Daily Office Usage
Request Forms
Procedures
Other Need-to-Knows
Miscellaneous
100
What is the policy on music in the office?
-Only the Student Support Pandora station, Disney, or classical can be played out loud -Volume should be low and not disturbing others -Headphones are permitted as long as the person using them is still capable of hearing and working with their council
100
Explain how to properly schedule a room and etiquette when using and completing use of the room.
How to schedule: -Select "Room Reservations" under the "Links" section on SharePoint. -Click the day you wish to reserve the room and then the starting time desired (or simply on the Student Support homepage double click the spot you wish to request usage of). -Then complete the form that appears to the best of your ability. -Make sure to check for any possibilities of a double booking. (Or go to the front office desk to fill out a scheduling request sheet for the Student Support rooms only) Room usage etiquette: -Ensure the alotted time and place you have been permitted to use is documented on the schedule sheet outside of the door the week of. -Move chairs back to where they were originally found and tidy up any mess that might have possibly been made including removing all personal belongings. Note: 272 cannot be scheduled during office hours.
100
What is a stewardship, how often should you have them and who with?
A stewardship is a way to get personal, one on one interaction with members on your council or your director. They should be done once a week with your coordinators and minimally once a month with your director. It allows you to: -Get a feel for possible stressors that could be affecting the work of the individual -What they have been doing -Possible constructive criticism they could have for you -Any concerns or questions they may have -Giving instructions on what needs to be done or assignments you wish to delegate to them -Creates an open and comfortable relationship so group work can be done smoothly and there is mutual respect and trust Note: Get to know the individual on a personal level, try to connect with them. Many people solely desire to be heard and understood. It could change the way they react, do, or say things.
100
When are your council meetings held and what happens during them?
Council meetings are a great way to get everyone together to give announcements, council together on projects coming up, receive and give trainings, and update each other on what you have been working on that week. *Change council meeting schedule each semester for given council
100
What is the policy on celebrating birthdays?
Birthdays are a happy and special event. Student Support recognizes the love and appreciation council members have for each other and the desire to make all of the "victim's" wildest hopes and dreams come true on their special day. However, because not everyone's birthday's are known to all and there is not a way to evenly distribute the birthday love, we ask that you please refrain from any singled-out celebration during office hours. Special treatment can be expressed immidiately following the exit from Rigby Hall. Note: each month, Student Support recognizes those whose birthday's have occured previously during DLT. A chocolate bar is given and we sing to all age-turning individuals.
200
Office visitors
Office visitors and guests are welcomed and appreciated but should not linger for longer than 15 minutes. Visits should not take focus away from your work.
200
Explain how to properly checkout/use supplies. Including: -Time before supplies needed -Signatures needed -Who receives request form -What to do with supplies prior to return -When supplies need to be returned
-Due one week prior to event -Signatures needed: director's, program assistant's, & full-time staff -Program assistant receives request and retrieves supplies needed -Follow supply usage instructions written on or near location of the item (proper cleaning & storage) -Supplies need to be returned within 24 hours of the event
200
Copy cards
Copy cards can be given to directors and program managers from the front office staff who could also help you with whatever you need.
200
What is the proper office etiquette?
Student Support is always a place where fun is welcomed. Please make sure that this is done semi quietly as to not disturb other Rigby Hall occupants. Also, please do not use precious office hour time as a "hang out" or "goofing off" time. Remember that all of your council members have dedicated and VOLUNTEERED their time to come in and serve through our program and for the school. Keep that in mind in the meetings you conduct and their length and purpose.
200
What is the policy on personal office decor?
Student Support also recognizes and values your individuality and desire to spread your impeccable taste and visual appreciation to others throughout the office. However, we ask that nothing is glued, taped, tacked, etc. to any walls. We also ask that any extra, even if complementary to the overall feng shui of any room, items are placed that you have gone through the necessary steps in requesting the permission of said item to be used in said space.
300
Computer usage
Office computers are provided for you to use with Student Support projects and assignments. This includes printing to office computers which should be for council business only (no personal printing). Note: we only have so many computers available for all six councils, please be aware of others and their needs.
300
Explain how you would carry out a proposal and getting it approved.
Council with your director, coordinators, etc. and devise a possible proposal. Meet with supervisor and get more direction. Complete proposal and turn it in to appropriate personal to be approved. *See proposal template
300
What is a reflection form, where do you go to fill one out, how often do they need to completed and what is your reward for having the highest percent completed by your entire council?
A reflection form allows your supervisor(s) to hear from and see what is going on in each program in Student Support. This is a very useful tool because it is difficult to get a full updated report from everyone individually. The form is found in SharePoint on your area's homepage under "Lists". Reflection forms are due each Friday evening by 5pm. Reward for the council with the highest completed reflection forms each month receives a pizza party.
300
Desires of the Student Support calendar on SharePoint?
For the overall knowledge desired in Student Support, we ask that any events, meetings, activities, etc. that your council plans and is involved in is added into the calendar on SharePoint. This will allow all council members and staff to be aware of the things going on to correctly answer students' questions that come in and to also know when and where to be for our own enjoyment.
300
What time do tender mercies start each day?
Tender mercies will begin about 8-10 minutes prior to the end of office hours - 4:50.
400
Cleaning schedule - list which councils have what days and what their responsibilities are each day (there are 7 listed).
M- GC T- ASSOC W- AMB R- SRC/COMM F- INV Daily responsibilities: -Return chairs to proper place -Tidy up (including papers and personal belongings - everything has a place) -Computers logged out -Vacuum floor -Wipe tables off with disinfectant if needed -Friday: power down computers -Thursday: clean popcorn machine
400
Purchasing cards
Purchasing cards can ONLY be given out to directors by the front office staff once your purchase request form is completed and signed by proper personnel. *Show request form document
400
How can you access/use SharePoint?
(Each member of council should ensure they have given the information needed to give them rights to S.P. to their Program Assistant prior to logging in) -On the byui webpage search engine, type the name of your council -After selecting a possible option, you should be led to your council's page on the Student Support website -Type in the username and password for your mybyui log in and your council's page should show up *Give a walk through (All further SharePoint instruction will have to come from your council's Program Assistant or Director for council specific usage)
400
Who to report to about anything and ask questions to? (Org chart knowledge)
Organizational charts should be filled out and available for reference for you and your council. This allows people to connect a face with a job and know who they report to. Please handle all questions, concerns, etc. with your direct supervisor before moving up the chain. If someone on your level or level just above you can help you, go to them first.
400
How much time should you leave after teaching DLT for the sharing of tender mercies?
You should end with about 5-7 minutes at the end of DLT for tender mercies - 4:53
500
How can you get supplies for your activities?
A supply checkout sheet will need to be filled out and signed that can be found at the front office desk. Your program managers will pull the supplies needed. Make sure your director, program assistant, and full-time coordinator know what supplies are needed and for what event.
500
Explain how you would complete a Communication Request.
Only directors and program assistants can submit a Communications Request. Please refer all information about what you are requesting to them so they can submit a form.
500
How do you get reimbursed for a purchase you made for your council's event?
-Make sure a purchasing request has been filled out and signed by the necessary personnel -Tape your reciept to the form -Get and fill out a petty cash voucher from the front office assistant -Make a copy of the receiptsa and the cash voucher using the copy card from the front office assistant -Attach the yellow voucher to the copied form -Take white voucher and original reciept to the ticket office in the Kimball to recieve money
500
How should you handle an issue or concern with someone in the office/on your council?
Depending on who or what the concern or issue is regarding, first address it directly to the person creating the issue. Handle it with tact, ensuring that no feelings are upset in the process and the concern is addressed with possible steps or ways to fix it. If you need, your full-time coordinator, your director, your area coordinator(s), or program assistant would be benificial in counseling with to ensure the issue is correctly handled.
500
When and what is DLT?
DLT is an acronym for Disciple Leadership Training and is held each Tuesday directly following devotional, from 3:10-4pm in the MC Special Events room. This meeting is set aside to allow councils and other Student Support selected individuals to give trainings to all council members. It is generally another opportunity to feel the spirit and assess your effectiveness, not only in your service but in your life in general as well. It is a powerful meeting that helps us bond together as a whole organization. This meeting is what you make it and has the potential to be a huge tender mercy in your life.
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