Friday!!

It's Friday!!!

Tasks to do today
*Please complete as many as you can this shift and post a comment telling me which ones you did so I know that you did work today.

1. Consistently check BOTH emails and voicemails and respond to them if needed.
2. Filing activation forms.
3. File POs in the bin
   
4. Adding SR cards into system and adding to listserv.
5. Posting flyers to the bulletin board.
6. Email event tracking events.
7. Filing account statements.
8. Frozen group project* (see below for instructions)
9. Paychecks!
   

*Elyse and Danielle worked hard on creating a list to determine which groups were frozen, but had all their activation forms turned in. Please look at the 2-page list on the E.D. desk and go through to check which RSOs have all three categories checked off. Then, go into AllInfo and make sure that 1) their requirements are all checked off, 2)their information sheet is correct, and 3) they are unfrozen. Please make note of this on the 2-page checklist.

Staff Meeting

Mandatory Staff Meeting (for real this time...)

Monday, October 22nd
9:00a.m. sharp!
Resource Room

**Breakfast refreshments will be provided!!!**

(You are getting paid for your time too!)

Almost the weekend!

Happy Thursday!

Tasks (*please comment on what tasks you did so if you don't finish them, I know why!)

Lizzette- Please check email/voicemail and respond to them accordingly. Also, add the NSBE e-board list from Phee into AllInfo. Can you please call Paula and tell her we have a package here for her too! Finally, please file the SR cards in the bin. Thank you.

Djade-Please check emails/voicemails and respond to them accordingly. During your shift, I would like you to fill the RSO paperwork bins (the ones with P.O.s, deposit slips, etc.). If mail comes in during your shift, please be sure to put it away. Could you please make a list of the packages in the back room and contact them by email or phone to let them know we have packages here for them.

Lawrence- Please work event development for your shift today. I would like you to make sure that ALL posters/flyers in the top bin are put in the bulletin board and that all old stuff has been taken down from them too. I left event tracking forms to be taken care of (I showed you this the other day with emailing the groups, etc). In addition, please be sure that you bring any runs upstairs before the end of your shift.
.

Kyle- Please work reception. I would like you to finish any filing, listserv entry, and data entry of activation forms. If there are packages that need to be logged, please do so. In addition, be sure to check the email frequently and sign people up for the treasure workshop. Please work of any data entry that might be left to do when you switch to event development at 3:30. Thanks.
.

Jamie-Please work event development until 3:30, work on making sure that RSOs are coming in for Event development and contacting those who haven't, you know what I mean. For the rest of your shift, please do reception and make sure that at the end of the day EVERYTHING is brought upstairs that is in the bins!

SR Listserv Instructions

After the SR Cards have been put into All-Info, we need to put them on the SR Listserv.

1) Open http://list.umass.edu/mailman/admin/sr-l/logout
2) Login password: umass07
3) Click on the Membership Management link under Configuration Categories on the left-hand side
4) Click on Mass Subscription, the second bullet under Membership Management
5) Enter the e-mail address(es) of the person(s) you are entering in the first box. If you are entering more than one email address at a time, make sure that you enter only one email address per line.
6) After entering in the email address, click Submit Changes on the bottom of the page.
7) Click on Membership List, the first bullet under Membership Mangement.
8) Scroll down. For all the email addresses you have just entered, you have to find it and fill out the blank box below their emails address with the following information: First and Last Name (RSO). Some email addresses will already have information under it because they were previously entered but you should double check to make sure that the RSO they are with is correct.
9) Click on Submit your changes after updating each email address.
10) Logout.
11) Initial the SR Listserv line on bottom on SR Card.
12) File SR Card.

Wednesday!

Good morning ECOs!

I will not be in this morning because I am a bit under the weather. However, this doesn't mean that things do not need to be done on time!!!!

-Please make sure you look at the desk assignment sheet at the receptionist desk to see which desk you are supposed to sit at for your shift. Then, please look below for tasks for each desk. Make sure after your shift you post a comment to let the others know what has been completed and what still needs to be done! I want EVERYONE working today to post a comment with what you did so I know that everyone was working hard and no one was slacking off :)

ALSO- Follow the link below to a meeting schedule. Once there, please put your availability for a meeting NEXT WEEK! (Include the times you are working as an ECO too, we might need to schedule it when you are working). Please note the only valid excuses to miss are serious illness, family emergency, and class. Other RSO business needs to be rescheduled around the meeting time.
http://www.doodle.ch/dws7mvkfi5rv943e

RECEPTIONIST
*Remember that every morning you come in at 9am that you NEED to turn off the voicemail. If our customers can not reach us by phone, it becomes a major problem. If you don't know how, you just press the main lines at dial #2# for each one. I always like to call 5-3600 after from another phone to see if it rings!

*Barbara asked me to remind you all the ANY WB Mason packages addressed to her should NEVER be accepted by us. So, when WB Mason comes in (Usually a guy with a Red Sox hat on), please ask if any of the packages are for Barbara Paparazzo and if there are, make sure he brings those upstairs. The reason for this is because many times she needs to give him items for return and needs to talk to him frequently about orders she placed with them!

*Event though 10/15 has passed, we are and will still be accepting SR cards, so please urge frozen groups to turn them in!

*Respond to emails and voicemails. Make sure the check the email frequently, as we are getting signups for the treasurer workshop.

*If it hasn't been done yet, bring the broken space heater up to Barbara. It should be on the desk if it wasn't brought up.

*Make sure that the SRP on the old SR cards have been erased from all frozen RSOs.

*Do any filing of activation forms.

*If there are SR cards that are turned in, please make sure they are entered into AllInfo and then put on the listserv.

*Make sure that runs upstairs are done frequently

*If there is any folding of the yellow packets to do, please fold them.

*You can ALWAYS go upstairs and ask either Phee or any other advisor whether they have anything for you to do that you can do at the desk.

EVENT DEVELOPMENT
*Make sure that any posters are posted in the bulletin boards and any outdated posters are taken down.

*Please frequently check the caolead email address (password 7ecos7). Make sure to check if anyone has responded to any emails we have sent out and if we got any emails kicked back to us we NEED to contact them another way!!!

*If we get event tracking forms, make sure they are emailed to the group and entered into the excel speadsheet. Both the excel sheet and the template email are in the "shortcut to ECOs" folder on the desktop.

*Someone can go through the folders in the E.D. desk which have old event tracking forms in them and make sure they've all been entered into the tracking excel spreadsheet found in Shorcut to ECOs folder. If they aren't in that spreadsheet, please enter them.

*Please bring the paycheck boxes and clipboards upstairs and give them to Krista or Allen. They will need these soon to process this weeks paychecks.

*Please help the receptionist with any of their tasks!!!

Covering Shift For Next Friday

Hi Lovely ECOs,
I work for PHENOM, the Public Higher Education Network of Massachusetts. We do lobbying work for free public higher education.

Next Friday we're hosting a state-wide summit at Framingham State College that I have to go to, so I need to miss work that day.

My shift is from 12:00PM - 2:30PM so if any of you would like to pick up those hours please just post it here! Thanks very much and see you all soon.

~Kyle Wood

Tuesday, Oct. 16

-The picture above is how I feel about how fast this semester is already going! Although, I don't really get the dentures comment :)

PLEASE follow the link below to a meeting schedule. Once there, please put your availability for a meeting NEXT WEEK! (Include the times you are working as an ECO too, we might need to schedule it when you are working). Please note the only valid excuses to miss are serious illness, family emergency, and class. Other RSO business needs to be rescheduled around the meeting time.
http://www.doodle.ch/dws7mvkfi5rv943e


-I am going to be coming in at different times than you might be used to, so it is really important that you ALL are self-starters. You have worked here long enough to know the daily tasks that need to be done and you should be doing those when there is no supervision. After those tasks have been completed, you will be allowed to do other things, but not until they are done!
These tasks include: Filing, data entry of activation forms, runs upstairs, bulletin board, checking and responding to emails/voicemails, putting mail away, logging packages, contacting RSOs about packages, organizing the space, etc., etc., etc...

Djade- Please work reception this shift. I would like you to concentrate on pulling the old SR cards that expired yesterday and putting them in the back of the black filing bin that they are in. We need to keep them until next year in case any problems arise.

Kyle- Please finish folding/stapling the yellow packets. When you are done that, please bring any forms upstairs that need to be taken up.

Lawrence- Please do event development when you are here today. I would like you to first and foremost update the bulletin boards downstairs. There are quite a few flyers that need to be posted. In addition, spend a good chunk of time looking at what is posted and make sure there isn't anything that is outdated. Also, please put away the mail into the mailboxes today.

Lizzette- I have you working reception for your whole shift. Please finish pulling any SR cards if Djade didn't finish. Then, please go through the outdated SR cards and erase that SR person from their group (**ONLY IF FROZEN**) and double check to make sure the SR box is checked or not in the requirements section. IF you do not finish this today, please make sure you do it again tomorrow! THANKS!

Jamie- Please make sure that any events that are happening within 4 weeks have come in for event development or met with their advisor. If they haven't, please contact them again to make sure they do so!

Monday, 10/15

Danielle- Please work reception and work on filing and updating the SR listserv. Check the csd email frequently this morning for treasurer workshop signups and add them to the list on the desk. I would like you to concentrate on creating step-by-step instructions on how to enter emails into the SR listserv and then post it on the blog. At 1pm take your break and at 2pm-4, instead of moving to event development, I am going to have you sit up at one of the desks in 416. I will explain this to you.

Lawrence- Please work E.D. from 11-2. Please work on finishing the event development manual and put away the mail in the mailboxes. If you have time before 2, we have new event tracking contacts that we need to email about their events and making an appt for their advisor or eco. At 2, please work reception when Danielle is upstairs. Please work hard on folding the event manual (yellow/white forms). Jamie will be coming in at 3 to take over.

Jamie- Please work reception for your shift. If there is filing to be done, please do so, as well as entering any activation cards into the system. In addition, please try to get rid of the packages in our space, try contacting the offices.

event planning manual

Finally!!! We have a revised event planning manual. It's the same manual that the advisors use. It has current prices for things, contact names and phone numbers for campus departments, policies and procedures about events. Some may not be pertinent to you all, but you will find it a very useful document.

It is located on the event consulting desk and I have asked the first person who sits there to put the step by step instructions I created in the front of the manual. I would like you all to read the whole thing so you are familiar with it, and then use it as a reference every time you do an event.

thanks, Phee