Conference Assistant PreTraining

1
Conference Assistant Pre-Training Quiz

• Presented by
• Alexandra Pelberg, Assistant Director
• Conference Services at Drexel University

2
Welcome and Congratulations!!
3
Mission of Conference Services

• From mid-June to the end of August, the Office
  of Conference Services offers comfortable
  accommodations at a reasonable price. We strive
  to provide a positive guest experience through
  exemplary customer service.

4
Role of the Conference Assistant (CA)

• The CAs main responsibility is to assist
  in the operation of the summer conference
  program. Because the CA is the guests primary
  contact with the University, it is necessary for
  these individuals to maintain a professional,
  helpful, and positive manner that supports a
  successful summer conference program.

5
The CAs main duties are

• Weekend Desk Duty
• Evening Duty and Rounds
• Check Ins and Check Outs

6
How Weekend Desk Shifts Work

• All CAs must between 33 - 40 hours at the desk
  over the summer. These hours are spread out over
  the course of the summer.
• The schedule is set at the beginning of the
  summer, so if there is a particular weekend that
  you dont want to work, be sure to tell Alex
  Pelberg before June 1st!
• The following chart explains the shifts that must
  be filled in one building over the weekend
•   Saturday Sunday
• First Shift 7am-11am 7am-11am
• Second Shift 11am- 3pm 11am- 3pm
• Third Shift 3pm-7pm 3pm-7pm

7
Additional Information about Desk Duty on the
Weekends

• CAs can work as many shifts as they would like in
  one day or over one weekend.
• CAs must work the hours that they have been
  scheduled. A CA can ask another CA or Linen Crew
  member to cover their shift, however he/she must
  let a Lead CA know about the change so the Google
  Calendar can be updated. If you cant find
  coverage, you must work your shift.
• Additional details about Desk Duty will be
  covered during CA Training.

8
How Evening Duty and Rounds Work

• Every night, there are at least two CAs on duty,
  a Primary CA and a Secondary CA .
• The Primary CA is assigned to Towers Hall.
• The Secondary CA is assigned to Kelly Hall and
  Myers.
• A Tertiary Person will be on Duty from
• July 7 August 5. The Tertiary Person will be
• responsible for rounds in Caneris Hall and
• Race Street Residences.

9
Duty Rounds Schedule

• When you are on duty, you must be at the
  residence halls from 7pm until 7am the next
  morning.
• When you have weekend duty, you will be on duty
  from 7pm Friday until 7am Sunday.
• You are expected to sleep in your room and have
  your cell phone or land line turned on in case of
  emergency. All CAs should have a land-line phone
  in their rooms.
• You are also expected to report any
• vandalism or maintenance problems
• that you see while on your rounds.

10
Example of a Typical Evening Duty
Schedule

• 7pm Both Primary and Secondary CA on Duty
  arrive at Towers Hall desk to check in.
• 7-8pm Primary Person covers Towers desk
• 7-730pm Secondary goes to Myers Desk
• 730-8pm Secondary goes to Kelly Desk
• If a Tertiary person is on duty, that person
  will go to Caneris from 7- 730 and Race from
  730-800.
• 930 pm Primary CA goes on his/her first round
  in Towers.
• Secondary CA goes on his/her first round in
  Myers/Kelly
• (Tertiary CA goes on his/her first round in
  Caneris.)
• 1100pm Primary CA goes on his/her second round
  in Towers.
• Secondary CA goes on second round in
  Myers/Kelly
• (Tertiary CA goes on his/her second round in
  Caneris.)

11
Check In and Check Out Procedures

• There are two types of Check Ins/Outs
• Regular and New Student Orientation.
• CAs are expected to volunteer for Regular Check
  Ins/Outs.
• The average number of regular Check Ins/Outs for
  an individual CA is about
• 3-5 per summer.

12
New Student Orientation (NSO)

• New Student Orientation Check Ins/Outs are
  scheduled from
• 7am to 9am every Monday, Tuesday, Thursday and
  Friday morning during the month of July.
• CAs are assigned a regular time each week (i.e.
  Tuesday morning check in) and must plan to be at
  their post on time for all NSO Check Ins/Outs.
• New Student Orientation Check In/Out is very
  important because we are hosting incoming
  Freshman and
• their Parents!
• The detailed instructions for check out
• will be covered during Training Week.

13
What Else do CAs have to do?

• Besides Evening Duty, Check In/Out and Weekend
  Desk Duty
• The CAs MUST attend Mandatory Training during the
  Week of June 16-20, 2008. Your employment as a
  CA is contingent upon your attendance at
  Training.
• Weekly Staff Meetings Every Tuesday Night at 9pm
  SHARP!

14
Summary of CA duties

• Weekend Desk Duty
• Evening Duty and Rounds
• Check Ins and Check Outs
• And to help guests feel comfortable and welcome
  while they are staying at Drexel!

15
One more thing before you take the quiz...

• As a CA you will encounter many interesting (and
  funny) questions from your guests.
• The next page has some sample questions that you
  may be asked.
• During Training (June 16-20, 2008) we will review
  these Frequently Asked Questions and how to
  answer them correctly.

16
Common Guest Questions
Where can I get extra Linen/Pillows? There is a
Linen Room on each hall that all CAs may access
for extra linens. Note There are limited
supplies) Where can I get an alarm
clock/toiletries? The Front Desk stocks game
equipment, alarm clocks, toothpaste, shampoo and
soap that all guests may check out. (Note
There are limited supplies) Where is the closest
ATM machine? The closest ATMS are at Ross
Commons, Drexel Pizza and Seven-11. Where can I
get something to eat? CAs should refer guests to
Ross, Northside Market or Starbucks if they are
open. Or refer the guest to an off-campus
food vendor. Where can I get an extra key? CAs
should report lost/missing keys to Alex Pelberg
or a Lead CA and issue the spare key from the
key box at the front desk.
Make sure you knock and announce that you are
Conference Staff when bringing linen to a
guests room!
17
Phew thats it!

• You have completed the Pre-Training presentation.
• You may go back and review.
• Please take the CA Quiz and email your answers
  to Alex Pelberg by May12, 2008.
• This quiz is NOT graded
  
• however, its completion is
• mandatory for all CAs.

18
After the quiz

• Purchase a Land-Line Phone that can be connected
  to the land-line connection in your room. If you
  have trouble with this, please contact Alex
  Pelberg.
• You will be asked to fill out a CA Questionnaire.
  The CA Questionnaire, sent out in May, will
  include questions about dates you dont want duty
  and your summer schedule.
• Mark your Calendar for the following
• CA Pre-Training Meeting May 15th at 9pm
• CA Move in June 15th
• CA Training June 16th - 20th

19

• THE END!
• See you in June!!