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. 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. They should be done once a week with coordinators and minimally, twice a month per each council member (coordinators can and should help in this process to ensure all members are accounted for). 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
How can you access the email you have been given to deal with anything that is related to your area?
Your full-time coordinator and program assistant can help map your email on your my.byui "My Links" tab. Please make sure you are regularly checking and responding to emails that come through. Your program assistant and full-time coordinator also have access to this email.
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
Complete supplies request form found on SharePoint under "Lists" and in the area folder you are completing the request for. -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 from the front office staff in the copy card binder that needs to have your name, program, time out and time in written for usage.
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 other directors, 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 also be given out to directors by the front office staff once your purchase request form is completed and signed by proper personel. *Show request form document
400
Where do you find your council's budget to access information and numbers for your usage during the semester?
After logging into SharePoint, the link is found under "Lists" titled "(your area's Expenses)". Please talk with your supervisor to ensure you have access for your area's budget. Work with your full-time coordinator to plan and decide why you will need to use the budget and what you will need it for. Also make sure a purchasing order is completed and gone through the necessary steps prior to purchasing anything (as previously stated). Note: Your full-time coordinator should know EVERYTHING about what you are purchasing and why PRIOR to the purchase.
400
How to get your gator and or van license?
This is not required of you to complete but, it is always helpful. You need to get permission from your full-time coordinator to complete this training. Training can be completed through Fleet Services - an on-campus tool to use the universities transportation.
400
When does DLT start and who is invited?
DLT starts on Tuesday immediately following Devotional at 3:10. Everyone is invited! Counsels, volunteers, friends, and all students.
500
Door codes - recite all 272 244 245 253
These codes are for director knowledge only, please do not give them out to anyone. 272 = 272456* 244 = 244789* 245 = 24589U* 240 = 240456* 247 = 247456*
500
Explain how you would complete a Communication Request.
-On SharePoint, click "Communications Request" under "Lists" on the left hand side. -Scroll all the way to the bottom of the page and click "Add new item". -Fill out the form to the best of your ability. The more information about what your organization needs, the better. But don't worry if you have to leave a section blank. Assign it to the current Communications director and it will go directly to them. Remember to please give the staff adequate time to fill the request. The CANNOT fill an order in less than three days, without a submitted request. After you are finished filling it out click "Save" in the top left-hand corner of the form It will then show up as a communications request once it has been approved by Communications. Only directors and program assistants can submit a Communications Request
500
What is the procedure for keeping inventory in your area?
First, ensure that everything you use is placed in its proper "home" - everything should have a place and a label indicating its spot. There is also an excel document that will be on SharePoint indicating where all Student Support owned items are located, how many we own and how much the item costs. A brief inventory check of your council's items should be completed at the end of each semester. Note: your full-time coordinator will know what you need to keep track of.
500
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.
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 area coordinator(s), or program assistant would be benificial in counseling with to ensure the issue is correctly handled.
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