Making Appointments
**You must read and comment on this post after reading!
We have had some major problems this first week with making appointments. Please follow these simple instructions when making appointments.
1) You must ALWAYS put the name of the person, their RSO, and phone number in every post. There have been a number of appointments made this week where only the name of the person was listed in the appointment. This is not acceptable and is frustrating for the advisor who cannot prepare for the meeting with just this information!
2) In addition to the name, rso, and #, you must also write in the message section how many people are planning on attending and a short but detailed description of what the meeting is about. This helps the advisors know what to expect. This also helps us get a feel for whether the RSO should, in fact, be making an appointment for an ECO instead or even for an accounting specialist!
3) Every appointment that you make MUST be initialed by YOU in the message section. Do not forget to do this!!!
Follow this if you are confused:
Subject- John Smith-Crew Club-413-555-5555
Place- (Don't worry about this, it can be left blank)
Start date- (This is usually filled in automatically from the day you chose)
Duration- An hour is standard.
Message- example: John Smith and Joe Schmoe will be at the meeting to discuss a training event and trip in Amherst in October. Needs to discuss possible ideas, transportation, housing, etc. -R.S. (<-- See how I initialed the message, YOU MUST DO THIS!!!)
We have had some major problems this first week with making appointments. Please follow these simple instructions when making appointments.
1) You must ALWAYS put the name of the person, their RSO, and phone number in every post. There have been a number of appointments made this week where only the name of the person was listed in the appointment. This is not acceptable and is frustrating for the advisor who cannot prepare for the meeting with just this information!
2) In addition to the name, rso, and #, you must also write in the message section how many people are planning on attending and a short but detailed description of what the meeting is about. This helps the advisors know what to expect. This also helps us get a feel for whether the RSO should, in fact, be making an appointment for an ECO instead or even for an accounting specialist!
3) Every appointment that you make MUST be initialed by YOU in the message section. Do not forget to do this!!!
Follow this if you are confused:
Subject- John Smith-Crew Club-413-555-5555
Place- (Don't worry about this, it can be left blank)
Start date- (This is usually filled in automatically from the day you chose)
Duration- An hour is standard.
Message- example: John Smith and Joe Schmoe will be at the meeting to discuss a training event and trip in Amherst in October. Needs to discuss possible ideas, transportation, housing, etc. -R.S. (<-- See how I initialed the message, YOU MUST DO THIS!!!)
SASP Appointments
The accounting specialists have voiced their concern with the SASP appointments made this week and I must share them with you. This is very important!
1) You cannot make a SASP appointment until you review the SASP Purchase Order! The purchase order needs an advisor signature and you cannot process it or make an appt. until it has one. When reviewing the SASP P.O., you must look for what they are purchasing and from where, an estimated amount of money spent, check signature responsibility, and advisor signature. The person that signed the form with SR CANNOT be the same person that shops!
2) When the form is completely filled out, then and only then can you make the SASP appointment. When making the appointment the word "SASP" is the first thing you should type under "subject". Follow this format-
Subject- SASP-person picking up the card-RSO-phone number
Place, Date, and Duration are automatic
Message- SASP card pickup- R.S. (<--ALWAYS INITIAL!!!)
3) After making the appointment, you must put the name of the person getting the card, their ID #, the time and date of appointment, and phone number in the description section. Then, fill out the bottom section marked "CSD Use Only"!
4) SASP cards are tricky...each account specialist ONLY has 3 SASP cards to give away for each day! Do NOT make more than three SASP card appointments a day for each specialist (putting SASP first in the appt. subject makes this easy to track). If absolutely necessary, the RSO can meet with a different accounting specialist that has not used all their SASP cards for the day.
5) Timing of SASP appointments are also tricky! Be constantly aware of what time you make the appointment for and what time the SASP appointments were for the previous day. SASP cards usually aren't returned until noon the following day, so as a general rule do not make SASP appointments before noon if three were signed out the previous day. This will assure that every SASP appointment will have a card ready for them when they make their appointment.
**PLEASE COMMENT ON THIS POST WITH YOUR INITIALS!!!**
1) You cannot make a SASP appointment until you review the SASP Purchase Order! The purchase order needs an advisor signature and you cannot process it or make an appt. until it has one. When reviewing the SASP P.O., you must look for what they are purchasing and from where, an estimated amount of money spent, check signature responsibility, and advisor signature. The person that signed the form with SR CANNOT be the same person that shops!
2) When the form is completely filled out, then and only then can you make the SASP appointment. When making the appointment the word "SASP" is the first thing you should type under "subject". Follow this format-
Subject- SASP-person picking up the card-RSO-phone number
Place, Date, and Duration are automatic
Message- SASP card pickup- R.S. (<--ALWAYS INITIAL!!!)
3) After making the appointment, you must put the name of the person getting the card, their ID #, the time and date of appointment, and phone number in the description section. Then, fill out the bottom section marked "CSD Use Only"!
4) SASP cards are tricky...each account specialist ONLY has 3 SASP cards to give away for each day! Do NOT make more than three SASP card appointments a day for each specialist (putting SASP first in the appt. subject makes this easy to track). If absolutely necessary, the RSO can meet with a different accounting specialist that has not used all their SASP cards for the day.
5) Timing of SASP appointments are also tricky! Be constantly aware of what time you make the appointment for and what time the SASP appointments were for the previous day. SASP cards usually aren't returned until noon the following day, so as a general rule do not make SASP appointments before noon if three were signed out the previous day. This will assure that every SASP appointment will have a card ready for them when they make their appointment.
**PLEASE COMMENT ON THIS POST WITH YOUR INITIALS!!!**
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