Music Service Center Staff Handbook (Feb. 2009)


Table of Contents

 

Introduction                                                                          3

 

General Policies                                                                    3-4      

Hiring__                                                                      3         

Training________                                                       3         

            Scheduling_________________________________4

            Mailboxes and Email_________________________4

            Attendance Policy ___________________________­4

 

Building Monitor Daily Checklist__                                 5-6

            Upon Arrival                                                               5

            During Shift                                                                5

            Upon Departure                                                          6

           

Proper Use of Facilities                                                        7

 

Emergencies                                                                          7

           

Caveats                                                                                  8

 

Posting Policies                                                                     9

 

Checking Out Keys                                                              10

 

Bates Canopy                                                                                    11

 

INTRODUCTION

 

The Music Service Center (MSC) staff serves as support for the Butler School of Music.  They are responsible for providing the multiple services the MSC provides the faculty, staff and students during all hours the building is open, including weekdays, evenings and weekends.  These responsibilities include handling photocopying requests from faculty and staff, handing out office supplies, checking out keys for specialty studios, receiving shipments, and managing the lost and found.  In the absence of regular staff members (such as during evenings and weekends weekends), the MSC staff is responsible for the facilities.  These responsibilities include providing access to previously scheduled rooms, clearing and locking the building at night, or opening the building on weekend mornings.  These duties are not to be taken lightly; MSC staff will need to consistently demonstrate an ability to follow outlined rules and policies.

 

 

GENERAL POLICIES

 

Hiring

As a member of the MSC staff, you are hired on a semester-to-semester basis.  Whether you plan to continue or leave your position during the next semester, you must let the MSC supervisor know.  Failing to notify the supervisor may result in your removal from the payroll.

 

 

Training

Once you have been selected as a new hire, you must go to the Business Office to have your paperwork processed.  You won’t be able to work any shifts before doing this.

After filling out paperwork, find an evening on which you can train.  On that day, you will follow the monitor for that day.  You will benefit from touring the building with the current monitors so that you can identify each door and know which ones you are responsible for locking and unlocking (there are a lot of them).

 

Scheduling

Once you have been hired and trained, your supervisor will create a schedule.  Please indicate your preferred shifts and they will try to schedule you according to the building’s needs.

It is your responsibility to find a replacement in the event that you need to reschedule.  This is not the job of the supervisor!  You must let the supervisor know of any changes whatsoever!  You will find posted a list of the building monitors’ contact information on the bulletin board in the ticket booth.  There are also copies to take home with you.

 

Email

Check your e-mail account on a regular basis (at least once a day) for notices, updates, and reminders.  This will be a primary method of notifying in advance about any special circumstances that may happen during your shift.  Also, make sure your supervisor has your current email address.

 

Attendance Policy

Regular & punctual attendance is required of all MSC Employees.  If it is necessary for you miss a shift, you must notify your supervisor as soon as possible, preferably in advance.  If it is more than 24 hours in advance, you are responsible for finding a sub.  Also, if you are going to be late, you must notify your supervisor.


MSC EMPLOYEE DAILY CHECKLIST


Upon Arrival:

  1. Check the key drop box for returned keys and check-in any returned keys in CHARMS.
  2. Check dry erase board and adjacent clipboard for special notes.
  3. Check CHARMS for checked out keys to make sure they are from today, and run "Inventory Report by Category" to make sure key inventory is correct.
  4. Refer to the concert hall & classroom schedules ("Roomview") to see which spaces are scheduled and LOCK those that have been left open.

 

During Weekday Shifts:

  1. Check to see that all photocopying jobs are completed.  All photocopies made in the MSC must comply with copyright regulations.  See GUIDELINES FOR PHOTOCOPYING COPYRIGHTED MATERIALS for specifics about what can and what cannot be photocopied in the MSC.
  2. When accepting shipments:
    1. sign for them
    2. enter the package information into the logbook
    3. place a notification slip in the person’s mailbox in the Director’s Suite
  3. When faxes are received, deliver them to the appropriate mailboxes in the director’s suite. 
  4. Check out keys to those who are authorized to use the rooms.  Remind those who check out keys that they are NOT to be kept overnight for any reason.  Remind JESSEN users to return keys IMMEDIATELY following their time slot.  Don’t forget to have authorized users fill out the check out log for the following rooms:  EMS Studios; Music Ed.; Piano Pedagogy.  See p. 10 for specifics about checking out keys.
  5. Throughout your shift, check the schedule and lock rooms and halls after use.  Time is to be strictly limited, especially in the performance halls.  You have the authority to remove anyone who goes over his/her allotted time.
  6. When things are calm, take care of postings that need to go up.  Also tear down old postings and ones that aren’t stamped.  See p. 9 for specifics about posting.
  7. If there are no duties, you may study in the MSC but not in a vacant classroom.  Playing a musical instrument during your shift is permissible only if the instrument is quiet and it seems to be an appropriate time (not very busy, etc.)
  8. Stay in the MSC with the door open unless you are performing a monitor duty such as opening a room for a scheduled user, posting materials or locking the building.
  9. If you must leave the MSC for any reason:
    1. make sure you have the MSC key with you at all times – you don’t want to lock yourself out and have to call one of your supervisors or, at worst, the UTPD to let you back in!  
    2. use the sign on the door and indicate the TIME you will return
    3. place the key bins out of sight, preferably under the counter

 

Closing the building:

  1. Check to make sure all photocopiers are filled with paper.
  2. Before leaving the MSC to lock the building, use the sign on the door to indicate approximately what time you will return to exchange any remaining IDs for keys.
  3. You may begin to close the building 45 minutes before closing.  A list of all doors to be locked is on the back of the Night Report.
  4. All classrooms need to be checked to be sure the projectors are turned off.  The key to the console in on the monitor key ring.  Use the remote to turn it off.
  5. Practice modules are to be locked ½ hour before closing so that you may leave more or less on time.  If you have persistent problems with students who will not leave on time, let your supervisor know.  Call UT Police if anyone refuses to leave.
  6. Double check that loading dock exit is still locked.
  7. At the end of the night, fill out a Night/Weekend Event Report.  You are the eyes and ears of the Music School after business hours; we depend on you to inform us of broken locks, malfunctioning doors, temperamental elevators, broken lights, spills, missing or damaged equipment, scheduling problems, problems with faculty or students - anything that is not as it should be.  You will not be paid unless this report is filed at the end of each shift.
  8. Leave blue bin in the booth under the mailboxes.
  9. Return the white bin to locker #405, INCLUDING THE MSC KEY!!

PROPER USE OF FACILITIES

 

The use of the School of Music facilities are subject to established policies.  All reservations for classrooms and recital halls must be arranged through the Scheduling Office during normal business hours, 9 AM – 4 PM.  Only Scheduling Office staff can determine whether a request falls within established guidelines; monitors CANNOT make such decisions.

 

Never open anything for an unscheduled user, including faculty members.  One exception:  if someone believes he/she left something in a locked room, you may open it for him/her to retrieve it.  Stay in the room with them and lock it afterwards.  Practice rooms on the 5th and 6th floors do not require a reservation.

 

Only Butler School of Music faculty, staff and currently registered students may use facilities.  Other UT students may not use rooms or equipment unless they have received special permission from the director (Dr. Chandler).  If you see people whom you know should not be using facilities, ask them to leave.  If they refuse, call UT Police (471-4441) and ask them to remove those individuals.  Report any problems you encounter on your Monitor Report Form.  Be as detailed as possible and include time of day, name, description, association to school, UT ID number, etc.

 

 

 

EMERGENCIES

 

Fire, medical emergencies, bomb threat, suspicious persons or any other public threat: dial 911 from any UT phone.  This call is automatically redirected to the UTPD.  Their direct line is 471-4441.

 

Physical Plant emergencies – broken exterior doors, plumbing problems, elevator malfunctions, air conditioning, lighting, bathroom needs, custodial: call 1-2020 (or 512-471-2020 from a cell phone).  This is also a 24-hour emergency maintenance number.

 

NOTE: any time you find an exterior door that is broken, will not close or will not lock, call the Physical Plant emergency number, 1-2020, and give them the location of the door and a description of the problem (broken glass in door, broken lock, door that won’t close, etc.)  Be sure to tell them that you have a problem with an exterior door and they will send someone immediately.


CAVEATS

 

 

 

 

 

 


 POSTING POLICIES

 

It is very important that Building Monitors perform both Posting and Clearing on every shift.  The bulletin boards get messy very quickly.  Below are the policies for Posting and Clearing.

 

New Postings:

 

Clearing Postings:

Remove postings for non UT School Of Music events that do not have an Approval Date Stamp or that have an expired Approval Date Stamp (over 2 weeks from the original date on the stamp).  Also remove postings for events that have already passed.

 

Bulleting board clearing Schedule:

Every shift is assigned an area to monitor for posting clearing/maintenance.  Check the board & floor for outdated/unauthorized postings and remove them.

 


CHECKING OUT KEYS

 

Procedure:

 

  1. Request a UT ID.
  2. For Specialty Studios, check in the black binder to confirm that student is authorized to have access to that room.  These rooms include:

 


Electronic Music Studios (EMS)*
Early Music/Harpsichord Room
Harp Studios*
Professor Hilley’s Piano Room
Jazz Improv Lab*

 

Music Education Room*
Orchestral Control Room*
Organ Practice Studios
Piano Pedagogy*
Sitar/Tabla Room
Vocal Arts Lab

 

*Rooms in bold: student must sign in and out of the logbook in the black binder.

 

  1. For classrooms and performance halls (Bates Recital Hall, Recital Studio, Jessen Auditorium), check the online schedule to make sure
    1. Give them the key and place the ID in the proper envelope.

 

Guidelines:

 

  1. With the exception of a stage manager working a particular event, you must request a UT ID in exchange for any key, NOT A DRIVER’S LICENSE OR ANYTHING ELSE.  Since only students/faculty may use our facilities, they should have UT identification. Faculty users are not required to leave ID's but you must leave a note with the faculty member’s name in the key’s envelope for reference.

 

  1. Remind students that keys are to be returned upon completion.  They MUST NOT take them home or keep them overnight. Oftentimes, users will need to return a key during the last hour of your shift.  If you anticipate this, remind them that you will be out of the booth to lock the building, and to try to find you AT closing time when you return to the booth.

 

  1. Stage Manager keyrings for Bates, Recital Studio and Jessen should only be given to the stage manager working a particular event.  They should never be checked out to individuals who have a rehearsal scheduled.  The building monitor must unlock Bates and the Recital Studio before and lock it after the rehearsal. 

 

  1. Keys must be checked out for Jessen Auditorium since it’s on the other side of campus.  Remind students that keys are due thirty minutes after the end of their scheduled rehearsal time.  (NOTE:  Be sure you understand the difference between Jessen checkout keys and Jessen Stage Manager’s keys.  Jessen checkout keys are labeled Jessen 1, 2, 3, 4 and 5.  Only stage managers may have the Jessen Stage Manager’s keys.) 

 

BATES CANOPY

 

Bates Recital Hall has a movable canopy over the stage that is adjusted to affect the sound of the room.  Monitors are trained to raise and lower the canopy when no one from the Scheduling Office is nearby.  Only a performer or conductor affiliated with an official School of Music event can request the canopy be moved, never a student using the room for a rehearsal.

 

How to move the canopy:

 

  1. Only Building Monitors and Scheduling Office Staff are allowed to move the canopy.   Stage managers and house managers are not allowed to move the canopy.
  2. Reread step 1 over and over until you got it.
  3. Open the wooden box containing the controller.  Lock combo: R20/L06/R16
  4. Plug the cable into the silver circular outlet on the bottom of the metal box directly to the left of the wooden box.
  5. Once the canopy controller is hooked up, demand that EVERYONE clear the stage and the first 6 rows of the audience—if it falls, the canopy will flatten you and everything in its way with neither hesitation nor apology.  If a stage manager is available, have them help you keep the stage clear.
  6. Pull the red knob UP on the controller to turn it on.
  7. Level the canopy before adjusting overall height.  Usually, this means bringing the downstage end down first.
  8. Raise the entire canopy at once by holding down both “up” buttons.  Lower by holding down both “down” buttons.
  9. Adjust to director’s preference.  If they want it tilted, try to keep angle of the canopy the same as the angle of seats in the house. 
  10. When finished, push in the red button on the controller, disconnect the cable, put the controller back in the box, and LOCK IT UP!!

 

 

NOTE:  Acoustic louvers can only be moved for dress rehearsals and performances.  The key for this is on the Building Monitor keyring.  When moving them, only move ONE AT A TIME.  The motors are old and fragile; moving several louvers at once will break them.

 

LOST AND FOUND

 

Lost and Found

     The MSC is responsible for the lost-and-found for the building.  Any expensive items such as electronics, wallets or jewelry should be locked somewhere safe.  Be sure to go through this at least once a week to keep it from overfilling.  

 

Lost and Found (Wednesday)

    Go through the lost and found and take out any items that have been there for more than a couple of weeks.  Lock up any high-value items as these are often stolen out of the lost and found.  Log any items that have not been properly logged.  These items can be taken to Goodwill as needed (there is one on Lamar and Koenig).