Shift Cover for Tuesday October 2nd

Hi Everyone,
I can't work my shift on Tuesday October 2nd because I have to go to the state house in Boston on a class trip for my public policy class. They will kill me if I don't go, wheras CSD will only maim me for life. So I'm going to have to go with the maiming, but if any of you can help me out by covering my 9:00-12:30 shift that day, my body parts, my future wife and children and I would all really appreciate it!

Thanks,
~Kyle J Wood
and body parts

Wednesday, 9/26

Happy Wednesday everyone. Your week is half over!!! Please check out your tasks for today and complete them. (Not all of you are posting comments after reading, you MUST do this so I know that you have read the blog. It takes a second to do and it really helps to improve communication in the office! Obviously, I can tell who did and did not comment, so please take the time to do this for the team.)

Elyse- Event development desk for your shift this morning. I want you to first bring any items upstairs and tidy up the bulletin boards. Second, please work on filing the account statements that hadn't been finished yesterday. This should take up your shift. When you come back in at 3:30-5, please do reception and finish any tasks that need to be done and when you close, please take any last minute runs upstairs and also the paychecks. Thanks :)

Lizzette- Receptionist for your shift. Check and respond to emails and voicemails. File any P.Os that need to be filed. As tasks come up, I will pass them along to you.

Danielle- From 11-12, please do event development. If Elyse didn't finish filing the account statements, that will be your first priority. If you finish that please work on filing the event tracking forms into the manila folders in the filing drawer of that desk. From 12:00-3:30, please be receptionist and work on any filing that needs to be done in your spare time and checking emails and voicemails.

Djade- From 12:30-2:30 please do event development. If there is any filing left to do, please do it. In addition, please clean up the bulletin board outside our doors if there is anything old on it.

Lawrence- For your shift today, please do event development. I will leave you tasks with your name on it and instructions as they come up.

HAVE A FUN AND PRODUCTIVE DAY!!!!

Closing Procedures

Closing Procedures for the Resource Room

· Put the phone on voicemail – follow “The Phone”, “Putting Phone on Voicemail” instructions.

· Lock the “closet” (where the packages are). (Key #: Q2*4)

· Lock the bolt closet. (Key #: Q2*4)

· Turn off the copier, printer (if Colette doesn’t need them), and back computers. Do NOT ever turn of the fax machine!

· Turn off lights, close all windows (if open) (except the one closest to AC), (turn off air conditioning/heat, if on) and SIGN OUT!!!

· Switch sign to “Closed.”

· LOCK and SHUT DOOR! Bring the keys and any other runs (SASP Requests) upstairs (room 416) and put in middle drawer of the desk.

Opening Procedures

Opening Procedures

· Pick up the keys in our main office, 416 Student Union Building.

· Keys are located at the desk behind January (next to Allen’s) in the left hand drawer, second drawer down.

· Open the resource room door (only the right side) with key #: 4

· Turn on lights

· Flip the “Open” sign.

· Make sure the printer and copier are on

· Take phones off voicemail (see “Phone” instructions next to phone)

· Check voicemail (see “The Phone, Checking Voicemail” instructions next to phone)

· Turn on the computer (each student should have their own login and password)

· Turn on the AllInfo and GroupWise programs right away. Their icons are located on the Desktop as “GroupWise 5” and FrontEnd2000.”

· Check CSD email. The icon is on the desktop as “Mozilla Thunderbird.” (See “Email” Instructions)

· Make sure the heat is on if it is cold and the blinds are up.

The Phone

Taking Phone Off Voicemail

• Press 5-3600 line, # 2 # (repeat with all lines) at 9am sharp!
• It is always good to call 5-3600 after to make sure the phone is off voicemail.

Checking Voicemail

• Press the blinking button or 5-1000, press **, then # , then 5-3600, and finally the password (5-2843) followed by a #.

Aswering the Phone

• Phone rings.
• Line starts flashing red.
• Pick up the receiver and then press the flashing line.
• Proper greeting: "Center for Student Development, this is _______ speaking. How may I help you?"
• Transwer the call to wherever/whoever. You do this by pressing an open line, dialing the transfer phone number and pressing transfer button under the screen. When the lights disappear you can hang up.
• If the call is for Byron, transfer the call to Barbara.
  
• NEVER give out staff extensions!!!

Putting the Phone on Voicemail

• Press 5-3600 line, *2* 5-1000 #
• Press Access #1 line, *2* 5-1000 #

Tuesday, September 25th

"Nothing great was ever achieved without enthusiasm."
-Ralph Waldo Emerson-

Good morning everyone,

Please look below to see what I have assigned you to do today. Enjoy your tuesday!

Elyse- Receptionist from 9-11, please respond to emails and voicemails and finish any P.O filing that needs to be done.

Kyle- Event development until you leave. Please finish filing the account statements, which will most likely take up your day.

Djade- Please do reception from 11-1:30, will you please fill the forms in the hanging bins and find us another box of P.O.s? We are completely out of stock down here for those forms. I will assign more tasks to you as they come up!

Lawrence- Can you please be at the event development desk until your shift is up today (12:30-2:30). If Kyle did not finish account statement filing, I will need you to do that for me. It is in a pile behind your desk, the files need to be put in the bottom two drawers on the right. If Kyle finished that before he left, I will find something else for you to do.

Lizzette- Please do reception from 1:30- 3:30, If there are any files to be filed please do that, also finish and log any SR cards, etc. From 3:30-5 I want you on event development. Please check the bulletin boards downstairs, clean them out, finish any runs that need to go upstairs (today there were SASP card forms in there that needed to be brought up yesterday), etc.

Jamie- Please work event development from 2:30-3:30. I want you to create folders (manila folders) for the event tracking forms that we used to contact RSOs about making appts. On those forms, I need you to write when we contacted them and by what date they need to be making an appt. Go through the forms and make sure the groups we contacted actually made an appt. From 3:30-5, please do reception. At the end of the day, make sure that there are no forms in the bins to be filed or brought upstairs. In addition, before you close, you MUST bring the paychecks back upstairs to be put in the safe!

Have a great Tuesday

Long distance codes

You have all received your long distance calling codes. I have placed them in your mailboxes. These are private codes for each of you and guard them with your life :)
Do not share them with others and keep them in a safe place. They are not for personal use, only for contacting RSO members, or other customers who we need to (returning email inquiry, phone inquiry, etc).
THANKS!!!

Monday- 9/24

Good morning ECOs!

I hope that you all had a nice weekend and are ready to begin another week of classes and work! I have designated some tasks for you and am in the process of determining who is on reception and event development during their shifts. Please finish your tasks given and post a comment to let me know!

Elyse- I want you on reception this morning.

• Please take care of any random notes on the desk
• Ceck and respond to voicemails, emails, etc.
• If there is filing, please do it.
• Pease try to contact the three women who have left their IDs here.
• Contact Phee to figure out where the 9/19 RSOOO attendance form is
• Call Erin to ask where she wants the yellow event planning manualsto go
• Check the staff attendance email when Barbara sends it, and if any advisor or accounting specialist is out today, make sure they have no appts. If they do, contact the person to reschedule.

Lizzette-

I want you on event development (if we get any)

• Please finish any SR cards and AllInfo logging.
• Please clean out and post in the bulletin boards downstairs.
• If we have new event tracking forms, contact the groups to inform them of the 5 day meeting rule.
• Bring any items up to 416.
• Tidy up the bulletin board outside the door, take down any old items.
• Please create two filing systems if time allows. I will give you the details

Danielle-
Please do event development from 11-2, BREAK at 2 for 15 minutes, then receptionist from 2:15-5

• I have a filing task for you for the event development desk. I will tell you about it when you arrive.
• Runs upstairs
• Paychecks
• As receptionist, please check and do tasks that are listed for others above if they have not been completed. Thanks!
  

Lawrence-
Please be our receptionist from 11-2:15, then event development until you leave. I will need to talk to you before I leave about the staff meeting on thurs.

• Please file anything that is left to file (P.O.s, etc)
• Check voicemail and email, and respond to them if needed.
• When Phee gives us the updated list of RSOs that haven't registered for RSOOO, you must contact them. I will give you the template for the email, you just need to fill in the email addresses. If they don't have email, try contacting their main contact from AllInfo.