Revision as of 02:06, 21 November 2007

Information for all IAM Student Workerz

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 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 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).

The Matrix

Tasks

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

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

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

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:

• 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.
• 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.
• 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.

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.

Timesheets

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

The IAM Studios

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.

Working in 623 S. Wabash (W) building and 624 S. Michigan buildings

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

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

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

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

Door Security / Key Cards

The

Working In the South Studio

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

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

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

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

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 you email for important updates and or task assignments from supervisors.

Customer Service

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

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

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

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 you email for important updates and or task assignments from supervisors.

Customer Service

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

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

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

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

Working in the MoCap Studio

Working in HD Editing Studio 405a

Individual Job Descriptions

Information for Tutors

Information for Equipment Specialists

Information for Game Studio Assistants

Information for Printing Technicians

Information for Media Editors

Information for Studio Aides

Information for Time and Calendar Specialists

Information for Demo and Tutorials Schedulers