CS Staff Office Manual

GENERAL OFFICE DUTIES

TEAMWORK: Although we have student workers who meet most of the general needs, everyone from each area is expected to pitch in and help with general office duties.

General office duties are defined as mail distribution, answering phones, copying, running errands, typing letters/memos, making coffee for meetings, preparing Airborne/FedEx airbills, assist professors in getting supplies, checking in faxes/send outgoing, scheduling conference rooms, check copy paper, change cartridges for fax machine, xerox machines.

8:00 a.m.

• All doors to main office need to be opened.
• Turn on copiers.
• Open kitchen and start coffee.

5:00 p.m.

• Let anyone who is in the office know that the office is closing. They can stay in the mail room and copy, just ask them to please turn the lights off when finished, and to keep the door to the hallway closed.
• Turn off coffee.
• Close all doors and shut off lights to main office.

ABSENCES

• If you are not coming to work due to illness, please call by 8:00 a.m.
• A late or early lunch hour can be arranged if necessary. Arrangements need to be made ahead of time.

AV EQUIPMENT

• Computer projectors, slide projector, and TV & VCR are available through online reservation, Room 210 HRBB, or call 845-5550, or e-mail helpdesk@cs.tamu.edu

AWARDS

• Two staff awards are given per year. One in the fall (at the holiday party) and one in the spring (at the Administrative Professionals Day luncheon). Winners will receive a plaque and a cash merit award. Please be aware that this is taxable income. Staff members may vote for other staff members.

BREAKS

• Break times are at 10:00 a.m. and 3:00 p.m. and consist of 15 minutes. It is your option if you want to take advantage of these times.

COFFEE, LUNCHEONS, AND KITCHEN

• All staff are expected to help keep the kitchen clean.
• All staff are expected to help with preparing coffee and sometimes a tray of cookies for various meetings. We do provide coffee (not cookies) for graduate oral defenses.
• If you enjoy eating leftovers from department luncheons, then please contribute to cleaning up.
• If you notice the sugar or creamer is empty by the coffee, please get full ones from the drawer below.

CONFERENCE ROOMS

• Rooms 302, 307, 320, 407, 425A, 501A, 516 are available for meetings. The conference rooms for the department are managed by a room reservation system on the web.
• Keys to the conference rooms may be checked out to students, but they must leave their student IDs until the key is returned.

COPYING

• When someone needs copying done, please do it if time is sensitive, or place it in the student worker 'to do' box, which is located in the front office, Room 301 HRBB.
• We do not provide transparencies for student class reports or oral defenses. Professors must purchase a box of transparencies on one of their accounts.

FAXES

• Check on and distribute incoming faxes.

FLEX TIME

• Flexible Work Schedules (FWS) are intended to be permanent or semi-permanent in nature. The FWS does not permit an individual to work a random variation of hours to accomplish a 40-hour week. The implementation, continuance, discontinuance, or modification of flextime is at the discretion of the immediate supervisor, in consultation with the manager, department head, dean, or director.

LUNCH HOUR

• 12:00 p.m. to 1:00 p.m. Lunch other than 12 to 1 needs to be approved by supervisor.
• When we go out for a group lunch (birthday, going away, etc.) and we are late, you will not need to make up that time.
• Tardiness in the morning must be made up at lunch. Excessive tardiness will be written up.

MAIL

• Campus mail is picked up and delivered at 9 a.m. and 2 p.m.
• A forwarding address list is available in the front office, Room 301 HRBB, for forwarding mail to faculty/students who left.
• Each graduate student should have a mailbox. Forms to apply for a mailbox can be found in Room 301.
• Post announcements of all sorts.
• Post faculty position announcements on faculty board in lounge.

Note:

All outgoing mail must be marked "Department of Computer Science, Texas A&M University..." in order to be metered to our account; otherwise, it will be opened and returned.

Mark "First Class" for inside the US, and "Airmail" (use an airmail stamp) for outside the US. These stamps can be found in Room 301.

Do not use department envelopes for personal use; this could be a cause for termination.

PACKAGES

• All incoming overnight mail (Airborne, Fed Ex, UPS, etc.) goes directly to Room 213 HRBB.
• Packages received go to Room 213.

PARKING

• Please see Leah in Room 301 HRBB about parking tags.

PHONES

• Please answer phones on the first ring.
• You can e-mail all phone messages directly while taking the message. If you get distracted and do not get the message e-mailed immediately, please note the time of the original message when e-mailing.
• No long distance personal phone calls are to be made, unless departmental business.

PICTURES

• You will need to contact Kathy Flores through e-mail (kflores@cs.tamu.edu), or phone (458-4412) to set up a time to have your picture taken for our directory board.

PO NUMBERS

• Before ordering anything for the department, you must fill out a purchase order form.

STAFF ID

• Please see your supervisor about obtaining a staff ID. This is required by the university. The great news is you may get a 10% to 20% discount at campus and local bookstores!