Revision as of 22:22, 8 November 2007 (view source) Aoleksiuk (talk | contribs) (→‎Working in Auditorium Room 405) ← Older edit		Latest revision as of 01:06, 6 December 2019 (view source) Mark.quilhot (talk | contribs) (→‎Infractions)
(142 intermediate revisions by 12 users not shown)
Line 1:		Line 1:
−	=Information for all IAM Student Workerz=	+	=IAM Student Employee Handbook=
−	This is a policy document for all workers who work in the Interactive Arts and Media (IAM) Studios (see below).  It is a working document and is updated regularly. Student workers are expected to maintain familiarity with the most recent versions of the document.
−	==Hiring==
−	Hiring for the job positions listed in this document is done by the Student Employment office and Andrew Oleksiuk mailto:aoleksiuk@colum.edu on behalf of the Interactive Arts and Media Department.  In order to work in the studios as a student worker, one must first fill out an application with the Student Employment office http://www.colum.edu/Student_Life/Student_Employment/index.php . Tutor candidates are also encouraged to provide a resume (Curriculum vitae) and a list of classes taken in the department or relevant other classes or work experience.
−	==Supervisors==	+	==The Workers App==
−	The supervisor for all Student Workers covered under this document is Andrew Oleksiuk.  However, some student workers will report to Jeff Meyers mailto:jmeyers@colum.edu , Mark Quilhot mailto:mquilhot@colum.edu , Huey Lewis mailto:hlewis@colum.edu , and Brian Neilsen mailto:brian@iam.colum.edu for special projects and tasks.  All student workers will treat information, work and tasks requests from the above-named individuals as actionable work orders (e.g. if Huey tells you to do something, do it). If there is a conflict of priorities at the supervisory level affecting the student worker, it must be resolved immediately among those affected. (e.g. Huey told me to do something, and Andy told me to do something else: both supervisors must be alerted immediately, notating the tasks and timing involved.  In the event that one supervisor is not available, the available supervisor will remediate, prioritizing the work task for the student worker).  See also Tasks, below.
−	==Scheduling==	+	The IAM department has a web application for student workers to keep track of work functions.  It is used to review schedules, log hours, list pay periods, and track ongoing tasks.
−	===The current master schedule===
−	[[IAM Computer Labs]]
−	==Your Work Shift==
−	You are assigned to a particular studio at a particular time. You are expected to be in that studio for the duration of your shift.  If you are assigned a task that requires you to leave the studio, you must ensure that you are not leaving the studio unsecured (see general Security, below).
		+	This application is reached by logging into the http://iam.colum.edu website, and clicking on the Workerz link.
		+	Each week, you also need to login to the MYC Self Service tab located at the bottom of the my.colum.edu welcome page. After logging in, click the MAIN Menu, Self Service, Time Reporting, Timesheet. This is where you enter hours worked for Payroll. Do so every week.
−	===Violation Notice Escalation===	+	==Expectations==
−	A violation notice is warranted when a student workerz surpasses a tolerance limit on one any of the infraction tables.
−	{| border="3" cellpadding="5" cellspacing="0"	+	IAM student employees are expected to report to work at their scheduled times, to help students, staff, and faculty use the department facilities. Students will also assist staff with various department related projects as they come up.
−	|colspan="2"|
−	===Violation Notice Table===	+	===Job Descriptions===
−	|+align="bottom" style="color:#e76700;"|''''
−	|-
−	|'''1st'''
−	|verbal (includes remediation; must reference violation notice)
−	|-
−	|'''2nd'''
−	|written (includes remediation, fwd to student employment)
−	|-
−	|'''3rd'''
−	|termination
−	|}
−	===The Infraction Sub-Tables===	+	Work aides are responsible for the following:
−	It is possible to incur infractions against the wishes of the department. These infractions will be tolerated according to the following Infraction Table:	+	*Assisting IAM Staff and Faculty with any projects presented to the student
−	{| border="3"  cellpadding="5" cellspacing="0"	+	*Assisting IAM students with basic technology in the lab, logging on, scanning, printing, and basic network use, and basic software operation
−	|colspan="2"|
−	===task-related infraction sub-table===
−	|+align="bottom" style="color:#e76700;"|''any limit reached in a category or any 5 from this sub-table results in a violation notice''
−	|-
−	|'''limit'''
−	|'''type'''
−	|-
−	|'''3'''
−	|not finishing a task
−	|-
−	|'''3'''
−	|not using correct procedures
−	|-
−	|'''3'''
−	|general behavioral issues
−	|}
		+	*Opening the lab in the morning, locking up at night. You are expected to be the first ones in and the LAST people to exit the room. NEVER leave a room open and unattended.
		+	*Assisting IAM students with software / hardware troubleshooting
−	{| border="3"  cellpadding="5" cellspacing="0"	+	*Documenting procedures *Taking reservations for Equipment Checkout *Checking out equipment to Students, Staff, and Faculty *Checking in equipment from Students, Staff, and Faculty
−	|colspan="2"|
−	===shift-related infraction sub-table===	+	*Ensuring all pieces of equipment are checked out and returned correctly, and in working condition
−	|+align="bottom" style="color:#e76700;"|''any limit reached in a category or any 5 from this sub-table results in a violation notice''	+	*Periodic maintenance of IAM equipment
−	|-
−	|'''limit'''
−	|'''type'''
−	|-
−	|'''3'''
−	|sick days
−	|-
−	|'''3'''
−	|excused absences
−	|-
−	|'''1'''
−	|unexcused absences
−	|}
		+	*Assisting students with selection and operation of equipment
		+	*Assisting IAM Faculty with classroom AV equipment
−	{| border="3"  cellpadding="5" cellspacing="0"	+	*Keeping labs clean and orderly
−	|colspan="2"|
−	===administrative infraction sub-table ===	+	*Abiding by the department's NO FOOD, NO DRINKS policy and making visitors aware of this policy.
−	|+align="bottom" style="color:#e76700;"|''any limit reached in a category or any 5 from this sub-table results in a violation notice''
−	|-
−	|'''limit'''
−	|'''type'''
−	|-
−	|'''4'''
−	|failing to sign-in/out
−	|-
−	|'''2'''
−	|failing to turn in timesheet correctly
−	|}
−	==Tasks==	+	*Installing and updating lab software
−	===Initiative===
−	We like ideas and we like idea people. If you see something out of whack, and take the initiative to fix it, this is a positive thing. If you have an idea for a small project to help improve some facet of the studios, discuss it with a supervisor before you act. Sometimes worker-initiated projects sound like a good idea at first, but end up creating a lot of work for the supervisors instead. In any case, supervisors' tasks always come first.
−	===Task Priorities===	+	*Instructing students where to go in an emergency situation
−	If one of the following staff members gives you a work task to complete, do it. Verbal, written, email, or listserv posts incorporating orders coming from: Brian Neilsen, Jeff Meyers, Huey Lewis, Mark Quilhot, Andrew Oleksiuk, are all valid work orders. If there is ever a question of conflicting priorities of being given multiple tasks by multiple staff members, please resolve the situation immediately with the responsible supervisor or the task assigner in question. Not doing a task, simply because there is a conflict of priorities is not an option. More specifically to the point, "I'm doing my homework right now" is not an option when you are on the clock. While we (staff) do communicate with one another often, we do not have complete neural redundancy.
−	===Task Timeframes===	+	*Tutoring IAM Students with advanced skills and concepts taught in IAM classes
−	Tasks must be completed within generic and/or obvious timeframes.  By default, any work orders given to you by any of the above staff should be completed by the end of the shift that you are currently working.  If this is impossible or a shorter or longer timeframe is required, please speak to the responsible supervisor or the task assigner.  If you need clarification, or feel as if you do not have the tools or skills necessary to complete the task please talk to one of us.  In no instance should you simply "blow it off", and later claim that the instructions or timeframes were unclear.  Be proactive in getting your work tasks done.
−	===Task Documentation===	+	*Writing tutorials for department related skills and posting them on the department wiki
−	All tasks, big or small should be documented. What you may consider obvious may not be quite so obvious to your busy supervisor or task assigner. Therefore recorded documentation of all tasks are required, whether they are completed or not. Leaving a voice message or email as to the status of a project is an acceptable method.
−	examples:	+	===Tasks and Completion===
−	'''Task 1''' - You have been asked to update specific software in the Wabash studio.  You spend the better part of an afternoon moving from computer to computer, logging on, and running a software updater.	+	Student workers should make helping other students in the lab the top priority.  There are many tasks student employees need to do when they are not busy supporting students, just ask the supervisors.
−	'''Documentation 1''' - You call the supervisor who gave you the task.  He is not at his desk, so you leave a voice message stating: I have run the software updater on all the studio machines; the task is complete.
−	'''Result 1''' - The supervisor is free to assign the next task, which may be to test the new software on all the machines to determine whether the upgrade is truly complete, or more software updates are necessary.
−	'''Task 2''' - You have been asked to clean keyboards in the South Studio.  You were assigned this task with an hour left on your shift, so it is not possible for you to complete the task.	+	====Daily Tasks====
−	'''Documentation 2''' - You email the supervisor with the following comments: I was unable to complete the task because I ran out of time.  However, I did finish all of the keyboards from the stations along the north wall. Unless I hear from you otherwise, I'll continue with this task at the beginning of my next shift.
−	'''Result 2''' - The supervisor now can make the decision whether to wait for your next shift or to re-assign the remainder of the task to the next person on duty, depending upon the urgency of the need.
−	Often multiple tasks are assigned with some granularity and dependency. Here is an example of a bad decision on the part of a student worker who doesn't follow the procedure.	+	There is an [[EQ Cave maintenance checklist]] posted on the cave doors.  All items on this list must be performed daily.  The worker who assumes responsibility for a task on a given day, should initial the checklist, verifying that they have completed the task.
−	Consider as an example the following project: a poster design for an upcoming event. A staff member may ask you to sketch out an idea. Perhaps you take your time with it, trying to come up with a good design. Perhaps, given that the event isn't for a week, you decide that you'll work on it on your next shift instead of on your current shift because you have an class assignment that needs some attention. What you don't understand here is that you've been assigned only part of a larger task, that requires far more work.  Now that you've delayed the process, we'll fill in the missing pieces. All of the artwork, including yours, has to be assembled including specific data coming from other sources, for example time, date, location, and biographical information (1 day).  The design has to be finalized and proofread by one or more staff members (1 day). The poster may be printed in house, or sent to a service bureau for processing (2 days). The posters have to be picked up, and then distributed around campus by hand or via interoffice mail (1 or 2 days). The files need to be resized and information condensed for the website (1 day). So your decision to "blow it off" until your next shift has just delayed the work of 3 - 4 other people, whose schedule, priorities, re-scheduling, and re-prioritizing now under a much tighter deadline, becomes dependent upon your decision.  Not a good thing.	+	When employees encounter anything out of place in the lab, they are expected to address it.  Make sure chairs are pushed in, monitors are straight, and that all keyboards, mice, and headphones are neatly laid out.  Throw away any trash, and clean up any messes.
−	==Timesheets==	+	====Ongoing tasks====
−	You are required to turn in a ''signed'' timesheet at the end of your last shift in each pay period. Pay periods occasionally vary, but generally occur every two weeks, which is why a typical timesheet has two weeks on it.  The correct procedure for filling out a timesheet includes: Do print the pay period end date. Do print your name. Do NOT print your social security number. Do fill out the number of hours worked each day. Do total each week (use a calculator if necessary). Do total up the weeks for the total time worked for that pay period (again, the calculator). Do sign your timesheet. Turn in your timesheet into one of two timesheet boxes for your convenience located in the South Studio, or in the office area of 623 S. Wabash.
−	==Payroll and Paychecks==	+	Ongoing tasks (things that may take longer than a shift), generally in the form of a "Work Request", will be assigned to employees through the Workers App.  Tasks will appear in the MyRequests section of the app.  Students are expected to check the app for new requests every time they punch in.  When a student works on a task, they should update the work request with any pertinent information.  This information will be available to other employees who may pickup where you left off.
−	=The IAM Studios=	+	===Work Demeanor===
−	The IAM Studios are located in two buildings on campus, the 624 S. Michigan (S) building and 623 S. Wabash include mainly the South Studio, Wabash Studio, Game Studio, and Equipment Cave.
		+	Workers are expected to be HACKs.
−	==Working in 623 S. Wabash (W) building and 624 S. Michigan buildings==	+	H elpful
−	===Fire Safety===
−	All workers employed in 623 S. Wabash and 624 S. Michigan need to understand the fundamentals of fire safety specific to 623 S. Wabash and and 624 S. Michigan. If you see fire and/or smell and/or see smoke, pull a fire alarm. Use of fire extinguishers is optional, do not use them if you are not comfortable with the procedure. Never put yourself in danger to be a hero. Your job is to help evacuate the floor; let the fire emergency professionals do their job. In the event of a fire alarm, everyone leaves the building. Get to know and use the fire safety map posted in each room. Note locations of stairways, the emergency call box, and the area of rescue assistance. It is important to always take your coat and/or purse while heading out the door, since there is never a guarantee anyone will return to the building.  Treat all fire alarms as actual emergencies, but exit via the stairways in an orderly fashion. Never use the fire escapes on the outside of the building for fun; only use the fire escapes if other exits are blocked in a true emergency. Note the availability of front and back stairwells. Take direction from police, fire, and emergency personnel, building personnel, fire safety marshals, staff and faculty as necessary. In the event someone (in a wheelchair, for example) cannot navigate the stairwell to evacuate, assist in the following manner: locate and inform the evacuee of the the area of rescue assistance, use the call box or telephone to notify the security desk of the person(s) in need of rescue assistance, and evacuate yourself (the fire department will assist the evacuee). Upon exiting the building in a calm and orderly fashion, move away at least 300 feet from the building entrance.
−	===General Safety and Security===	+	A ttentive
−	====General Security====
−	All workers employed in 623 S. Wabash and 624 S. Michigan need to understand the fundamentals of general safety and security specific to 623 S. Wabash and and 624 S. Michigan. This building is unsecured, meaning that the general public is allowed into the building off the street. Our classroom labs and studios are particularly vulnerable to crime due to the presence of expensive and/or desirable computer and gaming equipment. Unlike some other departments, our rooms are always locked when they are unoccupied by responsible personnel (workers, staff, faculty, etc). Your presence in the studios serves a security function (and this applies to everyone). At no time should you leave the studio unattended. Lunch breaks, and work that requires you to leave the studio to which you are assigned must be coordinated among the workers so this important function is not allowed to lapse. For this reason workers must also be aware of the schedules in both buildings in all studios so that adequate security coverage is provided at all times. In the event of thin coverage due to people being out sick, scheduling snafus, etc, the appropriate steps are to notify staff to effect the closing of a studio for a period of time until more personnel can be on hand.
−	====People====
−	Only IAM students faculty and staff are allowed in the studios and classroom labs, generally. Specifically, faculty from other departments are not allowed in our studios without special permission from staff. In the event that visitors from other departments or persons claiming to be VIPs arrive asking for special dispensation, please notify a staff member immediately. Inquiries from IAM alumni are allowed and must identify themselves via proper documentation from the alumni office.  Check with a staff member if there is a question.  While the department is generally empathetic to parents with children, we cannot accommodate children or infants in the studios. While a short visit is generally acceptable, parents with longer-term studio needs should seek out an alternative strategy.
−	====Behavior====	+	C ourteous
−	Studios should have a calm, library-like atmosphere. Workers should enforce this policy among students who are socializing, or using gaming, music or computer equipment and should encourage the use of headphones.
−	====Security Events====	+	K nowledgeable
−	In the event that a student should become unruly with a workers beyond logic of simple customer service, notify a staff member immediately and allow the staff member to intervene. If an actual crime is witnessed or any type of violence is occurring notify security immediately by telephone or call box. In the event of a life threatening emergency, call 911 first, then a staff member.
−	====Information, Network and Password Security====
−	====Equipment Security====	+	Employees should treat all Coworkers, Students, Staff, and Faculty with respect, and make every effort to be as helpful as possible.  If someone asks you for something you do not know how to do, help them find someone who does know how to help them.
−	====Door Security / Key Cards====
−	The
		+	===Supervisors===
−	==Working In the South Studio==	+	Student Workers are answerable to all IAM Department Staff. Your Supervisors currently are: Sara Batkie, Chris Adamescu, Mark Quilhot, Erik Overton, and Jim Abrams.
−	===Opening===
−	Keep the studio tidy. Pick up any papers, wrappers, or other items from counters, floors and equipment. Wear your IAM nametag. Put your photocard up on the photoboard. Check your email for important updates and or task assignments from supervisors.
−	===Customer Service===	+	However, employees are expected to follow orders from any IAM Staff, or Faculty member. If a Faculty or Staff member gives you a task that conflicts with your current assignment, bring it to the attention of both taskmasters. If they are not available, bring the problem to ANY Supervisor's attention. Do not allow a confusing or conflicting set of requests to prevent you from being productive.
−	As students enter the studio, say hello and let them know you are working in the studio. Offer help for first time users and note the locations of the tutor schedule. If students ask questions regarding hardware or software, help them. If students require tutoring assitance, help them find a tutor. If students need high-quality color printing, refer them to the Wabash Studio.
−	===Equipment===	+	===Equipment Security===
−	Monitor the equipment.  If students complain about network accounts or software  or hardware not working properly, attempt to ascertain the situation by trying the procedure on a different machine. If the problem persists, send an IAM trouble report form http://iam.colum.edu/resources/trouble.aspx on behalf of the student (or as the result of your own observation). Do not put the onus on the student to send the report.  Do it yourself.
−	===Closing===	+	Students are expected to help prevent theft by keeping a vigilant eye on all department resources.  If you encounter any suspicious individuals, confidently speaking the words "May I Help you?" will usually scare off would-be-thieves. Never put yourself in any danger to prevent theft. Alert the front desk security if necessary.
−	Fifteen minutes before the studio is to shut down, make a verbal announcement that there is only fifteen minutes left. Encourage students to save their work and log out of any computers they are logged on to.  Make sure all windows are shut. Pick up any papers, wrappers, or other items from counters, floors and equipment. Five minutes before closing time, encourage the students to leave, and help any student that needs assistance. Log out of any computers you've logged on to. Remember to update your timesheet. If you are working your last shift in a pay period (see Timesheets section), make sure to leave your signed, completed timesheet in a timesheets box. Doing this now will save you the public embarassment of being on the "dopes who forgot to turn in their timesheets" list. Remove your photocard from the photoboard. Remove and store your IAM nametag.
−	==Working in the Wabash Studio==	+	==Hours And Payment==
−	===Opening===	+	Student workers may be scheduled for a maximum of 8 hours in a day, 20 hours in a week. Employees are paid by the hour, not by salary. Hours are recorded via the Workerz App and / or a biometric time clock.  A time sheet of all your punch times for the pay-period is available in the app, and you are expected to review it for accuracy before time sheets are due. If you are not present for any part of your shift, you will not be paid for that time. If you punch in for hours outside of your shift, you will not be paid for those hours without the prior approval of a Supervisor. All such "special arrangements" must be documented with an email stating the terms agreed upon and sent to a Supervisor. Any discrepancy between what you enter into the MYC time sheet and the Workerz app or time clock must be explained via an email to a Supervisor. Any deviation from the student employee's normal scheduled shifts must be explained via an email to a Supervisor.
−	Keep the studio tidy. Pick up any papers, wrappers, or other items from counters, floors and equipment. Wear your IAM nametag. Put your photocard up on the photoboard. Check you email for important updates and or task assignments from supervisors.
−	===Customer Service===	+	===Payroll and Paychecks===
−	As students enter the studio, say hello and let them know you are working in the studio. Offer help for first time users and note the locations of the tutor schedule. If students ask questions regarding hardware or software, help them. If the students need paper for color printing, refer them to the Cave for assistance. If the Cave is closed, assist the student with the paper.
−	===Equipment===	+	Employees must complete payroll processing before logging any hours.
−	Monitor the equipment. If students complain about network accounts or software or hardware not working properly, attempt to ascertain the situation by trying the procedure on a different machine. If the problem persists, send an IAM trouble report form http://iam.colum.edu/resources/trouble.aspx on behalf of the student (or as the result of your own observation). Do not put the onus on the student to send the report.  Do it yourself.
−	===Closing===	+	The college no longer offers checks, so students must sign up for direct deposit.
−	Fifteen minutes before the studio is to shut down, make a verbal announcement that there is only fifteen minutes left. Encourage students to save their work and log out of any computers they are logged on to.  Make sure all windows are shut. Pick up any papers, wrappers, or other items from counters, floors and equipment. Five minutes before closing time, encourage the students to leave, and help any student that needs assistance. Log out of any computers you've logged on to. Remember to update your timesheet. If you are working your last shift in a pay period (see Timesheets section), make sure to leave your signed, completed timesheet in a timesheets box. Doing this now will save you the public embarassment of being on the "dopes who forgot to turn in their timesheets" list. Remove your photocard from the photoboard. Remove and store your IAM nametag.
−	==Working in the Game Studio==	+	Paycheck stubs may be viewed online, at my.colum.edu.
−	===Opening===	+	*Click on the link that says "MYC Self Service" located in the main window.
−	Keep the studio tidy. Pick up any papers, wrappers, or other items from counters, floors and equipment. Wear your IAM nametag. Put your photocard up on the photoboard. Check you email for important updates and or task assignments from supervisors.	+	*The Self Service window will open and the student can select View Paycheck and enter time sheet information.
		+	*Student employees are responsible for accurately entering their time worked into the time sheet.
−	===Customer Service===	+	===Scheduling===
−	As students enter the studio, say hello and let them know you are working in the studio. Offer help for first time users and note the locations of the tutor schedule. If students ask questions regarding hardware or software, help them.
−	===Equipment===	+	Employee schedules are made by Mark Quilhot for each semester. Mark will request availability for students a few weeks before the semester starts, and will generate a finalized schedule before the semester begins.
−	Monitor the equipment. If students complain about network accounts or software or hardware not working properly, attempt to ascertain the situation by trying the procedure on a different machine. If the problem persists, send an IAM trouble report form http://iam.colum.edu/resources/trouble.aspx on behalf of the student (or as the result of your own observation). Do not put the onus on the student to send the report.  Do it yourself.
−	===Closing===	+	===Absences===
−	Fifteen minutes before the studio is to shut down, make a verbal announcement that there is only fifteen minutes left. Encourage students to save their work and log out of any computers they are logged on to.  Make sure all windows are shut. Pick up any papers, wrappers, or other items from counters, floors and equipment. Five minutes before closing time, encourage the students to leave, and help any student that needs assistance. Log out of any computers you've logged on to. Remember to update your timesheet. If you are working your last shift in a pay period (see Timesheets section), make sure to leave your signed, completed timesheet in a timesheets box. Doing this now will save you the public embarassment of being on the "dopes who forgot to turn in their timesheets" list. Remove your photocard from the photoboard. Remove and store your IAM nametag.
−	===Inventorying Game Equipment===
−	==Working in the Equipment Cave==	+	*Student workers may REQUEST to miss a normally scheduled shift, but any request must be made 5 business days or more in advance of the missed shift to be "excused".
−	===Opening===
−	Keep the cave tidy. Pick up any papers, wrappers, or other items from counters, floors and equipment. Wear your IAM nametag. Put your photocard up on the photoboard. Check you email for important updates and or task assignments from supervisors.
−	====Visual Inventory====
−	Do a visual inventory of the room. All items should be in their labelled places.  If an item is missing, it should be have a contract associated with it. In the event that an item is missing and is not check out properly, contact a tech. Determine if any loose items or items in the floor or desk area need to be checked in.
−	====Database Inventory====
−	The general management of the Cave requires EQs to track equipment as it leaves and re-enters the Cave.  Most of these transactions will require use of database tracking.
−	=====Check in any loose items=====
−	=====Determine if any overdue items have already been returned=====
−	=====Email any student with an item over 1 day overdue (except sunday returns)
−	===Closing===
−	Keep the cave tidy. Pick up any papers, wrappers, or other items from counters, floors and equipment. Remember to update your timesheet. If you are working your last shift in a pay period (see Timesheets section), make sure to leave your signed, completed timesheet in a timesheets box. Doing this now will save you the public embarassment of being on the "dopes who forgot to turn in their timesheets" list. Remove your photocard from the photoboard. Remove and store your IAM nametag.
−	==Working in Auditorium Room 405==	+	*Only the Supervisors will determine whether the absence is excused or not. Only the Supervisors will determine whether the lost time can be made up.
−	===Basic Setup===
−	Use the Podium Macintosh to test audio, video and internet.  Go to an address beyond colum.edu to make sure the entire intertubes is working.
−	===The One Cardinal Rule===
−	Never unplug anything. If you think you need to unplug something or plug something in, you are probably doing it wrong. Call a Tech if a guest wants you to start unplugging things.  Exception: guest Laptop, see gotchas below
−	===The Three Gotchas===
−	====Network issues====
−	If the basic intertubes test fails (can't load a web page from the Podium Mac), verify with front desk workers, faculty, staff, Wabash or South studio, equipment cave, etc., concerning a departmental network outage or a college-wide outage as occasionally happens. In these cases, you really can't do anything more than verify it.  Contact a Tech for further instructions.  If there is no verifiable network outage affecting areas other than Auditorium room 405, call a Tech to investigate.
−	====Laptops *** THIS IS A WEAK AREA DIFFICULT TO TRAIN *** NO LAPTOPS AVAILABLE FOR TRAINING/TESTING====
−	It is next to impossible to troubleshoot Powerpoint or other multimedia files.  Outside of basic internet connectivity, audio and video, if there is a problem with the guests files or laptop, call a Tech to intervene. You should be familiar with XP, Vista and Mac system preferences concerning video, audio and ethernet.  Cables are provided. Generically, video should be set to 1024x768 and external video output on the laptop, and audio should be set to line out.
−	====Things are all unplugged====
−	Occasionally the room will be in disarray with cables unplugged from various pieces of equipment.  This is very very bad.  Do not attempt to plug things back in yourself.  Call a tech immediately if you suspect that cables have been messed with.  Remember the cardinal rule: dont unplug things in this room, even if you think you know what you are doing.
−	===Physical Things===
−	====Doors/signage====
−	The Auditorium room 405 is located in 623 S Wabash.  There are two doors to the room, one at the back is labelled auditorium.  The other door is labelled 405. The host or presenter may not be aware of this so you should point it out. They might want one or both doors open.  If the host or presenter is providing signage, this will also be important.
−	====Food/reception====
−	There is a thin table in the room for food/handouts. There are pros and cons to moving the table into the hallway. Pros might include less noise for crunchy snacks, cons include missing snacks due to passersby.  This should be the
−	===Audio Visual Things===	+	*You must receive a Supervisor's permission PRIOR to any attempt to recoup missed time. If approved, missed shifts must be made up within the same work week. You CANNOT exceed the maximum allowed hours per week nor can you work more than eight ( 8 ) hours in a day, these are College wide regulations.
−	==Working in the MoCap Studio==	+	*Even excused absences, if frequent, will negatively impact your chances of being rehired. An incidence of unexcused absence will result in a written warning. A second incidence of unexcused absence will result in a second written warning. If you incur a third unexcused absence, you will be dismissed from this job.
−	==Working in HD Editing Studio 405a==
−	=Individual Job Descriptions=	+	*You have been hired to work specified shifts, please make the maximum effort to be at your post.
−	==Information for Tutors==	+
−	==Information for Equipment Specialists==	+	===Tardiness===
−	==Information for Game Studio Assistants==	+
−	==Information for Printing Technicians==	+	*If you are going to be late to work, please send an email or call. If for any reason you are unable to login to the time clock app, you must email an explanation to IAMtech@office365.colum.edu. You, alone, are responsible for the accuracy of your timesheet.
−	==Information for Media Editors==	+
−	==Information for Studio Aides==	+	*Your paycheck will reflect your tardiness. Deductions will be based upon the quarter hour. Everybody gets a grace period for the first 15 minutes. At 16 minutes pass the start of your shift, you will lose 1/2 of an hour's worth of pay. If you punch in 31 minutes after the scheduled start of your shift, you will lose 3/4 of an hour's worth of pay. Folks, if you amble through the door 46 minutes after the start of your shift, you may as well enjoy a few more minutes of fresh air out front, because you will lose the entire hour's worth of pay.
−	==Information for Time and Calendar Specialists==	+
−	==Information for Demo and Tutorials Schedulers==	+	*Frequent tardiness will negatively impact your chances of being rehired. Two incidences of unexcused tardiness will result in a written warning. A third incidence of unexcused tardiness will result in a second written warning. If you incur a fourth unexcused tardy, you will be dismissed from this job.
		+
		+	===Paid Sick Leave===
		+	CHICAGO PAID SICK LEAVE ORDINANCE (PSLO)
		+
		+	1. What is the Chicago Paid Sick Leave Ordinance?
		+
		+	The Chicago Paid Sick Leave (PSL) Ordinance requires employers in Chicago to grant “Covered Employees” (as defined in the PSL Ordinance) at least one hour of paid sick leave for every forty hours worked. The PSL Ordinance also permits employees to use sick leave for illnesses or medical appointments for themselves or family members, including anyone related by blood or those whose relationship with the employee is “the equivalent” of a family relationship. 2. When does the Chicago Paid Sick Leave Ordinance go into effect?  The new ordinance is effective on July 1, 2017
		+
		+	2. When can employees use sick leave?
		+
		+	Employees may request sick leave in the following circumstances:
		+	• the employee is ill or injured or to receive medical care, treatment, or preventative care
		+	• the employee’s family member is ill or injured, or to care for a family member receiving medical care, treatment, or preventative medical care
		+	• the employee, or a member of the employee’s family  or family, is a victim of domestic violence (as defined by Illinois law)
		+	• the employee’s place of business is closed by a public health official due to a public health emergency
		+	• the employee needs to care for a child whose school, or place of care, has been similarly closed
		+
		+	3. Who is considered a covered family member?
		+
		+	A family member is defined by the ordinance as a child, spouse, domestic partner, sibling, parent, mother-in-law, father-in-law, grandchild, grandparent, or stepparent. This includes any other individual related by blood or whose close association with the employee is the equivalent of a family relationship.  Close association is defined as an association that exists based on the length of time of a particular relationship and other factors, such as whether the employee provided personal care or financial support for or previously lived with the individual.
		+
		+	4. When can student employees begin to use paid sick leave?
		+
		+	After completing at least 80 hours in any 120-day period
		+
		+	5. How does the ordinance impact student employees who hold multiple hourly jobs?
		+
		+	Student employees will accrue paid sick leave for all hourly PSLO eligible positions up to the maximum accrual.
		+
		+	6. How will sick leave accrue?
		+
		+	The PSL applies to student employees who are employed in an hourly position. The PSL does not cover positions paid by additional pay request.
		+
		+	For student employees, sick leave accrues as follows:
		+
		+	Student Employees Accrue 1 hour for every forty (40) hours worked. If hired prior to July 1, accrual begins on July 1, 2017. If hired after July 1, accrual will begin on the first date of employment.
		+
		+	7. Are there any restrictions on the utilization of sick leave?
		+
		+	Yes, sick leave must be used in one-hour increments.  Once sick leave allotment is exhausted for the year, further absences may be without pay, depending on the circumstances.
		+
		+	8. Is notification required in order to use sick leave?
		+
		+	Yes, managers, and/or the individual designated by the department, must be notified about an absence as soon as practicable so arrangements may be made to cover your duties and responsibilities.  Managers cannot require employees to find replacement workers to cover their hours off in order to use sick leave.
		+
		+	Employees may provide notice via phone or email message as outlined by the department’s notification policy.  Notice should be provided as follows:
		+
		+	• Emergencies - as soon as practicable on the day the employee intends to take the leave, at least one hour prior to the employee’s scheduled start time, if possible
		+	• Planned Absences – up to seven days advance notice of the need for leave when reasonably foreseeable (i.e. medical appointments)
		+
		+	9. Is documentation from my physician required?
		+
		+	Yes, where an employee is absent for more than three (3) consecutive workdays, your manager may request that you provide certification from a healthcare provider authorizing the use of paid sick leave to the Student Employment Office via email at studentemployment@colum.edu.  The note should not contain specific details about the injury or illness but should specify the dates of care to verify that you were off work due to an illness or injury.
		+
		+	If the leave is related to domestic violence or a sex offense, the employee may certify with a police report, court document, statement from an attorney, clergy member, victim advocate, the employee, or other person with knowledge of circumstances.  The documents should be sent to the Student Employment Office via email at studentemployment@colum.edu.
		+
		+	10. What are the recordkeeping requirements for paid sick leave?
		+
		+	Student employees must request and record sick leave in a timely manner in their timesheet by the payroll deadline for the pay period in which it was used.  Sick time accrual will be reflected in the Leave/Compensatory Time tab of your timesheet. Employees should record sick leave by selecting the SCK time reporting code.
		+
		+	11. Can unused paid sick leave be carried over from year to year?
		+
		+	Student Employees:  Yes, one half of accrued unused paid sick leave, up to twenty (20) hours, may be carried over from one benefit year to another.  Up to forty (40) hours of unused paid sick leave can be carried over for Family Medical Leave Act restricted time only.  For more information on FMLA, see FMLA Policy.
		+
		+	12. Is unused sick leave paid out upon separation or termination from the college?
		+
		+	No.  Unused accrued sick leave is not paid out upon separation or termination from the college.
		+
		+	13. If I need assistance completing my timesheet whom should I contact?
		+
		+	For assistance submitting timesheets contact Payroll at PayrollClerk@colum.edu
		+
		+	14. If I think my sick leave balance is not correct on my timesheet whom should I contact?
		+
		+	Student Employees:  Email studentemployment@colum.edu
		+
		+	==Discipline and Termination==
		+	Employees will get one verbal warning and two written warnings for unacceptable behavior.  If the behavior continues your employment with the department will be terminated.  Violence in the workplace is never tolerated. Acts of violence will result in immediate termination, no warnings!
		+
		+	===Infractions===
		+	Infractions include but are not limited to:
		+	* Being rude to Students, Staff, or Faculty
		+	* Failure to wear your lanyard displayed while on the clock
		+	* Refusing to assist Students, Staff, or Faculty
		+	* Failure to follow equipment checkout procedures
		+	* Compromising the security of keypad codes
		+	* Unexcused absences or tardiness ( as detailed above )
		+	* Failure to notify a Supervisor of a planned absence at least 5 business days prior to  the start of your scheduled shift.
		+	* Public displays of affection in the workplace, which can quickly lead to...
		+	* Sexual harassment which leads to immediate termination of employment!

---

Latest revision as of 01:06, 6 December 2019

IAM Student Employee Handbook

The Workers App

The IAM department has a web application for student workers to keep track of work functions. It is used to review schedules, log hours, list pay periods, and track ongoing tasks.

This application is reached by logging into the http://iam.colum.edu website, and clicking on the Workerz link. Each week, you also need to login to the MYC Self Service tab located at the bottom of the my.colum.edu welcome page. After logging in, click the MAIN Menu, Self Service, Time Reporting, Timesheet. This is where you enter hours worked for Payroll. Do so every week.

Expectations

IAM student employees are expected to report to work at their scheduled times, to help students, staff, and faculty use the department facilities. Students will also assist staff with various department related projects as they come up.

Job Descriptions

Work aides are responsible for the following:

• Assisting IAM Staff and Faculty with any projects presented to the student

• Assisting IAM students with basic technology in the lab, logging on, scanning, printing, and basic network use, and basic software operation

• Opening the lab in the morning, locking up at night. You are expected to be the first ones in and the LAST people to exit the room. NEVER leave a room open and unattended.

• Assisting IAM students with software / hardware troubleshooting

• Documenting procedures *Taking reservations for Equipment Checkout *Checking out equipment to Students, Staff, and Faculty *Checking in equipment from Students, Staff, and Faculty

• Ensuring all pieces of equipment are checked out and returned correctly, and in working condition

• Periodic maintenance of IAM equipment

• Assisting students with selection and operation of equipment

• Assisting IAM Faculty with classroom AV equipment

• Keeping labs clean and orderly

• Abiding by the department's NO FOOD, NO DRINKS policy and making visitors aware of this policy.

• Installing and updating lab software

• Instructing students where to go in an emergency situation

• Tutoring IAM Students with advanced skills and concepts taught in IAM classes

• Writing tutorials for department related skills and posting them on the department wiki

Tasks and Completion

Student workers should make helping other students in the lab the top priority. There are many tasks student employees need to do when they are not busy supporting students, just ask the supervisors.

Daily Tasks

There is an EQ Cave maintenance checklist posted on the cave doors. All items on this list must be performed daily. The worker who assumes responsibility for a task on a given day, should initial the checklist, verifying that they have completed the task.

When employees encounter anything out of place in the lab, they are expected to address it. Make sure chairs are pushed in, monitors are straight, and that all keyboards, mice, and headphones are neatly laid out. Throw away any trash, and clean up any messes.

Ongoing tasks

Ongoing tasks (things that may take longer than a shift), generally in the form of a "Work Request", will be assigned to employees through the Workers App. Tasks will appear in the MyRequests section of the app. Students are expected to check the app for new requests every time they punch in. When a student works on a task, they should update the work request with any pertinent information. This information will be available to other employees who may pickup where you left off.

Work Demeanor

Workers are expected to be HACKs.

H elpful

A ttentive

C ourteous

K nowledgeable

Employees should treat all Coworkers, Students, Staff, and Faculty with respect, and make every effort to be as helpful as possible. If someone asks you for something you do not know how to do, help them find someone who does know how to help them.

Supervisors

Student Workers are answerable to all IAM Department Staff. Your Supervisors currently are: Sara Batkie, Chris Adamescu, Mark Quilhot, Erik Overton, and Jim Abrams.

However, employees are expected to follow orders from any IAM Staff, or Faculty member. If a Faculty or Staff member gives you a task that conflicts with your current assignment, bring it to the attention of both taskmasters. If they are not available, bring the problem to ANY Supervisor's attention. Do not allow a confusing or conflicting set of requests to prevent you from being productive.

Equipment Security

Students are expected to help prevent theft by keeping a vigilant eye on all department resources. If you encounter any suspicious individuals, confidently speaking the words "May I Help you?" will usually scare off would-be-thieves. Never put yourself in any danger to prevent theft. Alert the front desk security if necessary.

Hours And Payment

Student workers may be scheduled for a maximum of 8 hours in a day, 20 hours in a week. Employees are paid by the hour, not by salary. Hours are recorded via the Workerz App and / or a biometric time clock. A time sheet of all your punch times for the pay-period is available in the app, and you are expected to review it for accuracy before time sheets are due. If you are not present for any part of your shift, you will not be paid for that time. If you punch in for hours outside of your shift, you will not be paid for those hours without the prior approval of a Supervisor. All such "special arrangements" must be documented with an email stating the terms agreed upon and sent to a Supervisor. Any discrepancy between what you enter into the MYC time sheet and the Workerz app or time clock must be explained via an email to a Supervisor. Any deviation from the student employee's normal scheduled shifts must be explained via an email to a Supervisor.

Payroll and Paychecks

Employees must complete payroll processing before logging any hours.

The college no longer offers checks, so students must sign up for direct deposit.

Paycheck stubs may be viewed online, at my.colum.edu.

• Click on the link that says "MYC Self Service" located in the main window.
• The Self Service window will open and the student can select View Paycheck and enter time sheet information.
• Student employees are responsible for accurately entering their time worked into the time sheet.

Scheduling

Employee schedules are made by Mark Quilhot for each semester. Mark will request availability for students a few weeks before the semester starts, and will generate a finalized schedule before the semester begins.

Absences

• Student workers may REQUEST to miss a normally scheduled shift, but any request must be made 5 business days or more in advance of the missed shift to be "excused".

• Only the Supervisors will determine whether the absence is excused or not. Only the Supervisors will determine whether the lost time can be made up.

• You must receive a Supervisor's permission PRIOR to any attempt to recoup missed time. If approved, missed shifts must be made up within the same work week. You CANNOT exceed the maximum allowed hours per week nor can you work more than eight ( 8 ) hours in a day, these are College wide regulations.

• Even excused absences, if frequent, will negatively impact your chances of being rehired. An incidence of unexcused absence will result in a written warning. A second incidence of unexcused absence will result in a second written warning. If you incur a third unexcused absence, you will be dismissed from this job.

• You have been hired to work specified shifts, please make the maximum effort to be at your post.

Tardiness

• If you are going to be late to work, please send an email or call. If for any reason you are unable to login to the time clock app, you must email an explanation to IAMtech@office365.colum.edu. You, alone, are responsible for the accuracy of your timesheet.

• Your paycheck will reflect your tardiness. Deductions will be based upon the quarter hour. Everybody gets a grace period for the first 15 minutes. At 16 minutes pass the start of your shift, you will lose 1/2 of an hour's worth of pay. If you punch in 31 minutes after the scheduled start of your shift, you will lose 3/4 of an hour's worth of pay. Folks, if you amble through the door 46 minutes after the start of your shift, you may as well enjoy a few more minutes of fresh air out front, because you will lose the entire hour's worth of pay.

• Frequent tardiness will negatively impact your chances of being rehired. Two incidences of unexcused tardiness will result in a written warning. A third incidence of unexcused tardiness will result in a second written warning. If you incur a fourth unexcused tardy, you will be dismissed from this job.

Paid Sick Leave

CHICAGO PAID SICK LEAVE ORDINANCE (PSLO)

1. What is the Chicago Paid Sick Leave Ordinance?

The Chicago Paid Sick Leave (PSL) Ordinance requires employers in Chicago to grant “Covered Employees” (as defined in the PSL Ordinance) at least one hour of paid sick leave for every forty hours worked. The PSL Ordinance also permits employees to use sick leave for illnesses or medical appointments for themselves or family members, including anyone related by blood or those whose relationship with the employee is “the equivalent” of a family relationship. 2. When does the Chicago Paid Sick Leave Ordinance go into effect? The new ordinance is effective on July 1, 2017

2. When can employees use sick leave?

Employees may request sick leave in the following circumstances: • the employee is ill or injured or to receive medical care, treatment, or preventative care • the employee’s family member is ill or injured, or to care for a family member receiving medical care, treatment, or preventative medical care • the employee, or a member of the employee’s family or family, is a victim of domestic violence (as defined by Illinois law) • the employee’s place of business is closed by a public health official due to a public health emergency • the employee needs to care for a child whose school, or place of care, has been similarly closed

3. Who is considered a covered family member?

A family member is defined by the ordinance as a child, spouse, domestic partner, sibling, parent, mother-in-law, father-in-law, grandchild, grandparent, or stepparent. This includes any other individual related by blood or whose close association with the employee is the equivalent of a family relationship. Close association is defined as an association that exists based on the length of time of a particular relationship and other factors, such as whether the employee provided personal care or financial support for or previously lived with the individual.

4. When can student employees begin to use paid sick leave?

After completing at least 80 hours in any 120-day period

5. How does the ordinance impact student employees who hold multiple hourly jobs?

Student employees will accrue paid sick leave for all hourly PSLO eligible positions up to the maximum accrual.

6. How will sick leave accrue?

The PSL applies to student employees who are employed in an hourly position. The PSL does not cover positions paid by additional pay request.

For student employees, sick leave accrues as follows:

Student Employees Accrue 1 hour for every forty (40) hours worked. If hired prior to July 1, accrual begins on July 1, 2017. If hired after July 1, accrual will begin on the first date of employment.

7. Are there any restrictions on the utilization of sick leave?

Yes, sick leave must be used in one-hour increments. Once sick leave allotment is exhausted for the year, further absences may be without pay, depending on the circumstances.

8. Is notification required in order to use sick leave?

Yes, managers, and/or the individual designated by the department, must be notified about an absence as soon as practicable so arrangements may be made to cover your duties and responsibilities. Managers cannot require employees to find replacement workers to cover their hours off in order to use sick leave.

Employees may provide notice via phone or email message as outlined by the department’s notification policy. Notice should be provided as follows:

• Emergencies - as soon as practicable on the day the employee intends to take the leave, at least one hour prior to the employee’s scheduled start time, if possible • Planned Absences – up to seven days advance notice of the need for leave when reasonably foreseeable (i.e. medical appointments)

9. Is documentation from my physician required?

Yes, where an employee is absent for more than three (3) consecutive workdays, your manager may request that you provide certification from a healthcare provider authorizing the use of paid sick leave to the Student Employment Office via email at studentemployment@colum.edu. The note should not contain specific details about the injury or illness but should specify the dates of care to verify that you were off work due to an illness or injury.

If the leave is related to domestic violence or a sex offense, the employee may certify with a police report, court document, statement from an attorney, clergy member, victim advocate, the employee, or other person with knowledge of circumstances. The documents should be sent to the Student Employment Office via email at studentemployment@colum.edu.

10. What are the recordkeeping requirements for paid sick leave?

Student employees must request and record sick leave in a timely manner in their timesheet by the payroll deadline for the pay period in which it was used. Sick time accrual will be reflected in the Leave/Compensatory Time tab of your timesheet. Employees should record sick leave by selecting the SCK time reporting code.

11. Can unused paid sick leave be carried over from year to year?

Student Employees: Yes, one half of accrued unused paid sick leave, up to twenty (20) hours, may be carried over from one benefit year to another. Up to forty (40) hours of unused paid sick leave can be carried over for Family Medical Leave Act restricted time only. For more information on FMLA, see FMLA Policy.

12. Is unused sick leave paid out upon separation or termination from the college?

No. Unused accrued sick leave is not paid out upon separation or termination from the college.

13. If I need assistance completing my timesheet whom should I contact?

For assistance submitting timesheets contact Payroll at PayrollClerk@colum.edu

14. If I think my sick leave balance is not correct on my timesheet whom should I contact?

Student Employees: Email studentemployment@colum.edu

Discipline and Termination

Employees will get one verbal warning and two written warnings for unacceptable behavior. If the behavior continues your employment with the department will be terminated. Violence in the workplace is never tolerated. Acts of violence will result in immediate termination, no warnings!

Infractions

Infractions include but are not limited to:

• Being rude to Students, Staff, or Faculty
• Failure to wear your lanyard displayed while on the clock
• Refusing to assist Students, Staff, or Faculty
• Failure to follow equipment checkout procedures
• Compromising the security of keypad codes
• Unexcused absences or tardiness ( as detailed above )
• Failure to notify a Supervisor of a planned absence at least 5 business days prior to the start of your scheduled shift.
• Public displays of affection in the workplace, which can quickly lead to...
• Sexual harassment which leads to immediate termination of employment!