Expectations and Information

Employees will be paid every two weeks. Employees will log their time using Workforce. Your supervisor will let you know if you need to use Workforce or not. Please reference your area addendum to determine expectations of clocking in and logging time.

All hours should be submitted through Workforce by Monday at 5 p.m. If you do not submit your hours on time, you may not get paid until the following pay period.

Do not save the Workforce "sign in" page as a browser favorite or save your password to the "sign in" page. If so, you will be locked out of Workforce.

New employees should expect a two-week delay before receiving their first payment, as each pay period is on a two week lag.

Employees may review paystubs and payroll schedules online.

It is essential that all employees show up to work at their assigned time(s). The time each employee is scheduled for is the time that they should be present and ready to work (dressed appropriately, clocked in, etc.). If you know that you will be late for any reason, you should call your supervisor as early as possible to inform them of your tardiness. Employees who fail to attend assigned shifts will be subject to an employee performance report.

While employees may work for various areas within University Well-Being & Recreation or across campus, they are still limited to the hours listed above. It is the responsibility of the student employee to ensure they do not go over their approved hours. Employees are responsible to advise their direct supervisor that they are employed elsewhere.

Meetings are an important way to communicate both with your immediate supervisor and fellow employees. All staff meetings are considered mandatory unless otherwise noted.

Departmental trainings will occur each semester. All University Well-Being & Recreation employees are required to attend these trainings as a condition of employment. Departmental training dates will be given to employees as they are hired, before they leave between semesters, etc. Any employee who fails to attend departmental training will be subject to the employee discipline procedure.

Only for family emergencies, and academic/university related reasons (which require verification) will employees be excused from meetings or trainings. Excused employees will be required to attend a make- up session prior to working. Any other reasons for absence should be communicated to your direct supervisor as soon as possible, and will be left to their discretion.

All employees are expected to be courteous and helpful to all patrons at all times. While on duty, employees should conduct themselves in a professional manner and should strive to make each patron’s experience as pleasant as possible. Basic guidelines of customer service:

• Look professional (See your individual area uniform policy)
• Smile and be attentive. Acknowledge all patrons entering or exiting your program or facility.
• Answer the phone “University Well-Being & Recreation, [facility/program name]. May I help you?”
• Always use a greeting (“Hello”, “Welcome to [facility/program name]”, “How are you today?”)  
• Provide quality service in a timely manner. If you do not have the answer, direct the patron to someone that can help.
• Always use a closing statement (“Thanks for visiting today”, “Have a great day.”)
• Keep your work area clean and presentable 

Keys and card access are issued for the sole purpose of performing work in University Well-Being & Recreation facilities. Employees are expected to keep their Key Bank User ID and PIN confidential. Employees are required to report lost/stolen/missing or broken keys immediately to their pro staff supervisor.

Employees are only permitted inside facilities during normal operating hours—no personal usage when facilities are closed. Employees must enter through the facilities main entrance and swipe in at the desk when coming into work and to use the facility. Opening/Closing employees with access may utilize a different entrance/exit.

Inventory is off limits to all University Well-Being & Recreation employees unless you purchase the item. Employees purchasing concessions or resale items are required to have another staff member check them out using proper procedures; you should never complete your own concession or resale transaction. If you are not sure if you are allowed to consume an item, ask your supervisor.

Employee evaluations are an important part of an employee’s development and critical in maintaining a quality staff. Employees will be evaluated throughout each semester. Frequency and type of evaluations are at the discretion of the area supervisor. Evaluations will be confidential and are designed to help the employee learn and improve during their experience working for University Well-Being & Recreation.

University Well-Being & Recreation records various documentation throughout our programs, facilities, and services. It is important to maintain these documents, because they are our departments memory that:

• Document our management decisions
• Provide historical references of transactions and events
• Enhance our department’s operational efficiencies
• Demonstrate regulatory compliance
• Provide litigation support

All records have a lifecycle, some longer than others. Records are created or received, used, kept for valid legal, fiscal, or administrative reasons, and more likely than not destroyed at the end of their lives. Common documents kept for extended periods of time include waivers, receipts and employment forms. If you are unsure whether a document should be maintained, you should reach out to your pro staff supervisor for guidance. When in doubt, don’t throw it away!

All employees are required to understand and implement specific risk management procedures as necessary. In the event of an emergency situation, employees will work with the Facility Supervisor in their building to ensure that any evacuations, relocations, procedures, etc. are taking place correctly. Employees should refer to the guidelines specified in their specific area addendums in order to ensure safety for all University Well-Being & Recreation patrons, participants, and staff members.

Participation in University Well-Being & Recreation activities and events is allowed and encouraged for employees. However, such participation should take place with the understanding that employees will be held to a higher standard than everyday patrons, as they are a representation of the department through their participation.  

Disrespect shown while participating in a University Well-Being & Recreation program or event toward an Ohio University employee or participant(s) will not be tolerated and is grounds for termination.

University Well-Being & Recreation employees who participate in various programs or services shall follow all policies and procedures required of any patron or participant.

In order to maintain professionalism and consistency throughout the department, all University Well-Being & Recreation employees must dress in accordance with their area dress code. Please review your specific area addendum for details. Employees should not wear work attire outside of work (unless coming to work from class) or while participating in University Well-Being & Recreation activities. Such actions may be grounds for termination.

Personal devices such as laptops, tablets, or iPads are not permitted to be utilized while on shift as a student employee.

Employees shall not use cell phones while on duty, other than for work-related or emergency purposes. Employees may have their cell phone on them while at work, but should have them turned off or on silent. If a personal call is necessary while on shift, please check in with your supervisor prior to using your cell phone for any reason. If this is approved by your supervisor, it is an expectation that your work station is covered during the time of the call and that the call takes place away from service points. Abuse of this policy will result in an employee performance report (see Discipline Policy).

The computers, laptops and tablets owned and operated by University Well-Being & Recreation and Ohio University are not to be used by employees for personal use. The computer setup, programs, and desktop is customized for department use and can only be changed by an employee of the department technology area. Abuse of this policy will result in an employee performance report.

Employees who use departmental radios should use them for work-related or emergency purposes only. Radio use should always remain professional and should never consist of personal conversations. While using departmental radios, employees should first identify themselves, and then identify whom they are calling on the radio. In addition to following communication guidelines for the radios, if your role requires a radio to be on you, and it is not equipped or you do not respond when called upon, this is deemed failure to use the radio properly. Abuse of this policy will result in an employee performance report.

To ensure that University Well-Being & Recreation team members are displaying professionalism while on the job, employees are not permitted to have food at a desk or floor position. If you need to eat, work out coverage with your supervisor so you can eat in a back office or break room. 
 
Some positions have specific expectations regarding beverage consumption on shift. Please see your specific area’s addendum for further details.

Employees are prohibited from having any drugs, alcohol, vape or tobacco with them or with their belongings while at work. Employees are also prohibited from being under the influence of drugs, alcohol or vape/tobacco while at work. Such products result in impairment which put the employee, patrons and the department at risk. Violations against University policy and the Student Code of Conduct will result in immediate termination.

Please review the Ohio University smoke and tobacco free campus policy and the University policy for alcohol and other drugs.

University Well-Being & Recreation strives to ensure that all employee enjoy an environment that is free from sexual harassment, which is unlawful and disrupts University Well-Being & Recreation’s mission, vision and values. No employee may sexually harass another. Such actions will result in immediate termination.

Any employee who observes or feels subject to sexual harassment should immediately report the incident to their direct supervisor, who will coordinate follow-up with the Office of Institutional Equity. You may also report an incident of sexual misconduct directly to the Office of Institutional Equity.

Please become familiar with the Ohio University policy on sexual misconduct.

University Well-Being & Recreation is committed to providing accessible programming and services to OHIO students, faculty, staff and members of the Athens community. Every effort should be made to make accommodations when possible. Employees should never ask the patron their condition, but rather how they can help them. Please contact your supervisor should you have a patron experience that requires accommodation.

If you need accommodation as a student employee, please contact the Business Operations Coordinator.

University Well-Being & Recreation student employees are privy to confidential information. All University Well-Being & Recreation employees are required to sign a FERPA (Family Educational Rights and Privacy Act) compliance statement and to attend employee orientation and onboarding for training regarding FERPA compliance requirements. Student employees are expected to withhold disseminating information that is considered confidential for both students and University Well-Being & Recreation members, past and current.

What are common mistakes?

• Speaking about an individual in open or common areas
• Speaking with another staff member who is not directly related to the individual’s situation. Just because they work for the same institution does not mean they are entitled to any information.

How can we avoid exposing confidentiality?

• Ask yourself “why am I sharing this information?” or “How will it benefit the individual?”
• Do not share information with other student staff
• Don’t use names or descriptive qualities
• If you are unsure, ask your direct supervisor

When is it appropriate to speak about another student?

• Victims of sexual assault, sexual harassment, or sexual violence
• Difficulty with a faculty or staff member based on their own disability
• When you are unsure on how to proceed with the individual

Meet the Team:

• Assistant Director - Joe Wakeley

Position Descriptions

• Member Service Assistant (MSA)
  • Student MSA's are primarily responsible for the all front desk operations. This includes but not limited to: financial, registration of programs, customer service in patron entrance and addressing questions, answering phones, towel service and sales/inventory of concessions and resale items. MSA's are expected to be attentive and proactive in addressing needs of our facility patrons during all operational hours.
• Lifeguard
  • Student Lifeguards are responsible for, first and foremost, patron surveillance and safety. Lifeguards are directly responsible for the enforcement of all rules and regulations for the Aquatic Center during operational hours. Reporting directly to the current Student Facility Operator on Duty, Lifeguards are required to be attentive and proactive in the protection of the individual and the facility for all operational hours. Lifeguards enforcement of rules and regulations should be completed to insure quality customer service.
• Operations Supervisor
  • Operations Supervisors are responsible for assisting with the day to day operational systems of the Aquatic Center including, but not limited to: Supervising Employees, Programs and Events hosted by the Aquatic Center facility. In addition, each operational supervisor will be directly responsible for one specific operational system. This person will work in cooperation with a team of other student Operational.

Supervisors to assist with the customer service and risk management of the facility during all operational hours.     

Scheduling Policy

Aquatic Center uses the on-line program whentowork.com for scheduling. Staff will be given the opportunity to put in preferences by a set date for that completion. Outside of academic classes, staff will be given the option to request time off for other exceptions from the schedule. This will go through an approval process. Once the schedule is set it will be the staff members responsibility to find appropriate subs for shifts they wish to give up. To aid in this process, we divide up the semester into groups for scheduling:  First 2 weeks, Weeks 3-7, Weeks 8-14 and Finals week.

Meetings/Training Expectations and Dates

Employees are required to attend all staff meeting prior to the start of each semester. These meetings will be held the week prior to classes starting. These may be in-person or virtual set up and will be communicated out via email. Employees must also complete monthly in-serivce sessions related to their job placement. This will enable all employees to stay current on changes in certifications and updates from administration on our operation.

Required Certifications

• All employees are required to have current Professional Rescuer CPR/AED and First Aid or more advanced training certificate from the American Red Cross.
• Lifeguards and Operational supervisors are required to hold a current lifeguard certification from the American Red Cross
• Learn to Swim instructors are required to hold current Water Safety Instructor (WSI) certificate for teaching swimming lessons
• Certification Instructors must hold either a Lifeguard Instructor, Lifeguard Instructor Trainer, CPR instructor or CPR Instructor Trainer certifications.  Staff wishing to obtain these certifications should contact their direct supervisor.

Attire Expectations

All employees are required to wear their given staff shirt for associated position they are working. Swimsuits are required for lifeguards on duty. Supervisors may Khaki shorts. Slip on shoes may be wore walking on the deck but should be removed while in the lifeguard chair.

Member Service Assistants must wear their assigned shirt and be dressed business casual.  If you have questions, please contact your supervisor.

Food/Beverages on Shift Policy

A drink in a closed/top container may be with you at your station. All food and beverages must be consumed while on break outside the pool area or in designated area by the supervisor.

Evaluation Process

Employees will be evaluated on an annual basis by their direct supervisor. Twice over the year each employee will have a GOALS review with the facility director and/or Graduate Assistant. Employees with a positive review will be offered the opportunity to continue working the next school year at their spring evaluation. Staff staying over summer months will be completed over the summer. 

Recognition

PAW Prints - when employees do something positive for the facility and/or program they are given a PAW Print by another staff member.  At the end of the month, these will be part of the decision factor for employee of the month that is submitted to Well-Being and Recreation department. Ultimately used for monthly/annual awards issued to staff.

Discipline Process

When a perceived reportable action occurs, it shall be reported using the Staff Performance Report form. This form may be completed either digitally or via hard copy.  If a hard copy of this form is completed, it is the responsibility of the reporting party to deliver to their facility director. Whether the form is completed digitally or via hard copy, it shall be emailed to the following individuals:

• The employee
• The employee’s supervisor

Please note that the infractions listed below are guidelines that will be used at the discretion of the employee’s immediate supervisor. Specific jobs may have additional duties and responsibilities. Additional employee standards will be outlined in area-specific employee manuals, and those guidelines may be more stringent than the ones listed below. Examples of these offenses include, but are not limited to:

• Being late to a shift/meeting
• Improper attire
• Use of cell phone for a non-work-related purpose
• WorkForce violations
• Wearing Campus Recreation staff apparel while participating
• Missing a shift/meeting
• Failure to perform duties as stated in job description
• Poor work performance
• Not completing assigned tasks related to job assignment

Submitted reports will be reviewed at the discretion of the facility director, or those they assign this task. Details of the performance will be requested from the person who demonstrated reportable behavior. Details will be considered independently of other actions demonstrated. Should there be evidence the behavior should be considered negative, the following steps will be taken.

• Individual will be notified of the status of their performance report
• Performance Report will be filed within personnel file
• Appropriate actions will be taken related to the number of negative reports received

When the Performance Report has proceeded to count negatively, the following action steps will be considered:

• 1st offense – Written Warning. This will be shared with employee
• 2nd offense – Written Warning – Meeting with administrative staff
• 3rd offense – Discretion of Supervisor – Potential termination

Connect 2 Expectations

Connect2 is a communication process for tasks and reporting.  It is expected that staff will check this daily for updates to task lists and requirements for employees.

SOPs and Risk Management

All information can be found on Connect2

Meet the Team

• Assistant Director- Meagan Day
• Graduate Assistant- Chase Mitchell
• Assistant Director (Maintenance)- Travis Post
• Head Hockey Coach- Cole Bell
• Graduate Assistant Hockey Coach- Lio Mauron

Position Descriptions

• Operations Supervisor
  • The Operations Supervisor plays and essential role in the daily function of the Bird Ice Arena by serving as the first line of communication and providing customer service to patrons. this includes access to the facility, checking out equipment, educating patrons on proper use of equipment, and checking on the general welfare of the patrons. Supervisors serve as a facilitator to preventative maintenance, immediate emergency response, and to enforce all policies and procedure of the Bird Arena to ensure patron safety and security.  
• Member Service Assistant
  • The Member Service Assistant plays and essential role in the daily functioning of the Bird Ice Arena by serving as the first line of communications providing customer service to patrons. This includes access to the facility, checking out equipment, educating patrons on proper use of equipment, and checking on the general welfare of the patrons. Assistants serve as a facilitator to prevent maintenance, immediate emergency response, and enforce all policies and procedures of the Bird Arena to ensure patron safety and security.

Scheduling Policy

Employee schedules are created via WhenToWork based on employee availability and preferences and are scheduled for entire academic semesters, released prior to the semester start dates. Once an employee is assigned to a shift, it is the employee's responsibility to cover that shift or find a substitution. All schedule changes must be reflected on the WhenToWork calendar.

Exemptions to work during academic breaks

Bird Arena will remain open during all academic breaks, excluding summer. Employees assigned to break schedules based on availability and preferences are expected to cover their shifts or find substitutions.

Payroll/Workforce

Employees are required to utilize the time clock at the Front Desk to swipe in and out at the beginning and end of each shift. Misuse of WorkForce or logging false hours will result in employee termination.

Meetings/Training Expectations and Dates

Employees are required to attend all staff meetings and trainings. Failure to attend a meeting or training will result in a negative performance report and removal from the schedule until the meeting/training is made up.

Required Certifications

All employees are required to be CPR/AED/First Aid certified.

Skate guards must be confident in their skating skills before working. (No certification required, but confident skating skills a requirement)

Attire Expectations

• Supervisor
  • Khakis or neutral colored pants/shorts and Campus Recreation staff polo. Bird Arena jackets may be worn while inside the rink. Closed toe shoes- no sandals or flip flops.  No headphones or hats.
• MSA
  • Khakis, jeans, or neutral colored pants/shorts and Campus Recreation staff tee. Bird Arena jackets may be worn while inside the rink. Closed toe shoes- no sandals or flip flops. No headphones or hats.
• Skate Guard
  • Khakis, jeans, or neutral colored pants (no shorts, full length pants only) and Campus Recreation staff tee. Bird Arena jackets may be worn while inside the rink. Skates must be worn on the ice at all times. No headphones or hats. First Aid fanny pack must be worn.

Food/Beverage on Shift Policy

No food is permitted at any work station. If you need to eat, please work with your supervisor to find coverage for your work station and find a back office to go to. Water bottles with a secure lid are permitted at work stations.

Evaluation Process

Employees will be evaluated at the end of each Fall and Spring semesters. Employees will receive the opportunity to evaluate and provide feedback on fellow employees and professional staff/GA's. Employee personnel files will be kept, containing all performance reports and recognition.

Recognition

Bird Arena will choose an Employee of the Month each month based on employee nominations. The Bird Arena Employee of the Month can be any Bird Supervisor, MSA, or Maintenance staff. The Bird Employee of the Month winner is also entered in to win the Campus Recreation Employee of the Month across all Campus Recreation facilities and areas.

Discipline Process

The Bird Arena Staff follows the discipline process outlined for the entire department.

Connect 2 Expectations

Connect 2 is utilized for hourly facility counts, shift reports and checklists, daily/shift tasks, accident reports, inventory counts, performance reports, assumption of risk waivers, and maintenance logs.

Connect 2 resources also include training materials and job specific information in the SOP module. Emergency Response Plans can be accessed in the ERP module.

SOPs

Bird Arena operations documents can be accessed at any time through the Connect 2 SOP module.

Risk Management

Employees are required to complete hourly facility walk throughs- completing head counts and facility checks. Bird employees are responsible for monitoring ice conditions and compressor numbers to ensure the safety of all ice programs. If ice conditions do not meet safety standards, employees must close the ice surface or cone off the edges/areas of concern. All locker room areas must remain closed and locked when not in use. Bird Arena employees are required to serve as first responders to all accidents/injuries within Bird Arena at all times.

Meet the Team

• Director of Operations- Larrissa Becker
• Assistant Director of Grounds & Maintenance- Travis Post
• Golf & Tennis Center Coordinator- Cathleen Wong

Position Descriptions

• Member Service Assistant
  • Member Service Assistant (MSAs) assist in managing and maintaining operational functions, equipment checkout and access to the OHIO Golf & Tennis center and Driving range. Job responsibilities will vary upon the season and which facility is currently open. Employees may be scheduled at the Golf & Tennis Center and/or Driving Range, unless specifically communicated.
• Operations Supervisor
  • Operations Supervisors coordinated and manage all operational functions, programs and personnel at the Golf & Tennis and the driving Range. . Job responsibilities will vary upon the season and which facility is currently open. Employees may be scheduled at the Golf & Tennis Center and/or Driving Range, unless specifically communicated.

Scheduling Policy

All scheduling will be done on WhenToWork. It is your responsibility to keep your preferences up to date and to show up for shifts that you are scheduled for. In the event you are unable to work a shift you have been scheduled for, it is your responsibility to find someone to replace you. WhenToWork has the final say (i.e.: If you are scheduled on WhenToWork, you are expected to show up for your shift. Having verbal confirmation from a teammate does not constitute commitment to a shift).

Expectations to work during academic breaks

No explicit expectations. If a student is able to work, they will be on the schedule. If a student is unable to work, they will not be on the schedule. Students are expected to communicate availability by a certain date, usually about one month out of longer breaks (summer, holiday season) and two to three weeks out of shorter breaks (spring break).

Payroll/Workforce

It is the expectation that students swipe in and out on Timeclock so that their timesheet on Workforce is accurately updated. If they forget, they can enter it into Workforce manually with either written or verbal permission from Coordinator or Professional Staff, and they must leave a comment on their timesheet. If the student fails to swipe in and out repeatedly and makes no distinct attempt to use Timeclock/fails to correct error after being informed, disciplinary measures will follow per professional staff member's discretion.

Meetings/Training Expectations and Dates

All students are expected to attend All-Staff Training (1 in fall, 1 in spring, 1 pre-season) sessions and any department training sessions (Kickoff, Leadership Summit, etc). Students have up to three weeks before All-Staff Training sessions and department-wide training sessions to inform the Coordinator about attendance. All Supervisors are expected to attend biweekly Supervisor Meetings. Students have up to one week before each meeting to inform the Coordinator about attendance.

Required Certifications

• CPR
• AEDFirst Aid

Attire Expectations

• Golf & Tennis Center
  • Appropriate attire is black OHIO Campus Recreation polo and appropriate pants and shorts. Jeans are permitted. Athletic shorts or pants are not permitted.
  • The length all shorts that are worn on shift should not be shorter than mid-thigh when the employee is standing. Mid-thigh is defined approximately as where the employee’s fingertips reach when arms are fully extended at their sides. Appropriateness of length remains at the discretion of Campus Recreation Professional Staff.
  • Baseball caps or hats are not permitted when working in the clubhouse
  • Staff apparel should be visible (i.e.: Not covered by sweaters, jackets, etc.) when on duty. Campus Recreation staff outerwear is available for purchase from Ping. Apparel should not have words or logos not affiliated with Ohio University.
  • Close-toed shoes are required at all times when on duty; athletic shoes are strongly encouraged
• Driving Range
  • Appropriate attire is black OHIO Campus Recreation polo and appropriate pants and shorts. Jeans are permitted. Athletic shorts or pants are not permitted.
  • The length of all shorts that are worn on shift should not be shorter than mid-thigh when the employee is standing. Mid-thigh is defined approximately as where the employee’s fingertips reach when arms are fully extended at their sides. Appropriateness of length remains at the discretion of Campus Recreation Professional Staff.
  • Baseball caps or hats are permitted when working at the Driving Range
  • Staff apparel should be visible (i.e.: Not covered by sweaters, jackets, etc.) when on duty. Campus Recreation staff outerwear is available for purchase from Ping. Apparel should not have words or logos not affiliated with Ohio University.
  • Close-toed shoes are required at all times when on duty; athletic shoes are strongly encouraged

Food/Beverage on Shift Policy

If students are working doubles/triples, they are permitted to eat while on shift either in Coordinator's office at the spare desk or out under the awning. Students are not permitted to eat at the front desk. Beverages are permitted.

Evaluation Process

Every student is expected to have a mid-semester check in and an end-of-semester check in with the Coordinator. The check in consists of the student going through a self-evaluation, goal-setting, a chat about life and a performance evaluation from the Coordinator.

Recognitions

Students are expected to vote for Employee of the Month within the team. The Coordinator will then submit the winner for the department's Employee of the Month.

Discipline Process

A point system is in place to address disciplinary measures at the Golf & Tennis Center:

• 4 points: Up to 2-week suspension
• 8 points: Grounds for termination
• The following actions will result in disciplinary points:
  • 1 point: Tardiness to a scheduled shift or meeting, missing the start time of your shift constitutes tardiness; showing up to a scheduled shift in inappropriate attire (e.g.: Athletic bottoms, no OHIO Campus Rec polo); failure to communicate in a timely manner (e.g.: Missing deadlines on filling out WhenToWork preferences, failure to inform Coordinator about inability to make scheduled meetings, etc.)
  • 2 points: Failure to attend biannual All-Staff Training or Department meetings (e.g.: Kickoff, Leadership Summit, etc.) without prior communication with Coordinator; failure to attend scheduled meeting (e.g.: Mid-semester check in, supervisor meetings, cash handling training, etc.) without prior communication with Coordinator or appropriate Professional Staff
  • 4 points: Failure to show up for a scheduled shift without prior communication with Coordinator
• The following actions will result in immediate termination:
  • Engaging in any activities that endanger the safety and wellness of members, guests, and coworkers
  • Theft, against the University or against a coworker
  • Sexual harassment
  • Reporting for work under the influence of drugs and/or alcohol

Disciplinary measures remain at the discretion of Campus Recreation Professional Staff.

Connect 2 Expectations

All students will have access to Connect2. All students are expected to utilize Connect2 to complete hourly facility counts and hourly cleaning checklist. At this moment, we are in the process of growing our Connect2 checklist database so as to include more day-to-day tasks (on top of COVID cleaning) to be able to hold students accountable.

Risk Management

Apart from general risk management that we engage in across the entire department (CPR, AED usage, administering first aid, etc.), the GTC also focuses on:

• Weather Protocol/Thor Guard:
  • Thor Guard is a weather system used at the Golf & Tennis Center and at the Driving Range to monitor lightning activity in the area. If the lightning is within a certain proximity, Thor Guard informs student employees on shift whether the course or the outdoor tennis courts are safe for use.
  • Red Alert: One long blast (Get everybody off the golf course and the outdoor tennis center! All members and guests have to be under the shade outside the clubhouse, or in the clubhouse. Nobody should be on the putting green!)
  • All Clear: Three short blasts (Return to normal play)
  • Inclement Weather: In the event of inclement weather (tornado, snow, etc.), student employees understand to follow similar rules to that of Thor Guard - to get everyone on our outdoor facilities indoors/under shelter and safe. In the event of inclement weather at the Driving Range, students need to understand that the trailer is not a safe location! It will fly away!

Radio Usage:

• Golf & Tennis Center
  • Both the Supervisor and the MSA should have a radio each whenever you are on shift
  • It is with the expectation that you use the radio to communicate with each other when either one of you is not in the facility; e.g.: When the supervisor is on the golf course rangering and the MSA is in the clubhouse
• Driving Range
  • Both the Supervisor and the MSA should have a radio each whenever you are on shift
  • It is with the expectation that you use the radio to communicate with each other when either one of you is not in the facility; e.g.: When one team member is picking the range and the other is in the trailer

Meet the Team

• Director of Operations and Engagement- Larrissa Becker
• Assistant Director- Brittany Barten
• Ping Center Coordinator- Hanna Vorisek

Position Descriptions

• Member Services Assistant (MSA)
  • A student staff member who is responsible for supporting the daily operations of the Charles J. Ping Recreation Center. As the front-line staff member, the primary responsibility of the MSA is to serve the patrons of the Ping Center by managing access, overseeing safety and cleanliness, and addressing any questions or concerns that may arise in the facility.
• Member Services Specialist (MSS)
  • A student staff member who is responsible for assisting Campus Recreation with membership sales and retention through continuous customer service and direct administrative support to professional staff. The primary responsibility of the MSS is to provide centralized patron support by overseeing sales of various items and amenities such as memberships, personal training sessions, resale, concessions, lockers and assist in program registration for all facilities and program areas.
• Supervisor
  • A student staff member who is responsible for leading the daily operations of the Charles J. Ping Recreation Center. While on shift, the Supervisor oversees a team of four other student staff members with the purpose of maintaining the safety and functionality of the facility. This individual acts as a role model for all employees and ensure all staff on shift are knowledgeable of current policies and facility information.

Scheduling Policy

The Ping Center Staff Schedule is updated in When to Work, an online schedule management system. All Ping employees will be asked to submit work availability into When to Work that outlines the days and times they are able to work. The only times that should be marked as 'unable to work' are the times an employee is in class or have other regular obligations such as a weekly group meeting, club sport practice, etc. The Scheduling Supervisor will create a permanent weekly schedule based on the preferences submitted by all employees. Weekends will be scheduled on a rotating basis and all employees will be expected to work a variety of weekend shifts throughout the semester.

Once an employees name has been assigned to a shift it is their responsibility to make sure the shift is covered. The Scheduling Supervisor will only help with coverage under extenuating circumstances or if an error was made in the schedule.

Expectations to work during academic breaks

All Ping Center employees will have the opportunity to work during university breaks. The Scheduling Supervisor will reach out to staff to gauge interest and availability at least one month before the start of the break.

Payroll/Workforce

All Ping Center employees are expected to bring their OHIO ID to their assigned shift so they can utilize the timeclock that is provided at the Control Desk. If staff are having an issue with the time clock or their OHIO ID they need to reach out to the Ping Center Coordinator to get the issue resolved. No Ping Center employees should be logging hours manually via Workforce unless given specific permission. If staff forget their ID or forget to clock in/out they are expected to reach out to the Ping Center Coordinator via email to make the adjustments.

Meeting/Training Expectations and Dates

All Ping Center Staff can expect to participate in the following training sessions:

• All Staff Training (~1.5 hours): In the beginning of each semester, Ping Center staff will be expected to participate in All-Staff Training to discuss staff expectations and role responsibilities.
• Facility and Medical Emergency Training (~2 hours): Staff are required to complete the Ping Center virtual Risk Management training to go over expectations of staff during a variety of emergency situations. Staff must complete this training at least once per year.
• Emergency Response Training: The Risk Management Supervisor will work with Professional Staff to implement practice drills for all staff throughout the semester. Everyone can expect to participate in at least one drill each semester.

Additional Trainings:

• PCI Training: Member Service Specialists and Supervisors must complete credit card awareness training annually.
• Member Service Specialist: MSS can expect regular monthly meetings, in-person or virtually, to cover new processes and transaction practice.

Meetings:

• All Staff: All-Staff are required to attend a meeting at the beginning of each semester to cover the All-Staff Training materials.
• Supervisor Meetings: Supervisors will be expected to attend and actively participate in biweekly meetings throughout the Fall and Spring semester covering staff and facility updates and professional development.

Required Certifications

CPR/AED certification is required for all Ping Center employees. Certification must be renewed every 2 years. The cost for certification will not be covered by the department, but courses will be offered throughout the semester at a discounted rate for student staff.

Attire Expectations

• Top: Campus Recreation T-shirt (MSA/MSS) or Polo (Supervisors)
• Bottom: Khakis (shorts or pants) or Jeans (Blue or black, no holes)
• Shoes: Closed-toe shoes
• Extras (Provided): Red Fanny Pack (MSA/Supervisors)
• Cold weather options: Campus Rec sweatshirt (available for staff to purchase), long sleeve/sweatshirt under staff shirt

Food/Beverages on Shift Policy

Food should not be eaten while sitting at the Control Desk or while on the Fitness Floor. If the shift is during a meal time, staff should work with their Supervisor to coordinate times to eat in one of the Ping Center Meeting Rooms. Meal break should not exceed 15 minutes.

Evaluation Process

Staff will be asked to complete a self-evaluation a month before the end of each semester. In addition, Ping Supervisors will complete a formal written evaluation for those regularly assigned to their shifts. These reports will be shared with the individual to review. In the instance an employee's evaluation falls below the standards of the Ping Center, that employee will be asked to meet with a professional staff member to determine an action plan to improve employee performance.

Supervisors will be asked to complete a self-evaluation and receive a formal written evaluation from the Ping Center Coordinator.

Recognition

• Employee of the Month
  • The Student Engagement Supervisor will send out a form asking staff to nominate a fellow coworker that exhibits the coordinating months' learning outcome. Staff are encouraged to nominate as many times as they want.
• Staff Shout-Out
  • Supervisors provide staff shout-outs in their daily shift reports. These shout-outs will be used in the evaluation process and during discipline meetings to gauge overall employee performance.
• Promotion
  • At the end of the Fall semester, all staff will have the opportunity to ask for advancement. Supervisors will be asked to give recommendations for employees that are prepared to move into the Specialist or Supervisor Roles. Being recognized by a Supervisor in this capacity is a great honor and will strengthen the employees' chance for promotion.

Discipline Process

• Written Warning
  • When a report is received about work performance that does not meet the Ping Center student staff expectations, the employee involved will receive an email notice. This email serves as a written warning for the behavior and a notice that the report will be kept on file for the employee. Written warnings will typically be issued for:
    • Being late or leaving early by 15 minutes or more
    • Dress code violation
    • Inappropriate language use
    • Multiple instances of the same infraction such as excessive cellphone use, eating at the desk, personal computer use, etc.
    • Other forms of conduct not covered
• Meeting Request
  • If an employee has received multiple written warnings about the same or various infractions, professional staff will request to meet with the employee to talk about the situation and allow the employee the opportunity to provide additional context. The outcome of this conversation will be determined on a case-by-case basis and will take into account all information provided. Potential outcomes could include:
    • Dismissal of report based on information/context provided by employee
    • Final written warning about the infraction that could lead to more serious consequences such as probation or termination from position
    • Required reflection activity to summarize what was discussed in the meeting and articulate a plan to improve moving forward
    • Termination, depending on the severity of the situation and the impact of infraction on other staff members
• Immediate Termination
  • Very few situations will warrant immediate termination without the opportunity to meet with professional staff. However, if there is indisputable evidence for any of the following behavior an employee can expect to be immediately terminated:
    • Theft  
    • Working under the influence of alcohol or drugs  
    • Smoking or using tobacco products within Campus Recreation facilities
    • Submitting unauthorized hours in Workforce 
    • Physical violence  
    • Vandalism
    • Gross sexual harassment 
    • Verbally abusing a customer, student employee, or any university employee 

Missed Shift Policy

• Missing a Shift for any reason, excused or not, has the largest impact on the Ping Center operation and therefore needs to be addressed separately from other infractions. If something comes up and you know you need to miss a shift keep the following in mind:
• If your name is on a shift, it is your responsibility to make sure someone is there:  Only under extenuating circumstances will the Scheduling Supervisor or Professional Staff help find coverage for a shift. A staff member having to quarantine due to a positive COVID-19 results is an extenuating circumstance, wanting to go home to see family is not. Student staff are expected to plan visits and other social obligations around their work schedule. If you are unsure if an absence will be excused, ask the Scheduling Supervisor or Professional Staff.
• Communicate sooner, rather than later: The more notice the scheduling supervisor and professional staff are made aware of a situation, the better. Depending on the situation, an employee may still be asked to find coverage themselves, but the early notice helps plan in case multiple people have conflicts during a shift.
• Be proactive in communicating: Do not wait for a Supervisor or Professional Staff member to reach out to you about a missed shift. If the missed shift was an accident, it is better to own your mistake and communicate that to your direct supervisor. If you have any questions or uncertainties always ask!

First Missed Shift:

• As long as the employee does not have any other warnings on file, the first missed shift will result in a written warning. This is especially true for those employees who communicate as much as possible about the situation. We want to be understanding when mistakes happen, but we also would like to know that your position at the Ping Center is a priority for you. Communicating readily helps prove that you value your job and respect the operation. First missed shifts may result in a meeting with Professional Staff if an employee has multiple warnings and/or does not provide any communication about the situation.

Second or Consecutive Missed Shifts:

• A second missed shift or multiple consecutive missed shifts will result in a meeting with professional staff about the situation. Employee will be given the opportunity to provide context about the situation and can anticipate being asked about the following topics:
  • Check-in on personal well-being
  • Reason for missing the shift
  • Reflection of individual job performance history
  • Job Importance / Prioritization / Time Management
  • Strategies or reflections on how this could be prevented in the future
• The outcome of this meeting will likely include a reflection activity on what was discussed in the meeting and strategies for preventing multiple missed shifts in the future. Professional staff will take all information into account when deciding on an outcome, so if a misunderstanding occurs, the absence may be deemed excusable resulting in a written warning.

Three or More Missed Shifts:

• If an employee was given a written warning, participated in a meeting with professional staff, completed a reflection activity, and they still miss a shift the employee can anticipate a final meeting with professional staff to discuss permanent or temporary termination from their position. 

Connect 2 Expectations

All Ping Center staff will have tasks assigned to them in Connect 2 based on their role in the facility. All opening/closing procedure, cleaning tasks, event set up needs, and any other shift reminders will be under the Tasks module. All employees are expected to sign into Connect 2 during their shift and complete all of the assigned Tasks.

Supervisors have additional responsibilities in Connect2 including Facility Counts, completing Shift Summary Forms, and documenting Incidents in the Facility though the Incident Report module.

SOPs

• Medical Emergency Protocols:  https://ohiouniversity.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=52cb30c1-051a-4b4a-a273-ac15015d386
• Facility Emergency Protocols:https://ohiouniversity.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=2de2eaf4-6292-4c47-a1ab-ac170111efec
• All-Staff Expectations: https://nam03.safelinks.protection.outlook.com/?url=https%3A%2F%2Fweb.microsoftstream.com%2Fvideo%2F5c3299af-d5eb-44f6-84c1-f3cc3f6e279e&data=02%7C01%7Cbarten%40ohio.edu%7Cb6ed06a738e142795d2008d86ad7e35b%7Cf3308007477c4a70888934611817c55a%7C0%7C0%7C637376822755405200&sdata=f6V%2BO9jjPp3ZN7vch%2FTGUVEmKcRgJyfT2AD4LkCRr14%3D&reserved=0
• Facility Policies: https://www.ohio.edu/recreation/ping/policies
• Membership Policies: https://www.ohio.edu/recreation/policies
• Operating Procedures:https://www.connect2mycloud.com/OnlineModules/SOPs/SubSopChapers?id=1681&IsLinked=true

Risk Management

All Ping Center employees need to participate in virtual Facility and Medical Emergency Training presentations and their corresponding quiz before starting their first shift. Staff can expect to participate in at least one Practice Drill per semester.

Meet the Team

• Assistant Director- Judd Walker
• Graduate Assistant- Zack Young
• Graduate Assistant- Leanne Chapman
• Operation Supervision- Rory O’Malley
• Trips Supervisor- Bradley Keener
• Challenge Program Supervisor- Maddie McNamara
• Climbing Wall Supervisor- Harrison Law

Position Descriptions

Outdoor Pursuits Assistant

• Outdoor Pursuits Employees are responsible for providing a safe and enjoyable climbing experience at the climbing wall, leading adventure trips, working in the gear room, and facilitating challenge course programs.
• This position requires flexibility, professionalism, and commitment to being a member of the Outdoor Pursuits team. Outdoor Pursuits employees are required to work all four of the program areas: Climbing Wall, Rental Center, Trips/Clinics, and the Challenge Program
• While the climbing wall and service desk, Outdoor Pursuits Assistants are responsible for providing the highest quality customer service for all patrons of the climbing wall and service desk, maintaining a safe environment through routine safety checks of equipment, constant monitoring of patrons’ rigging and belay technique, providing a clean and organized program and service area, entering information into the participant database, and assisting patrons to better ensure a safe and fun experience
• Working the retail center may. Include responsibilities of: being knowledgeable of reservations, rentals, returns, and resale, monitoring inventory, and cleaning, repairing and restocking of rental equipment.
  trip leaders are responsible for leading eligible participants through adventurous outdoor activities and instructing outdoor clinics. They must participate in outdoor adventure trip and clinic planning and implementation while considering participant and group safety, experience and interests. They ensure that all planning and implementation of trips are in accordance with Outdoor Pursuits policies and procedures.
• Challenge Course Facilitators are responsible for everything related to the challenge course program events including: developing the activity schedule, set up if the course, and ensuring that the days’ events run smoothly and safely. Facilitators blend a combination od interpersonal skills, technical skills, and a desire to work with people to provide a meaningful educational experience to challenge program participants.

Scheduling Policy

Staff will update their availability in When to Work before the start of each semester. Climbing wall and most trip program schedules are set early in the semester, and challenge course program schedules are set approximately a week in advance. Our expectation is that staff show up prepared to work, and if staff cannot work, they find a suitable replacement via the trade board on When to Work and have it approved by a Supervisor.

Expectations to work during academic breaks

Outdoor Pursuits staff are not required to work on academic breaks, but there is opportunity to do so. However, many of our programs occur on weekends and students are expected to work in each programmatic area of Outdoor Pursuits at lease once per academic year.

Payroll/Workforce

Staff are required to honestly and accurately enter their hours into the WorkForce timeclock software after each shift.

Meeting/Training Expectations and Dates

Outdoor Pursuits is a dynamic and often high-consequence work environment, therefore students are required to attend a minimum of 4 continued education sessions per semester (6 will be offered). These continued education sessions are in addition to the in-depth trainings required upon hiring. Dates will be covered at the Outdoor Pursuits orientation.

Required Certifications

• Adult/Child CPR First Aid/ AED
• Ohio University Outdoor Pursuits Belay Certification
• WFR/WFA to be a Trip Lead

Attire Expectations

While working at the climbing wall or challenge course, students are expected to wear a black Campus Recreation staff shirt with clean bottoms that allow for movement and belaying. While working a trip, students are expected to dress appropriately for the situation to be determined by the Assistant Director and Graduate Assistants.

Food/Beverages on Shift Policy

Food and beverages are not permitted in the climbing wall area at any time. Staff may have a beverage at the climbing wall desk.  Staff are encouraged to drink plenty of water and bring snacks to challenge course programs, but are not permitted to eat while facilitating.  Staff leading trips are encouraged to drink plenty of water and will eat with their crews.

Evaluation Process

Outdoor Pursuits strives to maintain a community of timely, specific, and growth-oriented feedback. Students should expect to give and receive feedback regularly.  In addition, staff will engage in a self-evaluation and supervisor evaluation each semester.

Recognition

Outdoor Pursuits employees will nominate co-workers for employee of the month each month school is in session. Each Outdoor Pursuits employee of the month will have the opportunity to be the Campus Recreation Employee of the month.

Discipline Process

Outdoor Pursuits operates on a tiered three strike system. Strikes are used when employees do not meet the expectations of and Outdoor Pursuits employee including but not limited to: missing a shift, failure to meet training requirements, poor customer service, habitual tardiness, etc. In keeping with our culture of frequent feedback, you should expect to receive strikes in timely manner.

Risk Management

Outdoor Pursuits programs often involve many foreseen and unforeseen dangers. Outdoor Pursuits employees are expected to maintain the highest standards for participant and staff mental and physical safety. Outdoor Pursuits staff are also expected to follow the identified Incident response procedures appropriately.  Each programmatic area (trips, climbing wall, challenge program) has a thorough risk management plan that must be followed while working.

Meet the Team

• Professional Staff- Tony Gregory
• Graduate Assistant- Pedro Magalhaes
• Graduate Assistant- Rachel Mangold
• Student Supervisor- Megan Meneskie
• Student Supervisor- Brittney Ward

Position Descriptions

• Personal Trainer
  • Personal Trainers are under the supervision of the Personal Training Student Supervisor, the Fitness Graduate Assistant, and the Assistant Director of Well-Being & Fitness within the Department of Campus Recreation as part of the Division of Student Affairs. The role of the Personal Trainer is to promote and instruct fitness in a healthy and safe way to patrons and clients of the Ping Recreation Center.  The Personal Trainer performs a variety of fitness programs that are both educational and motivational. The Personal Trainer provides customer service which promotes patron well-being in accordance with Ohio University Campus Recreation’s policies and procedures to create a safe, enjoyable, and positive environment. 
• Group Fitness Instructor
  • Group Fitness Instructors (GFIs) are under the supervision of the Group Fitness Supervisor, the Fitness GAs and the Assistant Director of Fitness within the Charles J. Ping Recreation Center of Campus Recreation.  The role of the group fitness instructor is to provide valid and current fitness knowledge to class participants and all patrons of the Ping Center. Fitness instructors are expected to set an example of proper and safe exercise skills and to promote a healthy fitness lifestyle.   
• F45 Coach
  • F45 Coaches are under the supervision of the Group Fitness Supervisor, the Fitness Graduate Assistant, and the Assistant Director for Well-Being & Fitness within Department of Campus Recreation as part of the Division of Student Affairs.  F45 Coaches at Campus Recreation will be responsible for leading at least one F45 class per week. They will create a safe, enjoyable, and inclusive fitness experience by giving clear explanations of the exercises, providing different options for each exercise, coaching through exercises, providing positive feedback, and maintaining a high-energy environment, which includes appropriate music selection and control. The Coach will also answer any questions from participants to the best of their ability. An in-house training will be provided to make sure the instructor is prepared. F45 Coaches are not required to hold a Personal Training or Group Fitness Certification; however, they must possess CPR & First Aid Certifications and go through the in-house training provided by either the Fitness Graduate Assistant or the Assistant Director of Well-Being & Fitness.

Scheduling Policy

• Personal Training
  • As a Trainer, it is your responsibility to communicate any schedule changes/conflicts with your clients. It is expected that you are handling these situations in a timely and professional manner. Under no circumstances are you allowed to not show up for your scheduled training session.
  • NO SHOWS ARE GROUNDS FOR SUSPENSION OR TERMINATION. IN THE EVENT OF A LAST MINUTE EMERGENCY SITUATION, IN ADDITION TO NOTIFYING YOUR CLIENT, CALL THE FRONT DESK AND NOTIFY THE FACILITY SUPERVISOR ON SHIFT OF THE SITUATION AND THAT YOU WILL BE UNABLE TO MAKE IT FOR YOUR TRAINING SESSION. Front Desk #: (740) 593-9901
• Group Fitness & F45 Coaching
  • As a Group Fitness Instructor or F45 Coach, it is your responsibility to find coverage for your classes. It is expected that you are handling these situations in a timely and professional manner. Under no circumstances are you allowed to not show up for your scheduled training session. Any emergency situation please contact the Fitness Graduate Assistant as well as Assistant Director of Well-Being & Fitness.
  • NO SHOWS ARE GROUNDS FOR SUSPENSION OR TERMINATION.

Expectations to work during academic breaks

There is not an expectation to work during breaks

Payroll/Workforce

Enter time via workforce

Required Certifications

• Personal Trainer: Nationally Recognized (NCCA Accredited) Personal Training Certification & CPR/First Aid
• Group Fitness: Nationally Recognized (NCCA Accredited) Group Fitness Certification & CPR/First Aid
• F45 Coach: CPR/First Aid Certification

Attire Expectations

• Personal Trainer:
  • All Personal Training staff is expected to wear a Personal Trainer shirt given by the department, with athletic bottoms and closed toed athletic sneakers. Appearance should be professional (i.e. NO hats and/or excessive jewelry)
  • Uniform is only to be worn while working. It may not be worn while working out.
• Group Fitness Instructor:
  • All Group Fitness staff is expected to wear a Group Fitness Instructor shirt given by the department, with athletic bottoms and closed toed athletic sneakers. Appearance should be professional (i.e. NO hats and/or excessive jewelry). Headbands may be worn. Uniform is only to be worn while working. It may not be worn while working out.
• F45 Coach:
  • Group Fitness Instructor: All F45 Coaches are expected to wear an F45 Coach Shirt or Group Fitness Instructor shirt given by the department, with athletic bottoms and closed toed athletic sneakers. Appearance should be professional (i.e. NO hats and/or excessive jewelry). Headbands may be worn. Uniform is only to be worn while working. It may not be worn while working out.

Food/Beverage on Shift Policy

No food consumption is permitted while personal training pr instructing a group fitness class.

Evaluation Process

Evaluations will be conducted on a semester basis by the Fitness Graduate Assistant. Inability to perform up to standards can be subject to disciplinary action at the discretion of the supervisor. You will be notified prior to any upcoming evaluation.

Recognition

Follow the Department's process Employee of the Month nomination.

Discipline Process

Well-Bring & Fitness Staff follows the discipline process outlined for the entire department.

Risk Management

If an emergency incident occurs either while Personal Training or teaching a Group Fitness class, the Personal Trainer or Group Fitness Instructor should immediately notify the Ping Supervisor, the Fitness Graduate Assistant, and the Assistant Director for Well-Being & Fitness.

Meet the Team

• Director- April Crabtree
• Coordinator- Dottie Brown
• Administrative Services Associate- Julie Stover
• Accounting Support Specialist- Lori Walter
• Health Insurance Administrator- Anna Casteel

Position Descriptions

• Student Development and Training
  • The Student Development and Training Specialist position is an it=integral part of the Department’s Human resources efforts. Selected candidate will receive experience in training development (in-persona and online modules), presentation development, and student development best practices. Ohio University Campus Recreation is also committed to providing opportunities for student employees to develop skills in team development, innovation, problem solving, interpersonal communication, adaptability, self-awareness, wellbeing and intercultural competency.
• Resource Specialist Supervisor
  • The Resource Specialist Supervisor position is an integral part of the Department’s Financial and Human Recourse operations. Selected candidate will supervise and train the resource specialist student position in hiring, training, purchasing, auditing, budgeting, and reporting. Ohio University Campus Recreation is also committed to providing opportunities for student employees to develop skills in team development, innovation, problem solving, interpersonal communication, adaptability, self-awareness, wellbeing and intercultural competency.
• Resource Specialist
  • Ohio University Campus Recreation is looking for responsible, energetic undergraduate students to join our Business Operations team. The Resource Specialist position is an integral part of the Department’s Financial and Human Resources operations. Selected candidate will receive experience in hiring, training, purchasing, auditing, budgeting and reporting. Ohio University Campus Recreation is also committed to providing opportunities for student employees to develop skills in team development, innovation, problem solving, interpersonal communication, adaptability, self-awareness, wellbeing and intercultural competency.
• Training Supervisor
  • Ohio University Campus Recreation is looking for responsible, energetic undergraduate students to join our Business Operations team. The Training Specialist position is an integral part of the Department’s financial operations. Selected candidates will receive experience in training new and current Campus Recreations Employees on cash handling procedures. . Ohio University Campus Recreation is also committed to providing opportunities for student employees to develop skills in team development, innovation, problem solving, interpersonal communication, adaptability, self-awareness, wellbeing and intercultural competency.

Scheduling Policy

The Resource Specialist Supervisor will develop the student employee work schedule based on academic schedules. The Business Operations office operates from 8:00am-5:00pm.

If you are unable to attend your assigned shift, please notify Dottie and the Resource Specialist Supervisor asap by email or text. Unexcused absences and no shows will result in disciplinary action. If you are assigned to cover the Student Health Insurance phone, you must find additional coverage.

OPEN AND HONEST POLICY:

• Sickness is a valid excuse not to come to work. The last thing we want is for you to infect the rest of the office. BUT don’t abuse this. Eventually, we are going to start asking you for a doctor’s note. Be honest if you’re sick but don’t use it as a blanket excuse.
• While we want you to learn to manage and balance a busy schedule, we don’t want you to stress out. Instead of calling off “sick” to cram for a midterm or finish the paper you forgot about, let us know! We want you to succeed at both school and your job so we are willing to shift your work hours around on a need-be basis (within reason).

Expectations to work during academic breaks

Business Operations student employees are not required to work over academic breaks, but availability to work over breaks is preferred and may be provided.

Payroll/Workforce

Student Employees should clock in on the time clock at the beginning of each shift and should clock out on the time clock at the end of each shift. If you forget to clock in or clock out, please notify Dottie to update your time sheet.

Student Employees should submit their time sheet by 5:00pm the Sunday following the end of a pay period.

Meetings/Training Expectations and Dates

Student employees are required to be at all meetings and trainings, unless there are academic conflicts. If you are unable to attend a meeting or training, please notify Dottie and the Resource Specialist Supervisor asap by email or text. Unexcused absences and no shows will result in disciplinary action. All missed meetings and trainings must be made up (make up format is dependent on training format)

• Training Schedule:
  • Monthly Leadership Forum - 3rd Thursday each month
  • Weekly Staff Meetings - Tuesdays at 8:00 am

Attire Expectations

• As a staff member of the business office, you are expected to report to work in business casual attire.
• Khakis (any color), Jeans, dress pants, skirts, dresses, etc. are acceptable.
• Khaki shorts (any color) are acceptable, however denim shorts are NOT permitted. Please note that shorts must be of an appropriate length
• No Hats
• No athletic wear (this includes workout pants/shorts, logoed t-shirts, workout shirts/tank tops, sweatshirts etc.) The only acceptable t-shirts are your campus rec staff shirts.
• Leggings are permitted if worn with a long shirt or dress.

Evaluation Process

Student employees will be evaluated at the end of each semester based on their work responsibilities, with a focus on Team Development, Problem Solving, and Professionalism.

• Self-Evaluations should be completed using the following timeline:
• Fall Semester: Due November 13, 2020
• Spring Semester: Due April 2, 2021

Recognition

Each month, University Well-Being & Recreation recognizes a student employee who exhibits exceptional contributions to the DOSA learning goals: Self-awareness, team development, interpersonal communication, intercultural competency, innovation, adaptability, problem solving, and well-being.

Please submit Business Operations nominations according to the following dates:

• September (Well-Being):  9/27/2020
• October (Team Development): 10/27/2020
• November (Adaptability): 11/26/2020
• December (Self-Awareness): 12/27/2020
• January (Intercultural Competency): 1/27/2020
• February (Interpersonal Communication): 2/25/2020
• March (Problem Solving): 3/27/2020
• April (Innovation): 2/26/2020

Link to submit nominations: https://ohio.qualtrics.com/jfe/form/SV_aY7FdeUkeEmT8Ql

Discipline Process

The Business Operations office follows the discipline process outlined for the entire department:

• 1st offense: Written warning
• 2nd offense: Written warning, meeting with administrative staff
• 3rd offense: Discretion of supervisor, potential termination

Meet the Team

• Director of Operations and Engagement- Larrissa Becker

Position Descriptions

• Digital Media Supervisor:
  • Create a year-long marketing strategy for all Campus Recreation’s social media platforms with long-term goals for each
  • Develop content calendar for daily social media management
  • Post and schedule daily social content to engage students and the community to effectively promote Campus Recreation events and brand
  • Plan and schedule social content through TweetDeck or Hootsuite
  • Update all social media outlets for Campus Recreation, including Twitter and Facebook
  • Ideate content that embodies Campus Recreation’s values (i.e. #MotivationMonday, #FitFriday, etc.)
  • Construct and evaluate monthly analytics reports
  • Respond to comments and mentions from students and the general community
  • Create social media campaigns and delivery ideas for Campus Recreation
  • Edit and update the department’s website; coordinate content and ensure content is up-to-date
  • Attend special events that require social media and student engagement
  • Train and evaluate performance of Marketing Engagement Team
  • Organize meetings, university resource fairs and other activities within the department
  • Other duties as assigned by Director of Operations and Engagement
• Marketing Engagement Leads:
  • Engage patrons through original marketing plans and strategy in order to increase attendance for area programs, events and registration
  • Assist in developing, editing and creating content for the Campus Recreation website
  • Attend area and department staff meetings
  • Provide updates about specific programming and special events
  • Submit and monitor marketing requests for promotional materials and coordinate with design staff
  • Communicate event and program information for placement on OHIO calendars
  • Represent Campus Recreation at university resource fairs
  • Reach out to local schools and businesses about program and event offerings
  • Assist in driving student employee engagement and planning of Campus Recreation Student Employee Banquet
  • Other duties as assigned by Director of Operations and Engagement
• Graphic Designer:
  • The Graphic Designer will be challenged in designing and promoting Campus Recreation to the OHIO population and the surrounding Athens community.
  • The primary responsibility of this position is creating the design and layout of various promotional materials such as banners, event posters, flyers, tv ads, newspaper advertisements, brochures, forms, etc.
  • Work closely with program and facility directors as well as student staff in Campus Recreation to align the vision of each program/facility and abide the brand standards of Campus Recreation and Student Affairs

Scheduling Policy

You will work with your supervisor in advance of each academic semester to set your schedule. Your weekly schedules are conistent and you are expected to be present at all scheduled shifts.

Expectation to work during academic breaks

Marketing students will pre-plan any promotional work in advance of breaks. Working over breaks are not required, but additional hours are available. Limited positions will be available during the summer

Payroll/Workforce

Students enter office hours using workforce.ohio.edu

Meetings/Training Expectations and Dates

Staff will coordinate and engage in bi-weekly marketing staff meetings that happen during business hours

Attire Expectations

DRESS CODE:

• As a staff member of the Division of Student Affairs, you are expected to report to work in smart casual attire.
• Khakis (any color), jeans (no holes!), dress pants, skirts, dresses, etc. are acceptable.
• No Hats
• No athletic wear (this includes workout pants/shorts, logoed t-shirts, workout shirts/tank tops, sweatshirts etc.)

Remember, dress for your day! You are a representative of both Campus Recreation and the Division of Student Affairs. You are student leaders! If you are representing Campus Recreation at a resource fair, please wear your staff polo or staff shirt

Food/Beverage on Shift Policy

Food and Beverages are permitted on shift and at your workstation. We utilize shared work spaces, so we require you to keep your stations clean and wiped down.

Evaluation Process

Students will work 1-on-1 with student staff supervisors and the Director of Operations and Engagement to complete a goal planning document and performance report at the beginning of Fall Semester. Students will have a mid-year and end-of year evaluation to discuss performance plan and evaluation of goal planning.

Recognition

Students may nominate their peers for Campus Recreation's employee of the month utilizing a direct link send from the Director of Operations and Engagement (from the Department nomination process). The Director of Operations and Engagement may also directly submit students for recognition.

Discipline Process

Note: We follow guidelines listed in employee handbook.

Students not meeting the standards of the Marketing Department or Campus Recreation handbook will be subject to a performance report which will be logged in their employment file.

Termination:

• Extreme violations of Campus Recreation policy and Marketing Employee expectations can result in immediate termination of employment and are equivalent to a third offense.
• These include, but are not limited to:
  • Theft
  • Working under the influence of alcohol or drugs
  • Smoking or using tobacco products within Campus Recreation facilities
  • Submitting unauthorized hours in Workforce
  • Physical violence
  • Vandalism
  • Sexual harassment
  • Verbally abusing a customer, student employee, or any university employee
  • Mismanagement and abuse of departmental social media in a tone or voice that is not inclusive of Campus Recreation’s mission and vision