General Information

https://police.utexas.edu/services/livesafe-ut-austin

NOTE THE GRAD HALLWAY CMB 4.112 can be used by authorized grad students 24/7 so that room doesn't really close and no need to ask individuals to leave at the end of the day.

Keys and Codes

You will not get a key.   You will get your keys from the "Key Watcher" box.  You need to get access to the "Key Watcher" box from IT admin efrain.colon@austin.utexas.edu  Office is in CMA 3.104

You will use your ID to take to the "Key Watcher" Box in CMA 3.122 - Put the code in to the room door lock to open the door and then swipe your ID on the "Key Watcher" box to get the proctor key.

Return the proctor key at the end of your shift.  If you forget and go all the way home it's okay don't have to come back but return it ASAP the next day.

The suites that are keybox access you will get codes to open the rooms tech staff will send you codes

Here is how to use the keyboxes

Keybox Codes - How to open the key box to gain access to the room

Proctor Scheduling

We use Humanity Shiftplanner to coordinate shifts.

Keep your contact information (email / phone number) up-to-date in the app.  

Please also download the ICP Humanity ShiftPlanning mobile app on your IPhone or Android they have apps for both

The Humanity schedule is the official schedule.  If you verbally trade a shift and it is not on the schedule WE DON'T SEE IT.  IT IS NOT A SCHEDULED CHANGE.

  1. Create a shift trade request in Humanity - Shiftplanning. If there is no reply, it is your responsibility to call, text or personally email other student workers to obtain shift coverage. 

  2. Inform your supervisors comm-production@austin.utexas.edu at least two days or ASAP in advance after you have tried all of the above and could not find coverage for your scheduled shift.

  3. If you agree to fill someone else's shift, you are responsible for covering that shift. 

Timesheets

Timesheets are created/submitted in Workday.  https://workday.utexas.edu/

Timesheets should be submitted by noon every Monday.  Timesheets are due bi-weekly every month (mid and end of month). It is your responsibility to fill out your timesheet accurately and submit it on time.

Late timesheets are not acceptable unless there are issues beyond your control. More than one reminder to submit your timesheet on time can result in warnings and possible dismissal.

Here is how to fill in - Review and Submit a timesheet

Workday - How To Fill In and Submit a Time-Sheet

UT employees need to use authorized email addresses.

If you are still using a Gmail account to send UT Business emails to us you need to change your email account to a UT email address.

https://provost.utexas.edu/2020/06/03/update-university-email-policy/

Email Address - Need to use UT email for UT business emails

To make your Microsoft email account (eid@my.utexas.edu) your official university email address:

  1. Go to Update of Addresses and Email (EID required) in UT Direct https://utdirect.utexas.edu/

  2. In the E-mail Address field, enter your email address (e.g., eid@my.utexas.edu).

  3. Click Save Changes.

  4. Updates should take effect within one or two business days. 

Note: UT employees who are also students are not permitted to forward their university email to a personal address. 

For assistance, contact the UT Service Desk at (512) 475-9400 or help@utexas.edu 

Please note that UT Mail Google accounts are provided to students only as an additional resource and are not eligible to receive official University communications.

Adobe - Creative Cloud is Installed but No APPS in the labs.  - Apps can be installed when needed via Creative Cloud by Students, Proctors and Staff no PW needed

Login is required however it is using the UT account not your personal Adobe Account - Note that when students and faculty ask

Adobe Apps Including Premiere Pro - How to Download from Creative Cloud and Install

Note that on the teaching stations all Adobe apps are installed but login is still required to launch.

Restricted Use Post Production and Recording Suites

1. Do not use these rooms - Proctors can not use the rooms unless you are a grad MFA production student or in a class that has access

2. Do not let anyone in these rooms unless the student has locked themselves out - emergency only!

3. You do not have the ability to make reservations for these rooms the students who need access have the ability to make their own reservations on AppSpace.

List of rooms that are Restricted Use Only:

CMA 5.162 - Edit Room 5A

CMA 5.166 - Edit Room 5B

CMA 5.168 - Edit Room 5C

CMA 5.170 - Edit Room 5D

CMA 5.174 - Edit Room 5E

CMB 2.124 - Atmos Foley Room

CMB 4.112 - Graduate Suites

AppSpace Reservation Software

Hours for reservations are the same as the open lab hours - Note don’t make reservations outside of these hours must get tech staff involved.

Monday - Thursday 8AM to 10PM

Friday 8AM to 5PM

Saturday 12PM to 5PM - these proctors open and close Saturday

Sunday 12PM to 10PM

Your EID will be added to AppSpace as an authorized user by management

You will get an activation email so activate your account here is how to activate your account in AppSpace

Signing up to the Appspace cloud service via invitation email

Next - Setup concierge view so you can see all the studios and classrooms

Concierge View - will help you see the room schedules all at once and so much easier than viewing each room one by one

Next - Go over how to use AppSpace to make reservations

Studio Reservation Procedure - Very Important to follow all the steps and

DON’T MAKE RESERVATIONS OUTSIDE OF OPEN LAB HOURS - TECH STAFF NEEDS TO APPROVE THESE

Students will fill out the Reservation Form printed out on the clipboard.  Here is a link to the form 

You will make their reservation according to the information on the form using AppSpace Concierge View and the Reservation workflow

  • When you hit CONFIRM ON STUDIO RESERVATIONS

  • you will be presented with this screen. Before you click DONE -

Additional AppSpace Wikis for reference

Appspace

Checkout Items and Workflow:

Understanding the "Computer Servers"

Down time

Linkedin Learnning https://utexas.csod.com/ui/lms-learner-home/home?tab_page_id=-200300006&tab_id=-2

– It’s free for students

Shift Responsibilities - What to do when you are working

CMB Studio Guidelines