University Information Technology Services
The purpose of this handbook is to outline the Administrative procedures and responsibilities related to the UITS M037 Computer Lab. It was developed through a team effort of the UITS/Customer Support Services (CSS). It is intended to be a guide to anyone who would need to assume coordinator/administrator responsibilities for a Customer Support Services (CSS) Computer Lab. AN IMPORTANT NOTE TO ALL LAB COORDINATORS/ADMINISTRATORS: Please read the UITS/CSS Student Consultant Employee Handbook and the UITS/CCS Instructor's Handbook. They contain important information not duplicated in this handbook. Add this URL and the URL for the Student Consultant Employee Handbook and Instructor's Handbook to your BOOKMARK list on the internet to have these handbooks always at your finger tips.
UITS/CSS Student Consultant Employee Handbook
UITS/CSS Instructor's Handbook
ADMINISTRATION OF STUDENT STAFF
FACILITIES MAINTENANCE & MANAGEMENT
PURCHASING
DOCUMENTATION
TRAINING
The major requirements are self motivation and the ability to work
with strong but sometimes little supervision. A person who can follow
policies and procedures for the good of the organization. Someone who is
interested in learning new software and hardware applications and
supporting its use in the lab. A person who enjoys working with people
and is a good communicator. Consulting services are provided in the
lab and therefore good communication skills are a must.
Each prospective candidate is required to fill out a Student Employment
Application. These applications are available through the:
Applications for Student Employment are available at the Help Desk,
in room m038. The Lab Coordinator/Administrator should review the
applications that are
dropped off in the Help Desk.
Once you have reviewed all the applications, you can
begin to call the candidates to set-up interviews. It is in the
best interest of the students who are looking for work to have their
application available to other perspective hiring personnel in the
University Information Technology Services. So,
if you take a student's application from the Help Desk
please make a copy and return the original to the Help Desk.
Stress the fact that this job is not a place to do homework.
UITS Consultants usually start at $6.50 - $7.50/hour.
The hiring Lab Administrator/Coordinator
may wish to up this amount according to their
background and what they can bring to the lab. Also, if the student
has been a consultant in another lab.
Once the interview is completed, the candidate should be given an
estimation of the date he/she will be notified of staff selection.
Once a decision has been made regarding the selection of student
staff, each candidate should be notified formally.
New student employees must fill out an Application for Student
Employment and a W4 form. Foreign students must also fill ou a
Determination of Alien Tax Liability form. After the student fills
out these forms and presents two forms of ID, which includes, a
drivers license, original social security card, original birth
certificate, passport or green card, the lab administrator should
make two copies of the ID's, fill out the top portion of the Application
for Student Employment, and then submit the paperwork and ID copies to
the UITS business office. The Payroll Administrator at the business
office can inform the Lab Administrator of the expected processing time.
If Student Labor and Work-Study
Payroll Authorizations are received in the Student Employment Office
by 4:30pm on the WEDNESDAY PRECEDING THE START OF THE PAY PERIOD IN WHICH
THE STUDENT WILL BEGIN WORKING, the student can then receive his/her
first paycheck within four weeks of his/her start date. If the payroll
authorization deadline is missed, the student must wait six weeks for
his/her first paycheck.
Pay class III is reserved for those doing more than
consulting/monitoring work. This person would be more of an assistant
to the coordinator/administrator
of the lab. Possibly a backup network administrator,
or responsible for the lab upkeep and cleanliness, supplies, disk
maintenance, software and hardware installs,
cleaning mice, floppy/zip drives, etc.
Pay Class IV is reserved for those students who have been with us
for a length of time and have shown interest and talent in taking on more
technical duties, such as network administration. See the Student Labor
memo relating to this special class.
Raises are given at the discretion of the Lab
Coordinator/Supervisor/Administrator. The GAs can be helpful in
determining who deserves a raise and maybe even suggesting how much.
Raises can ONLY be given after the student has completed one entire
semester. The summer is considered an entire semester. A raise can
be given to any amount that is within the Student Labor/Work Study
Pay Scale and
approved by the Manager of the department. If a student is being
moved into Class IV, a resume is required in order to advance the
student into this position.
The Student Labor Budget is helpful in predicting budgetary needs for
the upcoming fiscal year which begins near the beginning of June. This
report is found in the "Student Labor" Folder on the Lab
Administrator/Coordinator machine, "Crusader."
CLASS I
Requirements:
CLASS II
Requirements:
CLASS III
Requirements:
CLASS IV
Requirements:
Rev. 4-97
To ensure that student employees are paid in a timely fashion, the
student Lab Administrator/Coordinator is
urged to submit student payroll authorizations
immediately. If student labor and work-study
payroll authorizations are received in the Student Employment Office
by 4:30 p.m. on the WEDNESDAY PRECEDING THE START
(SEE BELOW FOR EARLY DEADLINES)
OF THE PAY PERIOD IN WHICH THE STUDENT WILL BEGIN
WORKING, the department will receive the student's first Student
Payroll Time reports within two weeks of the student's start date. In
turn, if these time reports are submitted on-time to the Payroll Office,
the student can then receive his/her first paycheck within four weeks
of his/her start date. If the payroll authorization deadline is missed,
the department should plan on waiting four weeks to receive the
student's first time reports and the student must wait six weeks
for his/her first paycheck.
Keep in mind that A PAY WEEK BEGINS ON A FRIDAY AND ENDS
ON A THURSDAY. START and END DATES for student employees should
conform to the bi-weekly pay period dates listed below. Even if a
student is to begin working for your department on a day which falls in
the middle of a pay period, please use the FIRST day of the
corresponding pay period as the student's START DATE on
his/her payroll authorization. If a student is expected to stop working
for your department on a day which falls in the middle of a pay period,
please use the LAST day of the corresponding pay period as
the student's END DATE on his/her payroll
authorization. (NOTE THIS EXCEPTION: THE END DATE FOR WORK-STUDY
PAYROLL OFTEN DOES NOT FALL WITHIN THE EXACT PAY PERIODS.)
This example is made available to the Lab Coordinator/Administrator
who wishes to
formally send out a rejection letter. This letter is not necessary and
up to the discretion of the Lab Coordinator/Administrator.
September, 20xx
University of Connecticut
Dear name:
Thank you for your interest in the positions offered at the University
Information Technology Services.
At this time we are unable to offer you the
position you desire. Many applications were received this semester
and the experience brought with some of the applicants
was overwhelming. There were only a few positions and
these positions have been filled.
We will keep your application on file. Should something become
available, we will notify you. If you are interested in working in
Customer Support Services
next semester, please do not hesitate to reapply.
Thank you,
Your name
At present, 2 Graduate Assistants has been assigned to the lab.
These are full assistantships carrying 20 hours of work per week.
The graduate students receive tuition reimbursement and are paid a
bi-weekly salary. The appropriate paperwork must be completed
with the Payroll Administrator prior to beginning work.
During a week that carries one major holiday, where the UITS is
closed, the Graduate student will be expected to work 16 hours rather
than the full 20.
Therefore, he/she has a 4 hour holiday.
As a courtesy, the UITS extends the option of a one week vacation
during each semester. The The time to be taken is established between the Lab
Administrator/Coordinator and the
Graduate Assistant at the start of the semester. Changes in plans can be
made with a 2 week notice from the Grad student to the Lab
Administrator/Coordinator. This request should be made in writing.
Circumstances requiring special consideration should be worked out
between the Graduate Assistant and the Lab Administrator/Coordinator
well in advance-- if a
student wishes to accumulate his/her time in order to take an
extended vacation. Such requests must be worked out well in advance and
in writing. This will make everyone
aware of the circumstance and should the GA report to someone else,
the vacation requests Workstudy students are in demand all around campus. Many departments
do not have a student labor budget and therefore look for students with
workstudy funding. These students can be figured into the formula as
an advantage, since their pay does not come out of the UITS student
labor budget. Be careful not to hire a student just because they have
workstudy. Qualifications for the job should be met
in order to satisfy both the students as well as the
Lab Coordinator/Administrator's
expectations of the job. Work Study awards need to be divided equally
between the Fall and Spring semesters: (See
Method of Earning/Paying Work Study Awards ).
Recently we received a memo from Frank Labato, Director of the
University Health and Safety Department. He raised some concerns
regarding the employment of students on campus. Please remember
when you hire students that they are an employee of the University
and should be protected with the same training and proper equipment
as all employees. You should take special care when you hire a student
that the job duties you assign them are appropriate for a student. If
those duties have any element that might place a student at risk,
appropriate safety training and protective equipment are mandatory.
A student under the age of 18 must obtain a Certificate of Age
(commonly referred to as working papers or work permit)
before starting to work on-campus. On the Storrs campus,
UConn students under the age of 18 who wish to work may obtain a
Certificate of Age from the Student Employee Office. At the regional
campuses, a minor may obtain a Certificate of Age from the local school
system. In order to receive a Certificate of Age, the student must
bring with him/her a letter from the department indicating their intent
to hire the student and outlining the specific nature of the pending
employment, plus his/her original birth certificate (or
certified copy, but, not a photocopy) or an original US Passport so the
student's age can be verified.
Remember - many Federal and State laws exist governing the employment
of minors. The intent of these laws is not to prohibit employment of
youth, but, rather to safeguard them from hazardous jobs and lengthy
hours of work. If you need a copy of the guidelines of employing minors
or have additional questions, please contact the Student Employment
Office (SEO) at 486-3474.
The federal government has instructed us to allow students to earn only
half of their full year Federal Work-Study award in the Fall.
If a student earns more than half of his/her work-study award in the Fall
and then does not return to school in the Spring or becomes ineligible
for another reason, the student is then in an overaward situation.
If the student does not earn all of his/her allotment in the Fall,
he/she can carry the remainder over to the Spring semester.
Students awarded for the full school year, may work over the
winter break as long as the student is in good academic standing
and will continue to be enrolled full time for the Spring semester.
Please monitor the student earnings of your work study student employees.
When you hire a student employee, please be sure to set up a schedule of
hours that will be compatible with his/her award amount.
Have a discussion with the student to determine what work schedule will
suit your office, accommodate his/her class schedule, and also take into
account the student's allotted award amount.
The department and student are responsible for maintaining a running
account of the student's earnings and remaining balance to ensure that
a student's earnings do not exceed his/her authorization amount for the
fall and for the year.
The student will not be paid from the Federal Work-Study funds for hours
submitted which bring his/her total beyond the semester earnings limit.
Your department will be responsible for payment for these hours from
departmental student labor funds. It would be wise to authorize the
student concurrently on work-study and student labor if you believe the
student's work schedule will result in the depletion of work-study funds
prior to the end of the semester and you want to continue their
employment.
Please contact the Business Office, 486-3776, with any
questions.
Approximately 20 students cover the hours in the lab.
This does not include the hours of the Graduate Assistants. However,
it does include student labor and workstudy.
The graduate students provide some backup-being a fourth
person at times during the day.
During breaks, final and mid-term exams, and
summers, less coverage is needed. However, keep in mind that
more hours need to be allocated at times to cover mandatory meetings,
training sessions, seminars, and research and development.
Each student is required to work at least 5 hours per week. We often
limit the maximum # of hours/week to 15 hours. Students may say they
can work more than 15 hours per week but it has been observed that
half way into the semester the student finds they have over
extended themselves. Also, if a student who has a
large number of hours assigned to them is out for any length of
time, the security and operation of the lab would suffer.
Rule of thumb: no less than 5, no more than 15 hours per week.
NOTE: There are exceptions to this rule:
Once the student has finalized his/her schedule, they are required to
provide a class schedule and available working hours to the
Coordinator/Administrator
of the lab. A blank schedule form is given to each student by the
Lab Coordinator/Administrator.
(See Schedule Request Form .).
This form includes the following information:
At the end of the first two weeks of the semester,
7 - 10 working days, a
permanent schedule is to be finalized. This schedule is defined by the
Lab Coordinator/Administrator,
working from the hours provided by the students.
Preferred hours are taken into consideration. However, not every
consultant may be granted their desired hours.
The schedule must provide triple coverage of
all hours and every open hour must be covered.
To set up a permanent schedule, take these rules into consideration:
Once the schedule is completed and typed up by the
Lab Coordinator/Administrator,
it is presented to the students at the Mandatory Meeting. Any last
minute
changes are to be brought forward and made at this time.
Students have an obligation to their studies as well as their job.
From time to time, a student may require someone else to cover his/her
work hours. Also, Lab Coordinator/Administrator or other full-time staff,
may need a reference to phone for coverage should a student not show for
his/her shift as scheduled. To accomodate these needs, a wallet size
Permanent Schedule and Confidential Phone List is given to all Lab
Staff (Manager, Lab Administrator/Coordinator, GAs, Lab Consultants.)
During an exam week, a sign-up schedule is posted in the lab.
During this timeframe, the lab limits its available hours to allow
student staff study time. Each student is required to sign-up to
cover the lab. Triple coverage must be met. To establish the
required hours each student is to sign-up for, use this formula:
Two-four weeks prior to a break, send an e-mail to the student
consultants inquiring as to who wants to work over break.
During these times, students selected, are given the choice of
working up to 40 hours per week. In past years, it has proven successful
to hire 2-4 students full-time, 30-40 hours per week, rather than hiring
several students for a minimal 10-15 hours per week.
Large scale project work can be
accomplished during these times with a smaller and steadier staff.
NOTE: It is best to try to meet as many requests as possible.
The UITS wishes to establish a dedicated staff and summer is a good time
to further educational growth.
Contact the Lab Administrator/Coordinator
for a copy of the Schedule Request Form.
The pay week runs Friday through Thursday. If a student holds more
than one job at the University, the maximum pertains to the total number
of hours worked in all jobs combined.
Maximum number of hours per week when:
School is IN session:
School is NOT IN session:
UNDER NO CIRCUMSTANCE, MAY A STUDENT WORK ABOVE FORTY (40) HOURS PER
PAY WEEK AT ANY TIME.
According to Connecticut State Law, students employed on the Student
Labor and/or Work Study Payrolls who work for seven and one-half (7 1/2)
or more consecutive hours are entitled to a period of at least thirty
(30) consecutive minutes for a meal. In general, the law requires this
period to be given some time after the first two (2) hours of work and
before the last two hours of work. Lab Administrator/Coordinator
should work out appropriate schedules with his/her
student employees based on departmental need.
A student employee is not to be paid for a meal period of
thirty (30) or more consecutive minutes in which he/she is released from
his/her work duties or is allowed to leave his/her work station.
Therefore, the meal period should not be logged as hours
worked on the student's timecard. His/her timecard should show the
time that he/she left and returned.
A student employee must be paid for a meal period in which
he/she is not released from his/her duties or allowed to leave
his/her post or if it is less than thirty (30) minutes. Therefore, the
meal period should be considered hours worked on the student's timecard
and the student should not sign out for the time of the meal period on
his/her timecard.
Employees are not required by either federal or state law to permit
student employess to take coffee/snack/rest breaks. Therefore,
allowing for breaks is at the discretion of the
Lab Administrator/Coordinator. We do allow a 15 minute break when
when the student works 4 or more consecutive hours. Breaks of fifteen
(15) minutes or less are compensable and should be considered as hours
worked on the student's timecard. Therefore, the student should not
sign out for the time of the break on his/her timecard.
For more detailed information regarding maximum allowable hours, contact
the Student Employment Office, 486-3474.
Payroll is processed every two weeks. Timecards are due to the Lab
Administrator/Coordinator or GA(s)
by 12 noon, the Monday prior to pay day. The Lab
Administrator/Coordinator or GA(s) verifies the hours,
signs the timecards, keeps a copy for the Lab Administrator/Coordinator's
files and passes the timecards on
to the Payroll Administrator no later than 9:00 am, Wednesday.
These timecards should be in the Business Office basket in Operations
by the end of the day on Tuesday in order to make the 9:00 am deadline
on Wednesday morning.
The original timecards are kept by the Payroll Administrator should the
timecards need to be referenced in the future.
The Student Payroll Time Sheet is the DEPARTMENTAL attendance record
and must be kept in the department for at least 5 years.
Do not hesitate to contact the Student Employment Office, 486-3474,
with any questions regarding student time and attendance records.
Just a reminder that time cards must be submitted for ALL STUDENTS
whether they work any hours are not. This is because the timecards are
entered on-line and when the timecard for a student is not received, then
there is the assumption that the student didn't work. Logical
conclusion, right? The time sheet for that pay period is then deleted
from the data base. It never fails that when time sheets are deleted,
students come by with LATE time cards. This creates not only a lot of
extra work for the UITS Payroll Administrator, but also for
Student Payroll. Therefore, the Lab Administrator/Coordinator
is requested to adhere to the following procedure:
With over one hundred students working for the UITS, it is
very challenging for the Payroll Administrator
to keep up with the student paperwork i.e. time cards,
authorizations, pay raises, etc. It is important that the Lab
Administrator/Coordinator
follows procedures and respond to requests in a timely fashion.
At the start of each semester, one mandatory training session or
kickoff meeting is held. The session runs anywhere from 1 to
2 hours in length, dependent upon the experience level of the student
staff. This session covers the policies and procedures of
the lab; the hardware and software available; upgrades;
support issues; consulting services; end user expectations; charging
procedures; handling cash/transfer vouchers; and other applicable items.
If several new student consultants have been hired, training of the
new staff (as well as returning staff), must be scheduled into the
lab support. Training should begin with a concentration on the basic's
of all Level One supported software and hardware.
(Some Level Two software may also be included, dependent upon demand.)
The following should be considered when planning a training schedule:
For example: There are 5 new consultants who will each attend 21
hours of workshops, and sit through 3 hours of individual training
(modules). This is a total of 120 hours of training needed.
Student performance reviews may be performed:
Once these forms are completed, a 15 minute to 1/2 hour time
period is scheduled to sit and discuss the review with each student.
Scheduling of reviews is done by posting a sign-up schedule in the
lab. Post the times you are available to meet with students for
reviews. Students are required to sign-up during these available
timeslots. Rule of thumb: Use 1/2 hour timeslots on the schedule.
The Lab Coordinator/Administrator
should check the signup schedule prior to leaving
work each night. The Lab Coordinator/Administrator
will schedule on their own personal
PROFS calendar, those students who have signed up so far. Then check off
the scheduled students on the signup sheet and block out all other
times slot for the following day so students can not sign up after you
have left.
While meeting with the student, encourage the student to discuss
what they felt is working/worked well; needs improvement; what their
interests are for next semester (software support), etc. Valuable
feedback can be gathered during this time and implemented for the
following semester.
Treat all employees with the same courtesy, respect and dignity that you
wish to be treated with.
Interview carefully, check references and utilize the probationary
period to fully assess the employee's suitability for the position and
his or her ability to work effectively with others.
At least once a year, review the University's General Rules of Conduct
with staff. Emphasize that there is a zero tolerance for violence and
the University will pursue discipline and criminal enforcement as
appropriate.
Treat employees respectfully and state that it is always your expectation
that the interactions between you will always be courteous. If there is
a lack of courtesy, terminate the discussion politely and firmly by
saying that the presenting manner is unacceptable and you will reconvene
at a later date.
Address employee performance problems as they arise, utilizing
counseling first and then progressive discipline if improvement does
not occur. Offer the opportunity for Union representation if there is
the potential for discipline arising from the discussion in the meeting.
If an employee exhibits bizarre behavior, contact the Labor Relations
Unit of Human Resources immediately (486-5684).
All threats of harm or violence should be reported immediately to your
Manager and to Human Resources (486-4038). Recognize that some
threats may be for the sole purpose of deterring you from pursuing
discipline.
Encourage discussion and resolution of concerns. If the concerns are
of a personal nature, refer the employee to the Employee's Assistance
Program. Do not take on the role of counselor - remember that you are
the Lab Administrator/Coordinator and are not trained to deal
effectively with emotional problems.
As you address performance issues, listen very carefully to the
responses. Pay attention both to what you say AND to how you say it.
Treat all employees with the same courtesy, respect and dignity that you
wish to be treated with.
During first shift working hours (8:30 a.m. - 4:30 p.m.), any
problems should be reported to the Main Office staff and/or
Lorraine Costanzo (M039). There is one
person in charge of dealing with maintenance issues.
If you are aware of leaks, air problems or heating problems within
the UITS and it is not during the first shift, contact
Emergency Repairs (6-3113). Explain the problem to them in detail.
If there is computer equipment in danger of being damaged, be sure to
emphasize the problem to them. Be as explicit as possible in
describing the problem. If no one shows up to repair the problem in a
reasonable amount of time, continue to call Emergency Repairs.
In addition, the Operations Supervisor should be notified. He
will notify the appropriate management staff if necessary.
If keys for a lab are lost or stolen, first check with the
Operations Supervisor to see if they have been found. Contact all of
the consultants to see if they walked off with the keys by mistake.
If the keys cannot be found, notify the police immediately. Locksmith
Services (6-2921) can be called to change the lock(s) if necessary.
Phone bills are printed monthly by the Telecommunications Dept.
and are distributed by the Business Office Staff. However, phone bills
are usually at least two months in arrears. Phone bills are
distributed to UITS staff members by their individual phone number.
Each employee with a phone at their desk will receive a phone bill.
The Lab Coordinator/Administrator
will receive a bill for the phone in the lab
as well as a bill for their individual desk phone. These bills must
be reviewed and reconciled. It is the responsibility of the Lab
Coordinator/Administrator
to track phone calls in the lab so that the bill can be
reconciled. Calls can be tracked using the form Telephone Toll
Record. Personal phone calls are NOT allowed on state phones.
Use your Calling Card or the pay phone. A check should be written to
the University of Connecticut for any personal calls on these bills
(payment in cash will be accepted as well).
All mistakes rung on the cash register MUST BE accounted for.
Please make sure that all mistakes are circled on the register
tape/receipt and an explanation written down (short message,
ie: VOID, etc.) with your name, and placed inside the cash drawer.
The Lab Administrator/Coordinator will take care of the over/under ring
when he/she cashes the draw out and computes the balance.
This indicates the amount of $ that is or isn't in the draw and
that there is a reason for the $ missing/over. This proves that
$ was not taken, but just mis-rung.
When the roll of paper is showing a pink stripe, this indicates that
the roll is almost gone and the next available moment needs to be
used in changing the roll. Place the used roll in the cash draw
or along side the register if it doesn't fit inside.
Write "M037 Lab" and the "date" on the roll.
Please don't be embarassed to ask for assistance in changing the
register tape. This procedure is not easy to remember, but must be done.
Vendor contact for service:
The ER-200 Cash Register has a Nickel Cadmium battery. YOU MUST TURN
THE BATTERY ON BEFORE YOU PROGRAM AND OPERATE YOUR CASH REGISTER.
You must clear ramdom access memory and select FOUR departments.
This procedure conveniently performs three functions at once:
Note: ALL PROGRAMMING IS DONE WITH THE CONTROL LOCK KEY
IN THE "PGM" POSITION.
Before you start, turn on the system battery and clear the Random Access
memory (RAM).
DATE AND TIME PROGRAMMING: The date and time can be programmed into the
registers's automatic clock and calender.
For programming all four departments please see the ER-200 Electronic
Cash Register Programming and Operation Manual located
at the Lab Administrator's/Coordinator's desk.
The Sign-in Machine has Windows and a single application, TCP3270,
installed. Upon bootup, Windows and TCP3270 start. You must log into
UCCLAB27. The new sign-in program will start immediately.
The customer types in their Social Security Number.
If the user (student, faculty, administrative, or staff) is found
in the mainframe database, then they are a 'paid' or 'valid' UConn
person. The program will respond placing them in the 'logged on' list.
If they are NOT found in the database, the program will BEEP 5 TIMES
indicating that this person is a 'non-paid' or 'invalid' UConn person.
This person may NOT use the lab equipment. Consultants must pay close
attention to the Sign-in Machine to determine whether the customer is
valid.
If the user is NOT FOUND in the database of the Sign-in Program:
As of the Fall 1997 semester, UConn IDs are NO LONGER COLLECTED. The
Sign-In program identifies all 'valid' UConn personnel.
To sign out, the customer types in their
Social Security Number again.
At closing, the Consultants enter the special SS#: 111111110
(9 '1's and 1 '0') to perform
a mass 'log out' and terminate the sign-in program. At this point, exit
the TCP3270 application, exit Windows to DOS, and turn off the machine.
Please monitor this "Sign-In"
procedure and report any problems, questions, or suggestions for
improvement to the Sign-in Program to the Lab Administrator/Coordinator.
Anytime the sign-in machine is not used for a period of 4 hours,
the UCCLAB27 login lab account will automatically be 'disconnected'
by the UConn system. This happens to ALL accounts and cannot be
changed for just one. If you notice this happening, please utilize the
sign-in machine before this 4 hour limit occurs. If not, the account
will be 'disconnected'. When you log back in, the account will still
be in the 'disconnect' mode. Just type "B" and it will return you
to the proper mode and you should be OK. Contact your
Lab Admininstrator/Coordinator about any problems.
If you have a problem with the password, the Lab
Administrator/Coordinator can change the password.
Run the lab statistics at the beginning of every month. Send Avery
Point their report. Update the Lab Statistic Spreadsheet on paper and
on the web with the new monthly data. Give a copy to
Mike Kerntke/Lorraine Costanzo and Nic Lovelace.
Monthly Statistics instructions are listed on the Lab
Administrator/Coordinator's machine in the file, "Important Information".
New installs are generally performed during break or summer.
However, if time permits, a NEW package can be installed during
the semester. The installation must not change the supported product
version since the faculty and students using the facilities may have
begun developing courses or their papers for the semester.
ADVANCE NOTICE of changes must be advertised.
Plans to close the lab for such installations need to be
coordinated through the CSS office. This is to ensure that the room
is available during the desired hours. Also, the room must be
reserved on the PROFS calendar by the Help Desk.
NOTE: Notification of a change in scheduled open hours
must be posted as quickly as possible to alert customers.
Upgrades are performed during break or summer unless an emergency
(bug in the software for example) dictates the need to apply during
the semester.
The Lab Administrator/Coordinator is responsible for maintaining
hardware, software, documentation, and furniture inventory
spreadsheets for the CSS Lab.
Anytime hardware components, software packages, documentation, or
furniture is moved to a new location, the appropriate spreadsheet must
be updated. In addition, an ACT39 form must be completed and
submitted to the Manager of CSS. The manager will pass it on
the Business Office (they also maintain an inventory) and pass a copy
to the CSS Lab Administrator/Coordinator.
It is important to stay on top
of these moves. Updating the inventory spreadsheets when moves
are made makes verification of the inventories between CSS and the
Business Office much easier during the summer.
A Hardware/Software matrix exists for each of the microcomputing
areas. These matrices are lists of the hardware and software that is
available in the UITS M037 Computer Lab.
Separate matrices have been created for both the Macintosh and PC areas.
The matrices are on the
The information must be updated by the Lab Coordinator/Administrator
or the GA(s).
The Lab Administrator is responsible for ordering
consumable supplies for the lab. (See UITS/CSS Lab CheckList ).
Checklists have been developed by the Lab Coordinator/Administrator
to assist with the maintenance of a supplies inventory.
The paperwork for ordering supplies through Business Products is
located in Operations on the Business Office desk just outside the
lunchroom.
When ordering hardware, software or supplies, it is best to
contact several vendors and shop around for the best
price. Once you have done some research and found the best deal,
complete an "Order Request Form". Attach to this form, the following:
Occasionally the Purchasing Department will substitute items. If
you want to ensure that you receive the item you are ordering, be sure
to include a special clause on the order form "NO SUBSTITUTES."
Completed Order Request forms are passed on to the Manager of CSS.
The Manager will pass requests on to the Director for signature. The
Director will then give the form to Business Office for processing.
M037 COMPUTER LAB INVENTORY When orders arrive at the UITS, they will be delivered
to Operations. The Operations staff will check in the order
and notify Lorraine/Lorraine's student.
If the order is small enough, they will bring the items ordered to
the CSS office, otherwise, the CSS Lab Administrator/Coordinator
will need to
go to Operations to pick up the order. A student worker may be
needed to help with the transport of the order.
Upon receiving the ordered items, the CSS Lab
Administrator/Coordinator
will check the invoice against what has been received to ensure that
everything is in order.
Please try to remove the order from the office area within 2 to 3
days of being notified.
The Business Office will supply a Certification Form
with the hardware orders received. This form must be completed and
returned to the Business Office. The form must be completed
within 2 days of the date the order is received!
The information provided is used by the UConn Inventory Department
(UConn tag numbers). Only items that can be tagged (ie. monitors,
CPUs, etc.) need to be recorded on the yellow Certification
Form. Internal cards, hard drives, etc. do not get tagged.
The Lab Administrator, Student, and Instructor's
Handbooks are stored on the
USHNDBKS mainframe account. This account is set up as a group logon
account (ACF2) with access granted to all full-time staff. The
following handbooks are stored on this account:
Then enter your mainframe account id, (i.e., DESMARA) followed by the
password you have assigned to your account, (i.e., r4t5y6).
These Handbooks are up-to-date on the web. The DCF (script) versions
may not be up-to-date.
The M037 PC Training Room is reservable and holds 24 students and an
Instructor station with an overhead projector. Reservations are
made through the Help Desk or through the following web page:
The DEPARTMENT OF RESIDENTIAL LIFE (ResLife) has 7
residence hall computer laboratories. Because the
residents do not use the labs during the day, ResLife is able to make
them available, Monday - Friday, 8 A.M. to 4 P.M., for classroom
instruction or workshop and training sessions.
For reservations and other related information, call: It is the responsibility of the consultant on duty to prepare the
training facility for the arrival of a class or other group. This
includes:
The instructor should be able to walk into the room and start
class immediately.
NOTE: All Web Development stations are subject to prior reservations.
Facilities may be reserved by individuals wishing to develop
web/mulitimedia materials, or by larger groups needing to present or
demonstrate a product. Reservations may be made with a Web Development
consultant.
NOTE: Vendors may also reserve space in the lab.
Please note the following when doing reservations for the
Web Development Lab in PROFS:
NOTE: Clean the IBM touch screen with a damp cloth only.
Do not use any other cleaners! Also, when touching the screen please
use a rubber- tipped stylus rather than your fingers.
The latest price list for the products and services supplied by
Customer Support Services is on display in each lab. This list
includes specialized output services. These prices are based upon
material cost and some labor recovery. As other products and/or
services become available they will be added to this list. This
list should be reviewed periodically and prices adjusted accordingly.
Our prices for printing are:
Hiring Procedures
Student Employee Application
Interview Script
Student Employee Pay Classes and Rates
Raises
Student Labor Budget
Student Labor/Work Study Pay Scale
Student Labor/Work-Study Authorization Deadline Schedule
Labform Rejection Letter Example
Student Employees
Important Topics: Safety and Training Issues/Employment of Minors
Method of Earning/Paying Work Study Awards
Scheduling Procedures
Maximum Hours/Week: Student Labor, Work-Study,
International, and Graduate Assistants
Schedule Request Form
Prior to Starting a Semester
Beginning a Semester
Processing Timecards
Training Consultants
Mandatory Student Meetings
Student Meeting Schedule
Evaluations
Guidelines for Lab Administrator/Coordinator
and Manager
Prior to Ending a Semester
Exiting Consultants
Emergency Repair & Maintenance
Phones
Cash Register - Handling Errors and Register Tape
Cash Register Procedures for Re-programming and
Repair
Sign-in Machine Procedures
"Disconnected" Sign-In Program
"Lab Statistics
Hardware and Software Installations/Upgrades
Maintaining Inventory of Hardware, Software, Documentation and Furniture
Maintaining Hardware/Software Matrix
Ordering Hardware, Software and/or Supplies
UITS/CSS Lab CheckList
Signing in Orders
Forms
Lab Handbooks
Lab Overviews
UITS Training Facilities
Class Reservations
Web Development Lab Procedures
Appendix A. Copying Requests
Appendix B. Price List for CSS Lab
Appendix C. Informative Internet Locations
ADMINISTRATION OF STUDENT STAFF
Hiring Procedures
The University Information Technology Services
looks for enthusiastic, bright, knowledgeable, honest, and
trustworthy individuals who work well with the public and are team players. We
are not necessarily looking for Computer Science majors or Math majors
(although we don't discount their talent), rather we look for someone who is
truly interested in computers, excited about the technology and shows a certain
spark for adventure, creativity, and motivation.
Interview Process
Once the applications have been reviewed and prospective candidates
chosen, a formal interview is scheduled. An interview script listing
job related
questions is available. This script does not have to be followed to the
letter, but is rather a helping tool to guide you during the interview
process.
Student Employee Pay Classes and Rates
Students hired for consulting in the lab are hired in as Pay Class II
or at times Pay Class III.
Pay rate and class will depend upon their experience.
(See
Student Labor/Work Study Pay Scale ).
If they have little to no computer experience, they will begin as a Pay
Class II earning the minimum wage in that class. If they have good
experience with computer related software and hardware they will still
start as a Pay Class II but with a higher pay. It is a very good
idea to watch a person work for a semester in order to evaluate
talents. A resume and interview can not tell it all.
Student Labor/Work Study Pay Scale
No skill or prior experience required for the position.
The position requires a reasonable degree of skill, prior
experience, and entails a fair amount of responsibility on the part
of the student.
The position requires a high degree of skill and entails an
extensive amount of responsibility with limited supervision.
The student must be performing highly skilled tasks in supportive
technical, laboratory, or administrative service.
The position requires advanced skill, knowledge, and/or training
in a scientific, academic, or specialized study and may be designated
to prepare the student for a professional career related to the student's
academic program, The student must be preforming work that is
predominately intellectual, non-manual, and non-routine, and must be
working with only general supervision, exercising discretion and
independent judgement.
Student Labor/Work-Study Authorization Deadline Schedule
>
Labform Rejection Letter Example
University Information Technology Services
196 Auditorium Road, U-3138
Storrs, CT 06269-3138
Lab Coordinator/Administrator,
University Technology Information Services,
Customer Support Services
Responsibilities
Each graduate assistant has different responsibilities according to the
Lab Administrator/Coordinator. This is the 'standard list':
week
is calculated by:
1-10, 20 hour week during the Fall and Spring semester
1-10, 20, 30, or 40 hour week during the Summer semester
(This is dependent upon the number of hours the GA works per week.)
NOTE: Time can be split into days or hours. They are not
required to take a full week off at once.
deal
will be known.
Student Labor - Student Employees
Student Labor funding is limited and therefore great care needs to be
taken not to go over budget. The Lab Administrator/Coordinator
of Customer
Support Services (CSS) will coordinate the Student Labor Budget to
plan for student labor expenditures for each fiscal year. This budget
will be passed on to the CSS Manager for examination and approval.
The budget will include the number of hours allocated
to cover the lab. This allocated figure is calculated by:
(number of students needed to cover the lab X number of open hours)
+ number of project hours + number of meeting hours
+ number of training hours
Once this information is available to the Lab Coordinator/Administrator,
the hiring process can begin.
NOTE: Sometimes hours for project work, meetings, and
training may not be allocated due to a lack of funds.
Important Topics: Safety and Training Issues/Employment of Minors
(The following memo from Student Financial Aid / Student
Employment Office was issued on August, 1997.)
Safety and Training
Employment of Minors
Method of Earning/Paying Work Study Awards
(See Maximum Hours/Week: Student Labor, Work-Study,
International, and Graduate Assistants for more information.)
foot in the door,
less than 5 hours can be given.
Temporary Schedule
Students need time to rework their schedules, go to add/drop, and just
settle in upon their return to campus. Therefore, for the first two
weeks of the semester (both Spring and Fall) a temporary sign-up
schedule is posted in the lab. This blank schedule should be posted a
minimum of one week prior to the start of the semester to ensure coverage
of the lab. Students are to report to the lab upon their return to
sign-up to cover the open hours. During this timeframe,
the lab is usually not in full swing and approximately 6 hours per week
per student is all that is necessary. Obviously this will all depend
upon how many students are working in the lab during a semester.
The Lab Coordinator/Administrator, GAs,
and other team staff should make themselves
available to cover hours during this flexible period.
Student Class Schedule and Available Work Hours
It should be made clear to all students that the
Lab Coordinator/Administrator
will do his/her best to meet the preferred hours but it is not a
guarantee.
Contact the Lab Administrator/Coordinator
for a copy of the Schedule Request Form.
This establishes how many hours need to be filled/Consultants need
to be hired.
(number of open hours X coverage needed) / number of students available
Spring Break, Winter Break and Summer Schedules
Maximum Hours/Week: Student Labor, Work-Study, International,
and Graduate Assistants
Beginning a Semester
The following tasks need to be completed at the beginning of each
semester, Spring, Fall, and Summer.
How to
Consult...
and Orientation
.
Procedures for Filling Out Student Timecards
Late Timecards/No Timecard for a Student
Consultants' Training Workshop
Consultants' Training Workshop
is available on the web.
Ask the students to read this once every semester.
number of consultants x (number of workshop hours + number of miscellaneous training hours)
Mandatory Student Meeting
The Mandatory Student Consultant Meeting is usually scheduled for the
second Thursday after the first day of classes in the afternoon at
5:00 PM in the M037 Computer Lab. Food and drink are usually ordered
for this special meeting and an accurate count is needed.
Student Meeting Schedule
Student meetings will be held at the discretion of the Lab
Administrator/Coordinator.
Advance notice will be given to students to attend these meetings. The
meetings are generally held in the M037 Lab.
Evaluations/reviews are not mandatory. A special form
has been created to perform this task. The Student Evaluation Form is
available from the CSS Lab Administrator/Coordinator. This
form provides a does not meet requirements
to exceeds
requirements
rating in various categories. Also provided on this
form is a narrative section where the Lab Coordinator/Administrator
and the student may comment on acheivements, supervisory issues, etc.
Guidelines for the Lab Administrator/Coordinator
and Manager
Exiting Consultants
Sample Exiting Employee Checklist
Employee Name: DOE, JOHN
Exit Date: MM/DD/YY
FACILITIES MAINTENANCE & MANAGEMENT
Emergency Repair & Maintenance
Leaks, Air problems, Heating Problems
Cash Register - Handling Errors and Register Tape
Cash Register Procedures for Re-programming and
Repair
J.T. Enterprise
Andover, CT
1-860-742-1805 (local call)
Secretary: Marge
Service person: Jerry
THE RAM MUST BE CLEARED AFTER THE BATTERY SWITCH IS TURNED ON.
The cash register is now ready to be programmed.
Now you enter the Register number 01 and press the VOID key.
"Disconnected" Sign-In Program
Lab Statistics
Hardware and Software Installations/Upgrades
Maintaining Inventory of Hardware, Software, Documentation and
Furniture
Maintaining Hardware/Software Matrix
UITS M037 Computer Lab Web Page
Ordering Hardware, Software and/or Supplies
UITS/CSS Lab CheckList
The following is the list that the UITS/CSS Lab uses.
This is an example and only a suggestion.
Hardware/Software Registration
To access the files on this account type:
LOGON USHNDBKS
M037 PC Training Room/Homework Area
(M037MAC)
M037 PC Training Room Reservation Form
Class Reservations
Instructions for class reservations and fees, and for the polices to
be followed by Instructors using the UITS lab are located
at the following web address:
UITS Instructor's Handbook
Class Reservation Back-up at the Department of
Residential Life
Please allow a minimum of two weeks advance notification prior to
intended date or usage so that ResLife can discuss your technical
requirements and arrange for staff coverage.
Preparing the Training Room for a Class
Web Development Lab Procedures
Appendix B. Price List for CSS Lab
Appendix C. Informative Internet Locations
Information and Hours for Other UConn Computer Labs
University Information Technology Services INDEX