CFL Student Employee Training

TimeKeeping for PSA's

Use Both HRMS and Libstaffer to Clock In/Out for all shifts:

1. Clock In/Out using HRMS

• Login to the HRMS NDUS Portal using your NDUS credentials
• Click on "Time"
• Select a Job based on the time/day you are working
  • Weekday Shifts during 8:00am-4:30pm: Select  "Public Service Assistant"
    • This includes Holiday weekdays 
  • Weekday Shifts after 4:30pm: Select  "Evening/Weekend KC Student"
  • Weekend Shifts: Select  "Evening/Weekend KC Student

***When Working a Shift that falls under both "Jobs" you must clock out of "Public Service Assistant" at 4:30pm and Re-clock in under "Evening/Weekend KC Student"***

• After selecting the correct "Job" 

  • Click "Punch Type" then Select "In" or "Out"

  • Click "Time Reporting Code" then Select "Regular Hours - H01" or "Workstudy Hours - H14"

  • Click "Submit" to Finalize

• Clock in and out of this system for 30 minute meal breaks

2. Clock In/Out using LibStaffer

• Visit: LibStaffer
• Login using your LibStaffer credentials
• Click the "Clock in/out" tab and then Click "Clock In" or "Clock Out"
• Kristen or Chris can make adjustments so use the notes if needed
• You don't need to clock in and out of this system for 30 minute meal breaks

Managing shifts 

• Click on the "Home" tab
• Verify the accuracy of "My Upcoming Shifts"
• Click on the "Open Shifts" tab for any new shifts opened that you can take
• For information on Setting Availability, Favoriting Shifts, and Adding Time Off  visit our LibGuides instructions
• To Give up, Swap, or Split shifts
  • Note: swapping doesn't require supervisor approval but giving up/requesting time off does require that
• Check the schedule tab and make sure that someone else is clocking in when it's your time to clock out
  • If there's a period that the Information Desk won't be staffed, let Kristen, Chris or Jay know as appropriate
• To get the latest Information
  • Check the right hand side "Messages tab" for any messages  and...
  • Go on Teams and click on the "Red Binder" file, then click on the "Daily Check In" for any new announcements 

!Please attempt to find coverage for shifts you cannot work!

If you are unable to fulfill a shift assigned to you:

• Attempt to find coverage through the coworker "Coverage Group Chat" and Communicate with supervisor concerning the circumstances of your potential absence.

  • Shifts during 7:30am-4:30pm contact Kristen and Chris Immediately.

  • Shifts during 4:30pm-12:00am contact Kristen and Jay Immediately.

In Urgent cases or cases with little prior notice:

Please contact your supervisors directly (based on shift) to discuss affected shifts and impact. 

LibStaffer does not allow same day drops.

Three Function of LibStaffer:

Give Up:

• This is for situations where the supervisor has already approved the giving-up of a shift.

  • Please do not give up a shift if you do not have a coverage solution.

• Once a shift is given up your shift will be posted for everyone under the "Open Shifts" tab and other students can pick it up.

• However, if no one picks up your shift, you are still responsible to work it.

Swap:

• If you want to trade a shift with someone (talk to them first) and then hit "Swap".

• This pulls up a list of everyone that this shift could trade with. Select "Request Swap" next to the shift you want to work instead of your assigned shift.

• The request will be sent to that person to either approve or deny.

• If they approve, your new scheduled time (the traded time) will show up on your schedule instead of your originally scheduled shift).

Split:

• This function won't be needed all that often since our shifts are set by the hour.

• But if you can't work the first 30 minutes of your assigned shift, click "Split".

• Once you do, you can "Give Up" the part of the shift you cannot work.

• Remember our schedule is set up by the hour, so for the most part you will just use the "Give Up" and "Swap" functions, even if you can only work part of the "shift".

Remember:

• Shifts on your schedule are your responsibility even if you have tried to give it up.

• Your shifts are the first thing you see on your home page.

• You can Give Up, Swap, and Split shifts.

The first and last thing you should do on every shift is record your time and fill out the manual form (if required by your supervisor).

You will need to go through Oracle to do online timekeeping. https://adminsys.ndus.edu/psp/hehp/?cmd=login&languageCd=ENG&

• Sign in with your campus connection credentials
• Click on "Time" located under "Employee Self Service"
• 
• Make sure you use the correct TIME REPORTING CODE:
  • H14 for work-study
  • H01 for institutional *It defaults for this one - watch out!
  • 
• If you click on the arrow on the right side of the screen that is connected to the "in" box, you are able to leave comments
  • Comments can be for explanations for why you are late. 
  • WHEN CLICKING OUT OR CANCELLING A COMMENT HIT "CANCEL" AT THE TOP LEFT OF THE BOX. DO NOT HIT DELETE OTHERWISE IT WILL DELETE YOUR PUNCH IN TIME!!!

If you aren't sure which you are, talk to your supervisors first!