Skip to Main Content
Lansing Community College Library

Reference & Instruction Guide: Schedule

Policies, procedures, best practices and training guide, for reference and instruction services.

Adjunct Time Card Reporting

Every two weeks, you will be required to submit your online timecard to the Library Director. To access your Time Card, log in to the MyLCC Sign In with your LCC username and password. At your MyLCC page select the "Work" tab, then find the "Time Reporting " box.  The following 3 steps are examples of time reporting for a part time librarian.

Choosing the correct date under the row Lab Hours Pay -- Regular Pay Type, you can then enter the amount of hours worked for that particular day by selecting Enter Hours. Hours can also be adjusted once entered. If you are viewing the previous week of the current pay period, you can select Next to view the second week of the current pay period.

Once you have selected Enter Hours, check to make sure your entry screen reflects the correct date. You will then enter the amount of hours worked for that date, then select Save. Your entry should then be reflected on the pay grid.

Once your hours for the current pay period have been completed, select Submit for Approval. The due date for submission is the final Friday of the pay period by 10:00 am unless otherwise notified by Human Resources. Your submission is then completed. If there is need for further action from you, you will be notified by the Library Director.

When To Work

Reference Schedule Process

  • Library Director will indicate by email or announcement when to enter your work availability into When to Work (W2W) and to have it completed by a specific date.
  • A draft schedule will be created for review and to suggest changes.
  • At least one week before the semester starts, the Library Director will post the final official schedule.

Entering Work Availability for Reference and Instruction Scheduling:

  • Sign into your W2W account.
  • Select Prefs from the dark blue menu at the top of the page.
  • In the "My Work Time Preferences" weekly chart use the designations for specific days / times you will:
    •  Cannot Work:  off campus (include evenings & weekends).
      • Include known & approved conferences and workshops you'll be attending off-campus.
    •  Dislike:   meetings scheduled.
      • Recurring campus committee meeting times that you are serving on.
      • Library team meetings if you are serving as team leader.
      • Include conferences and workshops you'll be attending on-campus.
    • Prefer:  evening shifts only.
      • Use to indicate availability to be scheduled for an evening shift.
      • If you are available multiple evenings, send John an email with your preferences prioritized.
      • These Prefer shifts may be removed after the official semester Research Help desk schedule is published.
  • With the exception of Cannot Work,all other times are subject for scheduling Research Help Desk, Chat Reference, & instruction shift assignments during library open hours.



  1. The trading of Research Help desk and Virtual Reference shifts should be kept to a minimum. Sometimes librarians may need to trade shifts. When using pre-scheduled sick time on your timesheet for doctor appointments or other health related absences, you should arrange for a trade of your shift. Do not drop your shift without approval or an arranged trade.

  2. To arrange a trade, use the Tradeboard or the drop feature in W2W when arranging for someone to cover your shift.

  3. Partial shift coverage:
    a)  When needing part of your Research Help desk shift covered, arrange for a trade with another librarian. Be aware that W2W software does not allow for partial shift trades to appear on the schedule.
    b)  Send an email to the library staff ( list and indicate the librarian covering what portion of the assigned shift.

Dropping a reference shift without a trade is only allowed with the approval of the Library Director or Reference Lead Librarian.

  1. With granted approval, you will drop all shifts impacted by your absence. Update your W2W My Work Time Preferences to the red color Cannot Work option for the Instruction Librarian’s scheduling options on that particular date and time.
  2. The Director or Reference Lead will make arrangements for the vacant reference shift to be covered.


  • On occasion unforeseen circumstances may conflict with research help / instruction assignments (ie, jury duty, bereavement, and other emergencies). These situations should be brought to the attention of the Library Director as soon as possible.
  • The Library Director will make arrangements to cover the librarian's research help / instruction assignments.
    • Reference Lead and Instruction Librarians may be consulted for shift coverage.
    • Librarian will follow the W2W Dropping Shift process with the Library Director or Reference Lead approval.
  • All librarians should e-mail the staff distribution list ( whenever they will be away from campus.

To attend a conference and / or write a conference proposal you must seek approval from the Library Director.  See Library Business Specialist to register.

  1. With granted approval, you will need to drop all shifts impacted by your absence in W2W.
  2. Update your W2W preferences for that date and time to the red color Cannot Work option for the Instruction Librarian's scheduling options.

W2W Research Help Desk Shifts with some definitions and clarifications as needed:

  • Research Help Desk
    • Located next to Help Zone on Library Second Floor
    • Librarians provides Research and Citation Help, assistance searching for Library materials, directional assistance, etc.
  • Chat 
    • Part of Virtual Reference services shift to cover the Research Help Now Michigan Collaborative and 24/7 Collaborative.
    • This also includes responding to email reference and chat follow-up transcripts.
  • Backup
    • Evening shifts have a Research Help Desk & Backup assigned.
    • This provides for ease of scheduling Instruction sessions as requested for evenings.
    • Backup person will take over Research Help Desk shift if that individual must be absent due to illness or other unforeseen circumstances.
    • Backup may work on projects in their office during this scheduled time, but does not need to be on campus unless assigned to an Instruction session, or here to cover the Research Help desk in the absence of the assigned librarian.
      • Must indicate work time on the Weekly Work Schedule if assigned to teach an evening class or covering for the assigned evening librarian.
  • Appointment
    • Indicates that an appointment has been requested, date & time, first name student / employee, and the name of Librarian assigned the service.
  • MLIS Student
    • Identifies a Library Student to be observing Reference Librarians at the Reference Desk.
    • Helps the other public service areas know Librarian to be referred to when students need help.

Absence / Lateness

Late for Research Help Shift:

  • Opening shift librarian to call Help Zone (483-1038) to provide approximate arrival time. 
    • Help Zone staff will let waiting students know when a librarian is expected.
    • If lateness is more than 10 minutes, send an email to RST ( of your delay and expected arrival time. 
      • Another librarian may let Help Zone staff know that they can be contacted to be a backup to the scheduled librarian.
  • Shift change delay
    • Call Research Help Desk (483-1615) to let current shift librarian know of your expected arrival time.

Unexpected Absence:

  1. Send an e-mail to the RST distribution list (
    1. Message / e-mail should indicate if a reference or instruction will be impacted by your absence.
  2. Reference Lead Librarian will make arrangements to cover the absent librarian's Research Help shift.
    1. Virtual Reference (VR Coordinator may be asked to follow guidelines in the Research Help Now policy manual to request a substitute from another library in collaborative if needed. If the VR Coordinator is not available, the Reference Lead Librarian will contact the collaborative).
  3. Instructional Services Librarian will make arrangements regarding the absent librarian’s instruction assignment.
  4. Reference Lead Librarian will e-mail library staff to notify who will be covering the vacant reference shift(s) and adjust the W2W Ref schedule.

Note: In the absence of the Reference Lead Librarian or the Instructional Services Librarian, the Library Director will serve as backup for finding substitutes.

Librarians who are either late or to be absent for this assigned shift on a Saturday or Sunday must leave a message for that day's Help Zone staff at (517) 483-1038.  Also send an email to the SS-LIBREF list so the Librarians are aware of absence from the weekend.  The next day's Research Help librarian will know to check the LibChat tickets early.

  • The Reference Desk will not be staffed.
  • The Help Zone staff will direct reference inquiries to the Ask A Librarian options on the library's website.