/
Digital Media Labs and CMB Proctor - Student Worker Policies

Digital Media Labs and CMB Proctor - Student Worker Policies

General Information

  • Install the Humanity App on you phone - Required to get shift reminders, updates and trades

  • Install the LiveSafe App on your phone - App to communicate with UTPD - recommended

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. 

  • Illness and or unexpected event - First TEXT Susanne 512-517-1387

    • Please do not come into work if you are not feeling well. Send a shift release request through Humanity portal.

    • Please send an email to comm-production@austin.utexas.edu as soon as you know you are not able to make your shift.  This should happen BEFORE the beginning of your shift. 

Timesheets

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

Timesheets should be submitted by noon every Monday.  Timesheets are due 2 x’s a month - The 16th and the 1st of the month

It is your responsibility to fill out your timesheet accurately and submit it on time. NOTE! you do not get paid on time if you do not submit on time!

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 and receive 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

Check what your default WORK email address is in Workday

Log into workday

https://www.myworkday.com/utaustin/d/pex/home.htmld

Go to

>Personal

>Personal Information

image-20260113-200754.png

 

Click on Email Addresses

image-20260113-200911.png

 

Note on my email it says Work (Primary)

If the email says HOME or anything else we have to change it

image-20260113-203529.png

 

Click on Work Contact Information

NOTE this is WORK not HOME

image-20260113-203058.png

 

For the WORK email this has to be your

EID@my.utexas.edu email

official UT Austin email address in the Microsoft 365 system with the suffix “@my.utexas.edu” when they become a current student

 

Once you change it the system takes about 24 hours to update.

image-20260113-203439.png

 

 

 

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

Adobe ID Login is required however it is using the UT site license not a user Adobe Account

Adobe Apps - How to Download from Creative Cloud and Install

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

  • Reservations in AppSpace- You will be making all reservations for students in the classrooms and studios for >Casting >Rehearsals and >Productions

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. Practice this as you’ll have to do this process numerous times during your shifts and you need to be proficient.

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 -

  • PLEASE HAND THE STUDENT our printed Studio Reservation Policy also on a clipboard at the desk - here is a link to the document 

  • UT Moody - CMB Studio Rules

  • Go over the rules briefly with the student and then . . 

  • Explain to them that they need to read it thoroughly and email Studio Manager Jeremy Gruy jgruy@austin.utexas.edu with any questions.

Additional AppSpace Wikis for reference

Appspace

Checkout Items and Workflow:

  • Checkout headphones, wacom pens and midi keyboards

  • Get their UTID not a TDL - no cellphone no keys - ONLY there UTID

  • Put their ID in the binder and label with a sticky note what they took

  • Return their ID only when they return the item - if there is an issue that someone wants their ID and doesn't have the item to return call tech staff

  • Headphone storage - AVOID TANGLING - wrap properly - PLEASE

Understanding the "Computer Servers"

Down time

  • Organize the desk drawers - locker - Check headphones wipe them down with Lysol Wipes

  • Keep the facilities clean!!! We want everyone to enjoy a nice clean working environment.  Wipe down the monitors, desks and toss out trash.

  • Organize the chairs between classes 

  • Turn off projectors if no class is in classroom or studio

  • UTLEARN Modules you are required to complete these.

  • See this website https://utlearn.utexas.edu/ 

  • Canvas Proctor Training Modules - More to come in the next week or so

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

  • 1st Thing CHECK IN ON THE RADIO so tech staff and other proctor knows you are here "Comm-Production - this is YOUR NAME - checking in" - WEEKENDS Text Susanne Kraft

  • Learn how to use the TWO WAY RADIO and use it to check in with COMM-PRODUCTION and when leaving check out with COMM-PRODUCTION and have the next proctor check in.

  • Always have your ID and Checked out KEY with you while you are on duty

  • Opening/closing duty checklists are to be completed daily see theses links.   CMA - DML - Digital Media Labs PROCTORS Checklists - CMB - Proctor Open and Closing Checklist

  • If you are not opening and closing after you arrive for your shift and check in look around at the classrooms and or studios and try to neaten up chairs and turn off projectors if not in use

  • Cleaning is always necessary and appreciated.  Please clean teaching station desks, Crestron Touch Panels and keyboards.  Wipe down desks and computer screens and keyboards.

  • Get proficient in AppSpace Software Reservations 

  • YOUR EID is now ADMIN - YOU can install stuff on the computers - BE CAREFUL and ask Tech Staff before installing anything 

  • Everyone is expected to keep their work areas tidy and free of clutter.  If you eat at the desk clean up after.  Don't need messy food leftovers.

  • Restroom breaks / breaks can be taken as needed leave a note with the time you will be back.

  • Email "comm-production@austin.utexas.edu" with a summary of your shift. This can be a simple report that you had no issues. 

    • Include info the tech staff should be aware of, checked out items that never got returned, student requests, etc… Anything that occurred during the shift is good info.

CMB Studio Guidelines

  • Schedule is on the touchscreens on the doors 

  • Classes are booked in the studios Monday - Thursday 9AM till 10PM (Friday only RTF318 in a couple of studios)

  • All other times are open for Student and Faculty reservations

  • Weekends the studios will be mostly accessed by proctors letting students with reservations into the studios

  • BACS (card swipe) access is used for students that have been approved to use the studios for larger shoots and projects that occur out of proctored hours

  • If a student has BACS access ask them to please confirm they indeed can open and lock the studio with their ID

  • All studios must be vacated and locked at 10PM Monday - Thursday and Sunday 5PM on Friday and Saturday (unless the user has BACS access that has been confirmed)

  • Checkout Equipment may be left in Studios after RTF labs Monday - Thursday nights but lock the studio with the equipment in there.  

  • Checkout staff will pick it up by 8AM the next morning