Email Policy 

• It is a general expectation that email is checked daily during normal business hours.
• It is a university expectation that emails are responded to within 2 business days. 
• If staff are not able to meet these expectations, an out-of-office message should be set with date senders can expect a response. 
• There is no expectation that email is checked or responded to outside of normal business hours. 
• When you are on leave it is not an expectation that you check your email, but you can if you want.

Email & Calendar Instructions

• Students should use Office 365 to be able to host multiple email inboxes (personal UW and work-related inbox). 
• The work-related inboxes students should have in their Outlook 365 will be communicated by their supervisor. Having multiple inboxes in one location will assist in managing calendar notifications.
• Login Instructions 
  • Sign into Office 365 with your @netid email, make sure you include @uw.edu at the end
  • Select the "Outlook" icon on the left
  • Select your account icon on the top right and "open another mailbox"
  • Log in with your work-related email. You should now have both your personal and work-related email listed on the left-hand side 
• Email Signature
  • Select Settings (gear icon at the top right)
  • View all Outlook settings > Compose and reply > Insert your signature and hit save 
  • When you compose a "new message", select the three dots above the email and insert signature. 
• Email Signature Example
  
  [Insert Name]
  Student Assistant/First Year Programs
  Student Academic Services/Undergraduate Academic Affairs
  
  Box #352852
  120 Mary Gates Hall / Seattle, WA 98195-2805 
  Voice: 206.685.9664/Text: 206.207.5564/ fyp@uw.edu / fyp.washington.edu
  
• Calendar Appointments 
  • When making calendar invitations, select the calendar icon on the bottom left of your Outlook 365 account.
  • All calendar invites to other students will be sent to the appropriate FYP email account. Check-in with your supervisor if you are unsure which email to use. 
  • Click "New Event" and make a calendar appointment (Title, Date, Time/Duration of Meeting, & Location)
  • Title Requirements: Include the initials of everyone who will be attending the meeting and the topic of the meeting.
    • Format Example: EY/LB - Hiring Meeting 
  • Location: If meeting in Zoom, include the Zoom link in the location. If meeting in Teams, specify which channel or if it will be a direct call.
    • Format Example: MS Teams 1.3 Channel or MS Teams Direct Call

Mongoose Cadence 

• FYP has a text message number. We use it often to work with students in the program.  Gain access to mongoose through the user agreement. Read it and sign up for an account. There are two types of roles, connect with your supervisor, and discuss which role is right for you.
• Shared inbox - links you to the FYP public and student leader main text messaging
• Personal inbox - used if you want a phone number.

MS Teams 

• Login Instructions
  • Make sure to have a profile picture.
  • Everyone should log into teams with their @netid
  • Understand how to use teams - Teams Resources
  • Friendly link: fyp.washington.edu/msteams​
• Chat Function
  • Use the chat function if you want to message an individual directly for questions, etc.  
• Posting in a Channel: Groups are based on the function of your work. 
  • Channels are used as a way to make announcements and receive feedback on work. 
  • Please "like the message" so we know if it has been read.
  • There will be multiple conversations, so please "reply" to a post vs. making a new thread. 
  • When trying to reach a specific person, tag them in the post using (@insertname). 
  • Always add a subject to your post by clicking the "A" button near the "type a new message box"
  • If posting a file link, please "remove preview" so that the image box is removed when posting. 
  • For more information about how to turn on notifications, click here.

Trello 

• All student employees are expected to log into Trello (fyp.washington.edu/trello) to complete projects and other various tasks.
• If you are in MGH 120, use the fyp@uw.edu email and password. If you are in the CTC, use the ctcuw@uw.edu email and password. 

The University of Washington is committed to providing access and reasonable accommodations in its services, program, and activities. 

For students hired by FYP seeking special accommodations within the office, please fill out our form below to work closely with supervisors to discuss needs. 

Special Accommodations Request

To prepare for snow, please read the following information to help guide you. Sign up for alerts at:  https://www.washington.edu/safety/alert/  to get updates on closures and suspended operations.

University Policies: these are the two types of policies related to weather

Suspended Operations—When UW suspends campus operations (Closed)
FYP staff are not performing an essential service during Suspended Operations, and thereby should not go to their respective work locations. On the rare occasion that a staff member must go to his/her work location during Suspended Operations, they should notify their supervisor and FYP director prior to taking such action. 

What this means if you are:

1. Student Staff: No student staff should come in to work. 

1. 1. You will lose these work hours, however you can reschedule hours (within the week) at the discretion of the supervisor. There might be an option to work remotely, but you will need a documented plan with your supervisor before work begins.
2. GSA: must make up hours, work with supervisor on a plan of action.
3. Classified Staff - Must use available accrued leave or make up their time.

1. 1. Remote work plan

                i.      Utilize laptop and remote desktop into work 

               ii.      Create a plan of action and get supervisor approval for work to be completed.

1. 2. Take leave — Compensatory time, Holiday Credit, Personal Holiday, Vacation, or Leave without Pay
   3. Make up time—work with supervisor to come up with a plan to make up time within 90 days

        2. Professional Staff – Work still has to get done, create a plan of action and complete work before closure.

          a. Do not have to take vacation or leave without pay.

          i.  Must meet deadlines/timelines for programs or anything due (i.e. grants; letter of rec for scholarships, etc.).

 Inclement Weather Policy—When you decide not to come in due to unsafe/hazardous conditions or transportation reasons, but the University is open. 

As a staff member, it is expected that all employee absence due to inclement weather will be reported to their supervisor or supervisor designee.  All leave taken due to inclement weather is charged to available compensatory time, holiday credit, vacation, personal holiday, or leave without pay according to your job’s collective bargaining agreement or employment program, and must be entered into Workday accordingly. 

What this means for:

1. Students—find a replacement for your shift and communicate with supervisor. Student will lose work hours, however can work with supervisor to reschedule hours if available.
2. Professional or Classified Staff - consult with your supervisor about options for completing the work or using accrued leave use compensatory time, holiday credit, vacation, personal holiday, or leave without pay.

Please check in with your supervisor if you have questions.

CTC Door is set as locked and set to held open sensing ignored during operating hours. We know that sometimes the CTC stays open later for evening events so we have set the alarm to be triggered at 11pm during the week.

Definitions:

• Ignore Force Detection - This means that the door is never going to be “unlocked” but you can prop the door open and the alarm will not sound during normal business hours.
• Force Detection – The alarm will sound if you hold it open longer than a few seconds.

Door Configuration for the CTC

HUB 141- M-F 7:00AM// ignore force detection
Door State:  Locked
Held Open Sensing: Ignored
Forced Open Monitoring: Ignored
Time: 07:00:00
M, T, W,TH, F

HUB 141- M-THUR 7:00 PM// force detection
Door State:  Locked
Held Open Sensing: Detected
Forced Open Monitoring: Detected
Time 21:00:00
M, T, W,TH

HUB 141- F 6:00 PM// force detection
Door State:  Detected
Held Open Sensing: Detected
Forced Open Monitoring: Detected
Time: 18:00:00
F

Student employees represent FYP to the community, faculty and staff and will be interacting with professionals of variable status on any given day.​

• Athletic shoes and tennis shoes are encouraged; sandals with a back strap are acceptable. Due to the nature of the work, flip flops are not encouraged during the summer because you will often be moving supplies.
• T-Shirts are fine to wear as long as they have professional text or images and do not have alcohol or drug related logos/images.
• Please refrain from wearing other institutions’ apparel during business hours, including no red on program days. 
• Name Tags should be worn at all times in the office & at programming events.

Position Specifics: 

• MGH SAs: Uniform required one day/week, otherwise attire must adhere to the office dress code.

• StuCos: The expectation is that you will wear the provided nametag and polo as well as khakis (that cover your buttock) when working programming events.

• CTC SAs: In the CTC all SA’s must wear the standard grey t-shirt while on shift.

Headphones

For the sake of customer service, a student working a shift at the front desk of the CTC or MGH should never be wearing headphones. If a student is working on a project that requires focus and would be better suited using headphones, then headphones may be worn in the back row of computers (or a laptop in the conference room) so long as there is coverage at the front desk.

Friends in the MGH Office/CTC

It is permissible for friends to stop by and visit for short periods of time, between 5-15 minutes, during which students may take a break. Student employees are given access to sensitive information involving student data and due to this access only FYP employees should be behind the desk or at a computer. If a friend wishes to visit for a longer period of time than 15 minutes they are welcome to sit in the conference room or waiting area. FYP hopes that students will feel comfortable in the space; however, this cannot interfere with the work productivity of students or professional staff.

Our goal in making quarterly work schedules is so that all student assistants and ProStaff are able to view when we have staffing in both the MGH and CTC spaces. Schedules include quarterly, finals week, and break week(s) schedules.  

Work Hours:

• MGH Office: Office hours are 8:30 a.m. to 4:30 p.m., Monday through Friday, however we staff the office from 8am-5pm.
• CTC: Open 8-6pm (mon-thurs) and 8-5:00pm (friday). We staff the space 30 min after closing to finish all duties.

Shifting Hours & Late Policy: 

• Students that work past their scheduled time will need to communicate with their supervisor. Anything over an hour will need to be communicated to the Operations Manager. 
• Students that are running 5-minutes late or under do not need to contact their supervisor. Hours will be submitted in Workday with their normal schedule. 
• Students that run 15-minutes late or more will need to communicate with their supervisor to shift their schedule. Anything under an hour can be shifted within the same day. Hours will be submitted in Workday with their normal schedule. If an hour or more shift is needed, Workday hours may need to be adjusted to reflect the new schedule as determined by the supervisor and student.

Flex Hours: 

• Students have the ability to work with their supervisor to establish a specific amount of "flex time" or floating hours to work on project-based tasks in addition to their set schedule. Students with flex hours will need to clock in and out during the time that they are working.

Who Makes the Schedule: 

• SA - MGH - Operations Manager
• SA - CTC - Stuco for CTC 
• Stuco - Each student works with their supervisor

Submitting Availability   

We understand that schedules might change, but we like being able to work on the schedule at least three weeks before the next quarter. 

• When Registered for Classes: Input your “unavailability” into the appropriate spreadsheet. Your scheduler will provide a date to submit this schedule by. 
  • MGH Folder
  • CTC Folder
• Two weeks prior to finals week: Input your “unavailability” into the appropriate spreadsheet. There will be an additional tab in the current spreadsheet labeled “Finals Week”. If you do not wish to come on a certain day, block out the entire day in black. Your scheduler will provide a date to submit this schedule by. 
  • MGH Folder
  • CTC Folder
• Two weeks prior to an extended break: MGH SA’s will submit their availability to the Operations Manager if they’re willing to come in and will communicate if they cannot.

Instructions on Creating a New Schedule:

• Copy and Paste the Google Sheet schedule template onto a new Google Sheet 
• Create a schedule on the Google Sheet label it depending on the quarter. 
• Ex: MGH Winter Quarter 2020 
• Block out spaces that the students are unavailable in black.

Saving the Google Sheet:

• MGH: (UAA FYP>Operations>StuCo and SA Info>Work Calendar) 
• CTC: (UAA FYP>CTC>CTC SA’s>Scheduling) 
• Update Homebase and notify students when both the tentative and solidified schedule is complete. 
• The Operations Manager and StuCo for the CTC will ask for the preferred amount of time a student wishes to work in addition to their unavailability. 
  • If a student prefers to work a certain shift, notate this in the notes section in the Google Sheet template. Certain shifts are not guaranteed but will be considered when creating a schedule. 
  • Try to give students a 30 minute gap between unavailability blocks and the scheduled shift.
  • Try not to schedule a student for consecutive opening or closing shifts unless a student has specifically asked for the same shift. 
  • If a student opens Monday, try to not have them opening or closing the next day.
• Try to evenly distribute opening and closing shifts between all staff. 
• Double coverage will be scheduled based on the need of each space and peak hours.
• Once the schedule is solidified, a staff meeting will be determined for both spaces. It is preferred that all students attend their respective staff meetings.

Policies: 

• The Stuco for CTC will meet with a Professional Staff member to receive training on creating schedules. 
• The Operations Manager will send out a reminder on when your “unavailability” is due by.
• Communications about Scheduling 
  • Rough draft sent out at least one week beforehand. 
  • First week of the quarter - schedule is subject to change. 
  • Second week of the quarter - schedule is solidified.
• Changes to the Schedule and Homebase
  • Operations Manager changes MGH SA schedules in homebase. 
  • Stuco for CTC changes CTC SA Schedule while the Operations Manager is back up. 
• Schedule Review 
  • All schedules will be reviewed by a professional staff member before being published. 

Using Sick Time Off

Paid sick time off accrues at the end of the month and is available for use as soon as you accrue it. Sick time off may be used only for authorized purposes. Follow the current procedures for finding coverage and submit your sick leave request to your supervisor for approval. Once approved, you may enter time off in Workday on you absence calendar. If you hold multiple positions on campus, double check that you are submitting for the correct position. Visit the Sick time off for temporary and student hourly employees page for more information. 

Securing Shift Coverage:

• If you need coverage for your shift that is not illness related, please put your shift up for grabs on groupme and notify your supervisor of the change. If no one picks up your shift, please notify your supervisor at least 24 hours prior to your scheduled shift.
• If you are sick, text or call your supervisor as soon as you are able so they can go about securing coverage for you.
• StuCo's - since your shift does not include coverage, if you need to shift your hours, please email your supervisor at least 24 hours ahead if possible about either cancelling your shift for the day or changing the hours to another time. If it is the day of, please text or call your supervisor instead.

Timesheets 

• The scheduled in homebase are used to verify timesheets.
• You are required to sign in to Homebase before and after every shift
• Instructions on signing in and out:
  • Open the app
  • Tap on the upper right hand corner icon in the shape of a circle with an arrow in it.
• Next…
  • Clocking in - tap your scheduled "Front Desk Admin or CTC" shift and then you will be directed to a confirmation screen.
  • Clocking out - tap on "Clock Out" and you will be directed to another confirmation screen. 
• Before the Operations Manager rejects a timesheet, they will contact the student with the discrepancy. 
• If a student works longer than the time scheduled, make a note in Workday for the Operations Manager to review. 

Review information on timesheet and paycheck policies. 

Timesheets

The timesheet deadline shifts every pay cycle. Timesheets close on the 15th (beginning of the month) and 30/31 at the (end of the month), but the “submit deadline advertised varies, sometimes the 3rd, 4th 21st etc. To make it more complicated the “deadline”  is not a good deadline because time schedule coordinators have to both approve timesheets before the 10 am time period.  Our office uses the timesheet located in Workday through your MyUW page.  Hours must be submitted online on the 15th and last day of the month for processing. Turning in hours late could result in a late or missed paycheck.

Paychecks

Everyone is paid on the 10th and 25th of each month.  The paycheck you receive on the 10th is for the last two weeks of the previous month, and the paycheck you receive on the 25th is for the first two weeks of the current month. You must sign up for Direct Deposit as per University requirements.

Missing your Paycheck

If an employee is missing payment please forward them to the Operations Manager. The employee will be given the following options:

On Demand Payment: 

• The employee can request an on-demand payment (still take two days). 

• On-demand payments can only be processed if the employee is missing 15% or more of their paycheck (15% refers to missing 15% or more of hours worked in a pay period and does not include: salary rate adjustments, exception time, or supplemental earnings). For student employees (GSA or otherwise), the gross amount of the check request must be $75 or more.

Payment on next Paycheck: 

• The employee can choose to have compensation rolled into the next pay period 

Depending on the bank, funds may not appear on the pay dates 10th and 25th so please have the student view their bank statement the following day, if payment still does not appear in their amount we can have the payroll coordinator contact Employee Workday Help for further information.

CTC SAs and MGH SAs will have mandatory staff meetings that change per quarter based on availability throughout the whole school year, and will attend the quarterly all-staff meetings. 

All-Staff Meetings: All SAs and Student Coordinators will attend the all-staff meetings when they are held, generally every quarter depending on need. For all other announcements and office updates students will check Trello.

StuCos will meet with a professional staff member weekly for project touch bases and office updates, but will also attend all staff meetings when they happen. 

Remote Desktop Access

Windows Users:

1. Make sure you are connected to Husky OnNet. 
2. Open an Incognito Window and open the Remote Workstation Access Checklist  
   1. Log in as fyp@edu and the fyp password
3. Follow the instructions on the checklist.
4. Link to your IP address  

MAC Users:

1. Go to the App store
2. Search "Microsoft Remote Desktop"
3. Make sure you are connected to Husky OnNet.
4. Open the Microsoft Remote Desktop App and click the + sign at the top right.
5. In the PC name box, type in the IP Address (Link to your IP Address). 
6. Username: fyp@uw.edu, Password: (FYP password)

Renting Technology

If you are in need of renting technology such as a laptop, please go to the Student Technology Loan Program to borrow equipment. 

When creating a form to collect information, take some time to think about the purpose of that information in order determine what tool to use to collect that information.

Please consult with Carlos if you need more guidance or support to build your assessment.