LAUC-LA Handbook

This guide provides information and background documents for LAUC-LA Committees to carry out their charges. For a committee’s charge and roster, click that committee tab and a drop-down menu will lead to the procedures and documents for each committee.

Welcome!

Stay tuned! This site is under development. We are basing our checklist on the LAUC-SB Orientation checklist.

Orientation Checklist

Orientation Checklist for New Members

Activities by Person(s) Responsible Activities by Date

By Person(s) Responsible

Library Human Resources

Before arrival

  • Send appointment letter
  • Send [link] to local housing information (Community Housing Office)
  • Send link to new employee packet
  • Notify Systems office to create an email, TRS account, and to set up a computer network login
  • Notify AUL, Unit Head, and/or Review Initiator of new employee’s name, job title, and start date
  • Notify LAUC-LA President and LAUC-LA Secretary of new employee’s name, job title, and start date

Information packet for first day

First day of work

  • Add new employee to library and UCLA directories
  • Introduction to Transportation and Parking Services, especially Parking Permits and Transportation Alternatives Program
  • Schedule for UCLA Human Resources New Employee Orientation
  • Complete employment packet and provide orientation checklist
  • Complete background check paperwork for employee
  • Discuss paydays, timekeeping system, benefits package
  • Arrange for UCLA staff ID card
  • Discuss Travel Policies and Professional Development Funding and forms

Second day of work

  • Establish BOL (Bruin Online Account)
  • Establish ORCID ID
  • Establish Confluence Account (for Librarians in Affiliated Units)

Annually

  • Annual Orientation for New Staff, with a component for new librarians

Library Building Manager or Appropriate Administrative Staff 

First Day

  • Office keys and other building access permissions or cards
  • Inform new employee about room reservation policies

Library Business Officer or Appropriate Administrative Staff

First week of work

  • Order business cards


Immediate Supervisor

Before arrival

  • Equip employee’s work area with basic supplies

First day of work

  • Email to library announcing arrival and duties of new librarian
  • Introduce employee to coworkers
  • Basic tour of department, focusing on restrooms, staff rooms, location of supplies, photocopy machines, printers and telephones
  • Review job description and basics of peer review process
  • Provide unit organization chart

Second day of work

  • Discuss department hours, variation of schedule, and procedures for reporting absences and requesting leave
  • Discuss holiday schedule
  • Discuss the library and unit's mission and goals 
  • Discuss telephone procedures and policies
  • Cover safety and security issues, such as emergency procedures, personal safety, and the evacuation route and meeting place
  • Orientation to Library email systems and unit online utilities

By end of first week

  • Review library’s organizational chart and reporting structure
  • Arrange for orientation to other departments with whom employee frequently interacts
  • Cover department-specific plans, policies, and procedures
  • Arrange for job specific training and introduce primary contacts in other units or departments
  • Building tours
  • Register for appropriate email lists
  • Discuss role of student employees, how they are hired, availability for projects, student support services, as needed
  • Discuss role of staff, how they are recruited, job responsibilities, and support services, as needed
  • Review ergonomic issues

By end of first month

  • Discuss opportunities for additional training and professional development, including funding options
  • Discuss position-related committees, job obligations and mutual expectations
  • Review training thus far and solicit feedback, discuss additional training sessions as needed
  • Discuss and establish preliminary goals and expectations for the first Peer Review period and outline training plan as needed


LAUC-LA Executive Board

By end of second week

  • Chair (or delegate) emails a welcome message to the new employee including links to the LAUC-LA website, brochure,  and handbook, calling special attention to the Useful Links pages. The Chair of the LAUC-LA Mentoring Committee/WOM should be copied on the email.
  • Secretary adds new employee to LAUC-LA roster and to LAUCTALK email list.
  • Webmaster update online LAUC-LA membership page.

By end of first month

  • Schedules informal session (luncheon/coffee/brown-bag) with board members and appropriate LAUC-LA Committee Chairs and small group of new LAUC-LA Members to discuss:
    • Academic Personnel Manual and MOU
    • Peer review process, CALL, role of CAPA, salary scale
    • Professional development opportunities and funding (mini-grants, etc.)
    • Role of LAUC-LA and opportunities for Committee membership: LAUC-LA and LAUC systemwide

Quarterly

  • Hold informal session (luncheon/coffee/brown-bag) with board members and appropriate LAUC-LA Committee Chairs and small group of new LAUC-LA Members


LAUC-LA Mentoring [Mentoring and Orientation?] Committee 

By end of third week [after LAUC-LA Chair welcome has been sent]

Quarterly

  • Attend informal session (luncheon/coffee/brown-bag) with board members and appropriate LAUC-LA Committee Chairs and small group of new LAUC-LA Members
  • Send email containing list of names and job titles of new members to LAUCTALK

Annually

  • LAUC-LA Session at Annual Orientation for New Staff

UC-AFT Representative (for represented employees only)

By end of first month

  • Introduction to Union
  • Sample Newsletter
  • Review Memorandum of Understating (MOU), i.e. the librarians’ contract

By Date

Before arrival

  • Library Human Resources
    • Send appointment letter
    • Send [link] to local housing information (Community Housing Office)
    • Send link to new employee packet
    • Notify Systems office to create an email, TRS account, and to set up a computer network login
    • Notify AUL, Unit Head, and/or Review Initiator of new employee’s name, job title, and start date
    • Notify LAUC-LA President and LAUC-LA Secretary of new employee’s name, job title, and start date
  • Immediate Supervisor
    • Equip employee’s work area with basic supplies


First day of work


Second day of work

  • Immediate Supervisor
    • Discuss department hours, variation of schedule, and procedures for reporting absences and requesting leave
    • Discuss holiday schedule
    • Discuss the library and unit's mission and goals 
    • Discuss telephone procedures and policies
    • Cover safety and security issues, such as emergency procedures, personal safety, and the evacuation route and meeting place
    • Orientation to Library email systems and unit online utilities
  • Library Human Resources
    • Establish BOL (Bruin Online Account)
    • Establish ORCID ID
    • Establish Confluence Account (for Librarians in Affiliated Units)


By end of first week of work

  • Library Building Manager or Appropriate Administrative Staff
    • Order business cards
  • Immediate Supervisor
    • Review library’s organizational chart and reporting structure
    • Arrange for orientation to other departments with whom employee frequently interacts
    • Cover department-specific plans, policies, and procedures
    • Arrange for job specific training and introduce primary contacts in other units or departments
    • Building tours
    • Register for appropriate email lists
    • Discuss role of student employees, how they are hired, availability for projects, student support services, as needed
    • Discuss role of staff, how they are recruited, job responsibilities, and support services, as needed
    • Review ergonomic issues


By end of second week of work

  • LAUC-LA Executive Board
    • Chair (or delegate) emails a welcome message to the new employee including links to the LAUC-LA website, brochure, and handbook, calling special attention to the Useful Links pages. The Chair of the LAUC-LA Mentoring Committee/WOM should be copied on the email.
    • Secretary adds new employee to LAUC-LA roster and to LAUCTALK email list.
    • Webmaster update online LAUC-LA membership page.


By end of third week [after LAUC-LA Chair welcome has been sent]


By end of first month of work

  • Immediate Supervisor
    • Discuss opportunities for additional training and professional development, including funding options
    • Discuss position-related committees, job obligations and mutual expectations
    • Review training thus far and solicit feedback, discuss additional training sessions as needed
    • Discuss and establish preliminary goals and expectations for the first Peer Review period and outline training plan as needed
  • LAUC-LA Executive Board
    • Schedules session (luncheon/coffee/brown-bag) with board members and appropriate LAUC-LA Committee Chairs and small group of new LAUC-LA Members to discuss:
    • Academic Personnel Manual and MOU
    • Peer review process, CALL, role of CAPA, salary scale
    • Professional development opportunities and funding (mini-grants, etc.)
    • Role of LAUC-LA and opportunities for Committee membership: LAUC-LA and LAUC systemwide
  • UC-AFT representative (for represented employees only.)
    • Introduction to Union
    • Sample Newsletter
    • Review Memorandum of Understating (MOU), i.e. the librarians’ contract.


Quarterly

  • LAUC-LA Executive Board and Chair of LAUC-LA Mentoring [Mentoring and Orientation?] Committee
    • Attend informal session (luncheon/coffee/brown-bag) with board members and appropriate LAUC-LA Committee Chairs and small group of new LAUC-LA Members
    • Send email containing list of names and job titles of new members to LAUCTALK

Annually

  • Library Human Resources
    • Annual Orientation for New Staff, with a component for new librarians
  • LAUC-LA Executive Board and Chair of LAUC-LA Mentoring [Mentoring and Orientation?] Committee
    • LAUC-LA Session at Annual Orientation for New Staff