1

Standard Operating Procedures for Managers

(Revised Aug-13) 8-6-13

2 INDEX

Mission Statement, Passion, Overarching Goals, Description………………………….4 Manager Job Description…………………………………………………………………5-6 References 7-8 Armory.................................................................................................................................. 8 Assignment of Work Schedules 9 Audio Visual Equipment 10-11 Ballroom Sound System 10 Ballroom House Lights 10 Ballroom Projection Screen 11 Ballroom Projector 11 Hunt Room Projection Screen 11 322/323 Projection Screen…………………………………………………………..11 Audio/Visual Equipment As Of August 2013 11-12 Bike Sign Out 12 Building Maps ……………………………………………………………………………..31-33 CAS Dining Services……………………………………………………………………… 12 Cashbox Sign Out 12 Clean Up Assistance 13 Clean Up Equipment 13 Closing The Areas 13-14 Corner Pocket 13 Office 14 Concierge Desk 14 College Union Building 14-15 Department of Student Life Mission Statement 4 Department of Student Life Organizational Chart 34 Confidentiality………………………………………………………………………………6 Cue Tip Repair 15-16 Damaged Equipment Assessment 16 Discipline Policy/Employee Log 16 Emergency Procedures 16-18 Auxiliary Lighting 16

Flashlights 17 First Aid Kits 17 Mega Phones 17

MOSAIC Door Alarm (Room 130) 17 Shelter in Place 15-18 Lockdown 18-19 EMS Reports 19-20 Setup Worksheet 19 Room Cards 20 Publicity 19 Lobby/Vendor Tables 20 Fee Envelope 21 Fire Extinguishers 21 Fireplaces 21 Key Rings 21-21 Personal Keys 21

3 Manager 21 Manager Assistant 21 Broken Keys 21 Defibrillator Alarm Key 21 Key Sign-out for the Kinetic Art Gallery 21 Late Night Study Procedures 22 Lights 22

First Floor 22 Second Floor 22 Third Floor 22 Maintenance Staff Lights……………………………………………………………….22

Lobby Table Diagram……………………………………………………………………..27 Lost and Found 22-23 Mail Student Organizations, Mailbox & Combo 23 Opening the Areas…………………………………………………………………………9-10 Weekend……………………………………………………………………………… 9 Weekdays…………………………………………………………………………….. 10 Pay Scale 23 Pool Ball Polishing Machine 23 Protocol for College Union when school is closed (usually weather-related) 29 Procedures for Changing Voice Mail…………………………………………………. 29-30 Manager Telephone Pin #.............................................................................................. 30 Publicity Services 23

Floors ………………………………………………………………………………….. 23 Posters/flyers…………………………………………………………………………….23

Greek Posters/flyers……………………………………………………………………..24 Painted Wall/Windows 24

Bulletin Board locations 24 Short Notice Meetings 25 Stay Late Procedures 25 Tables and Chairs 25-26 Time Sheets…..………………………………………………………………………….... 27 Trade Procedures………….…..…………………………………………………………..28 WIKI…..……………………………………………………..…………………………….28 Work Schedules…………………………………………………………………………....9

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Geneseo Department of Student Life Mission The Department of Student Life at SUNY Geneseo strives to promote learning by providing an innovative, diverse, educational, and engaging cocurricular experience for students. The department achieves this through its contribution of welcoming events and activities, specialty trips, late night events and activities, and distinctive daytime programming.

The Department of Student Life manages the operations of the MacVittie College Union, which serves as the community center for the College, as well as the Knight Spot, a versatile space dedicated primarily for student organization use. The department provides support and guidance to the numerous student clubs and organizations on campus and works collaboratively with students, staff, faculty, and the community to contribute to the Geneseo mission. Passion: The improvement of the human condition through the expansion of a caring community. (Campus Life: In Search of Community p. 47) Overarching Goals: 1. To provide a safe and inviting place where the college community can gather to engage and flourish. 2. To provide opportunities for students to learn, interact, lead reflect, program, question and have fun. (How College Affects Students p. 647) Description: The MacVittie College Union, a hub of Geneseo’s robust campus life, offers a variety of engaging programs and activities and valuable services and facilities that promote a strong sense of community on campus.

5 MANAGER JOB DESCRIPTION

1. ADVANCE THE MISSION AND GOALS OF THE COLLEGE AND DEPARTMENT OF

STUDENT LIFE while carrying out their duties. All employees are expected to strive to do their best academically and to adhere to the Student Code of Conduct.

2. GENERAL RESPONSIBILITIES – Schedule, train and supervise student employees in the Corner Pocket,

Kinetic Gallery, Concierge Desk and Manager Assistants/Office. Keep aware of all trade sheets. Act as a resource for Union employees and persons that use the MacVittie College Union. Hold 2 office hours per week between the hours of 9am and 5pm to work on MacVittie College Union business and special projects. Supervise the building on evenings after 3:30pm and all building hours Saturdays and Sundays as well as some holidays and breaks. Open and close the building on the weekends; close the building Mondays through Fridays.

3. OFFICE RESPONSIBILITIES - Work all assigned hours. Assist in the production of employee

correspondence. Become familiar with Manager Log, manuals and other forms of communication in the office and building. Become familiar with the keys in the College Union key panel located in CU 303. Distribution of materials for Managers and areas to correct locations. Printing of EMS reports: set up worksheet and room cards. Prompt removal of Lost and Found to University Police. Weekly submissions to the MacVittie Blog, Facebook, What’s Up and regular Tweets. Special projects as needed.

4. CORNER POCKET - Notify office of out-of-order machines. Make sure forms are stocked and current,

supplies are available and that equipment is maintained properly. Knowledge of sign out process for equipment. Repair of pool cues.

5. REPORTS/BINDERS - Review MA reports for disturbances, building abuses and maintenance problems and

solve as needed. Review, approve & remove outdated publicity and postings on bulletin boards. Review EMS Setup Worksheet and process A/V setups and strikes as required.

6. CONCIERGE DESK – Process the Concierge Desk Equipment Check Log. Review Control Sheet for

problems. Repair bikes. Contact customer with late returns of CU property. Deliver fee envelope to Secretary and publicity request to Clerk 1’s mailbox. Knowledge of sign out process for CU and SA equipment.

7. SA TICKET OFFICE AND CASH BOXES – Managers are to accept and secure cashboxes from organizations

after SA Ticket Office is closed. Secure location is Secretary’s desk drawer. Managers have a key on their key ring to open the lock on cashboxes if organizations are having trouble.

8. EXTENDED HOURS/OVERTIME PAY – Work whenever building hours are extended to facilitate events and

overtime pay is provided for this obligation. Managers will need to see the Director of Scheduling, Events and Conference Services in Erwin 105 to be placed on their Payroll. When a Manager works past the normal building hours (early opening or late closing), (s)he is entitled to overtime pay at a rate of $9.50/hour. To get paid for overtime managers will need to submit an on line Temp Service Time Sheet charging the Office of Scheduling, Events and Conference Services department with the payroll account of 900509-00. Managers are responsible for submitting time cards on time.

9. ATTEND WEEKLY MEETING - of the Managers and Professional Staff (allot 1 hour for this purpose).

Meetings are held during a common time for those involved. Weekly events, employee matters, learning objectives, and other pertinent items will be discussed at this meeting. Managers are responsible for taking minutes at this meeting and the distribution of these minutes to Department of Student Life staff.

6 10. All Managers are expected to attend group meetings with employees. This includes the employee

orientation/scheduling meetings at the beginning of each semester and employee programs or events throughout the semester, which the Managers will help to plan and carry out.

11. Attend Manager Training sessions before the beginning of each semester as well as any scheduled training

sessions throughout the semester. All Managers should expect to train at least one week before each semester begins.

12. Act as a liaison between employees and Professional Staff. Counsel employees on job effectiveness, get to

know the employees with whom you work, give input to Professional Staff on employee evaluations and report problems to staff when necessary.

13. Update and make recommendations on policy changes for better programs and smoother operations.

14. Represent the Department of Student Life in a responsible manner. This includes, but is not limited to:

appropriate attire (including nametag and manager shirts), professional behavior, and effective communication with other departments and offices as necessary.

15. All Managers will be assigned special projects or specific tasks and responsibilities as needed. 16. End of semester reports and semester Learning Objectives will be due by the last day of classes. 17. Make individual bi-weekly meetings with Director of Student Life.

18. All Managers are expected to complete a 30/60/90 Action Plan by the last day of class. CONFIDENTIALITY As a College Union Manager you will have access to materials and information that are confidential and/or intended for the department’s use only. All managers are required to maintain such information in strict confidence. Should an occasion arise in which you are unsure of your obligations under this policy, it is your responsibility to consult with a Professional Staff member. Failure to comply with this policy could result in disciplinary action up to and including termination.

Every College Employee will be enrolled in the Information Security 101 group on MyCourses in order to inform you, as a student employee, of your responsibility to protect sensitive information in databases, applications, files, etc. that you work with in your campus job, to increase your sensitivity to this issue so that you can protect yourself from identity theft, and to give you strategies you can share with other students to encourage them to protect their own information.

Employees must print the completed certificate and a signed confidentiality statement to be provided to your supervisor.

7 REFERENCES

• ATM - Located outside the Concierge Desk. If there are problems with the ATM, students should call the number located on the ATM. We cannot fix or retrieve cards for them.

• AUDIO/VISUAL EQUIPMENT & SA TECH SERVICES - Services available through SA Tech Services include lights, sound, staging, and projection. This service includes labor for the set-up, operation, and removal of equipment, and will result in a charge to the sponsoring organization. Groups interested in obtaining technical assistance should go to on-line http://satech.geneseo.edu or see SA staff in CU 316. Basic Audio/Visual equipment (video projectors, overhead projectors, VCRs, TVs, and portable screens) can be set up by the Manager on duty for events in MacVittie College Union only. Generally, the requested A/V should be listed on the EMS Setup Worksheet and there is no charge for this if set is done by the Manager. All equipment removed from 332 should be signed out and in.

• CHECK CASHING - There is certain check cashing services in the MacVittie College Union at the Federal Credit Union, located on the 1st floor, CU 107.

• COPIER SERVICE IN MACVITTIE COLLEGE UNION - The Mailroom has a copier for student use charge through their College ID.

• FUSION MARKET – Offers an abundance of authentic global foods. From kebabs to noodle and rice bowls, fresh produce to specialty sandwiches. Open M-Sat. 11am to 11pm, Sunday noon-11pm.

• MOVIES – Refer any questions on movies/videos that you cannot answer to the Assistant Director x5150. (S)he advises KINO, which is responsible for the ordering KINO movies, for making certain that the movies are secure while they are here, and for arranging the return of these movies to the movie companies. You can find the movie policy on the College Union Web site located at: http://union.geneseo.edu/images/Public%20Showing%20of%20a%20Film%202071.pdf

• ORIENTATION & FIRST YEAR PROGRAMS - Coordinated by the Center for Community. The summer program provides new students with over twenty-four hours of intense programs featuring peer-to-peer tips, information on student and campus life, academic advisement and registration, and assistance with "getting started" in Geneseo's college community.

• PHONE/PRINTER/COMPUTER PROBLEMS/USED BATTERIES - Problems with public phones located in the MacVittie College Union and computers or printers in the CoPA & MOSAIC should be reported to the CIT help desk at x5588. The CUEs are responsible for supplying paper and toner to the printers located in the CoPA. The paper for the printer in the MOSAIC can be supplied with paper from the Concierge Desk. There is a pail located in the mailroom to recycle used batteries. There are cardboard recycle bins located also in the mailroom.

• SHUTTLE BUS/ROCHESTER BUS SERVICE- DAILY BUS SCHEDULE - SUNY Geneseo collaborates with Rochester-Genesee Regional Transportation Authority and Wegmans to provide the Geneseo Area and Rochester Shuttle Service. The shuttle will make stops seven days a week throughout the village of Geneseo and campus to retail and service establishments along the Route 20A corridor. Transportation will also be provided to areas of Rochester on Friday nights and the weekend. Web info on this at http://transportation.geneseo.edu.

• STAMPS - Stamps are sold in the Geneseo Book Store and SA Ticket Office.

• STARBUCKS COFFEE - Located near Corner Pocket.

• TICKET SALES - SA TICKET OFFICE, located on 1st floor. Tickets for most major events will be on sale weekdays from 9am until 6pm and from 12 noon until 4pm on Saturdays. Questions can be

8 answered by contacting the SA Ticket Office at x5873. The SA Ticket Office also houses Student Association's fax machine service and information regarding bus break transportation. Their website is http://saticketoffice.geneseo.edu

• VENDING MACHINE REFUND REQUESTS - Information is posted on each machine. Report out-of-order machines to the number posted.

• WEBSITE - Our web address is: http://union.geneseo.edu. On this site you will find the Department of Student Life staff, mission, programs, services, forms and other areas of interest in the MacVittie College Union. There is a special section on our web site for our College Union Employees (CUEs). Under the wiki secure sites you will to sign in with your email ID and password. You will find schedules, reports, directories, meeting notices and much more.

ARMORY

1. The student will submit to the Union Manager a completed Armory Permission Waiver (See SOP Forms, page 44) along with the weapon they wish to store in the Armory Cages. This form can be found under the Student Organization button of the union.geneseo.edu website. Check the student’s Geneseo ID with the name on the Waiver. They must have a Geneseo ID in order to leave weapons in the Armory.

2. The Union Manager will lock the weapon in the Armory Cage and create or update the Armory Manifest Control Sheet (See SOP Forms, page 45), depending on if a Control Sheet already exists for that organization, from information found on the Armory Permission Waiver. The Armory Permission Waivers are kept with the Armory Manifest Control Sheet in a binder located in the Union Manager Desk.

3. When a student comes in to permanently remove their weapon from the Armory Cage, the Union Manager will pull the original Armory Permission Waiver and the Armory Manifest Control Sheet for that organization and check the Geneseo College ID to the Armory Permission Waiver. The student will sign both forms in the signature boxes for removal. The Union Manager checks to make sure the equipment they are giving to the student is the correct item using the pictures and descriptions on the Armory Permission Waiver. Completed waivers are kept for a year after removal. (Note: the student must be leaving campus when they permanently remove their weapon from the Armory. No weapons can be stored anywhere else on campus. Always check to see when the student is leaving campus.)

4. To sign out a weapon from the Armory Cage for practice, the student will either come directly to the Union Manager office or the Concierge Desk. The Concierge Desk will call the Manager down. The Union Manager will ask what organization they are checking weapons out for. The Union Manager will ask for Geneseo College ID and check that ID to the Officer Organization’s Roster under Knightlink located on the union.geneseo.edu. The student’s name should appear in a box with the word weapon by it. If their name appears on the Officer Organization’s Roster then the Manager will fill out the Armory Weapons Sign Out form (See SOP Forms, pg 43). Ask where their practice location is and what time it ends and fill out those sections. Fill out the time student leaves with the weapon in the Time Out section.

5. When the weapon is returned, lock the weapon in the Armory Cage and fill out the Time In section on the Armory Weapons Sign Out form.

6. If the practice end time has passed, then call the student using the phone number on the Armory Weapons Sign Out. If you get an answer, write the response in Comment section and wait for the time frame they gave you when they would return. If no answer contact University Police with Student’s name, phone number and practice location and make note in Comment section and log.

7. Saturday early Manager is to reconcile weekly the Armory Manifest Control Sheet to the Armory Cage.

9 ASSIGNMENT OF WORK SCHEDULES

8. Managers will be scheduled on a rotating basis for the weekends. Below is the pattern generally followed although Managers are responsible to develop their schedules.

9. The Manager scheduled for the Friday afternoon shift will also be scheduled for the Saturday night shift.

10. The Manager scheduled Friday night will also be scheduled for Sunday morning duty.

11. The Manager scheduled for the Saturday morning shift will also be scheduled for the Sunday night shift.

12. The Manager for the rotating late shift works the Saturday middle shift. 13. The Manager will remain in the building for his/her entire shift (including breaks). OPENING THE AREAS ON WEEKENDS

1. Upon arrival, read the Manager Log, check email (User name: cumanager, Password: union321) and voice mail follow prompts on phone. New mail press 5, erase mail press 3. (Instructions under go.geneseo.edu/mynewphone)

2. Sign on to IM (Username: macvittiemanager; Password: fatcat)

3. Check mailbox in CU 321 and deliver to designated mail to areas if need be.

4. The Manager keys should be in CU 303. Print and review EMS Setup Worksheet (see page 18).

5. Unlock the Study Room and the CoPA. Make sure the rooms that need to be opened are.

6. Complete the Concierge Desk Equipment Check Log. If organization keys, laptops, bikes and CU equipment etc. have not been returned from the previous night contact the individuals who signed them out and tell them they need to return items by opening of Concierge Desk. Make notations on corresponding sign out sheet of conversations. Review Control Sheet for problems and take care of them.

7. If SA equipment has not been returned email krebban@geneseo.edu with the person’s name, phone #, email and what equipment has not been returned. Kate Rebban will take care of the problem. Make a note on the sign out sheet that an email was sent.

8. Check the White Erase Board, to make sure there were no problems noted. Repair any problems and check the rest of the bikes to make sure they are ready for the day. If there are problems you cannot repair, notify the Director. Make a notation on White Erase Board that bike is out of commission and cannot be signed out. Place an out of order sign on the bike. When you make the necessary repairs remove the out of order sign from the bike and erase the White Erase Board.

9. Check that the laptops. Notify staff if there is a problem and note on White Erase Board.

10. SATURDAYS: Manager Assistant and Concierge Desk Employees should arrive by 10am, while Kinetic Gallery and Corner Pocket Associates by noon.

11. SUNDAYS: All employees should arrive by noon. Set up lobby tables for Monday.

10 12. Check the Kinetic Gallery and Corner Pocket area for any problems noted the evening before.

13. Have your MA take all Lost and Found to University Police.

OPENING THE AREAS ON WEEKDAYS

1. During the week the Manager will hold two one-hour office sessions. This time should be used to work on Department of Student Life projects. Bi-weekly individual meetings with the Director will be scheduled during this time.

2. During the week the Managers will be scheduled for one shift: either from 3:30pm until 7:30pm or from

7:15pm until 11:15am. Managers are to use the 15-minute overlap as a time to communicate with each other regarding any concerns or comments about the building.

3. Upon arrival at 3:30pm, take the Manager keys from CU 303 and check in with any College Union

Professional Staff that may be available (303, 304, 305, 306, 307, 321, 326). Check the Manager Mailbox located in CU 321, put on your nametag, read the log and check email and voicemail. Print and review the EMS Setup Worksheet (see page 17-18). If no MA is on duty, check to make sure rooms that need to be opened are.

4. Check in with the Manager Assistant as soon as possible to review any problems or concerns. Check in with your employees in the following all areas immediately for any problems.

5. Complete the Concierge Desk Equipment Check Log.

6. Check the White Erase Board to make sure there were no problems noted during the day. Repair any problems and check the rest of the bikes to make sure they are ready to be signed out. If there are problems you cannot repair, notify the Director. Make a notation on the White Erase Board and place an out of order sign on the bike. When you make the necessary repairs erase the white board and remove the out of order sign on the bike.

7. Make a round every hour, checking the areas and completing the checklist (including Department of

Student Life Office if open), noting in the log any observations, problems, or concerns. Remember to check CU equipment located in CU Rm 332.

8. If a major event is taking place in any room in the MacVittie College Union, check it out immediately.

Find the person(s) in charge of the event and let him/her know who and where you are, in case (s)he needs anything. Review building policies with him/her if necessary (i.e., when the building closes, open flame policy, etc.).

AUDIO VISUAL EQUIPMENT On your shift, you should refer to the EMS Setup Worksheet for any A/V setup or strikes that need to be done. You will be expected to do simple A/V set ups and strikes and you should have the Manager Assistant help you. BALLROOM SOUND SYSTEM- SEE DIRECTOR FOR INSTRUCTIONS BALLROOM HOUSE LIGHTS There are three “panic” buttons in the Ballroom that glow amber when the lights are off. One is to the left of the main doors as you walk in and the other two are by the two sets of doors either side of the stage. Press the button. It will turn green and the house lights should turn on.

11 In the balcony, CU Room 325 or 329 and on the stage right wall, there is a dimmer box for control of the rest of the lights. They are marked 1-5 and control the lighting in the Ballroom as follows: (1) – outside ring, house lights (2) – inner rings, house lights (3) – chandelier and wall sconces (4) – truss lights (stage lights) (5) – work lights (overhead stage lighting) First, press the control button to turn it from amber to green. Then, go back out into the Ballroom and press panic button if you want to dim the house lights. The highest setting overrides all, so if the panic button is green, then you can’t dim the house. Adjust the lights to the settings required. The house lights can be dimmed. At the end of the performance, please put the house lights back on the panic button. This means turn the panic button back to green and the dimmer box button to yellow. Instructions and troubleshooting are listed next to the dimmer boxes in both the projection booth in CU 327 and on the stage wall. BALLROOM PROJECTION SCREEN The switches for lowering and raising the screen are on the stage right wall near the breaker box and on the wall of the Ballroom Balcony. To lower, press the “down” switch (it will stop automatically). To rise, press the “up” switch (it will stop automatically). The screen should not be left hanging if it is not being used. The switch in the Ballroom Balcony is not automatic so you need to hold it up or down until the screen is in place. BALLROOM PROJECTOR - see the Director of Student Life for instructions. HUNT ROOM PROJECTION SCREEN Same as above. This switch is located front left of room. Other A/V requests in the building will involve equipment that is listed in the chart below. Student groups should request the use of this equipment in advance but the equipment may be given out upon request if it is available. The equipment is only to be used in this building. (When customers request equipment, either make sure they have a reservation in the building or ask them where they need the equipment. Don’t tell them right away that the equipment cannot be taken from the building and then ask them where they need it, they’ll probably tell you they’re meeting in the building and then take it elsewhere.) A/V equipment should be returned to its original location. 322/323 PROJECTION SCREEN This screen is located on the right as you enter the room and is operated manually.

12

MacVittie College Union Audio/Visual Equipment

As of August 2013

Room Audio / Visual Equipment

116 1 Easel

135 1 Rolling Lectern 1 VPU 1 Fixed Screen

206 1 Sound System 1 VPU 1 Fixed Screen 216 1 Vizios 1 Wii 1 X box

319 TV/VCR/DVD 1 Floor Lectern 1 VPU Fixed Screen

322/323 1 TV/DVD 1 TT Lectern 1 VPU 1 Fixed Screen 324 Flatscreen 1 Fixed Screen

325 1 Flatscreen DVD 1 Fixed Screen

328 1 Fixed Screen

329 1 Flatscreen DVD 1 Fixed Screen

330 Flatscreen 1 Fixed Screen 332 3 TV 1 Flip Chart Easel 2 TT Lectern 1 Portable Lectern 3 Fans 4 Overhead Projector

1 Fenders 1 DVD/VCR 9 Sign stands 2 Pedestal fans 2 Rolling TV stands

1 Projector Screen 2 Light Stands

351 1 TV 1 VCR/DVD in cabinet

Managers are to check above areas when going off duty. If items are missing, a report must be filed with University Police, with an email to the Director of Student Life, along with a note in the log. BIKE SIGN OUT The Manager is responsible for checking the bikes when they come on duty to make sure bikes are ready for sign out. Managers are to check White Erase Board for noted problems and resolved. Managers are also required to fix the bikes when necessary. If there are any problems a Manager cannot repair, the Manager is to contact the Director. The Fee Envelope is to be placed in the Secretary’s office at the end of each day if moneys have been collected. If a bike has not been returned by the end of the closing shift, the Manager on duty must contact the customer and request that the bike is returned at 9am when the Concierge Desk opens and inform the customer of the late fee. Managers are to make notations on Bike Sign Out Sheet of any correspondence they have with a customer for fellow employees and staff.

CAS/DINING SERVICES If the EMS set up worksheet calls for food/dining services and there are problems or issues, instruct the customer that they will need to contact Nicole Muraco of Dining Services at 4092 or cell at 585-261-2169.

CASH BOX SIGN OUTS The Manager has a key that will open cash boxes if an organization has combo trouble. Arrangements for cash

13 boxes must be made with the SA Ticket Office, x5873. Return of these boxes to the Manager only when the SA Ticket Office is closed. The Manager on duty is to place the cash box in the desk of the Secretary at the end of the night. The Manager on duty is not authorized by the Department of Student Life to assemble a cash box or retrieve cashboxes from the SA safe for an organization. Please instruct the organization that they will have to return to the SA Ticket Office when it is open. CLEAN UP ASSISTANCE Although the MacVittie College Union does have maintenance staff on most weekdays and a night crew on most evenings, it is impossible to maintain this large public building without the assistance and cooperation of our employees. Each employee is responsible for maintaining her/his work area. You are responsible for helping to straighten up the public areas when necessary. We have found that an area that is free of debris tends to remain that way because the users of the building have more pride in it. We do not expect you to do major cleaning. However, we expect that you will pick up and dispose of papers and plates in lounge areas, lobby, Corner Pocket and Study Room if these areas become messy. Please pick up fallen napkins or papers around stairs as these are a hazard. Please Note: There are no State cleaners on duty in the building between 3pm and 11pm. If there is a major mess, please notify the Heating Plant at 5656. If it is an emergency then you would contact University Police at 5222. A flow chart has been placed in the Manager Office to assist you in deciding whom to call UP or the Heating Plant. CLEAN UP EQUIPMENT There is a janitor’s closet on the third floor in the back hallway (CU 349) with mops, brooms, and buckets (in case of ceiling leaks!). The same items may be found in the Tech Room. Also, all organizations painting the wall outside of the MacVittie College Union are asked to clean their materials in CU 318 (another janitor’s closet, which is to be kept unlocked at all times). The policy regarding this is stated in the Student Organization Handbook. CLOSING THE AREAS: CORNER POCKET 1. Sunday-Thursday customers may sign out equipment until 10:30pm. The Corner Pocket is posted for

closing at 11pm and the employee will be scheduled to work until11pm. (S)He should not start closing procedures until after 10:45pm. Friday-Saturday, closing is 2am with sign out of equipment until 1:30am.

2. Any IDs left in the Corner Pocket are to be placed with the lost and found from the building and taken to

University Police when opening the next day. Make notes in daily manager log of Lost and Found items. On Weekends a Manager is to send the Lost and Found items to University Police first thing in the morning via their MA. During the weekday a manager on their closing round will deliver lost and found items to the staff in 321 to deliver to University Police upon opening the next day.

3. Double check and make sure all the Corner Pocket closing procedures have been followed.

4. Make sure all forms have been replenished. 5. Complete your entry in the log. 6. Turn off all TVs, equipment, computers and lights. 7. Return CP keys to CU 102.

14 OFFICE AREA 1. Review MA round sheets and handle problems if any.

2. Check that all computers, printers and lights are turned off. The copier stays on. Close door. CONCIERGE DESK 1. Call all organizations that have not returned the organization office keys. Leave a message that the keys

need to be returned by 9am the next day. Document conversation for staff on the Key Sign Out Sheet. If you only left a voice message please note such.

2. Complete Concierge Desk Equipment Check Log. Review the Control Sheet for problems and rectify them. Contact the customer if equipment has not been returned and note documentation of the conversation on the corresponding Sign Out sheet. If you only left a voice message please note such.

3. Check to make sure the SA sport’s equipment has been returned if not email Kate Rebban with any

problems. Provide her with the sign out information so she can contact the customer. Make a notation on the sign out sheet that an email was sent for staff’s information.

4. Check the bikes and make repairs if need be. Email the director if there are problems you cannot handle and

note such in the Manager daily log, and on the White Erase Board. Place Out of Order Sign on bike.

5. Make sure laptops are recharging. Make sure desk is neat and clean.

6. Make sure forms have been replenished.

7. Check and replenish paper in the CoPA.

8. Sign in the CP and MA keys in the Key Sign out folders.

9. If necessary, place the Fee Envelope in Secretary’s office. Publicity request are to be placed in the mailbox located in 321 for the Clerk 1 if found in the Concierge Desk area.

10. Lock window.

11. Neaten area and make sure computer and lights are off.

12. All Lost and Found items are to be taken to staff in Room 321 to take to University Police in the morning.

On Weekends a Manager will send their MA down to University Police when they open.

COLLEGE UNION BUILDING 1. Print room cards and lobby table room cards; place in room cardholders and on lobby tables. Set tables &

chairs for lobby. Make sure the MA has done a closing round (and if not, perform the closing MA round) as follows:

3rd Floor: All doors and windows should be checked and locked. Do an outside check of doors and windows along the student offices corridor and the entire East Side lounge.

2nd Floor: Corner Pocket, College Union Kinetic Gallery, Ballroom, & Coat Room.

15 1st Floor: All doors should be locked, including CoPA, MOSAIC, Study Room and Hunt Room. See Late Night Study guidelines.

2. You must check all outside building doors at the posted closing time, no earlier. 3. There are several areas to which you do not have access. If you should happen to discover doors open to a

CAS area, Center For Community, Federal Credit Union, the Campus Store, or Mailroom look for a staff member from that area. If no staff member is to be found, please call University Police at x5222, emergency line.

4. All corridor lights and bathroom lights should be turned off on each floor (unless specifically requested by

cleaning staff to leave on).

LIGHT CONTROLS SWITCHES Room 328

#14 Balcony lights (in left panel) #44, 46, 56 Lobby #51 Chandeliers

Ballroom Coat Room #23 Ballroom foyer - east #25 Ballroom foyer - west

Ballroom foyer and door spots now on three switches near breakers along north wall 5. Check the outside doors inside CU 130 to make sure that they are locked and firmly closed. (Do NOT try to

open the door; there is an alarm that will sound if you open the doors!) DO not push the crash bars, just push on the doors to make sure they are latched and will not open. If you push on the crash bars the alarm will sound. University Police has the key to relock the doors and turn off the alarm. The Department of Student Life does not have a key for this door.

6. Make sure all recycle bins in the Conference rooms have been emptied. Make sure each conference room

on the third floor has a dry easer and two dry easer board markers. Replenish from CU 321 supply cabinet.

7. Plasma screens are turned off.

CUE TIP REPAIRS 1. Take the broken cue and slide the silver cylinder over it, leaving approximately ¼ inch between the

white tip and the top of the cylinder. Twist the cylinder firmly. 2. Slide the top of cue into the back slot on the sharpening contraption. 3. Sand the tip smooth, removing glue off old tip remnants. 4. Take a blue tip from a box of tips and use the strip of sandpaper on the contraption to sand off the

bottom of the tip. There should be no blue on the bottom when done. 5. Put this tip in the plastic white cylinder tip holder. 6. Put a dab of superglue on the end of the cue stick white tip, and slide the stick into the front slot on the

right side. 7. Slide the white cylinder with the blue tip onto the left slot, make sure it is pushed through enough to the

fattest part of the cylinder; the screw on top will hit it. 8. Tighten the screw slightly, so the white cylinder is held firm. 9. Hold the cue stick tip and the blue tip together for about 30 seconds. Make sure the butt of the stick is

on a folder so the stick lies evenly. 10. Allow the stick to dry for at least 15 minutes. 11. To finish unscrew the white cylinder and remove it, the blue tip should be securely glued to the stick.

16 12. Take the sharpener and slide it into the front left slot all the way and tighten the top screw. 13. Slowly insert the blue tip and shave off the excess layers of the tip. Be careful not to shave off the white

layer. 14. Remove the stick, unscrew the silver cylinder and slide it off the stick. 15. Use the hand-held sander with a strip of sandpaper in it and sand all the edges of the tip so no blue

powder is left. The tip should appear rounded. 16. You are now done. The cue may be returned to its appropriate rack.

DAMAGED EQUIPMENT ASSESSMENT In the event that equipment is damaged, assess the situation, place an out of order sign on the equipment and notify the Director. Remind the customer they may be responsible for reimbursement. DISCIPLINE POLICY / EMPLOYEE LOG 1. The first step of any discipline procedure is to speak to the employee* and to note all problems in the

employee log. This log is located on the Union server space in the cumanager file, one per employee, on which information regarding an employee is written. Positive as well as negative comments should be recorded (trained in multiple areas, write-ups, tardiness, etc). This allows tracking of an employee’s performance over time. It is critical to this policy to write all discipline taken, no matter what form, in the employee log. (*If speaking to the CUE is impossible (failure to show for work), the Manager should always send some acknowledgement message to the employee call residence and leave message or send a brief e-mail).

Also, all Managers should be aware of campus policy in terms of what kind of offenses warrant immediate discipline by the staff. Such offenses include: consuming alcohol or drugs on the job, falsifying timecards, stealing, physical or verbal abuse of other employees, or sexual or racial harassment.

2. Once the employee is told of his/her inappropriate behavior (verbal), any further offense will warrant a formal write-up that is placed in the employee log. The S.O.P. will be considered all employees’ first warning, prior to any verbal warnings given by staff or Managers.

3. A Manager may issue a formal write-up to a student employee when an employee fails to adequately meet

job responsibilities or expectations. When a formal write-up is issued, the Manager issuing it will follow up with the employee about his/her performance and write a statement on the write-up form. The employee will have an opportunity to state on this same form his/her view of the situation and then sign it. The manager is to attach the discipline log to the write up and place in the Secretary’s mailbox. The manager is to instruct the employee that they must make an appointment to discuss this write-up with the Director within 5 days. Employees are to make this appointment with the Secretary of Department of Student Life located in CU Rm 303.

4. After the meeting, the Director will send a letter to the employee acknowledging the issues covered at the

meeting and the outcome which could include probation, reassignment or termination.

EMERGENCY PROCEDURES Managers shall always assist in the evacuation of the building when the offices are open and/or a Manager is on duty in the building. When Managers are in the Union, they shall be considered on duty and should coordinate emergency needs with University Police personnel. Managers should assist University Police (only when notified by UPD) with notifying those who evacuated the Union that it is clear to return.

During an emergency, the Manager should:

17 • Check areas on the way to the nearest exit to ensure everyone is out of the building.

• Proceed to the 1st floor outside door by CU 130 to watch for University Police.

• Managers and staff should not let anyone into the building until University Police has authorized a safe return.

• If the fire alarm doors in Room 130 are open the alarm will go off. University Police should be contacted to relock the doors. We do not have a key to lock them.

• The number to call for an emergency situation is 911

IN CASE OF POWER FAILURES The corridor and open areas of the Union have auxiliary lighting, but the interior areas do not - these areas include:

• Offices - 316A, 317, 321, 326, 331

• Conference Rooms – 112, 319, 322/323, 324, 325, 328, 329, 330

• Restrooms on each floor

• CU 104, 113-118

• CU 102 and Campus Store have very minimal auxiliary lighting.

The Manager Assistant and Manager must assist in helping people out of all of the above areas.

Flashlights located in the following areas:

• CU 102 Concierge Desk (wall by first aid kit)

• Corner Pocket (table under stereo)

• CU 321 (on counter by copier)

• CU 303 (in supply cabinet)

• If the power goes out when the offices are closed, University Police should be notified at x5222.

First Aid Kits in the following locations:

• CU 102 Concierge Desk (on top of cabinet in bike room)

• Corner Pocket (table under stereo)

• CU 321 (bottom shelf of double door storage cabinet)

• CU 303 (in supply cabinet are extra supplies)

Mega Phones located in the locations:

• CU 102 Concierge Desk (on top of cabinets in bike room)

• CU 321 (bottom shelf of double door storage cabinet)

Megaphones are for emergency only.

18 • Permission to use a Mega Phone outside of an emergency situation must contact the Director of

Student Life.

SHELTER-IN-PLACE PROCEDURES In the event of a gaseous chemical release or chemical spill in the immediate vicinity of the campus, a Shelter-in-Place procedure maybe implemented. When directed to Shelter-in-Place, remain in the building, close windows and doors, and turn off all ventilating devices (fans and air conditioners). Remain inside the building until further direction is received from University Police. People located outdoors should move into the nearest building.

Senior Department of Student Life Staff/College Union Manager: 1. Notify occupants of the building that a shelter-in-place has been called and they must remain in the

building, and that all individuals in public, common areas should move to the Ballroom. a. Staff/Manager Assistant/Kinetic Gallery on duty will notify people on the third floor and close

doors and windows. b. Staff/Concierge Desk CUE will notify people on the first floor and close doors. c. Staff/Union Manager /Corner Pocket CUE will notify people on the second floor and close

doors. 2. Staff/Manager will call the Heating Plant/Facilities to have the ventilation system shut down.

Facilities: 585-245-5662 Heating Plant: 585-245-5656 (after business hours)

3. Once all people in the building have been notified and have moved to a secure area, the Department of Student Life staff in charge (at least two) and the Union manager and CUEs will remain in the Ballroom until receiving further instruction from UPD or other campus official. The Department of Student Life staff in charge should have a megaphone, flashlight and Safety Lockdown Kit. The Union Manager should have both a cell and the portable office phone and flashlight.

4. Once the “all-clear” announcement has been made conduct an attendance/injuries check. Begin first-aid and seek help if necessary. Begin a facility and equipment evaluation and personnel headcount.

LOCKDOWN PROCEDURES In the event of imminent danger to the campus as the result of an active shooter or other intrusion, a lockdown procedure may be implemented. During a campus lockdown, doors and windows should be locked: doors that cannot be locked may be barricaded: stay clear of windows: do not evacuate unless directed to do so by emergency response personnel. Stay in place until directed otherwise by University Police.

IMPORTANT NOTE FOR LOCKDOWNS:

If a fire alarm sounds during a lockdown, occupants should not exit the building unless they clearly perceive threatening fire or smoke. Pulling a fire alarm during a lockdown could be a ruse by an active shooter to gain access to a building or to lure people out of safe spaces.

Senior Department of Student Life Saff/College Union Manager: 1. Notify all building occupants that a lockdown has been called and they must remain in the building, and

that all individuals should remain in or move to a secure area.

19 a. Staff/Manager Assistant/Kinetic Gallery on duty will notify people on the third floor of the

lockdown and direct them to remain in a secure area or move immediately to a secure designated assembly area.

b. Staff/Concierge Desk CUE will notify people on the first floor of the lockdown and direct them to move immediately to a secure designated assembly area.

c. Staff/Union Manager/ will notify people on the second floor of the lockdown and direct them to move immediately to a secure designated assembly area.

d. Staff/Manager will close and lock all exterior doors. Once all exterior doors have been locked and occupants have moved to the secure designated assembly area, the location doors will also be locked.

e. Staff/Manager will have people stay clear of the doors in the secure designated assembly area. No one is to be evacuated from the building unless instructed by University Police.

Designated Assembly Areas (ONLY IF IN NEED OF SECURE AREA): For lockdown in MacVittie College Union, go to Ballroom. If not accessible, first floor goes to the Mailroom, second floor goes to Corner Pocket, and third floor goes to CU 322/323.

2. Once all people in the building have been notified and have moved to a secure area, the Department of Student Life staff in charge (at least two), the Union manager and CUEs will remain in the Ballroom until receiving further instruction from UPD or other campus official. The Department of Student Life staff in charge should have a megaphone, flashlight and Safety Lockdown Kit. The MacVittie College Union manager should have a both cell and portable office phone and flashlight.

3. Once the “all-clear” announcement has been made conduct an attendance/injuries check. Begin first-aid and seek help if necessary. Begin a facility and equipment evaluation and personnel headcount.

At the beginning of each semester, all building occupants will be refreshed on emergency procedures via e-mail. CUEs will be trained during each semester’s scheduling meeting.

EMS REPORTS: SETUP WORKSHEET The Setup Worksheet is distributed daily to the office by the staff Monday thru Friday. Managers also have to generate Setup Worksheet when they report for duty for the current day and the next day. This is the back up copy for the Concierge Desk if the on line system should go down.

1. Click on the EMS Professional 3.0 icon located on the desktop of the Manager computer 2. Put in the User ID: cuact, Password: fatcat 3. Enter, tab 4. Click on Report 5. Double Click on Daily 6. Click on Set-Up Worksheet 7. Select CU Daily am/pm report in the drop down box of setup 8. Start Date is Today’s date 9. End Date is Today’s Date for morning only. Managers when they come on at 3:30pm, are to print

tomorrow’s date as the ending date so they can set A/V for the next day 10. Select print & make two copies 11. Copies are distributed to:

a. Manager Assistant-Highlight worksheet for rooms 319, 322/323, Boardroom, and Hunt Room open doors highlight in pink, lock doors highlight in blue.

b. Manager

20 12. Exit EMS

EMS REPORTS: ROOM CARDS Room Cards are distributed before closing each day. It is the Manager’s responsibility to generate room cards nightly. If you cannot, you are to leave a note for Clerk I in the morning.

1. Click on the EMS Professional 3.0 icon located on the desktop of the Manager computer 2. Put in the User ID: cuact, Password: fatcat 3. Enter 4. Click on Report 5. Double Click on Daily 6. Double click on Room Cards 7. Select CU Room Cards in the drop down box of setup 8. Enter tomorrow’s date as the starting and ending date 9. Select Print 10. If there is a Room Card for CU 322/323 you must print two Room Cards 11. After the Rooms Cards are printed they are to be placed in the Room Card holders 12. Exit EMS

EMS REPORT: PUBLICITY Clerk I generates publicity reports on Friday afternoons only. Managers will be responsible for distribution to publicity areas Friday evening and for generating reports if Clerk I should be out on Friday.

1. Click on the EMS Professional 3.0 icon located on the desktop of the Manager computer 2. Put in the User ID: cuact, Password: fatcat 3. Select OK 4. Click on Report 5. Double click on Daily 6. Double click Room Cards 7. CU Publicity Report (Friday) in the drop down box of Set up 8. Put in today’s date as the starting date and next Friday as the ending date: Friday to Friday 9. Select Print 10. Place in copy in the Concierge Desk for CUEs to review for sign out of markers, paints, sandwich board

reservation information if the on line “View Today’s Publicity “ is down. 11. Exit EMS

EMS REPORT: PUBLICITY LOBBY/VENDOR TABLES Managers generate lobby/vendor table/chairs reports each evening. Managers will be responsible for distribution to areas each night and setup of the tables and chairs for the next day.

1. Click on the EMS Professional 3.0 icon located on the desktop of the Manager computer 2. Put in the User ID: cuact, Password: fatcat 3. Select OK 4. Click on Report 5. Click on Daily 6. Click on Room Cards 7. Select Lobby/Vendor Table Report in the drop down box of set up 8. Put in tomorrow’s date as the starting & ending date 9. Select Print 10. Place in appropriate tables and make sure tables and chairs are setup for vendor areas as well as the

lobby 11. Exit EMS

21 FEE ENVELOPE Equipment fees will be placed in the Fee Envelope located in the Concierge Desk. The Manager will take the Fee Envelope at the close of business to the Secretary’s office, CU 303 and place in desk drawer under the Manager’s key’s drawer. FIRE EXTINGUISHERS There are many fire extinguishers throughout the building. If you notice one missing, or think that one has been tampered with, notify University Police. (Facilities also do regular routine inspections of the extinguishers monthly.) FIREPLACES There are two fireplaces in the building one in the Hunt Room and one in the Fireside Lounge. Groups must request use of a fireplace in advance through the Office of Scheduling, Events and Conference Services. This will show on the set up worksheet print out. Logs are kept in CU 320 for the fireplace. Remember to open the dampers before you light the fireplace. KEY RINGS Personal Key Ring E2B 181 Department of Student Life Office; Manager’s Office Manager Key Ring E2B AAB(11) Submaster #1 (inside rooms – CUE areas, meeting rooms) E2B AAD(12) Submaster #3 (inside rooms – staff offices and areas; outside doors, Tech Room Cage) E2B 137 CU 121 (maintenance)

ERA4(10) Knight Spot 3-C Commuter Lockers

Fork Key Lights B399A Ballroom Audio Cabinet Security Door 1452 Cylinder Defibrillation Key Armory Keys 2 different ones

Manager Assistant Key Ring E2BAAB(1) Submaster #1 ERA4 (4) Knight Spot E2B181 (55) CU 321 Office Door

BROKEN KEYS Can be replaced by looking up in the key binder in CU 303 under the Building Keys tab. Extra keys are kept in the key file located behind the door in CU 303. Remove key from file and leave note to Secretary as to what key you removed. Make sure you include the series number. Leave note and broken key on Department Secretary’s desk. Put the replacement key on the ring. Make entry in Manager Daily Log.

DEFIBRILLATOR ALARM KEY If the alarm goes off for the defibrillator it means that someone has opened the door. Use the cylinder key located on the Manager Key ring to turn off the alarm. Make sure you make a note to the Director that you had to use the key. If this is a true emergency contact University Police since they are unaware of this alarm.

KEY SIGNOUT FOR THE KINETIC ART GALLERY If there are visitors wishing to see the exhibit and there is no gallery sitter, please unlock the door for them but stay in the room and relock after they are done.

22 LATE NIGHT STUDY PROCEDURES Late Night Study (LNS) will operate Sunday through Thursday from 11pm-1am during finals and Managers will be paid via temp services at $9.50/hour. The entire building is available. An on line Temp Service time sheet will need to be done charging 860570-00 account. When working follow these procedures: 1. When you are on duty:

-You should be stationed in the lobby on the second floor. -You should conduct rounds of the building every 30 minutes and complete your report for each round.

2. Be sure to complete your LNS report with helpful comments, including time and date worked for payroll

verification. Leave in Director’s tray at the end of the shift. 3. At times CAS will provide cookies and coffee. If so, the Manager will pick these items up in the kitchen

and place on a table located in the lobby. At the end of the shift, the trays are to be returned to the kitchen.

LIGHTS While the building is open and you are on duty, you are responsible for ensuring that the lighting is adequate in all public areas. You must use your judgment and be alert because darkness varies with the time of year as well as the type of weather. You should know the location for all lighting for the public areas. Regular light switches control most areas while other areas require that you switch circuit breakers to the "on" position.

• 1st Floor - light switches control all hallway lights. Those that would affect you are located on the wall of the Hunt Room corridor closest to CU 102. These control that corridor and the lighting over the 1st Floor Directory Board. Should lights go out in CU 112-115 and Commuter Locker Room, the breakers are located in CU 111 and maintenance staff should be contacted because you have no key.

• 2nd Floor - There are light switches next to the women's restroom which control most of the necessary lighting on the east side. There are light switches next to the men's restroom which control most of the necessary lighting on the west side. However, there are three switches near the breaker boxes in the Coat Room where the foyer lights under the balcony and in front of the ballroom must be turned on and off. As you enter the Coat Room via the door on the left (as you face the Coat Room), there is a light switch for that room to your left. The breaker boxes are located on the left wall and the switches are located to the right of those boxes.

• 3rd Floor - There are light switches at the end of the east corridor nearest the East Lounge which control lights along the student office corridor, East Lounge, and the east side balcony ceiling. There are light switches at the end of the west corridor nearest the Fireside Lounge which control lights along the staff office corridor, Fireside Lounge, and west side balcony ceiling. In CU 328, there are two breaker switch boxes that contain switches to turn on the lobby, chandelier and balcony spotlights over CU 326 - 328. As you enter CU 328 the boxes are on the wall to the right of the door. Touch only appropriately labeled switches (labeled with red tape).

• Turn off all lights as instructed your closing round. Maintenance staff will turn lights on and off as needed to perform their jobs in the Union.

LOST and FOUND

University Police is the official location for lost and found items. When items are found in the College Union it is the finders responsibility to take the items to University Police. The College Union does not

23 accept lost and found items from individuals. If a CUE or Manager finds items then they are turned into the Manager on duty who will send the MA down to University Police with the item at opening shift.

MAIL – ORGANIZATION MAIL, MAILBOX & COMBO

Direct all questions regarding organization mailboxes and combinations to SUNY Geneseo’s Campus Mailroom located in CU 110.

PAY SCALE Generally, a first year Manager will be compensated at the rate of $8/hour starting Fall 2013. In Fall 2014 beginning Managers will be paid $8.50 to accommodate the minimum wage increase. The pay scale must fall within guidelines for work-study students and in some cases veteran employees beginning as Managers will receive the next highest rate of pay. (See pg.26 for Time Sheets) POOL BALL POLISHING MACHINE- Balls should be polished every Saturday during the opening shift by the CP CUE. PUBLICITY SERVICES FOR THE COLLEGE UNION Publicity request (lobby tables, bulletin boards, painted wall, chalkboard, black sandwich boards) can only be processed Monday through Friday from 9am to 4 pm by the Clerk in CU Rm 321. If requests are found after this time, place in the Clerk I’s mailbox located in 321. Floors Organizations wishing to use the floors for publicity must contact the Director for permission. Posters Student organizations will bring posters to the Manager or Clerk I to be approved.

• Clerk I or a Manager will approve each poster with the College Union stamp, date and initial.

• You may approve up to 2 posters advertising a College event. These materials are to be posted on the "GENERAL POSTING" bulletin boards located on the 1st and 3rd floors. Materials may be placed only on bulletin boards, not on walls, doors or windows. Clerk I and the Managers will be responsible to post the materials.

• Posters will hang for 2 weeks following the date they are stamped or until the event is over, whichever comes first.

• MA, Managers, and Clerk I are responsible for monitoring and removing materials from boards.

• Only recognized student organizations or college departments can submit posters for approval. Check via the web to confirm this. Any questions give to Clerk to approve.

• Any poster advertising an event off-campus not associated with a College Organization or Department, advertises travel programs not officially sponsored by a Geneseo organization (Vacation Bus, UAA) or involving the consumption of alcohol or using profanity should not be approved.

• Landlords cannot advertise on the general posting boards but they can post ads in The Lamron and local newspapers. They can also be directed to the Assist Dean of Students for Fraternal Life and Off-Campus Living who monitors the Off Campus Housing Registry. Students can use this avenue for roommates and sublets also.

24 • No tape of any kind can be used on the walls or doors of the MacVittie College Union.

• Posters advertising raffles are not permitted.

Greek Rush Flyers – Any questionable flyers can be given to the Clerk 1 to approve.

Painted Wall and Windows– Painted walls and windows are reserved for one week only, Sunday – Friday. On Saturday Managers are responsible to power wash the walls so it will be dry by Sunday’s reservation. The managers will also refill the paints and inspect the brushes in the paint tote. Extra paints jugs are located in 320. Notify the Financial Assistant of needs. Thanksgiving Break through Spring Break the painted wall paints are unavailable for student organizations but they can submit, to the Manager, a painted sheet to hang on the Painted Wall. Bulletin Boards-monitored by Department of Student Life 1st Floor General Posting - located near across from the CoPA (owned by Department of Student Life).3rd Floor L. What's Happening - reserved through Department of Student Life to advertise an all-college event - located at top of stairway west side (owned by Department of Student Life) M. What's Happening - reserved through Department of Student Life to advertise an all-college event - located at top of stairway east side (owned by Department of Student Life) N. General Posting Board - reserved through Department of Student Life to advertise an all college event – located across from CU 303 (owned by Department of Student Life) O. General Posting Board - beside from CU 303 (owned by Department of Student Life) Bulletin Boards-not monitored by Department of Student Life

1st Floor A. GSTV& Lamron - (owned by Department of Student Life) G. GOLD - located beside 114 (owned by Department of Student Life) Study Abroad Display Case - on landing by the pay phones (owned by Study Abroad.) Panels - by 102, Activities Commission & Intramurals (owned by Department of Student Life) 2nd Floor T. Geneseo Campus Store - located just outside that area (owned by Department of Student Life) Health Guards - Inside Women’s Restroom Lounge area (owned by Health Center) 3rd Floor J. Center for Community - located closest to CU 354 (owned by Department of Student Life) K. Staff Information (UUP & CSEA) - located just outside the Center For Community CU 353 (owned by Department of Student Life) Assistant Dean of Students for Student Conduct and Community Standards - located outside 344 (owned by CENTER FOR COMMUNITY) X - Bulletin Boards along the student organization offices corridor. These are shared by organizations with office space and are monitored by Department of Student Life professional staff. (Owned by Department of Student Life) W. Student Association - nearest CU 313 (owned by Department of Student Life) IGC - outside CU 332 (owned by IGC)

25 SHORT NOTICE MEETINGS This procedure is used only for requests made after 3:30pm, Monday - Friday for that night, or on weekends (Saturday & Sunday) in the MacVittie College Union. It can be used only for meetings without any other requirements than using the room as it is (no requests for food, beverages, technical services, or special setups). Following is a list of the rooms that may be short noticed and their seating capacities.

MEETING ROOM 322/23

324, 325, 329, or 330 328 319

CAPACITY 50-60 People

20 People 10 People 38 People

Remember that only meetings without additional requirements (i.e. Technical Services, Dining Service, etc.) may be done on short notice. The Ballroom, Hunt Room, and public lounges cannot be short noticed. Short Notice is not guaranteed and applies only to the MacVittie College Union. Procedures

• Check your current SETUP WORKSHEET to determine which rooms are available for the time requested. Remember if rooms are scheduled for the following day they may be already set for that event. If so the room must be returned to the condition and set up prior to the short notice.

• Complete the Short Notice Log Book entry (SOP pg 38). It is merely for your information and to keep track of the amount that certain groups use this service.

• Fill out the Short Notice Room Card. (SOP pg 37)

• The Manager will see that the room card is placed in the room holder and make sure the door is open at the appropriate time. It is important that a room card is placed in the room card holder so students know in advance that the room is reserved at a specific time.

• Remind the organization that if they change the room set up it must be returned to the condition in which it was found when they are finished or they may incur a changeover charge.

• Managers are to check rooms when organizations are done to make sure room is returned to the original set up in case the room has been reserved for the next day.

STAY LATE PROCEDURES Groups requesting stay late privileges must make their request to the Director by 4:15pm on weekdays. Managers also have the authority to grant special stay late requests as long as the request follows the set guidelines and is made by 10:30pm of that night. The Stay Late Form must be filled out with the name of the group and the names of those people staying after closing. Copies of this form go to the Manager log and University Police (call them at x5651, and then fax the copy to x5653). (SOP pg 42) There must always be at least two members of the organization requesting the stay late form in order to approve the stay late request. There are no exceptions to this policy. TABLES AND CHAIRS If customers desire to have the meeting room rearranged to meet the group’s needs; they are allowed to do this

26 themselves as long as they return the room to the condition in which it was found. There may be a cost associated with replacing furniture to its original location if this is not done. If the customer arrives at the event location and the room is not set up as requested (check set up worksheet) or they want something different, the Manager is to contact x5500 during normal business hours (M-F) or the Custodian On-Duty (after hours) at x5656 and the appropriate assistance will be provided. Also there are round tables in the Coat Room (next to the Ballroom). We have 4-foot tables for use in the Lobby, stored in the Coat Room. There are 6-foot tables on carts in the Coat Room located on the first floor. The Mity Lite tables in CU 116 are for classroom setups in the Hunt Room. Chairs for use in the Ballroom (gray) are locked in the dressing rooms behind the stage. They should never be stacked higher than 12 to a cart. When the carts are empty, they should be put back into the dressing rooms. Do not use these carts for other chairs, there are just enough of them to use with the Ballroom chairs. The conference room chairs should not be taken from the conference rooms. All the chairs in any given room should match colors. The brown & gray stacking chairs may be used for set-ups in rooms other than the Ballroom. There are stacks of these chairs in the closet in the Fireside Lounge, conference room 322/323, and the Coat Room. Tables, chairs and easels from this building may not be taken out of the building (except for use on the patio, in which case they need to be put back in the building after the event). Blue 4’ Mity Lite tables are exclusively for the lobby tabling M-F. DO NOT USE FOR GLK. GLK may use Brown Mity Lite tables only. See Lobby Table Diagram Pg. 25 for furniture placement. Lobby Tables Diagram

Organizations may schedule and reserve lobby tables for up to one week through the Department of Student Life.

• A table reservation is for one (3’X4’) blue table and two chairs. (Except a Vendor Table B is three tables 3 x 4)

• Daily hours for the use of tables are from 11:00am - 5:00pm. Timely setup by organizations with table reservations is expected. Any changes in requirements should be communicated to the Department of Student Life through the Concierge Desk, CU 102.

• Organizations are expected to adhere to the diagram below. All lobby furniture is to remain in the designated areas shown in the diagram below.

• Managers will watch the Vendor’s table while they load out. Organizations are expected to clean up their reserved area when leaving - i.e., put all trash in the trash cans Organizations not adhering to this may lose future privileges in reserving table/ lobby space and pay a fine.

27 TIME SHEETS Pink Time Card are used to record actual hours worked (office house, shifts). Do not include hours you are paid extra for: GLK, early opens, late close etc.). Turn in with regular time sheet. Work Study Time Sheets are used for students on the Federal Work Study Program. Managers record 15 or 30 hours each pay period. Temp Service time sheets are processed on line via the Manager web page. Sign in with your Geneseo email address/password. Follow below:

1. Payroll # (drop down box) (can be found via WIKI and in each work area) This will fill in the dates for you

CU Lobby Table Standard Setup

Coat Room

Kinetic Gallery

D

E

C

A

B F

G

H

Vendor B

W

S N

E

28 2. Choose one of the departments from the drop down box (bold below); put in your account number

and rate of pay as follows each department: a. GLK: Union GLK: Account : 870950-00, Rate: $9.50 b. Union Manager (if you run out of work study funding, Account: 860570-00, Rate: depends

on your years as a Manager see pay scale c. Late Night Study: Union Late Night Study, Account: 860570-00, Rate: $9.50 d. Early open/Late Close: Campus Scheduling & Special Events, Account: 900509-00, Rate:

$9.50 3. Put in hours worked in correct day 4. Click “certify: 5. Click “Submit”

TRADE PROCEDURES Managers are responsible for finding trades for shifts they cannot fulfill. CUE Trades:

1. Email trade notices: Manager will draw a line through the person who is requesting a trade on the Weekend Rotating Schedule (equals proper trade procedure was followed). If a weekday shift forward email to Cheryl and make a note on Manager and Cheryl’s desk calendar.

2. Make sure trade sheet has been posted in Concierge Desk bulletin board to represent email. 3. Remove completed signed trade sheet off the trade board. Mark on Cheryl’s and Manager’s copies

of Weekend Rotating Schedules and place mark in check box on Trade Sheet. 4. File completed Trade Sheet in Trade Binder located in Manager Office chronological order with

most current date on top. Remove out dated trade sheets once shift complete. 5. Those CUEs who cannot find a trade and have followed procedure, (sent out email, posted trade

sheet, not a habit) can request verbal permission from Manager or Staff to be excused 24 hours before shift start time.

WIKI Sign on with your Geneseo ID and Password. Items found on the WIKI

a. SOPs b. Payroll Calendar c. Phone Directories d. Allotment Report e. Area Schedules f. Time Sheets g. Campus Polices links

29 PROTOCOL FOR COLLEGE UNION IN EMERGENCY OR EXTRAORDINARY CONDITIONS When school is closed during academic session, and when the College Union is expected to be open, The following is the recommended protocol for Department of Student Life staff when school is closed, for instance, in a snow emergency. Expectations of staff: Staff has all received the College Policy regarding Extraordinary Weather Conditions, and these avenues should be followed to determine if there is indeed an emergency and classes have been cancelled. The designated manager is expected to follow the procedures outlined below. If the Manager is unavailable, the College Union will be closed. At no time should staff place themselves in danger to open the College Union. Procedures for the Manager:

• The Manager will call University Police (5651) for any updates. The building hours must accommodate minimally those required for Fusion Market & Starbucks.

• The Manager will call the Director (585-727-4412) and discuss the situation after consulting with University Police.

• The Manager will open the College Union to accommodate CAS staff as mentioned above. The

Manager will notify University Police of her/his intention to open the building and will notify Residence Life (5726) that the Union is open.

• Student employees will not be required to report for work, but the Manager will ask those student

Managers who live on campus to come in to work if possible and attempt to staff the Corner Pocket Game Room. The area will be open minimally from 12n-8pm. The designated Manager is Kunal Datta. The Manager will be on call in the College Union and place voice messages on telephones by 8am with a script such as the following:

The College at Geneseo has been closed (for snow emergency or whatever appropriate) and classes are

cancelled for the day. The Robert W. MacVittie College Union will be open (hours) and the (appropriate facilities) will be open during this time. Please stay tuned to your local stations for more updates. Please call 911 if this is an emergency.

Union telephones for the above script are: 5851 Department of Student Life 321

5078 Corner Pocket 5858 Manager Office

Procedures for Changing Voice Mail: At the phone you are changing dial 5999 When connected enter pin followed by the # key Main number is 5851-voicemail pin is 86466633 Corner Pocket is 5078-voicemail pin is 267637 Managers Office, 5858-voicemail pin is 6262437 Press 4 and then 1to record the greeting. Follow voice instructions as you set this up. You can change the voice mail greeting for each phone from one phone if you wish. From any phone dial 5999, and after the message starts press # twice. When it asks for your ID put in the phone number you want to

30 change such as 5851-main office, 4276-CP and 5858-Manager. Then it will ask for the pin. Put in the pin that correlates with each phone as stated above. Continue on as above to change the greeting. Voice mail phone shortcuts sheet has been posted in the Manager Office.

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Division of Student and Campus Life at SUNY Geneseo

34

SUNY Geneseo Department of Student Life 2013-2014

Director of Student Life

5926

Student Union Managers, Department of Student Life

5858

Work Study Employees, Department of Student Life

Student Financial Assistant, Department of Student Life

Activities Commission, Student Association

5876

CU&A Student Interns, Student Programming

Graduate Assistant, Geneseo Late Knight

5057

GLK Student Event Assistants

CU&A Student Interns, Geneseo Late Knight

Secretary 1, Department of Student Life

5851

Clerk 1, Department of Student Life

5851

Associate Director, Department of Student Life

5150

Coordinator of Student Organizations & Activities 4171