Equipment Checkout Student Worker Policies

Shift Responsibilities

· Log in to Web Checkout and Microsoft Teams at the beginning of every shift.

· Review Microsoft Teams “Announcements” messages at the beginning of every shift.

· Maintain opening/closing duty checklists daily.

· Wear name tags during all shifts.

· Keep work areas tidy and free of clutter.

Attendance

· Consistent attendance is crucial for maintaining operational efficiency.

· If you need to arrive late for your scheduled shift, notify the team by posting in the General section of the Microsoft Teams chat or by sending an email to moody-checkout@austin.utexas.edu.

· Avoid sending personal chats, texts, or emails to full-time staff unless needed for privacy reasons.

· Frequent unexcused absences or tardiness will lead to a progressive disciplinary process:

Verbal warning

Written warning

Potential dismissal

· Vacation requests are not permitted. Official days off align with UT student holidays.

Communication

· Keep Microsoft Teams open during your shift with notifications enabled. Acknowledge messages with a thumbs-up or a brief reply.

· Regularly update full-time staff on project progress and communicate any issues related to pick-ups or returns.

· Check your inbox regularly and reply to work emails. Keep your contact info updated in Humanity and inform your manager of any changes.

· After office hours, use email as the primary communication method. Text messages should be reserved for urgent matters only and must be sent no later than 8 PM.

· All equipment issues (e.g., loss or damage) during check-in/out must be documented in WCO—never on sticky notes.

· If using sticky notes for other purposes, include the relevant allocation number (CK-*) and your initials.

· Coordinate with full-time staff in advance before allowing patrons to meet with them. Always ask patrons if they have an appointment.

· Provide patrons with accurate, verified information. If you're unsure or the question is outside your scope, refer them to a full-time staff member instead of guessing.

· Failure to follow communication protocols may disrupt operations and could lead to a verbal warning, written warning, and dismissal.

Shift Coordination

· We use Humanity.com to manage shift scheduling.

· Keep your contact information (email/phone number) up-to-date.

· For scheduling questions, check the posted schedule first, then contact the schedule coordinator if needed.

Requesting Time Off

· Submit a Shift Trade or Shift Release request on Humanity.com.

· If there is no response, you are responsible for calling, texting, or emailing other student workers to find coverage.

· Inform the schedule coordinator at least 2 days in advance if you cannot find coverage after trying all the above methods.

· If you still cannot find coverage, immediately contact the schedule coordinator to discuss options.

· You are expected to work your scheduled shift unless coverage is found.

· If you agree to cover someone else’s shift, you are responsible for working that shift.

Illness

· Do not come to work if you have a contagious illness.

· Email moody-checkout@austin.utexas.edu as soon as you know you are too ill to work.

· Submit a Shift Release request through Humanity.com to get your shift covered before it starts.

· Repeated absences may require a doctor’s note before returning to work.

· Meet with your immediate supervisor before returning to work after illness.

· Contact your immediate supervisor if you become ill during your shift and cannot complete your hours. Leaving your shift unannounced may lead to dismissal.

Emergencies

· Email moody-checkout@austin.utexas.edu as soon as possible if you have a family or medical emergency and cannot work.

Timesheets

· Submit timesheets by 8am every Monday.

· Timesheets are due bi-weekly (mid and end of month).

· It is your responsibility to fill out and submit your timesheet accurately and on time.

· Late timesheets are unacceptable unless due to issues beyond your control.

· Multiple reminders to submit on time can result in a verbal warning, followed by a written warning, and possible dismissal.

Down Time

· Check the Team Projects listings in Microsoft Teams to complete outstanding tasks.

· Minimize smartphone usage (calls, texting, apps, browsing). Take personal calls in the back storage room or outside.

· Posting to social media is not allowed in the Equipment Checkout room due to privacy concerns.

· Do not use personal laptops or tablets at work.

· Be approachable and greet each person to let them know you are available to help.

· Do not watch movies, music videos, or TV shows.

· Listening to music is allowed at low volume levels only. Avoid music with offensive/inappropriate lyrics.

Shift Breaks

· One fifteen-minute break is allowed during a shift of at least 4 hours. For a 6-hour shift, two fifteen-minute breaks are allowed.

· Breaks cannot be taken at the beginning or end of your shift.

· Take breaks before 4pm if possible.

· Obtain permission from full-time staff before taking a break.

General Policies

· Student employees may not stage, check out, or check-in equipment reserved under their own name.

· Inform a full-time staff member of any issues (malfunctioning equipment, issues with patrons, coworkers, etc.).

· Maintain a friendly, professional, and polite demeanor at all times.

· Keep yourself neat and clean. Proper hygiene is necessary (bathing, brushing teeth, deodorant).

· Wear work-appropriate clothes. Enclosed shoes are required as you may be lifting items.

· Restroom breaks can be taken as needed.

· Answer the phone courteously and professionally: “Moody College Equipment Checkout, this is [your name]” or “Equipment Checkout, this is [your name].”

· Keep conversations at a moderate level.

· Generally, food and drinks are not allowed. Snacking is permitted within reason. Covered drinks (water bottles, containers with lids) are allowed but keep them away from workstations to avoid spills on equipment.