Put the mail into an envelope with the KidSpirit return address and seal the envelope.
Grab a pink mail slip from the “outgoing mail” slot on the back counter.
Locate the manila envelopes with mail stickers in the back counter cubbies. Attach a sticker with the correct department code for that mail to the top left corner of the mail slip. If there is more than one piece of mail that day, only one slip is needed per department sending mail.
Fill out the remainder of the mail slip following the example slip in the mail slot. It should have today’s date, KidSpirit for the name, and the office phone number. First class mail should be checked.
Attach the mail slip to the piece(s) of mail and place in the “outgoing mail” slot to be taken out up to the mail room during closing that day. The mail goes in the gray metal container in the mail room, to the left of the mailboxes, when it is ready to be sent.
A variety of documents will be continuously filtered into these tabs, located on the back counter next to the cash register. You will mostly see copied receipts, signed consent releases, hiring paperwork*, letters of reference**, etc. Keep in mind that only Payment papers will have the payment sticker. This is where you will initial instead of physically writing on the document. The process of keeping record is much similar for all:
1. Make sure payments have been entered (initial on the payment sticker) into Ideal Logic.
2. Upload all documents to the corresponding child/event onto Ideal Logic. Write "IL-(your initials)".
3. Double check by following the first two steps and making sure payments have been entered and the document is uploaded to the Ideal Logic account. Initial the payment sticker or physically write to check marks with your initials.
* Entering Hiring Paperwork
IF you HAVE admin access to hiring info on IL, proceed to step 2. IF you DO NOT have admin access place the envelope in the incoming mail slot and slack to the hiring or office supervisor that a reference letter has been received
Open the letter
Cross out the recipient info on the front of the envelop and place the used envelope in the used envelope box at the front desk
At the top of the reference form, note if the envelope was signed "Envelope signed" or "Envelope not signed" followed by a staff initial and the date
fill out the bottom of the form where it says "Date Received"
Email the applicant letting them know we recieved a reference letter using the proper emailing template located on the brain \\cn-share\cphhs\OandE\KidSpirit\Shared\Hiring\Hiring Email Templates\2017 SDC Hiring Email Templates
Scan the reference letter into their ideal logic application under "Documents", be sure to save the document as "Jane Do's reference letter for John Doe"
At the top of the reference letter note that it has been uploaded ex: "Uploaded - Staff Initial, date"
In the marketing office find the application filing box and place the reference letter (staple if needed) in the folder based on applicant last name
*Entering Letters of Reference
Open the letters, which can be found in the mail slot.
On the document, write whether or not the envelope was signed, the initials of whoever opened the envelope, and the date (I.e. - Envelope Signed, AB 2/22/16)
Scan the letter of reference to the email inbox
Upload the letter of reference to the applicant's account. Please title appropriately with the name of the applicant and the name of the individual who wrote the letter of reference (i.e. - Reptar's Letter of Reference for Monica Flowers)
Sign that you have uploaded the document to Ideal-Logic
File the uploaded document in the rolling alphabetized cart (if the applicant already has other documents in the file, please paperclip them all together). Click Name- add date read & time (Admin>Hiring>Summer 2016> "Applicant's Name">Documents)
Send whichever email template applies to that person from the attachment below. (Templates at the Brain>Forms and Templates> Hiring> Letters of reference needed) We want to keep people updated on what we have received!
Log onto your own Ideal-Logic and pull up the current session of gymnastics that you are double checking attendance for
Use the filter tabs to select the day and level for the attendance being double checked
Once you have selected the correct class, select the attendance tab.
Next to the particular date you are double checking attendance for, select “attendance spreadsheet” and check to see if the physical attendance sheet matches the attendances that have been recorded on IL.
If the attendances do match, edit the name of the attendance on Ideal-Logic to include your initials (ie 3rd Class - MM:KM). Then initial and date concisely below that particular day’s attendance on the physical attendance sheet. If the attendances do not match, problem solve. Sign off with 2 check marks next to your initials on the physical attendance sheet to signify the sheet has been double checked.
Repeat this process until all the attendances have been double checked
Return the attendance sheets back to their proper tabs in the gymnastics binder
It is important that the office atmosphere and work space is consistently being organized and cleaned in order to ensure efficient work flow! Below is a list of tasks that should be performed on a daily basis.
Check that there is not an excessive amount of stray paper all over the office (desks, counter tops, workstations, and front table)
No food or garbage is left out in sight for customers and faculty to see when they walk into the office
Floors are relatively clean and swept daily
Large office tools such as paper cutters, laminators, shred bin, first aid kit, timers, etc. are put away in their proper place immediately following use
The child’s area is clear of anything that could harm a young participant or something they could potentially make a mess of (scissors, staplers, eating utensils, tape, cell phones, tablets, paint, etc. )
***Refilling the cleaning spray - Downstairs between the men and women's locker rooms in Langton, you will find a locker (combination 28-38-24). In it contains a key; the key belongs to the "cage", or the room facing the bottom floor entrance. Inside you will find cleaning bottles and refillable disinfectant. You'll know by the smell (pine) and color (green).
***Doing the laundry - Ask the PAC Office for the laundry keys. These will open up the laundry room located on the backside of Langton Hall, entrance is facing Waldo. AJAX laundry detergent (blue bottle) is what we typically use. The dryers look scary and big, but turning them on is simple. After laundry is dry, fold everything and put away in proper location.
These closing tasks need to be performed EVERY day!
Wipe off ALL counter tops, computer workstations, phones, child bench with disinfectant
Make sure there are no loose papers around the office, shred anything credit card numbers and other confidential paperwork that was left lying around, but also follow up via slack to find out who forgot to shred these before they left
Sweep up one last time
Remove garbage bags and place them in room 127, Lang 125 is only checked 3 days a week and 127 is checked 5 days a week
Turn off the fish light and make sure the switch is on (+)
Shutdown all computers besides the front desk computer, but make sure every internet tab is logged out of (IL, trello, Slack, etc) before shutting down
Turn off all lights and make sure the main door is locked