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					University of Tasmania Library


CAUL Survey – Library staffing for evening and weekend work


Background

On 15 January 2007, Linda Luther (University Librarian, UTAS) requested information
from CAUL members about staffing models for evening and weekend work.

UTAS Library was particularly interested to hear from other libraries with an employment
pattern similar to UTAS, where Library staff employed fulltime on a continuing or fixed
term basis were regularly working overtime on evenings and weekends, often in a
different area of the library from their substantive position.

The University of Tasmania Library would like to thank the University Librarians and their
staff who responded to our request for information.


Survey questions

In relation to the staffing pattern described by UTAS Library (above), CAUL members
were asked to respond to 4 questions:


    1. Whether your library or university has developed any guidelines to limit the total
       number of overtime hours, or the number of consecutive days, that continuing or
       fixed term staff can work?
    2. Whether you have experienced a need to address any service quality, staff
       performance or OH&S issues as a result of this work pattern?
    3. Do you have a system in place that allows you to be aware of the total number of
       hours being worked by these staff on a library-wide basis?
    4. Is there any other information or advice you can offer us?


UTAS Library received 24 responses to the survey. The list of responding libraries and
their answers to questions 1 to 3 is reported in the table below. Answers to question 4
were too diverse to report, but will be considered by the University Library in developing
their staffing model for evening and weekend work.

Information provided by university libraries about their employment models is
summarised in the ‘overview of employment models’ below.


Overview of employment models

In addition to answering the survey questions, many libraries provided a brief description
of their staffing model for evening and weekend work.

There were a few common threads to the staffing models described:




                                             1
University of Tasmania Library
27 February 2007
        Most libraries described working under enterprise agreements that defined their
         modes of employment, spread of hours, and the number of hours in the standard
         working week.
        Most libraries indicated that they paid some form of additional remuneration for
         evening and weekend work, whether undertaken as shift work, overtime, or as
         part of the normal spread of hours.
        Many libraries reported a decision to stop using liaison and reference librarians for
         evening and weekend work, in response to falling demand for information services
         at these times.
        The majority of responses and issues identified related to weekend work, which
         generally seemed to require more complex staffing arrangements than evening
         work. Most libraries reported that evening work was managed as part of an
         employee’s daily shift with appropriate allowances.


From the 24 responses received, it was possible to identify 6 broad models in use for
after-hours staffing. Some libraries indicated that they employed more than one of these
models, and even within each model there were individual library differences in the types
of employment used, types of remuneration paid, and conditions imposed by enterprise
agreements.


    Model 1. Evening and weekend work is undertaken by all client services staff as a
       requirement of their position, or as a result of being classified as shift workers in
       an enterprise agreement. Evening and weekend rosters may be spread evenly
       across these staff. Remuneration options within this model include staff paid
       overtime, paid for shift work, or taking time off in lieu.
    Model 2. Continuing and fixed term staff who work on a fulltime basis do not work
       on evenings and weekends, either because of restrictions in an enterprise
       agreement or as a result of library policy and practice. For these libraries, after-
       hours work is undertaken by casual, part-time or sessional/term staff using one of
       the models below.
    Model 3. Libraries have created some staff positions that have an alternative spread
       of hours – usually Tuesday to Saturday or Sunday to Thursday – to manage
       evening and weekend work.
    Model 4. Libraries have created part-time and/or sessional staff positions whose
       hours of work include evenings and weekends. These staff usually work at least
       one week day shift alongside continuing staff, to help manage issues of training,
       service quality and continuity.
    Model 5. Evening and weekend work is offered first to part-time continuing and
       fixed term staff, up to the equivalent of a fulltime load.
    Model 6. The bulk of evening and weekend work is done by casual staff, often with a
       rostered continuing or fixed term staff member as shift supervisor.



Survey responses
Library responses to questions 1 to 3 are reported in the table below. Where libraries had
a staffing model that differed significantly from UTAS, and so could not meaningfully
answer questions 2 or 3, this is indicated in the table as N/A.




                                               2
University of Tasmania Library
27 February 2007
                                                                                                                                              Q3 - Monitoring
 University                      Q1 - Guidelines                                                 Q2 - Issues
                                                                                                                                              systems
                                                                                                 Shift overlap for staff brings continuity
                                 Employ part-time continuing staff as shift staff, who are
 Australian Catholic                                                                             and provides shift staff with an
                                 contracted to work less than 35 hours per week and                                                           N/A
 University                      during semester periods only.
                                                                                                 opportunity to attend meetings,
                                                                                                 briefings etc.
                                                                                                                                              Hours worked are tracked by having
                                 Permanent part-time sessional staff work evenings and
 Australian Defence                                                                                                                           the standard pattern fixed to a
                                 weekends, with available hours distributed as equitably         No issues reported.
 Force Academy                   as possible between the staff.
                                                                                                                                              fortnightly pay period, plus an 'Extra
                                                                                                                                              Hours' form.
                                 After-hours staff (dedicated continuing positions) have
                                                                                                 The approach at ANU still leads to
 Australian National             hours of work which are individually negotiated, and
                                                                                                 issues associated with the currency          N/A
 University                      terms and conditions of employment are in accordance
                                                                                                 of skill levels, level of supervision etc.
                                 with the Enterprise Agreements.

                                 General university guideline limits total weekly working
                                 hours to 45 hours a week - this is 7.5 hours overtime in
                                                                                                                                              All overtime and casual hours claim
                                 addition to a fulltime load of 37.5 hours. The Library tries
                                                                                                                                              sheets are checked by the same
 Bond University                 to ensure that staff have 2 consecutive days off each           No issues experienced.
                                                                                                                                              person who monitors claimed hours
                                 week although this is not always possible when allocating
                                                                                                                                              across the Library on a weekly basis.
                                 weekend shifts as overtime during extended opening
                                 hours.


                                                                                                 Training of casual staff requires a          Casual staff are still paid from
                                                                                                 large investment in time and has to          timesheets which makes it difficult to
 Charles Darwin                  No formal guidelines relating to overtime, which is             occur regularly. There is a rigorous         track - CDU is investigating online
 University                      covered by the Collective Union Agreement.                      training program for casuals which           options but this would require casuals
                                                                                                 includes things like OH&S awareness          to have userids and passwords to the
                                                                                                 and training checklists.                     HRIS and has yet to be implemented.


                                                                                                 The Library has not had to address
                                                                                                 any service quality, staff performance
                                 CSU's enterprise agreement states that staff cannot work
                                                                                                 or OH&S issues. All casual staff work        There is no library-wide rostering
                                 beyond 7pm on more than 3 occasions per week, and
 Charles Sturt                                                                                   rostered shifts during the week to           system in place. Rostering and
                                 should have not less than 10 consecutive hours off duty
 University                      between work on successive days. Library staff are not
                                                                                                 ensure skills and knowledge are kept         monitoring is done on a campus
                                                                                                 current. These staff are involved in all     basis.
                                 rostered more than 6 days straight.
                                                                                                 relevant training and staff
                                                                                                 development activities.

                                                                                             3
University of Tasmania Library
27 February 2007
                                                                                                                                           Q3 - Monitoring
 University                      Q1 - Guidelines                                                 Q2 - Issues
                                                                                                                                           systems
                                 Library Assistants who undertake evening and weekend
                                 work are either part time or casual. We also have a
                                 couple of continuing fulltime staff who work Tuesday to
 Curtin University               Saturday during semester. Technicians who supervise             N/A                                       N/A
                                 the desk on weekends and evenings take time in lieu on
                                 either a Friday or a Monday to ensure they still continue
                                 to have a two day 'weekend'.

                                                                                                 Deakin employs casual staff and
                                                                                                 provides training to these staff, so
                                 No guidelines are required as overtime is not offered to        overall, there have been very few
 Deakin University               continuing staff.                                               issues relating to service quality or
                                                                                                                                           N/A
                                                                                                 staff performance and none in the
                                                                                                 OH&S area.

                                                                                                 With careful rostering there hasn't
                                 Hours worked outside the normal span of ours is
                                                                                                 been an impact on service quality or
                                 managed as part of the weekly or monthly hours (i.e.                                                      No automatic system in place to
                                                                                                 staff performance. Lending services
                                 within the 36.25 hours/week). For example, a staff                                                        highlight total number of hours being
                                                                                                 has a designated Training Officer
                                 member might work their 36.25 hr week from Tuesday to                                                     worked on a library-wide basis.
 Griffith University             Saturday. The span of hours can be varied so long as it
                                                                                                 who covers OH&S matters as well as
                                                                                                                                           Monitoring can be done on an
                                                                                                 policy and procedural changes for all
                                 doesn't exceed 145 hours in the 4-week work cycle. For                                                    individual basis through the
                                                                                                 fulltime, part-time and casual staff to
                                 staff who work more than 145 hours in a work cycle, time                                                  timesheet and payroll systems.
                                                                                                 ensure quality standards are
                                 off in lieu is available.
                                                                                                 maintained.

                                 There is no official policy or guideline. In the main                                                     All overtime is done within the same
                                 campus library La Trobe avoids rostering continuing or                                                    work area so the total number of
                                                                                                 No issues reported for the main
                                 fixed term staff on both Saturday and Sunday in the                                                       hours library-wide is not relevant. All
                                                                                                 campus library. Adhering to flextime
 La Trobe University             same weekend and there is an informal limit of no more
                                                                                                 guidelines improves staff
                                                                                                                                           continuing staff submit monthly
                                 than 1 after-hours shift per month. In the regional campus                                                timesheets. An in-house program
                                                                                                 performance and reduces stress.
                                 libraries all library staff work weekends and the load is                                                 manages weekend rosters and leave
                                 spread evenly across all staff participating.                                                             for regional campus libraries.

                                                                                                                                           Staff complete timesheets which are
                                 Enterprise Agreement requires staff to have 10
                                                                                                                                           then entered into an online personnel
 Macquarie University            consecutive hours off duty between shifts, and 4 non-           No issues experienced.
                                                                                                                                           system from which reports can be
                                 working days in a fortnight.
                                                                                                                                           generated.




                                                                                             4
University of Tasmania Library
27 February 2007
                                                                                                                                         Q3 - Monitoring
 University                      Q1 - Guidelines                                                 Q2 - Issues
                                                                                                                                         systems
                                                                                                                                         Overtime hours are recorded
                                 Fulltime staff do not generally work outside the spread of
                                                                                                                                         centrally in automated system, and
 Monash University               hours and 36.75 hour week, with the exception of shift          No issues experienced.
                                                                                                                                         TOIL is recorded locally by the
                                 workers who receive an additional shift allowance.
                                                                                                                                         supervisor/manager.
                                 Staff work evenings and weekends as part of their total
 Murdoch University              hours, and take time off in lieu.
                                                                                                 N/A                                     N/A

                                 ALL Library staff can be asked to work across Library
 Queensland                      opening hours. The Library does not ask staff to work
                                 both weekend days - they either work Tuesday to
 University of                   Saturday or Sunday to Thursday. All staff must have 2
                                                                                                 N/A                                     N/A
 Technology                      consecutive days off, but these need not be weekend
                                 days.

                                                                                                 Guidelines introduced because as
                                                                                                                                         The Library introduced a common
                                                                                                 staff accepted shifts away from their
                                 Under the guidelines staff are not rostered to work more                                                roster where each Library's roster
 RMIT                            than 6 days in a row.
                                                                                                 'home' site they were working more
                                                                                                                                         writer could check who was working
                                                                                                 than 7 days in a row, which led to
                                                                                                                                         when and where.
                                                                                                 OH&S and quality issues.

                                 Generic Library Technician positions at 80% fraction                                                    Overtime, shifts and additional hours
                                 work a maximum of 28 hours per week over 4 or 5 days -                                                  are recorded in the University
 Southern Cross
                                 including a 4-hour Saturday shift. Staff employed as            No issues experienced.                  payment system. We are then able to
 University                      permanent part-time are sometimes required to work                                                      calculate hours work and costs
                                 additional hours but no more than 35 hours per week.                                                    incurred.

                                                                                                                                         Being a single campus Library means
                                                                                                                                         that all HR paperwork processes
                                 Canberra has a policy of not allowing general staff to be                                               concerning contracts and overtime
                                 contracted to work more than 35 hours per week unless                                                   authorisation are managed by
 University of                   with the specific approval of the executive head of the                                                 administrative staff in the University
                                                                                                 No issues experienced.
 Canberra                        respective Division. Exceptions are usually for specific                                                Librarian's office. Admin staff can
                                 timeframes. Fulltime staff are also required to disclose                                                identify when someone working in
                                 any other paid work they undertake on a regular basis.                                                  part-time positions in different teams
                                                                                                                                         has worked more than 35 hours per
                                                                                                                                         week.




                                                                                             5
University of Tasmania Library
27 February 2007
                                                                                                                                       Q3 - Monitoring
 University                      Q1 - Guidelines                                               Q2 - Issues
                                                                                                                                       systems
                                 All staff are meant to have 2 consecutive days free so
                                 this means they cannot work more than 5 days in a week.
 University of
                                 . Staff in the library are not permitted to accumulate more   N/A                                     N/A
 Queensland                      than 2 days VBT and can't take more than 2 days VBT
                                 off at a time.

                                                                                               Before hours were limited OH&S
                                                                                                                                       Have instituted a rule restricting
                                                                                               issues included repetitive strain
 University of South             Number of weekends were limited to 2 per month & staff                                                casual from working at multiple
                                                                                               injuries and stress related problems.
 Australia                       prevented from working more than 7 days in a row.
                                                                                               Use of casual staff presents service
                                                                                                                                       campuses and at different HEO
                                                                                                                                       Levels.
                                                                                               and training issues.

                                 EBA states that number of days worked will not exceed
                                                                                               By having part time staff work some
                                 five in a seven day cycle. Some fulltime staff work
                                                                                               of their hours during normal weekday
 University of                   Tuesday to Saturday or Sunday to Thursday as normal
                                                                                               hours, it ensures staff performance     N/A
 Southern Queensland             working week, and part-time staff who work weekends
                                                                                               can be monitored and service quality
                                 are rostered to have at least 2 consecutive days off
                                                                                               is maintained.
                                 during the week.

                                                                                                                                       Normally cross-departmental
                                 Weekend work for Library staff is included in a 35-hour                                               overtime would be avoided as it
                                                                                               No report of such problems. Where
 University of                   week in a 7-day roster. Staff work no more than one                                                   would be complicated to manage
                                                                                               overtime is worked it is not for many
 Technology Sydney               weekend in four and are guaranteed two consecutive
                                                                                               hours and/or is not regular.
                                                                                                                                       from a budget perspective and
                                 days off when they work at the weekend.                                                               probably more expensive than
                                                                                                                                       employing agency or casual staff.

                                 Evening and weekend shifts are incorporated in to
 University of the
                                 regular work patterns for the staff involved, eg. Staff who   N/A                                     N/A
 Sunshine Coast                  work Sunday to Thursday or Tuesday to Saturday.

                                 Enterprise bargaining agreement prevents fulltime staff
                                                                                               No service quality, staff performance
 University of Western           taking casual employment, but some part-time staff also
                                                                                               or OH&S issues with the employment      N/A
 Australia                       hold casual appointments. There are no restrictions on
                                                                                               model.
                                 the number of regular hours a casual can work.




                                                                                           6
University of Tasmania Library
27 February 2007
                                                                                                                                      Q3 - Monitoring
 University                      Q1 - Guidelines                                             Q2 - Issues
                                                                                                                                      systems
                                                                                             No issues following introduction of      Monitoring occurs through
                                 UWS has guidelines which prohibit continuing staff from     the guidelines. Systems have been        supervisors' scrutiny of monthly
 University of Western           working more that 1 in 4 weekend shifts (overtime). UWS     established to ensure monitoring of      timesheets submitted by all
 Sydney                          also limits evening shifts to 1 per week. Total number of   service quality with casual staff, and   continuing staff. Rosters are
                                 consecutive days worked is 6.                               training is provided to casual on a      prepared prior to the commencement
                                                                                             regular and ongoing basis.               of each semester.




Deborah Wright
Policy & Planning Librarian
University of Tasmania Library

27th February 2007




                                                                                         7
University of Tasmania Library
27 February 2007

				
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