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Student Union Employee Handbook
Message from the Director of the Student Union:
Welcome to your student work experience in the Rhode Island College Student Union. We are thrilled to have you on staff and look forward to knowing you and having you on the team. We trust your employment here will not only assist with your personal finances, but will also lead to fulfilling relationships, enjoyment and contribute to the refinement of your job skills and experience.
This handbook is designed to acquaint student employees with the Student Union as well as the greater campus organization and environment. It will also provide you with information about your work experience and related policies.
Student Union Director
- Getting Started
- Employment Policies and Procedures
- Training and Development
- Employee Communication
- Office Equipment Instructions
- Student Union Building Information
- Student Union – Emergency Protocol
- Inclement Weather/School Closings
- Mission Statements
- Organizational Charts
- Important Dates to Remember
- Student Job Descriptions
New student employees meet with Mark Paolucci to complete paperwork. Please bring proof of ID and course schedule
* (students working on campus for the first time)
Student Union Information Form
- Student Employee (SE) Form
- I-9 - Social Security verification*
- Drug Free Workplace*
- Bar Claims*
The Student Union offers student positions for both work study and departmental funds. Wages are based on the minimum wage scale and may vary from position to position. Increases are offered for every additional year of employment.
All payroll for students is routed to your RICFunds card. Information about the card can be found at RIC Funds Card, including how to divert your money into your personal bank account, if you wish. If you do now know where your card is - or have other questions for a campus representative, you can call the RIC Bursar's office at 456-8130. Just remember, you will not be able to work on campus now without having your RICFunds card activated!
Your student supervisor will guide you through the process of getting you set up with some important things:
- Staff Introductions
- Student Union Facility Tour
- Time Clock Instructions - Employees are responsible to utilize the time clock and punch in and out on their card at their appropriate times. Any changes to an employee's time record must be approved by his/her supervisor. Questions regarding the timekeeping system or time cards should be directed to Mark Paolucci. (Associate Director of Operations and Services)
- Door Access - If you will need to access the Student Union and/or office areas after hours, arrangements will be made via your supervisor to have your ID card activated to use for the card swipe system. In addition, the Operations Attendants, located at the SU Welcome and Information Center have key access to your work area.
- Resources - All Student Union employees should become familiar with utilizing on-line resources to assist our guests. These include the Campus Directory and EMS space reservation system
Student Union New Employee Welcome and Overview Session
The Director will schedule a time to provide new students to provide an overview of the Student Union department in context to the college structure as well as explain the facility, programs and services that the Student Union provides.
Employment Policies and Procedures
Personnel Information Changes:
An employee's personnel data should be accurate and current at all times. It is the responsibility of each employee to promptly notify their supervisor and Mark Paolucci of any changes in personnel data such as:
- Mailing address
- Email address
- Telephone numbers
- Any other necessary information
Standards of Conduct:
The Student Union staff expects you to:
Attendance and Punctuality:
- support Student Activities and college events.
- treat people as they expect to be treated.
- give an hour's work for an hour's pay.
- ask questions if you do not know what to do.
- meet people.
- get the most of your college experience.
- be positive.
- offer your suggestions.
- be honest and informative to your supervisor.
- cooperate and support the integrity of the Rhode Island College Student Union department.
- direct all questions and suggestions to your supervisor.
Visitors in the Workplace:
- The Student Union department is committed to keeping the hours that are posted for our areas as well as the building. Therefore, it is expected that employees will be consistent and punctual in attendance. This means being in the office, ready to work, at their starting time each day. Absenteeism and tardiness places a burden on other employees and the Student Union department.
- Please give your supervisor ample notice if you will be late or absent. If you cannot work your shift, it is your responsibility to find a replacement.
- If you become ill while at work or must leave the office for some other reason before the end of the workday, be sure to inform your supervisor of the situation.
- Inclement Weather: Students are not compensated for hours lost due to school closings. Confirmation on any decision to cancel classes and/or close the college can be found by calling a recorded message at (401) 456-9500. More specific information can be found at: http://www.ric.edu/administration/cancellation.php
Visits from friends should be brief. In addition, visitors should not sit in the desk areas or use office resources without staff approval.
Harassment (Including Sexual Harassment): The Student Union is committed to providing a work environment that is free of discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual's sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated.
If you believe you have been the victim of harassment, or know of another employee who has, report it immediately. Employees can raise concerns and make reports without fear of reprisal.
Any employee who becomes aware of possible harassment should promptly advise their supervisor. The college's Affirmative Action website can be found at http://www.ric.edu/affirmativeaction
Computer Usage & Internet:
All members of the College community who use the College's computing and information resources must act responsibly. Every user is responsible for the integrity of these resources. Rhode Island College's policy is that all members of its community act in accordance with these responsibilities, relevant laws and contractual obligations, with the highest standard of ethics. Go to http://www.ric.edu/uss/policies.php
Use of the Internet must not disrupt operation of the company computer network. Use of the Internet must not interfere with an employee's productivity. Employees are responsible for using the Internet in a manner that is ethical and lawful.
Please limit the use of telephones in the workplace – both office and personal. Instructions on calls that are harassing, threatening or obscene as well as bomb threats or threats against a person/property: http://www.ric.edu/networkTelecommunications/telephone.php#section07
Employees should schedule regular meals around work hours and not bring cafeteria trays to their workspace. Light snacks are permitted and special consideration should be made to prevent fluids from spilling onto computer equipment. Exceptions for those with extended hours must be approved by a supervisor.
Employees are asked to use discretion when selecting attire for the workplace environment.
Stealing from the Student Union calls for immediate dismissal. Occasional use of the computers, copy machine or other equipment for personal projects may only be permitted with staff approval.
Student employees should never record or share private information of campus community members that is available to them in the work environment.
Training and Development
Student Employee Handbook:
The Student Union produces and updates a Student Employee Handbook to assist in the orientation of student workers and serves as an on-going resource in support of their roles. The Handbook offers an overview of the Student Union department and staff, college polices and other resources helpful for student employment information.
Orientation and Mid-Year Training are prior to the start of each semester. They provide an opportunity to provide the Student Union Employee workforce a valuable opportunity to meet staff, receive an overview of the Student Union department and job expectations, engage in a common team-building experience, receive valuable updates, and have fun.
To allow for personal interaction, the Student Union hosts social function for the whole Student Union department staff during Free Period on the last Wednesday of classes each semester.
Individual conferences are scheduled between students and their coordinating professional staff member twice a year to evaluate the effectiveness of their work skills and/or suggest areas of improvement. This opportunity allows students to gauge the progress of their work performance and develop as a more marketable employee and student leader – and individualized feedback, encouragement and support from a member of the staff.
The following competencies have been drafted for the discussion:
- Quality of Work: Ability to do satisfactory work following procedures specific to work area
- Quantity of Work: Volume of work done in specified time following standards specific to work area
- Comprehension: Knowledge of job – familiarity with procedures of job
- Reliability: Job completion, ability to get things done, conscientiousness
- Attitude Toward Work: Degree of enthusiasm and willingness to perform work
- Judgment: Ability to make sound decisions
- Dependability: Punctuality and reliability in attendance
- Cooperation: Ability to work with others in harmony
- Initiative: Interest in assuming added responsibilities
- Potential: Ability to improve one's self within the job situation
- Leadership: Qualities of understanding and directing people
- Personal Appearance: Outward impressions made by a person
- Professionalism: Skill, competence, and character expected of a member of a profession
- Ethics: Utilizing moral principles governing appropriate conduct
- Customer Service: Degree of assistance and courtesy granted those who patronize an organization
- Overall Employee: Consideration of all attributes
Holidays and Breaks:
Normal work weeks include the weeks classes are in session generally from September through May and do not include Thanksgiving, December/January or Spring Breaks. Work opportunities over breaks, holidays and the summer are limited and coordinated by supervisors. The college calendar can be found at: http://www.ric.edu/academics/academic_calendar.php
Student Union Employee Announcements will be sent out by Kristen Salemi (Director of the Student Union) periodically throughout the academic year to provide updates, reminders, notices, and information from other Rhode Island College departments that may be of interest to you. Your suggestions, feedback, ideas, oversights and corrections are welcome and appreciated. Please direct them to KSalemi@ric.edu.
The Student Union staff encourages all RIC students to utilize their campus email address to maximize their knowledge of events and be informed of campus communications. Once you log on, there is an option to have RIC student email forwarded to an alternative address. If you are interested in instructions on how to activate your account, go to http://www.ric.edu/uss/naccounts_students.php for information.
Bulletin boards placed next to time clocks provide employees access to important posted information and announcements. The employee is responsible for reading necessary information posted on the bulletin boards.
Under normal working conditions, employees who have a job-related problem, question or complaint should first discuss it with their immediate supervisor. At this level, employees usually reach the simplest, quickest, and most satisfactory solution. If the employee and supervisor do not solve the problem the Student Union Director will assist with a resolution.
Office Equipment Instructions
Copies that are made should be for the purpose of work, unless permission is given by a professional staff member.
Whenever possible, copy and print on both sides of the paper or use scrap paper.
Instructions for printing on scrap paper:
Check if there is scrap paper in the 3rd paper tray, (labeled letterhead/scrap paper -- the paper should have the blank side face down)
When in the print screen:
- Click on the Preferences (Properties) button
- Within in the contents of the Paper tab, click on tray three of the diagram/picture of the copy machine.
- Make sure tray three is highlighted by a blue rectangle.
- Click on the Okay button.
- Click on the Print button.
- Go to the printer and press the Printer button (a red light will be illuminated next to the button);
- Press Tray 3/letterhead,
Instructions for printing front and back pages:
When in the print screen:
- Click on the Preferences (Properties) button
- Within the contents of the Setup tab, under the sub-category Layout, use the drop down menu and select 2 Pages Per Sheet
- Click on the Okay button
- Click on the Print button.
Fax Machine Instructions:
Student Union Office Fax number: (401) 456-4652
When dialing a number within Rhode Island College, enter just the last four digits of the number. When dialing an outside number within Rhode Island, dial 7, then the seven digit number. When dialing an outside, long distance number, dial 71, then the number with area code. After dialing the number, put the documents face down into the machine and hit Send.
Phone and Voicemail Instructions:
Student Union telephones are intended for the use of serving our customers and in conducting business.
To make a call outside of RIC, but within Rhode Island, dial 7, then the seven digit number. To make a long distance call, dial the college operator by pressing 0 and ask for an outside line.
The main information line to the Student Union offices is 456-8034. Most incoming calls will come to this number and can then be transferred to the necessary party. To transfer a call, follow these steps:
Depress the button quickly and listen for four clicks then a dial tone.
Dial the extension of the party you are trying to reach.
If and when the party answers, explain that you are transferring a call from "so-and-so", wait for their response, and hang up.
If the party's line is busy or if there is no answer, depress the button quickly again and explain the circumstances to the caller. Take a message or instruct the caller to try the number again later.
Student Union Building Information
Building Hours: Posted on entryway doors
Building Directory: Student Union Directory
Welcome & Information Center: http://www.ric.edu/welcomeInfoCenter/index.php
Student Union Floor Plan
Don't forget that the Student Union has a system in place for recycling paper, glass bottles and cans. Green bins (for paper)are located in area offices. Blue bins (for empty bottles and cans) are located on the 4th floor of the Student Union near the entryway to the department office. Cardboard can be placed in upright bins near the dumpster, outside of the Café. Help take your part (and encourage others) in helping us do our part to preserve our earth's resources! For more information about the college's guidelines, visit http://www.ric.edu/facilitiesOperations/recycling.php.
Student Union – Emergency Protocol
Occasionally there are incidents in the Student Union building or happen during department-sponsored events that call for emergency response.
The Department of Security & Safety should be notified immediately for any emergency or need for assistance. Personnel of the department are on duty 24 hours a day, seven days a week and are located in the Browne Hall Lower Lobby. The 24 hour security operations numbers are 401-456-8201 or 401-456-8522.
In addition, notify a professional member of the department staff (Kristen, Mark, Marissa, Dennis or Laurie. All Student Union and Student Activities or related activities that include a response from Police, Rescue or Fire personnel should be reported to the staff ASAP.
Fire Alarm System Testing:
The college periodically conducts fire alarm testing in accordance with Rhode Island State Fire Code, the alarm company will ensure fire alarm systems are properly functioning. This is just a test to make sure the system works and you may not even know that they are in the building. If the fire alarm goes off for a few seconds and then stops -- that is just the test. If it goes off and doesn't stop -- then it is not a test and everyone has to get out of the building. Please be aware of the seriousness of fire alarms and abide the mandatory rules of leaving the building.
The last employee, or a designated employee, who leaves the office at the end of the business day should take the responsibility to ensure that all doors are securely locked and all appliances and lights are turned off with exception of the lights normally left on for security purposes.
All employees should be sure to secure their own personal items. Rhode Island College and the Student Union assumes no risk for any loss or damage to personal property.
Inclement Weather/School Closings
Students are not compensated for hours lost due to school closings. Confirmation on any decision to cancel classes and/or close the college can be found by calling a recorded message at (401) 456-9500. More specific information can be found at: http://www.ric.edu/administration/cancellation.php