• Electronic Timesheets will need to be turned in every 2 weeks

• For CAs

  • Log into Workday---> Click on the "Time"---> Last Week---> Submit

• For DAs

  • Timesheets must be filled out correctly

    • Times are to be measured in 15 minute increments

    • These increments must be recorded as decimals: .25, .50, .75, .00

      • i.e. 3:15pm until 4:00pm would equal .75

    • Times must be accurate

      • If Time sheet is not accurate, contact Haysley as soon as possible

    • Log into Workday---> Click on the "Time"---> Last Week---> Submit

  • Completed timesheets are due the last shift that you work of the pay period

  • Desk assistants will be paid the campus minimum wage and are limited to working 20 hours for on-campus jobs each week during the regular academic year

    • If you have more than one on-campus job please communicate this with both of your supervisors so you do not exceed hours

• Answer with "Hello, this is is Victor E. Village Front Desk. This is [your name], how may I help you?"

• Help answer their question (Remember FERPA and you cannot confirm or deny is a student lives in the building)

  • If you CANNOT answer their questions follow these steps:

    • Provide them with the number for someone that can assist them

  • Or take a message

    • Include all of the following information:

      • Date/Time

      • Caller's Name

      • Who they are trying to contact

      • Caller's number/email

      • What the message is regarding (Be Specific)

• If a resident is locked out after 8:00am but before 7:00pm during the week, the CA should contact the GroupMe to see if there is a CA available to let the student into their room

• When a student is locked out, a lockout card is issued

  • Card will have students ID number, name and date of lockout recorded on it

• Excessive lockouts are against policy and are subject to student conduct and are charged

  • 1st offence-

  • 2nd offence-

  • 3rd offence- IR is issued, Warning from Jackie

  • 4th offence- Student charged $5 (Sanction)

  • Subsequent offence- Charged $5 each time and may receive a conduct meeting with Jackie

Before 7:00pm

• Ask the resident if they have checked to see if their roommate is in the room or is coming back soon (if they are willing to wait) if not...

• Begin contacting CAs who may be available at that time and ask them to complete a lock out card at the front desk

  • Use the GroupMe to conduct CAs

  • Use your knowledge of CAs who recently entered the building or were/are at the desk.

• Fill out the residents information on a Lockout Card

  • If resident has not been locked out before, start filling out a new card

  • If resident has been locked out before, locate their lockout card in the lockout drawer

    • Cards are separated by floor and alphabetically sorted

  • Inform the CA that they did not have their ID

After 7:00pm

• Ask the resident if they have called the CA on Call

  • If they have not then call the CA on call from the desk phone

• Fill out the residents information on a lockout card

  • If resident has not been locked out before, start filling out a new card

  • If resident has been locked out before, locate their lockout card in the lockout drawer

    • Cards are separated by floor and alphabetically sorted

  • If they do not have their ID remind them to always carry their tiger card with them

  • Inform the CA that they did not have their ID

• If a lost key is turned into the front desk:

  • If a room or mail key is turned into the desk, place they key in an envelope and place it in Jackie's mailbox

    • Note: No keys should be placed in lost and found. Car Keys should be turned into UPD at end of shift (if possible)- located in the basement of Custer Hall.

  • Leo will send an e-mail to the resident to coordinate a pickup

    • When the resident comes to pick up their key they must show their Tiger ID

• If you cannot work a shift, it is your responsibility to find somebody to take your hours, or trade shifts with you

• CAs must make even trades for desk. CAs should not be working over their allotted 7 hours per shift

• Shift changes should occur within the same pay-period and not be prolonged over several weeks or months

• All trades and takes must be requested through either GroupMe or Email.

• Both parties must agree and Leo needs to be notified of the switch in writing by both parties.

Fire

• Activate fire alarm

• Call 911

  • Identify yourself (Name and Victor E. Village Desk Assistant) and the problem (Where is the fire)

  • Give Address:

    • Victor E. Village Hall

306 Dwight Drive

• Call Community Director on Call (CDoC)(785)259-5763 DO NOT SHARE THIS NUMBER

• If you are in immediate danger:

  • GET OUT- you are more important than a secure desk

• If you are not in immediate danger:

  • Please remove confidential information from the front area and lock the drawers

  • Take the desk keys with you

  • Exit the building out the front door

Tornado/Severe Weather WATCH and WARNING

• If a WATCH changes to a WARNING (tornado has been sighted), contact supervisor about closing the desk

• If you are in immediate danger: (If you see flying debris or power went out)

  • GET TO THE REC ROOMS (Pool or Ping Pong Room)

• If you are not in immediate danger:

  • Please remove confidential information from the front area, grab the weather radio, and lock the desk drawers

  • Take the desk keys with you

Incidents and Policy Violations

• If an incident occurs (a policy violation, suspicion about an occurrence, etc.), contact the CA on-call immediately (785)650-3497

• If you are unsure if it is a policy violation or if you suspect suspicious activity do not hesitate to call!

*If any other serious incident occurs (bomb threat, active shooter, etc) call 911*

Any violation of the above policies and expectations could result in the following:

• 1st violation: an informal warning from your supervisor

• 2nd violation: a formal letter and a meeting with your supervisor to discuss further repercussions

• 3rd violation: immediate termination (depending on the severity of the issue)

Discipline

• Each violation will be handled on a case by case basis by Leo and/or Jackie

• If you fail to follow hall policies, you are not immune to being documented by CAs, or Jackie

• CAs can also receive discipline for breaking desk policies while working their shifts

• The following violations will result as an immediate termination:

  • Possession of drugs, alcohol or weapons at the Front Desk

  • Intoxication while on the clock

• If disciplinary situation occur within or outside the hall, it is expected that you contact your supervisor within 48 hours. Failure to do so will be grounds for termination

• Grab the student's RCR, a clip board, pen, and a dry erase marker

• Ask student if they have vacuumed, cleaned, and wiped everything down

• Check outside of door and make sure everything is taken off

• Once in the room, check the bottom of their trash can and room chair to make sure it has their room number

  • Put chair and trash can on the desk

• Everything needs to be cleaned: vacuumed, wiped down, etc.

  • If not, tell them they will be charged a cleaning fee ($20 per hour)

• Use the RCR and go step by step on section for it.

  • Walls, ceiling, desk, floor, closet, etc.

• Take picture of damages with Room # in the picture.

  • Please do not wait and do this right away

• Mark in every box stating, No damages

  • If there are damages then be sure to put that in the box and take photo.

• No beds pushed together, no beds bunked, beds should be put together how they moved in

• Keep open the drawers of the dressers

• Let students know that these are the possible damages, but Jackie and Leo will do final walkthrough and make a final assessment

• Go to desk, have them check their mailbox and then put their mail key in their mailbox

• Make sure to remind them to change their forwarding address on Workday

• Have resident sign RCR

• Give resident the yellow copy

• Put the white copy of the RCR in Jackie's mailbox

• Put work orders on the paper and photos emailed to Jackie

• If you are unsure of something ask on GroupMe

• For 3rd lockout:

  • Write out the Resident's full name followed by was locked out on the following occasions:

    • Ex: Resident (name) was locked out on the following occasions: (list dates)

  • List the lockouts that the resident has had:

    • Important to list each lock out in order

  • The IR should read like this:

    • Resident (first and last name) had first lockout on (date) (time). Resident (last name) was locked out a second time on (date) at (time). Resident (last name) was locked out a third time on (date) at (time).

• If resident has more than 3 lockouts and NO warning sent yet:

  • there are residents who have received three lockouts and never received a warning. if that is the case you will do the IR. It is good to know that they may have more than three lock-outs and not received a warning.

  • The IR should read like this:

    • Resident (first and last name) had first lockout on (date) (time). Resident (last name) was locked out a second time on (date) at (time). Resident (last name) was locked out a third time on (date) at (time). Warning was not sent. Resident (last name) was locked out on (date) at (time)... etc.

• If they have a warning letter already:

  • Important to list each lockout in order

  • If "warning" has been sent there will be a note on the card

  • The IR should read like this:

    • Resident (first and last name) had first lockout on (date) (time). Resident (last name) was locked out a second time on (date) at (time). Resident (last name) was locked out a third time on (date) at (time). Warning was sent (date). Resident (last name) was locked out on (date) at (time)... etc.