ECN KNOY Lab Consultant Manual

ECN KNOY Lab Consultant Manual Last updated August 20, 2013 Welcome, KNOY Lab Consultants! Thanks for being part of the ECN (purdue.edu/ecn) team in the College of Technology. This document is to be used as a point of reference for all questions concerning the KNOY Lab policies and procedures. The policies in the document are to be strictly enforced. Any consultants found violating these rules could be dismissed. By signing the agreement on the last page, you are agreeing to these terms. The work you do is very important to the College of Technology. ECN s KNOY lab consultants ensure that all labs are constantly in proper working order. Each space is neat, clean, and safe. The details of this responsibility will be outlined further in this document. Table of Contents Lab Consultant Responsibilities... 1 Table of Contents... 1 Required Enforcement Policies for Students... 2 Student Disciplinary Action... 3 Theft... 3 Emergency Procedures... 4 Consultant Responsibilities and Procedures... 4 Procedures for submitting Shift Reports... 4 Procedures for giving up/taking hours... 5 Procedures for giving Lab Count... 6 Procedures for Printer Maintenance... 6 Closing Labs... 7 Closing the Building... 7 Specialized Rules for certain labs... 8 Closing labs on Friday... 9 Time Cards... 9 Employee Strikes... 10 Other information... 10 KNOY Lab Consultant Website & E-Mail Addresses... 11 Tech Lab Policy Agreement... 12 1

Required Enforcement Policies for Students You are required to enforce these rules in the labs, NO EXCEPTIONS: 1. NO food, tobacco, or open drinks in ANY lab. If students wish to consume any of the following, they must do so outside of the labs. Here is a reference for you: No Food of ANY type. -ALSO- No fountain drinks, cans, or anything with an open lid. No Tobacco of ANY type. This includes items such as: Dip Chaw/Chew Cigarettes Pipes Bottles WITH CAPS are permitted: NEVER in sight NEVER on the desk. ONLY in their bags. 2. No playing games in the lab on lab equipment or networks. 3. Do not let students use the manual feed trays on the printer or do any printer maintenance. You are responsible for fixing jams, changing toner, and filling paper. 4. No looking at offensive or pornographic web material. 5. No listening to music without headphones. 6. The projector is off-limits to all students and consultants. Double check to make sure that the projector is off at the beginning and end of each shift. The bulbs are very expensive and cost the college hundreds of dollars each year. This means NO watching videos on the projector during your shift. 7. Labs should be kept organized and clean, this includes chairs pushed in and computers straightened. Failure to do so will result in a STRIKE. 2

Student Disciplinary Action If a student is causing problems in the labs, these steps must be followed in order. ******************************************************************* Upon a student s violation of KNOY Lab policy, begin by stating the following ******************************************************************* 1. As an ECN Lab Consultant I have to ask you to please Remove Food, Drink, or Tobacco Products from the lab Stop disturbing others Viewing inappropriate material Listening to Music w/out Headphones or you will be asked to leave. ******************************************************************* Wait for action to be taken from the student. If you receive negative feedback ******************************************************************* 2. I just wanted to let you know I have been instructed to call Purdue Police and have you removed from the lab if you do not comply with lab policy. ******************************************************************* Wait for action to be taken from the student. If you receive negative feedback ******************************************************************* 3. Please don't make it come to this because I WILL have you removed. Always be polite and remain calm. If you need to remove a student please ask another consultant to monitor the lab while you call Purdue Police. Please contact ECN s lab management team (which includes the Head Lab Consultant) via email if you have someone removed from the lab. Alsoplease include any issues in your shift report. PURDUE POLICE: 911 Theft There have been some incidents of theft in campus computer labs. Always ensure that all students are out of the labs and all doors are completely locked before closing a lab. Check inside of the door for clever methods of reentry. Be sure to check the back doors in labs such as B018, B017, 340 and 422. Do not leave lab for more than 5 min. at a time. NEVER- EVER- EVER- Leave the key box unattended. 3

Emergency Procedures Fire Alarm: (The 316A/B consultant should take the keys with him/her in the event of a fire alarm.) 1. Evacuate the lab 2. Go outside to ground level 3. When allowed back into the building, return to your assigned lab. Tornado Warning: (The 316A/B consultant should take the keys with him/her in the event of a tornado warning.) 1. Evacuate the lab 2. Go down to the basement 3. When the warning is over, return to your assigned lab. Consultant Responsibilities and Procedures Your first responsibilities are to the student. Please help students with any problems they may have. If you do not have the answer, ask other lab consultants to help. You may work on your own homework as long as the students do not have any questions and all other duties are finished. Check the printer levels and fill paper at beginning and end of every shift if necessary. Keep track of the amount of paper that you fill and submit the number with your shift report at the end of the shift. Push in chairs, pick up papers, and straighten monitors as needed. The labs need to be in fantastic shape at all times. This will ensure that we are able to continue to have labs open for students in the College of Technology. Procedures for submitting Shift Reports Please make sure that you are VERY familiar with this section. This section describes all of the procedures for submitting shift reports. A status report must be sent at the end of every shift. This should be done using the consultant website, http://sotdev2.tech.purdue.edu/tcn_consultant. Under the Schedules tab is a link to a web form for this purpose. Fill out the form and submit it. If for some reason the website is down you will be required to send the shift report via email. The subject line should read: Your Name/Lab#/Day & Time (i.e. Ally Gray/340/Monday 5:30-8:30PM). The Body of message should include the amount of paper/toner changed, any problems that occurred during the shift and whether or not the paper cabinets in your area are low. *Please note that 5:30-11:30PM is TWO shifts and will require a report sent at 8:30 & 11:30! 4

If you are the 11:00PM (or 5:00PM Friday) room 422 consultant: DO NOT turn off the consultant computer at the end of the night. The closing consultant will use this to submit his/her shift report. If you are the 11:30PM room 316A/B consultant: You will submit your shift report from the 422 consultant computer before you leave the building. This lets us know how long it took you to close down the building. Closing down the building should not take longer than 15-20 mins. Add any issues during shift/closing to the Problems field. Shut down room 422 consultant computer when you are done. New for Fall 2013: All the computers in rooms B018, 310A, 310B, 316A, 316B, and 340 were moved from the legacy SOT domain to the ECN domain during the summer. These computers should remain powered on 24/7. If you are the consultant in these rooms at closing time, please leave the computers on. Example shift report data for closing consultant. Lab: 316A/B Time: 8:30-11:45PM (it took 15 mins to close the labs) Problems: I made 3 students leave the 208 lab. If lab is turned over to TA or professor, you need to state this in your shift report. This will take the responsibility off you if anything happens. If a shift report is missed, it is a STRIKE. A shift report is sent once the lab is turned over to another consultant. LET US KNOW if the consultant after you does not arrive. Shift reports are to be sent in 5 min increments if not on the normal schedule Ex) 5:30-8:30 = OKAY Ex) 5:30-8:35 = OKAY (with note- next consultant showed up 6 min late) Ex) 5:30-8:32 = NOT ACCEPTABLE The consultant that closes the labs on Friday MUST submit a shift report before they leave the building. This lets us know that the building is closed. Your shift begins when posted- NEVER earlier. Ex) 5:30-8:30 = OKAY Ex) 5:25-8:30 = NOT ACCEPTABLE Procedures for giving up/taking hours To give up hours: go to the Lab Consultant website (http://sotdev2.tech.purdue.edu/tcn_consultant), login, and then continue to Schedules tab, and follow the Request Off link. Fill out the information and click Submit. To take hours: go to the Lab Consultant website, login, and then continue to Schedules tab, and follow the Available Hours link. Then find the hours you want and click Take Hours. *You are responsible for finding a replacement. Failing to do so will result in a STRIKE. 5

A no show may result in immediate dismissal (failing to contact ECN s lab management team, which includes the Head Lab Consultant, before the fact that you will not make your shift, and there isn t a replacement). Calling in sick or missing a shift now requires a note from health service for it to be excused. Procedures for giving Lab Count Go to the Lab Consultant website (http://sotdev2.tech.purdue.edu/tcn_consultant), login, and then continue to Schedules tab, and follow the Lab Count link. Fill out the information and click Submit. You must submit a Lab Count ON THE HOUR EVERY HOUR. Failure to do so will result in a STRIKE. It is unacceptable to submit ALL lab counts at the end of a shift. Procedures for Printer Maintenance Location of Toner The toner cartridges can be found in the B018 and in the small cabinet in 340. Changing Toner 1. Obtain new toner cartridge from roll up cabinet 2. Open the top of the printer or front (9050 Models) 3. Remove old toner cartridge 4. Take new toner cartridge out of box 5. Look for plastic circle on side (BCM printer only) 6. Pull plastic circle until protective strip is removed and remove plastic cover from bottom. 7. Insert new toner into the printer and close top or front) 8. Put old toner in box and write "OLD" on top, then put back in roll up cabinet Location of Paper Basement: Roll up cabinet B018 Third Floor: Roll up cabinet in 310A, 310B, 316B, 340 Fourth Floor Cabinet under consultant s desk in 422 and Back cabinet. **You might need to go to another lab to find toner or 11x17 paper. 4th Floor Printers We do not manage the color printer in 422. If anyone asks you why they can t print to it, they must work this out with their professor. The printer only allows those with special permissions to print to it. This is not your responsibility. If the 422 printer is out of toner, the secretary in the BCM main office has the key. Otherwise, check the key box to get the key to the cabinet. 6

Never touch the plotter in 422. Closing Labs The following section applies to all consultants. Everyone must be out of the lab and the lab must be locked at the appropriate closing time. Please note that this does include you! NO ONE is allowed to stay in the lab after closing unless: We have express written consent from a professor. o You will be notified if consent has been given prior to the end of your shift. If students are staying after, indicate this in your shift report. o This is NOT a blanket. This only applies to the date that we give you. o If you haven t heard anything the answer is NO. o NO EXCEPTIONS! A teaching assistant (TA) or professor is present with a key or pre-programmed Purdue ID card. o If they have a key or Purdue ID card, ask them to prove that it works. Indicate this on your shift report. o If they do not have a key or their ID card doesn t work, they MUST leave. All of the following must be done in order to properly close your lab: 1. In rooms B018, 310A, 310B, 316A, 316B, and 340, leave the computers powered on this is new for Fall 2013. In other rooms, please shut down the computers. o Leave monitors alone 2. White boards must be clean 3. Pick up newspapers, and clean around printer; recycle leftover printouts 4. Face monitors forward 5. Straighten keyboards and mice 6. Tidy up room this includes stacking the extra chairs 7. Turn off all lights 8. Lock appropriate doors 9. Check door after closing to make sure it is locked and latched properly. The 310 s, 316 s, 340 and B018 will auto-lock down @11:25PM. Closing the Building The following section applies to the consultant who works the closing shift in 316A/B. All consultants need to be familiar with this section in case they pick up a closing shift. Do not forget to make sure that the WAN/LAN labs have no one in them and that the keys are in the clip board. Verify all doors are locked and everyone is out 206, 238, 242, MGL 1219, B017, B018, 310A, 310B, 316A, 316B, 340, 416 & 422. Lock all exterior and interior doors when you close. **Note: 316 Closing Shift locks exterior building doors on Sunday evening. After locking all doors when you close, swipe into Knoy 422 to unlock the door, open door, then swipe and again to Re-lock the door, then put keys and clipboard in the top drawer of the large drawer file cabinet located behind the KNOY 422 lab consultant and 7

lock the cabinet. Then slide the small key into the top of the drawer. When you are done, submit your shift report from the 422 consultant computer. Specialized Rules for certain labs KNOY 422: The consultant in 422 must sit at the PC by the printer. Failing to do so will result in a STRIKE. Other: Hand students their printouts from the color printer. Pick up the Key Box from KNOY255 @4:30 p.m. o After you pick up the keys, return to 422 IMMEDIATELY. o You will maintain the key box until the 316 consultant arrives @5:30p.m. to relieve you of the key duty. o Failure to pick up keys on time will result in a STRIKE. NO STUDENTS ARE ALLOWED BEHIND THE DESK FOR ANY REASON. KNOY 416: The consultant in 416 MUST sit at the PC at the end of the room. Failing to do so will result in a STRIKE. KNOY 310B: Close 310a shortly after class ends @ 5:30pm. Ask anyone in there to kindly move over to Knoy 310b. Straighten lab, fill paper in the printer, turn off lights and lock door. KNOY 316A/B: If you start work at 5:30, pick up keys and clipboard in 422. Keys must be picked up by 5:30. Failure to do so will result in a STRIKE. Do not leave keys sitting on the tables unattended. When another consultant needs the keys, ask him/her which lab s/he is in and his/her name. US Map keychain is only allowed to be used by lab consultants. Checking out keys to students for WAN/LAN (206, 238, 242, MGL1219, Enad) labs: Check the student lists in clipboard for their name Take their Student ID Card and put it in the clipboard Make them sign their name and time on the appropriate sheet When they bring back the keys make them sign out, give them their ID and make sure door is locked The partition between 316A/B MUST be closed by the end of the evening. Weekend Keys: If you are working the 316A/B 1:30-5:30PM on Sunday, you must pick up the weekend keys from the CIT main office by 4:30PM Friday at the LATEST. Also, you must arrive at KNOY by 1:15PM on Sunday to open the building. Failure to do so will result in a STRIKE. KNOY B018: At 5:30pm (unless posted otherwise), lock up room B017 (3 doors to lock). 8

Closing labs on Friday Work 1.5 hours and get paid for 3 (write this on your time card). Do not need to fill paper or clean monitors Start closing labs at 4:30pm 6pm. Pick the keys up from the CIT office (KNOY 255) at 4:30PM Friday. When closing the labs make sure: 1) All of the chairs are pushed in 2) The keyboards and mice are straightened up 3) The lights and projector are off 4) The door(s) are locked. Rooms to close: 1) B017 (3 Doors) 2) B018 (2 Doors) *Lock 1 Verify the other is closed\secured 3) 310A 4) 310B 5) 316A&B (2 Doors) 6) 340 (2 Doors) *Lock 1 Verify the other is closed\secured 7) 416 8) 422 (2 Doors) 9) Verify no keys have been checked out from the key box/clipboard. Close those labs if they are open\occupied 10) Verify all CIT doors are locked. 206 (2 doors) 238 242 MGL 1219 Place keys and clipboard in the top drawer of the 4 drawer cabinet behind KNOY422 lab consultant. Put the keys in the drawer, and lock it. Then slide the small key threw the crack in the top of the drawer. Time Cards This section includes all necessary information for submitting time cards. Time cards will be collected every two weeks unless posted otherwise. The time cards should be deposited in the metal box on the 2 nd floor of KNOY outside the of the business office (KNOY 275). Time cards will be due the Friday of the week posted unless you work on Sunday, in which case they are due Sunday by 11:30PM at the latest. Late time cards will be paid on the next pay cycle. If you make a mistake on your time card, you must put your initial by it. The best way to avoid this is to get it right before you write it down! Time cards MUST be filled out in PEN. If you have worked a fraction of an hour, it must be in tenths. 9

Ex) 5.25 is unacceptable Ex) 5.3 is acceptable. (5.3 hours = 5 hours 18 minutes.) Do not forget to sign your time card before you turn it in. Employee Strikes A three-strike rule is in place and strikes are carried over from the previous semester. If you accumulate three strikes you will be terminated. This includes failure to follow any of the above lab responsibilities. Consider this your only warning. Ways to accumulate strikes: 1. Not following the policies and procedures in this KNOY Lab Consultant Manual. 2. Acting in an unethical manner. 3. Causing harm/destruction to lab equipment. 4. Having food/drinks in the lab. 5. Unauthorized use of projector. 6. Being late to a shift. 7 minutes or later is considered late. 7. Having a messy/disorganized lab. 8. Missed shift report. 9. Missed lab count. 10. Failure to attempt to fill a shift that you gave up. 11. Allowing unauthorized person(s) to stay after the labs have been closed. 12. Leaving the key box unattended (316 consultant). 13. Failure to pick up keys at 4:30PM (422 consultant). 14. Failure to pick up keys at 5:30PM (316 consultant). 15. Failure to pick up weekend keys (Sunday opening 316 consultant) 16. Failure to close 310a at beginning of shift (310b consultant). 17. Failure to sit behind desk in 422 (422 consultant). 18. Failure to sit at end computer in 416 (416 consultant). 19. Any other infraction as deemed necessary. Note: A no show may result in immediate dismissal (failing to contact ECN s lab management team before the fact that you will not make your shift, and there isn t a replacement). Other information If you come in to work and the door is locked, go to 316A/B and get the keys, then open the lab. Send e-mail to ecnlabmgr-list@ecn.purdue.edu (which will reach the Head Lab Consultant and ECN s lab management team) if: If there should be a consultant that you are replacing and they are not there. If the consultant replacing you does not show up or is constantly late. If you notice a surrounding lab is closed and it should be open according to the schedule. If anything unusual happens during the course of your shift. If any of the equipment should disappear. This includes remotes and mouse pads. 10

KNOY Lab Consultant Website & E-Mail Addresses Lab Consultants Website: http://sotdev2.tech.purdue.edu/tcn_consultant ECN Lab Management Team (includes Head Lab Consultant): ecnlabmgr-list@ecn.purdue.edu All lab consultants: ecnlabconsultants-list@ecn.purdue.edu Class schedules for KNOY labs: purdue.edu/ecn/services/labs/technology 11

ECN KNOY Lab Consultants Agreement I have read these responsibilities and understand what is expected of me. I understand that ECN reserves the right to terminate me in the event that I do not perform in accordance to such rules. Name (Please Print) Signature Date 12