Procedures Manual

This page is the online version of the Procedures Manual Notebook. If you have something you think should be added here, please let Brian Frenette know!

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Orientation | Front Desk | Campus Resources | Electronic Resources | Back Office | Library | Counseling | Sample Materials/Guides | Recruiting | Programming

Chapter 1: Orientation

Who's Who

• Within the CRC, who's responsible for what programs/areas of expertise and staff extensions
• CRC organizational chart (PDF)
• University Relations organizational chart (PDF)
• Campus map (HTML | PDF)

Emergency Procedures

• What to do/who to notify if a student is in trouble
• If the building is evacuated, here is the route(s) to take. We will meet in the parking lot on the island in the middle of the lot.
• Campus inclement weather policy & how to find out if closed/delays
• What PCAs/student workers need to do when necessary to notify a CRC staff member

Telephone

• How to check your voicemail
• What to include/not include when recording your own voicemail greeting and how to do it
• How to set an extended absence (out of office) greeting, and how to turn it off
• How to check voicemail from off campus
• Guidelines for Phone and Voice Mail Use

Online Resources

• Electronic Portfolio
• Information About Employee Portfolios
• Webmail/Checking e-mail remotely
• How to check CRC's e-mail account
• Setting an out-of-office e-mail response
• Guidelines for E-mail Use
• How to use Millennium and WesMill; direct links to Millennium and WesMill
• MyCRC (see section IV)

Getting Around

• Where and how to get an ID card (make sure to ask for door access) and parking sticker
• Campus map (HTML | PDF)
• "Perks" like athletics ID card for spouses (MS Word) and Faculty User Pass Application (PDF)

Chapter 2: Front Desk

"The Book"

• How to make appointments with counselors (what questions to ask)
• How to make appointments with Rozanne, and who should be talking with her
• Mock Interviews: how to schedule (and with whom), how students should prepare [also in Counseling]
• How to put appointments into MeetingMaker

Counseling Intake

• Drop Ins book: individual daily sheets are pre-printed by Marlisa at the start of each semester. Process as of spring 2005: the actual Drop In book is kept behind Chris's desk and each day the first counselor on duty should place the current day's sheet on the clipboard on the library table. Please put the previous day's sheet back into the book in appropriate date order. At the end of the month, Marlisa will remove the previous month's sheets to use for counseling clean-up.
• What to do when students come in for appointments
• Intake forms (PDF) -- extras are located on the top shelf behind where Rose sits. If more need to be ordered, notify Alice who orders them from PIP printing.
• Health Professions intake form (MS Word)
• List of which counselors and PCAs are on Drop Ins on which day [also in Counseling]

Telephone

• How to answer it at the front desk ("script")
• How to transfer calls to live people and to voicemail
• How to handle problem calls

Mail

• When it arrives, what to do with it
• Who should open what mail (confidential letters for Alice)
• Safe storage of opened mail going to Alice
• How to send mail (intercampus and external) and where to find envelopes, etc.
• How to FedEx (where to find forms & envelopes, pick up/drop off info.)
• Routing internally: location of slips, what's routed vs. copied individually

Miscellaneous

• General questions you may be asked
• Opening & closing the office
• Bathroom access
• List of CRC staff contact information (home, cell, family #s)
  • Directions to Mike's House
• Passwords for library computers [also in Online Resources and Library]
  • Current username: crcstudent
  • Current password: cardinal
• List of student worker and PCA names, years, contact information, and work schedules
• Global time zones

Chapter 3: Campus Resources

• UR: data services, reunion/commencement, alumni programs/events, org. chart
• Elsewhere on campus: Registrar's Office, Physical Plant, etc.
• Telephone list of frequently called people and places
• University Department locations and phone numbers
• Holiday schedule
• Academic Schedule, including major events such as Homecoming, Reunion/Commencement, and Family and Volunteer weekends
• Payroll schedule
• Room scheduling [also in Programming]
  • What rooms are generally used (online link to pictures, specs)
  • Who to call to schedule

Chapter 4: Electronic Resources

• How to set up a laptop and the LCD projector [also in Technical Support]
• Password list and online resource guide (PDF | HTML via electronic portfolio)
• Passwords for library computers [also in Front Desk and Library]
  • Current username: crcstudent
  • Current password: cardinal
  • If you have trouble with one of the computers, you may ask Brian for assistance if he is around; otherwise if the issue is critical please call Ben Jackson at x2103.
• The CRC e-mail account and its "canned responses"
• MyCRC
  • How to add a calendar event
  • How to add a counseling note (MS Word)
  • How to send batch e-mails to students signed up for events
  • How to cancel & delete a calendar event
  • How to send a targeted e-mail
  • Common username/password problems and how to resolve them
  • How to check off application requirements and grant access
• Connecting to the Wesleyan network from off-campus
  • How to connect via Virtual Private Networking
  • How to map a network drive to Dragon (Wesleyan file server) from your home computer: once you're connected to Wesleyan via VPN (see above), open Windows Explorer (NOT Internet Explorer), go to the Tools menu, select "Map Network Drive", select a drive letter from the pull-down list, in the "Folder" area type "\\dragon\alumnidata", then click Finish. When prompted for your username and password, type Username = wesleyan/your e-mail username and Password = your e-mail password. It is critical that you precede your username with "wesleyan/" in order for the drive to be mapped correctly.
• Vendors
  • List of major (paid) resources & our contact person
• The CRC Constituent and Event Tracking System using Microsoft Access (The "Access Database")
  • How to run the numbers for monthly statistical calculations (MS Word)

Chapter 5: Back Office

Technical Support

• How to use the photocopier, who to notify when it's not working
• How to use the fax machine, who to notify when it's not working
  • NOTE: Students are not to either send or receive faxes from our fax machine!
• While Marlisa may be a technical resource in a jam, we have a dedicated support person in Ben Jackson, x2103 (he is the ITS contact for all of UR). [note that he responds much more quickly to phone calls than to e-mails]  Ben should be your primary point of contact. However, Jerry Maguda x2128 is also a great resource for issues related to e-mail and network/server folder access. Dave Carlsson x2453 should be contacted for any technical issues related to WesCAN and WesNet.
• How to set up a laptop and LCD projector [also in Electronic Resources]
• How to use the video camera for mock interviews [also in Counseling]

Ordering Supplies and Contact Info

• Bloom's Business Systems (Photocopier)
• Brother Fax
• Corporate Express
• PIP, Young's
• Crystal Rock (water)

Student Workers (Including PCAs)

• How to enter student worker time (MS Word)
• Pay rates
• Instructions for using online system to pay them
• Location of timesheets and boxes for projects: Front reception area (note that Aileen and Marlisa both maintain boxes for their student worker projects in their respective offices)
• Sample copy of confidentiality statement (MS Word): all returning and new student workers must complete a new confidentiality statement every academic year. For all student workers who are not PCAs, all confidentiality statements will be turned in to Aileen and kept on her desk in a black binder labeled "Students". For all PCAs, confidentiality sheets should be turned in to Carol during the fall PCA training. The statements are filed in the left hand bottom drawer of the PCA manager's deck in a file labeled by year in a folder labeled "PCAs."
• List of names, extensions, e-mail addresses, and supervisors
• Absence Policy

Internal Policies

• Time Off: Time Off Policy, Time Off Request Form (MS Word), sharing with UR, entering into portfolio
• Birthdays, going-away parties, and other occasions
  • Birthday point person: person whose birthday was celebrated before the upcoming birthday
  • Birthday procedure: Purchase card and send/walk around to everyone with an envelope to collect $3.00 from every staff member; $ can be used any way point person would like: cake & present; just expensive cake etc. Choose day to celebrate it--usually before staff mtg. as everyone is usually present
  • Going-away party point person: Director
  • Going-away party procedure: Director decides breakfast or lunch in consultation with person going away; receptionist makes reservation if necessary
• Personal phone calls and guidelines for reimbursing petty cash
• Retreats and calendar planning meetings: when & how often they happen

Budget

• How to be reimbursed and how long it takes
  • Note: CRC staff are not expected to complete vouchers for reimbursement, Marlisa will complete them for you. However, staff should provide Marlisa with a complete set of receipts. If your receipts are for a trip, please provide information about the nature of your trip, destination, dates of travel, etc.
• Reimbursing non-CRC staff: We will reimburse Wesleyan alumni up to $100 for travel to Wesleyan to serve on a CRC panel or as part of a CRC event. Additional travel expense reimbursement must be approved by Mike.
• Financial Systems: Definitions and Object Codes
• Accounts Payable Policy
• Accounts Payable Voucher Procedures
• Travel Policy
• Journal entries (MS Excel)
• Wesleyan Federal ID number: 060646959
• Forms (both regular and travel) are located in Marlisa's office in the wooden bookcase inside the door. If additional forms are needed, you will need to go in person to the Accounts Payable office (North College, 4th floor) to see either Tamara Harley or Regina Sipples. They will not send additional forms via campus mail.

Chapter 6: Library

• Closed stack books (MS Word)
• Location of library items:
  • Career Field/Internship/Fellowship/Summer and International Opportunities: on wall
  • Applications and Employer Literature: to right (in file cabinets) as you enter the library
  • Job Opening Notebooks/After Wesleyan/Alumni Info: in new wooden bookcases
• Passwords for library computers [also in Front Desk and Online Resources]:
  • Current username: crcstudent
  • Current password: cardinal
• Our cell phone lack-of-usage policy: Cell phone use is not permitted in the library. Please request that students go outside or use the lobby. 
  Our printer lack-of-usage policy: The CRC printer is for career-related printing only. Computer labs are for all other printing not related to internships, jobs, or fellowships. Thank you for your cooperation.
• Loaning out library materials: The CRC is not a lending library and materials are not to be removed from the library; however, any book with a pocket inside the back cover can be circulated (but those books are old). Counselors may loan out materials at their discretion in cases where the student is in an extreme jam.

Chapter 7: Counseling

• How to mark open appointments ("stars") in the front desk book
• How to administer the assessments we use (Strong, MBTI)
• Professional Standards for College and University Career Services (NACE) -- login required
• Tips for counseling international students, OPT primer
• How to use the videocamera for mock interviews [also in Backoffice]
• List of which counselors and PCAs are on Drop Ins on which day [also in Front Desk]
• Mock Interviews: how to schedule (and with whom), how students should prepare [also in Front Desk]
• Policies for who's "eligible to take the Strong/MBTI and who pays
• What happens once completed/entered intake forms are handed in, including Health Professions forms -- please see Marlisa for additional details about this; there's a whole separate process!
• Guidelines for sharing information about our clients externally

Chapter 8: Sample Materials/Guides

• Forms: Workshop Attendance (PDF), Workshop Evaluation (PDF), Senior Survey (PDF | MS Word | HTML), How to prepare senior survey data (MS Word)
• Guides: Resume, Cover Letter, Networking, Interviewing (All MS Word); also see Resume Worksheet (MS Word) and Action Verbs (PDF)
• Counseling Intake Forms (PDF), Health Professions Intake Form (MS Word), and where more are located
• General Handouts: Networking Cheat Sheet (PDF)

Chapter 9: Recruiting

• Who is eligible to participate
• Required forms and procedures
• Resume Collection
• Interview no-show policy, both on-campus and for consortia
• How jobs/internships are posted and where
• Weekly recruiting e-mail to seniors
• What to do when an employer calls
• Wesleyan Candidate Evaluation Form for Employers (PDF)
• List of the consortia events/fairs in which we participate and the coordination schedule

Chapter 10: Programming

• "Operations Timeline"
  • What happens when during the year, generally
• List of PCA programming
• Workshop materials for counselors: Workshop Attendance (PDF), Workshop Evaluation (PDF) -- there are also stacks of these forms available at the front desk with some clipboards. Please hand completed forms in to Marlisa's box; she or her student worker will then enter the information into the Access database and file the sheets in her filing cabinet.
• Event Planning Worksheet (MS Word)
• Wesleyan style guide(PDF)
• Publicity protocol
• Credentials
• Weekly "Coming Up @ the CRC" e-mail
• Weekly Recruiting e-mail
• "Hot Job" e-mails to seniors
• Fellowships/Grant ownership, basic deadlines, short list of required materials, which ones require interviews, etc.
• Venture
• Policies for promoting non-CRC and non-campus organizations/activities
• Room scheduling [also in Campus Resources]
  • What rooms are generally used (online link to pictures, specs)
  • Who to call to schedule