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

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 5^th and 6^th 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

• The only people permitted to be in the building after closing are faculty, staff, and custodians.  ZERO EXCEPTIONS.  Some graduate students & teaching assistants (TAs) believe that they are allowed to remain.  This is NOT true and you should remind them of this.  A student may remain ONLY if accompanied by a faculty member.

• DO NOT open offices or faculty studios.  Do not open halls or classrooms for unscheduled users.

• Guests.  Friends, spouses and visitors should not be hanging out in the MSC.  The possibility of losing keys rises with office congestion and noise.  Please maintain a businesslike office atmosphere.

• Telephone use.  You may use the telephone, but do not keep the line tied up.  The supervisor must be able to contact the MSC at all.  The only other authorized users of the phone are faculty members.

• Time sheets.  It is your responsibility to punctually complete time sheets.  Blue time sheets cover the period from the 1st through the 15th of the month and the 16th through the last day of the month.  They are due on the 16^th and last day of each month.  Please make certain that they are completed and signed IN INK and placed in the supervisor’s mailbox in the booth.  Even if they’re one day late, you won’t get paid until the next time period. Your supervisor will try to give you notice that time sheets are due, but the responsibility of turning them in on time is yours. 

• Keep the MSC clean and tidy!  NO FOOD is allowed in the MSC.  If you bring in drinks, clean up any spills or rings.  Because of the reductions in office cleaning frequencies, do not place food waste and food wrappers in the trashcan.  Place them in the public trash containers located in lobbies, break rooms, or vending machine areas, which will be emptied daily.  If the trash can or recycle tub gets full before custodial services empties it, place the container in the hallway.  Custodians will empty the container and leave it in the hallway for your retrieval.

 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:

• Post all the new postings in all the places you are asked.
• All postings must either be UT School Of Music postings or must have an Approval Date Stamp showing when they were approved.
• Only UT School Of Music Postings may be posted on the bulletin boards by the elevators on each floor.
• If anyone asks if they can post material, kindly instruct them to visit the Scheduling Office during office hours to have the material approved and they can then Approval Date Stamp them.
• Postings may only go on bulletin boards (not walls, windows, etc.) except for special postings that have been approved for doors.
• Postings on doors should be affixed (on the inside of the door, with the print facing out) with scotch tape and taped securely at corners.

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.

• MONDAY – 4^th Floor
• TUESDAY – 5^th Floor
• WEDNESDAY – Elevators
• THURSDAY – 6^th Floor
• FRIDAY – 2^nd Floor MRH
• SATURDAY MORNING -  2^nd & 3^rd Floor MBE – includes landings between floors & board by computer lab
• SATURDAY AFTERNOON  - Elevators
• SATURDAY NIGHT – 2^nd Floor MBE
• SUNDAY DAY – 2^nd Floor MRH
• SUNDAY NIGHT – Elevators & 3^rd Floor MRH (Bates Lobby)

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