No matter what the students’ choice, we will pay them all well. We look toward strong performance as students will now be able to get well-paid for the type of job that interests them, and not have to accept a job of less interest just to earn a decent wage.

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How can I motivate, reward or retain my high performers?

Studies have shown that recognition, acknowledgement, and lending opportunities to grow skills for those who are interested are the most effective rewards, much more so than money once a basic wage rate is maintained. With student employees, Library supervisors have noted that many students work during their university careers to gain valuable work experience and skills as part of their education. One of the most effective rewards is to offer and deliver reference letters for the students tailored for their entry into a career position or into graduate school. Students will be as happy and appreciative and hard-working as their supervisors are. For those few and rare students who are not working effectively, please consult with LHRD on remedies.

In addition to the above, student employees are eligible for a $250 Spot Award for outstanding service that meets program criteria. Supervisors of student employees may consider nominating their high performers for this new award. See program details at: http://recognition.berkeley.edu/ and consult with the Library’s Recognition Award Administrators, Susan Wong and Juana Loza in LHRD for specific details.

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Will this new system save the student supervisors time?

Absolutely. Supervisors will no longer need to review length of service, work performance, tasks assigned, monitor student task lists to review appropriate classification level, prepare and submit reclass packets, nor spend hours in follow-up with LHRD and LBS. Units will have more time to concentrate on priority work.

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What is the supervisor’s role in the new payrate program?

The supervisor needs to fully understand the program, support it, and clearly communicate it to the students. All supervisors need to pay close attention to the hours reported in Kronos to assure that the hours reported were actually worked.

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Do I need to do anything special for the new rates?

Nothing more than before. However, supervisors must continue to pay particular attention to the dual-rated students who have to perform an “activity transfer” in the Kronos system, and to monitor the expenditure of their GA budget throughout the year so as not to exceed the budget.

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Can you explain more about what a transfer and dual-rate mean?

An initial hire into a public service unit which is open on nights and/or weekends will be dual-rated upon hire at the regular and workleader rate.

Student employees are paid by punching into the automated timekeeping system called Kronos. Most students are paid at one regular rate, some students are enrolled at two rates: the regular rate and the workleader rate. A student will always be paid at the regular rate upon login unless special transfer procedures are followed. When instructed and assigned by the supervisor to be the workleader for a particular shift, a student will have to affect an “ activity transfer” in the Kronos system, to move from the regular rate to the workleader rate for this one shift. When resuming regular duties, students do not need to affect another transfer: the system will automatically pay at the regular rate upon the next login. Student supervisors will monitor all Kronos timesheets for accurate and appropriate submission of rates.

Once hours are submitted in the Kronos system, the supervisor is assuring the complete and total accuracy of the submission. Units which have several supervisors managing students but only one Kronos supervisor must work out internal procedures so that all of the actual supervisors have seen and verified the hours prior to the Kronos supervisor submitting them.

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When will the student wage program be reviewed again?

Library administration will review this wage program after two semesters (one year) to determine its effectiveness and whether any changes need to be made.

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Do students still get a shift differential?

Yes. Campus regulations provide that any employee, including student employees, receive extra pay when they work 4 hours or more after 5 pm. For students, this extra pay is .47 per hour worked, beginning at the start of their shift. Therefore, if a student works from 3 pm to 9 pm, they receive .47 per hour on top of their pay rate (whether a regular rate of $10.60 or a workleader rate of $12.00) for 6 hours. However, if a student works from 3 pm to 8 pm, they do not receive shift differential, because they did not work 4 hours after 5 pm.

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Do students who work on weekends receive shift differential?

Yes if they work 4 hours after 5 pm, but the differential is not applicable to the daytime hours on Saturday and Sunday.

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Is this new pay program applicable to library student workers in Affiliate Libraries?

No. Affiliate Libraries hire, manage and pay their student employees under programs run through their departments and these workers are not employees or under the jurisdiction of The Library.

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What time does Night start when referring to pay for Night/Weekend Supervisor?

"Night" begins at 5:00 p.m., when the career or limited staff person in charge of the unit leaves work.
The Night/Weekend Supervisor shift begins at 5:00 p.m. or later. During this Night/Weekend Supervisor shift, the responsibilities for supervision of the facility shifts to the student who is expected to oversee the unit, handle any emergencies that arise, and in some cases turn off the lights and lock the facility, due to the absence of regular staff.

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I have more questions. Who can I ask?

For inquiries about the Program please e-mail stuempl@library.berkeley.edu.

For inquiries about the Pay Rates and Kronos please e-mail libpay@lists.berkeley.edu.

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