Classroom Support Policies

1
Classroom Support Policies Procedures Manual

• All employees are held responsible for the
  manuals contents
• Policies and procedures may be revised over the
  course of the semester
• These changes will be posted through the CSA-L
  email list

2
Office of Instructional Resources General
Overview

• Website http//www.oir.ufl.edu
• The Office of Instructional Resources (OIR)
  provides resources, technological assistance, and
  equipment to assist faculty in their teaching
  activities
• Classroom Support is one of the areas of OIR

3
OIR General Overview

• Other areas of OIR are
• Center for Instructional Technology and Training
• Media Resources Library
• Photography and Graphics
• Teaching Center
• Testing and Evaluation
• CIRCA

4
O.I.R. Classroom Supporthttp//www.oir.ufl.edu/cl
assrooms

• Classroom Support provides portable audio/visual
  equipment for instructional use.
• Classroom Support also provides permanently
  installed equipment in classrooms for
  instructional use.

5
Four Staffed Media Centers

• Turlington Media Center - Main Equipment Room
• 1215 Turlington Hall
• 392-6683
• Florida Gym Media Center
• 247 Florida Gym
• 392-2313
• Educational Media Center
• G521 Norman Hall
• 392-1011
• Business Media Center
• (Operated by the College of Business, it provides
  services for Matherly, Anderson, Stuzin, Bryan)
• 151 Matherly Hall 392-0391

6
Unstaffed Storage Room Locations

• Little Hall 334
• Fine Arts C 206
• Weil Hall 515
• Larsen Hall 113
• 105 Classroom Building - Rooms 203 and 303
• New Physics 1141
• McCarty D
• Dickinson (Old Natural History Museum)

7
Equipment Reservation Policies

• Equipment is scheduled on a first-come,
  first-served basis
• A course number is required to reserve equipment
  for classroom use 
• Equipment delivery requests for classroom use
  should be placed at least one business day prior
  to the intended use

8
Who Can Reserve Equipment?

• Faculty or other classroom instructors
• Students may not reserve equipment for any
  purpose, unless the equipment is for a class they
  are teaching
• Other staff may reserve available equipment for
  other UF sponsored academic activities, or make
  reservations on behalf of an instructor when
  necessary

9
How do Instructors Reserve Equipment?

• Instructors may reserve equipment by telephone or
  in person at an OIR media center
• They must have
• Their name/address/phone/email
• Course number
• Location/date/time

10
Special Arrangements and After Hours Classroom
Equipment Use

• Level-3 classroom equipment is available to any
  classroom users.
• Level-4 modiums and consoles may only be accessed
  by classroom instructors for for-credit classes
• Any request for other use will be evaluated on an
  individual basis by management. Charges for
  staffing may be required.

11
Equipment for Conferences and Seminars

• OIR does not provide equipment for use at
  conferences, seminars, etc., held off campus

12
Overnight and Off-campus Use

• Some equipment may be checked out overnight or
  temporarily used off campus as part of a class
  activity
• Such requests should be made in writing at least
  a week before the need, and will be evaluated on
  a individual basis
• An Equipment Loan Agreement Form must be received
  before any equipment can be checked out to leave
  campus or for overnight use
• Multimedia carts (laptop computers) may never be
  used off campus for any reason

13
Personnel Policies and Procedures

• Job Philosophy
• As an OIR representative, you are expected to
  behave in a responsible, professional, and
  courteous manner. Please remember that we are a
  service organization and that we support the
  faculty, instructors, and staff at the University
  of Florida.

14
Training

• New employees must attend regularly scheduled
  training sessions and successfully complete the
  curriculum in order to continue employment 
• A missed training session will be considered the
  same as a missed work shift and the appropriate
  disciplinary action will be taken

15
Evaluations and Raises

• All employees are evaluated at least twice a year
  by supervisors
• Employees are eligible for merit raises twice a
  year

16
Classroom AssistantJob Description

• Delivering a/v equipment to classrooms
• Recording a/v equipment reservations
• Documenting a/v equipment problems
• Setting up a/v equipment
• Unlocking/locking media cabinets
• Running errands on campus
• Checking inventory for missing or damaged
  equipment

17
Classroom Assistant Job Description (contd)

• Assisting OIR staff with related functions
• Assisting users with operation of a/v and
  portable multimedia equipment
• Solving minor technical problems
• Performing minor equipment maintenance
• Keeping the work environment clean

18
Promotional Opportunities

• With strong evaluations, experience, and
  exemplary job behavior, Classroom Support
  Assistants may be considered for promotion to
  supervisory or technical positions

19
Supervisors

• Supervisors are in charge of Media Center
  operations
• All assignments by supervisors must be carried
  out in an expeditious, professional, and accurate
  manner
• Supervisors are responsible for enforcing
  policies and procedures

20
Communication Channels

• Information about policies and procedures is
  disseminated to employees in the following ways
• Email
• Posted notices
• Verbal instructions from supervisors

21
Communication Responsibilities

• Employees are responsible for making sure they
  have read and understood all work-related email
  and posted notices on a daily basis
• Failure to communicate relevant information to a
  supervisor in a timely manner will result in
  disciplinary action

22
How to Get Help

• Contact another Classroom Support Assistant
• Contact a Supervisor (392-6683)
• Contact any full-time staff members on duty using
  the Nextel system
• Finally, in an emergency, call the University
  Police Department at 392-1111 for immediate
  assistance

23
Homework and Keeping Busy

• After work responsibilities have been met,
  employees may study at the discretion of the
  supervisor, as long as it does not interfere with
  office activity
• Office telephones are for official work-related
  purposes
• Personal phone use requests should be made to a
  supervisor and kept to a minimum

24
Eating, Drinking, and Use of Tobacco Products

• No one is allowed to eat, drink, or use tobacco
  products at the front counters at the media
  centers
• Smoking is not permitted in any UF building
• With supervisor approval, employees may leave the
  office to buy food/drinks from vending machines
  in the building, except during the 15-minute
  class breaks or during the first 10 minutes of
  any class period

25
Employee Scheduling

• Employees are expected to work the times they are
  scheduled
• Employees are responsible, except in cases of
  emergency, for finding someone to cover assigned
  shifts using the Signin system. All changes must
  be documented using the Signin system.

26
Employee Scheduling (contd)

• Employees are never allowed to work a shift when
  they are scheduled to be in class, even if it is
  a taped replay.
• Employees must not work more hours biweekly than
  specified on their work permit.
• In case of emergency, employees must make every
  reasonable effort to contact a supervisor in
  advance of a shift that will be missed

27
Timekeeping Methods

• The Signin System keeps track of your hours,
  schedule, and personal contact information
• The Paper Log Book serves as a reference and
  backup to the Signin system
• You must sign in and out on the Paper Log
  Book, which is located in Turlington 1215.
• Time cards are the legal record of the hours that
  employees are paid for working

28
Using the Sign In/out System

• In a browser open http//signin.circa.ufl.edu
• Enter your GatorLink username and password

29
The Signin System Three Sections

• Timekeeping
• Sign-in/Sign-out
• View Sign-in Sheet
• View Time log
• Schedules
• Information

30
Signing in and out

• Log on to your shift by clicking on the
  Sign-in/Sign-out link
• To sign out of your shift, click on the
  Sign-in/Sign-out link again
• To log out of the System, click on GatorLink
  Logout

31
Viewing the Sign-In Sheet

• Clicking the View Sign-in Sheet link shows who is
  working right now, and when employees have
  previously signed in and out

32
Time Logs

• The first section on the timelog is the first
  week of the pay period
• The second section is the projected hours of the
  second week
• The third section is the actual hours of the
  second week, and will be updated as you work

33
View Schedule

• The View Schedules section allows you to view the
  work schedule for each week of the semester
• At the bottom of the page, personalized schedules
  for each employee can be viewed

34
Personal Schedule

• The Personal Schedule link will display your own
  work schedule

35
The Shift Swap Board

• The Shift Swap board allows employees to post
  permanent or temporary work shifts for others to
  pick up, and to pick up the shifts others have
  posted

36
The Shift Swap Board

• Shifts that have been posted are displayed in a
  list
• If a shift is labeled PERMANENT, the shift will
  be on your personal schedule for the rest of the
  semester
• Shifts posted with an individual date are for
  that date only

37
Information

• Phone/E-mail List This list is available in case
  so you can contact other employees, for instance,
  if you want to ask someone to take your shift for
  you
• Update User Info This allows you to change your
  contact information
• YOU are responsible for maintaining the accuracy
  of this information at all times

38
Time Cards

• Time cards are a legal record of the hours that
  employees are paid for working
• They must be filled out and signed by the
  deadline. Failure to complete the timecard
  on-time will result in disciplinary action, and
  at least a 2-week delay in your paycheck.
• The deadline is usually 500pm on Monday
  following a payday (though it is subject to
  change around holidays and breaks)
• Time indicated for the last few days is an
  estimate of the time you expect to work

39
The Time Card
40
Paydays and Paychecks

• Paychecks are issued every other Friday
• Paychecks may be picked up in Turlington 1215
  from a designated supervisor from 1000am through
  345pm
• Employees are required to sign to verify the
  receipt of checks

41
Computer Use Policy

• All faculty, staff, and students of the
  University of Florida are required and expected
  to obey the laws and legal agreements governing
  software use. Failure to do so can lead to
  monetary damages and/or criminal penalties for
  the individual violator. Because such violations
  are also against University policies and rules,
  disciplinary action will be taken as appropriate

42
Computer Use Policy

• Employees may use designated computer resources
  for official work-related purpose only

43
Vehicle Use Policy

• OIR vehicles are to be used by OIR staff on
  official business only
• Vehicles must be parked in appropriate spaces
  only and driven in a safe, lawful manner at all
  times
• A supervisor must be notified immediately in the
  event of any incident

44
Vehicle Use Policy

• Vehicles must be kept clean and neat at all times
• The vehicle use log must be accurately filled out
  at the beginning and end of each use. The log
  must be kept in the designated location in 1215
  at all times.

45
Courier Service and Mail/Shipping Policies

• The Turlington Media Center is responsible for
  running errands, and delivering items for
  administrative staff.
• Supervisors will sign for all arriving packages
  and log incoming packages on the log sheets.
• Supervisors will designate staff to contact the
  individuals or department listed on the mailing
  labels as soon as possible
• All packages must be signed for when they leave
  the equipment room

46
Inventory Control Procedures

• Any time a piece of equipment is checked out or
  returned to a media center, a checkout ticket
  must be filled out completely
• Failure to properly check equipment in or out
  will result in disciplinary action

47
Alarm Systems

• Any time a security alarm system is set off, a
  supervisor must be informed immediately. If the
  alarm is a false alarm, the employee should call
  UPD at 392-1111 and indicate that a false alarm
  has occurred at the particular location

48
Documenting Service Calls

• Any time a faculty, staff member, or equipment
  user reports a problem with equipment not working
  properly, this report should be documented on a
  Request for Assistance Ticket (also called a
  Green Sheet). These tickets should be given to
  your supervisor as soon as possible
• If the instructor requests immediate help, inform
  them that a technical assistant will be sent and
  inform the delivery coordinator

49
Equipment Security

• Computer and Audio/Visual equipment is very
  expensive and must never be left unguarded.
• Media Centers must never be left open with no
  staff present
• Delivered equipment must always be secured in the
  location to which it is delivered. Contact a
  supervisor if this is not possible.

50
Employee Discipline Guidelines

• Disciplinary policies and procedures are designed
  to ensure that OIRs Classroom Support mission is
  carried out in a safe, professional, and
  efficient manner.
• Adherence to policies and procedures is crucial
  to the effective delivery of classroom support
  services.

51
Employee Discipline Guidelines

• Discipline guidelines are divided into three
  sections of increasing severity
• Minor offenses
• Major offenses
• Dismissal offenses

52
Employee Discipline Guidelines

• Any employee who accumulates three minor offenses
  within a single semester may be dismissed
• Major offenses may result in probation after the
  first occurrence and termination of employment
  after the second occurrence within a semester
• Dismissal offenses may result in immediate
  termination of employment

53
Minor Offenses

• Unexcused tardiness, less than 10 minutes late to
  a shift
• Posting unauthorized notices
• Unauthorized phone use
• Being unnecessarily loud or disruptive

54
Major Offenses

• Using computers for personal use without
  permission
• Failing to properly document reported equipment
  problems
• Failing to record names, phone numbers, dates,
  and times on phone messages
• Unexcused tardiness, more than 10 minutes late to
  a shift
• Failing to record denials of service
• Failure to complete closing checklist
• Inaccurately completing daily logs

55
Major Offenses

• Playing games (computer games, card playing,
  horseplay, etc.)
• Failure to read work-related email
• Parking vehicles inappropriately
• Parking personal vehicles in service drive
  illegally
• Failure to sign in/out accurately
• Failure to complete time card accurately and
  on-time
• Violating work permit restrictions

56
Dismissal Offenses

• Giving and receiving equipment without writing a
  checkout ticket
• Sleeping while on duty
• Using or being under the influence of alcohol or
  illegal drugs while working
• Job abandonment (missing a shift without prior
  notification to a supervisor)
• Knowingly falsifying documents
• Vandalism or theft of UF property

57
Dismissal Offenses

• Using keys or facilities when you are not
  scheduled to work
• Repeated problematic behavior
• Leaving equipment or media center unguarded
• Driving vehicles in a careless, reckless,
  dangerous, or illegal fashion
• Insubordination, failing to follow appropriate
  instructions from a supervisor