Hi everyone,
You all are entering the data from SR cards into AllInfo, and if you don't know how to do that, please ask one of the ECOs who has done it, or ask me. I am hoping that one of you has written down all the steps and you should all review those. Let me know if that hasn't happened. But the reason I'm writing this is that Rafi will be adding the SR people to the SR list serve that Barbara maintains. So when you have finished entering the card data into AllInfo, please don't file it into the box behind you. Instead, please put it in Rafi's bin so he can do his part. When he is done he will file the cards.
Is that clear?
Thanks, Phee
Friday, September 14, 2007
Things to do-Friday, Sept. 14th
Please work on these tasks in your spare time. If you do not finish a task before leaving, you MUST tell the next person coming in to finish your task. Initial in the comment section and write what task you have completed.
***please comment with your initials, also you MUST keep your co-workers up to date and informed on the progress of each task.
- Filing- Please file Purchase orders in the bin.
- Go through the filing cabinet (black one between closets) and make sure there are no old forms that shouldn't be in there. Also, if there are loose forms without folders, please create a folder for them!
- Bring items in bin for 416 student union upstairs!
- Create a list of group acronyms that will be helpful for us to learn and know.
- Organize the storage closet...please :)
- Create your bio and send it to me with a picture.
- Post in this blog with comments, questions, suggestions for this semester. Especially questions on how to do things!
- Put manila folders in the filing drawer at the event development desk.
- Log in SR and RSOOO attendance (if any) and file SR cards.
- Check email, check voicemail constantly and respond!!!
- Update bulletin boards in the campus center hallway (key is in drawer)
***please comment with your initials, also you MUST keep your co-workers up to date and informed on the progress of each task.
Making Appointments
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!!!**
Things you NEED to know and follow
Dear ECOs,
Congratulations on surviving your first week as an Event Consultant! Things have gone fairly well, but there have been some issues in communication that need to be addressed. First of all, it is very important that you all communicate with me frequently. Before this blog, I had been sending frequent emails with no response from anyone. I need you all to be reading and responding to emails, especially emails about staff meetings, as soon as you read them. I can not do my job and this office can not work without your constant communication!
Second, there are manuals on the desk that you need to read. They contain important and helpful information on how to do the daily tasks with students every day. If you find things that need to be changed or added please let me know.
Third, Please review your schedules again and see if you can work ANY of the open shifts. It is important, especially in the afternoon, that we have two ECOs working. Your help is greatly appreciated!
Fourth, come in to work earlier than your designated start time. When someone needs to leave at their designated shift end and you show up late, even a few minutes, it seriously affects how this office runs. We cannot have an empty reception desk at any time and I am not always going to be at work to cover.
Please review this post and comment on it with your initials and any other information you would like to comment on. I will be posting other important information that you need to know under other labels, so please read those and initial them as well!!!
Thanks,
Becca
Congratulations on surviving your first week as an Event Consultant! Things have gone fairly well, but there have been some issues in communication that need to be addressed. First of all, it is very important that you all communicate with me frequently. Before this blog, I had been sending frequent emails with no response from anyone. I need you all to be reading and responding to emails, especially emails about staff meetings, as soon as you read them. I can not do my job and this office can not work without your constant communication!
Second, there are manuals on the desk that you need to read. They contain important and helpful information on how to do the daily tasks with students every day. If you find things that need to be changed or added please let me know.
Third, Please review your schedules again and see if you can work ANY of the open shifts. It is important, especially in the afternoon, that we have two ECOs working. Your help is greatly appreciated!
Fourth, come in to work earlier than your designated start time. When someone needs to leave at their designated shift end and you show up late, even a few minutes, it seriously affects how this office runs. We cannot have an empty reception desk at any time and I am not always going to be at work to cover.
Please review this post and comment on it with your initials and any other information you would like to comment on. I will be posting other important information that you need to know under other labels, so please read those and initial them as well!!!
Thanks,
Becca
First Post
Hello ECOs,
We've come up with the idea to have this blog as a means of communication for us here! Rebecca will post any updates/changes that she wants us all to hear about. Also if you have something to share you think the other ECOs should know about, you should also make a post.
Check the blog when you begin your shift, AND you must post a comment (just an initial is fine) to each post showing that you have read it. Of course if you have an actual comment about the post, please post that!
The login/password information is on the desk. =)
We've come up with the idea to have this blog as a means of communication for us here! Rebecca will post any updates/changes that she wants us all to hear about. Also if you have something to share you think the other ECOs should know about, you should also make a post.
Check the blog when you begin your shift, AND you must post a comment (just an initial is fine) to each post showing that you have read it. Of course if you have an actual comment about the post, please post that!
The login/password information is on the desk. =)
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