Contacts
Generally, how should you contact Caelen when you need to ask a question or send her information regarding the CC?
In Teams using the "VP CA" chat
What are the Community Center Hours?
Monday-Sunday 10 a.m. - 12 a.m.
Up to how many packages can go in an individual parcel locker?
One!
Each package should be in its own locker, even if a resident has multiple packages.
Are sublets allowed to make reservations?
No. (But, they can be brought as guests)
Who approves 3 or more recurring reservations?
Caelen
Who do you contact if the HA isn't available?
The RLC
How will your timesheet be approved?
All shifts must match w2w. If a shift does not match w2w, a comment must be on the timesheet explaining why.
If a resident has a missing package, what are the next steps?
Ask them to fill out the missing package form.
If it is an urgent request (e.g. prescription medicine) also email gfhv8mailroom@uci.edu
What are the steps to take for approving staff reservations?
(Hint: 2 Steps)
1. Verify they are staff using the UCI directory
2. Contact Caelen in the "VP CA" chat for approval
What are the mailroom hours?
Everyday 12 p.m. - 8 p.m.
Who do you contact if the lending library cabinets no longer lock (they're broken!)
Submit a Work order / HOSC
What is our dress code?
Always wear your staff shirt, nametag, and/or staff lanyard for every shift.
Where is the flat mail box key stored?
In Keytrak at the Living Learning Service Center (VP Office).
ALWAYS return the key to the office as soon as you are done with it.
True or false: The Verano team approves all LibCal reservations for verified residents and staff that Caelen approved.
FALSE
BONUS POINT(250): What reservations do the VP Team approve? (30 seconds)
Specifically, what steps do you take after finding an item of "value" in the CC? EX: Airpods
1. place the item into the lost and found in the Music Room Storage Room
2. Log the item into the lost and found log
4. Record in the comm log
If you are unable to make it in to your shift, who do you contact?
The CA currently working through the VP CA Teams
BONUS POINT (250): Who does the current CA on shift contact?
When are the UCLC training due?
Regardless of listed due dates, complete them on your first or second shift.
When does mail get returned to sender?
-Name on flat mail is not on the roster, incoming residents, or sublet tabs & does not have a forwarding address
-expired packages
If a reservation for the MPR brings in alcohol, what are your next steps?
1. Check to see if they have an alcohol permit
2. If there is a permit - they are all good!
3. If there is not a permit, let them know they cannot have alcohol in the space without a permit. CAs can also contact the HA if the resident is not receptive.
We are out of sticky notes at the front desk. Where can you find more?
Wellness room storage closet. Far right lower cabinets.
A resident comes to the front desk asking about their parking. They want to make sure their car is in the system so they don't get a ticket. Where do you send them?
Assignments Office or GFHAssign@uci.edu (Palo Verde)
I'll also accept...
Living Learning Service Center (Verano Office)
What should you have open on the computer during every shift?
Hint: 2 biggest items regardless of Mailroom vs. Front Desk
1. CA Resources Folder
2. Teams
Name 3 important documents/excel sheets frequently used by CAs on mail shift and give an example of when each would be used.
1. RTS & Forwarding log
Example: To record a package that has expired and is being RTSed
2. VP Towers roster
Example: To check for resident names when sorting flat mail
3. Towers Move Outs Change of Address
Example: To check for a forwarding address before RTSing a package.
4. Parcel Pending Address Book Updates
Example: To record names of residents that need to be added or removed from the parcel pending system
5. Others
What are the steps to take if there is something wrong with a space after a reservation ends?
(Hint: 3 steps, not including the Comm Log)
1. Take a picture of the the issue and send to "VP CA" Chat
2. Place a work order, or if the space is dirty/messy contact the resident to come back to clean to avoid charges.
3. Add an Internal Note on the reservation about the issue
Record in the Comm Log the previous 3 steps that you took.
If a resident inquires about an alcohol permit, who should they contact and how many days in advance of their reservation do they have to do this?
Jeanette. 20 days in advance of reservation.