Technology/Facilities Services Student Assistant Guide

This article details everything needed to successfully operate as a Student Assistant for Moody Tech/Facilities Services.

 Student Assistant Role

A Tech/Facilities Services Student Assistant is responsible for assisting with the intaking of packages and maintaining the state of classrooms, studios, labs and lecture halls. The student assistant position also requires the handling of front desk responsibilities, such as greeting and signing in visitors, accepting/organizing package deliveries, and answering phone calls to the help desk. Occasionally, student assistants will serve as back up for event setup/tear down within the college and with the movement of furniture and A/V equipment within classrooms.

Responsibilities

Daily

• Put on name tag for entirety of shift

• Log in to Microsoft Teams

• Maintain your Team Color’s daily tasks + any additional tasks assigned to you

• Complete at least one full facilities walkthrough (pick any Moody building) per shift and create Service Desk tickets for any issues you come across

• Ensure all incoming packages are on the appropriate shelf and checked for PO#s

• Tidy front desk and CMA 3.104 reception seating area - ensure reception area is clear for clients awaiting help NOT students sitting and hanging out/studying

Weekly

• Complete at least one weekly task according to the whiteboard. Make sure to sign off and date

• Submit timesheets

• Complete a Facilities Rounds shift

Shift Scheduling

Shifts are visible to all students in Microsoft Outlook Calendar (Facilities-Student Assistants calendar). Please check this calendar and ensure it is up to date.

Changes to shifts must be approved by your supervisor prior to being enacted. Reach out to your supervisor via Teams with any requests for a change in schedule.

Expectations

• Attendance: Please maintain punctuality to show respect and commitment to your fellow students and staff. If you are running late, inform the Student Assistants Teams chat or your Supervisor directly. Consistent poor attendance, tardiness, and/or failure to communicate absence will lead to escalating disciplinary process:

  • Verbal Warning

  • Written Warning

  • Potential dismissal

• Behavior: An outwardly open and polite demeanor and good attitude will allow for the best efforts of communication between you as a staff member and clientele. Professional behavior and proper phone etiquette is highly important as well.

• Dress code: Closed-toed shoes and mostly covered legs are required for your safety when handling equipment and packaging. General office dress code is casual. Jeans and leggings are allowed.

• Down time:

  • Ensure there are no outstanding tasks assigned to you

  • UTLearn Modules should be completed during your shifts, login here. Complete the following playlists: 1, 2

  • Due to privacy concerns, avoid posting to social media from the office/work environment.

  • Do not watch movies, TV, social media videos/reels, or music videos during your shift.

  • Music is allowed to be played from your headphones at a low volume. Remain vigilant of your surroundings and of those needing your attention.

  • Personal phone calls may be taken in the hallway/lobby of CMA, not in office.

  • Keep conversation with fellow staff to a reasonable volume. This is an office environment.

  • Snacks are allowed, but keep away from any projects you are actively working on as to avoid spills on anything. Please keep trash to a minimum and clean up after yourself.

Timesheets

Please complete your timesheets every Monday by 9AM via Workday. Timesheets are due completed bi-weekly (mid and end of month). It is important that this is submitted accurately and on time so that you are paid accordingly. Un-submitted/inaccurate sheets will result in delays in payment.

How to fill in and submit timesheets through Workday

Who’s Who?

To know who’s who in our office you can first defer to the CMA 3.104 Help Desk Map located at your desk. Here, you can see a quick breakdown of who is part of each team.

Email Addresses

The following email addresses will allow clients to send inquiries to our Moody teams

Moody IT Help - comm-help@austin.utexas.edu

Production/A/V Event Help - comm-production@austin.utexas.edu

Studio Manager/RTF Project Info - jgruy@austin.utexas.edu

Equipment Checkout - comm-checkout@austin.utexas.edu

Tickets Q&A

Here you can read how to create Tech and Facilities tickets via Service Desk.

Front Desk

Our office’s front desk is located at CMA 3.104. This is where 1 student will sit at a time and act as support for the clients (Moody Faculty/Staff/etc) and for our IT specialists. Make sure you have knowledge of the following:

• Moody Building Names and the directions to each building, as well as department locations

• Open

  

  DMC - Dealey Center for New Media, CMA - Jesse H. Jones Center - Bldg A., CMB - Jesse H. Jones Center - Bldg B., HSM - William Randolph Hearst Bldg.

• Names of each staff member within office

• Appspace Room/Studio Reservation software

• Who we can assist (faculty/staff/researchers or anyone with a Moody-owned device)

• Phone etiquette

• Service Desk ticket creation

• Speech and Hearing Clinic location

• UT Works reporting

• Lost & Found Policies

What we do NOT assist with

• UT ID Card or DUO Mobile setup

• Personal, non-UT issued laptop problems

• UT Austin IT Help for non-Moody staff/faculty/etc

• UT Welcome Center info

• Taking individual personal deliveries (i.e. lunch deliveries for other depts)

• Providing shipping materials for other depts

Helpful Articles

The linked wikis below will inform you how to handle some of the most frequently asked about issues within classrooms/studios/our office. Familiarize yourself with how to solve these problems so that you can easily guide yourself.

Teaching Stations in Moody Classrooms

Classroom Technology Rounds

Brother P-Touch Label Printing