Presentation by the Senior Student

Consultant Team 2007

August 25, 2007
Michael Curwin, Supervisor for
Student Technology Services

Picture of team should go

here!
Time Activity
8:30 – 9:00 Registration, Breakfast and Picture Taking
9:00 – 9:15 Introduction and Welcome by Michael Curwin
9:15 – 9:50 Introduction to the Senior Student Consultant Team
General Overview and Changes to Operations
ID Badges, MAC VIP and Facilitate Timesheet
9:50 – Break
10:00
10:00 – Employee and Occupational Health and Safety Training
12:00
12:00 – Lunch Break
13:00
13:00 – Print Operator, Student Consultant and General Job
14:35 Procedures
14:35 – Room
Break Booking System, Employee Ethics and Etiquette,
14:45 Alarms and Safety Procedures
14:45 – Facilitate 2.0
16:00
16:00 – Closing Remarks
16:10
 What’s contained in your packages
 Welcome new and returning staff
 Training is for everyone
 Lunch and refreshments will be
provided at 12:00 noon
 Vegetarian and no-pork options will be
available
 Short break in the afternoon
 Washroom locations
 Mills Training
Thode
Library

Mills
Library Innis
Library
Used to identify you as an employee of UTS
and will be used to access the labs and
facilities
 Who requires a card?
 All McMaster University Employees
require photo identification cards. These
new cards replace the old Student
Consultant and Print Operator badges
and will identify you as an employee of
University Technology Services.
 Where do I go to get my card?
 Photo Identification Cards are produced
in room 127 of T-13 during the
following times:
 Do I need to make an appointment?
 No. Cards are produced on a first come
first serve basis.
 What do I need to bring?
 Photo identification and your employee
number are required.
 More Questions?
 http://www.mcmaster.ca/uts/photoids/
 IMPORTANT: E-Mail Michael
Curwin with the 5-Digit Number at
the back of your ID badge
Outlines procedures on how to record hours
worked and how to get paid
 MAC VIP is the new payroll system at
McMaster University
 MAC VIP is being introduced to
address the issues of regulatory
compliance with legislative changes,
as well as improve efficiency and
effectiveness.
 ORACLE is no longer used to log
hours worked
You MUST enter your hours
MDCL/1110
Print Operators will only work in KTH due to
the closure of BSB 241/242
 Beginning of your shift:
 Login to Facilitate
 Write your name on the “Prop on Duty”
sign
 Put on your “Working at McMaster”
badge
 Clean up the Print Area
 Record all paper and toner inventory in
Facilitate
 Enter your hours into the Facilitate
 During your shift:
 Count Lab Occupancy and enter it into
Facilitate
 Record any paper or toner usage in
Facilitate
 Sort print jobs and file them according to
the clients’ MacID
 Check to make sure that only current
jobs are in the current day print slots
 End of your shift:
 Remember to inform the next Print
Operator of any important items that
happened during your shift.
 If it is 25 minutes past the hour and the
next working Prop has not arrived, e-mail
this information via the Prop list in
Slingshot.
 Closing Print Operator:
 Tidy up the print room
 Move uncollected print jobs to the three-
day old slots
 Recycle print jobs that are more than three
days old
 Each lab is equipped with a black
and white laser printer. If there
isn’t a Prop on duty, then it is the
SC’s responsibility to maintain the
print room and printer.
 Keep everything clean.
 Discard loose sheets of paper in
the printing area into the recycle
bins.
 Paper is located behind a secured door
in the server room.
 Unlock the printer. The key is kept in
the same room as the paper.
 Open tray 2, which is the default tray.
 Open the pack of paper, fan the paper
and add the whole pack. Avoid using
tray 3; it is more prone to paper jams.
 Record the usage in Facilitate. The
online manual denotes this procedure.
 Close the trays and remember to lock
up the printer.
 Redistributing the Toner
 Lift the top cover.
 GENTLY lift the toner cartridge up and
out of the printer!! Do not try to force it.
 Gently shake the toner cartridge from
side to side.
 Replace the toner cartridge in the printer
and close the top cover.
 Print a test page using the INFORMATION
MENU on the printer panel. If the
problem persists, replace the cartridge
and record the inventory in Facilitate.
The online manual denotes this
 Replacing the Toner Cartridge
 Remove the toner cartridge.
 Get a new toner cartridge and remove
the security tape across the top.
 Insert the new cartridge into the printer.
Remember not to force it in!
 Place the old cartridge in the box you
got the new one from and write “USED”
across the top. Place this box in a
separate pile in the server room.
 Record the usage of this inventory item
 Thereare five different places to
check when looking for a paper
jam:
 The bottom right hand door (beneath
tray 1).
 The left hand door.
 The door at the front just above tray 2.
 Under the toner cartridge (remember
how to remove it).
 Inside tray 2, where the paper would
 Check each of these doors. When you
find the paper jam tug it out gently. Be
sure not to tear the paper, otherwise
removing it will prove much more
difficult.
 If a jam constantly occurs in the same
place, check the Computing Bible for
possible causes and solutions. For
instance, jobs being printed from tray 3
are very prone to paper jams. If this is
the case remove the paper from tray 3
 Please make sure that the printer is
always locked. Unlock it when needed
and do not leave the printer unlocked
and unattended.
 Make sure to keep track of where the
printer keys are at all times. If you have
to leave the print room, place this key
either in the hands of the next Prop on
duty (if he/she has arrived) or back in
its proper place in the secured room.
 No paper other than our regular paper
may be used with these printers, as
this may cause paper jams or more
 Retrieve output from printers
 Count occupancy every hour
 File printouts alphabetically
according to the user’s Mac ID
 Be aware of the closing Prop’s
responsibilities:
 File 3-day old print jobs
 Record paper, toner and cartridge usage
 Keep printers and print area clean
 Make sure printer is locked
The primary role of a Student Consultant is to
provide customer service to lab patrons, and
to maintain and safeguard the lab.
 Who opens the labs?
 Automated

8:20
am

 Make sure the doors are propped for

client access and the lights are switched
on
 Start your shift at half past the hour.
Try to arrive 5 minutes before the
shift starts. You must be
punctual!
 Put your name on the “Student
Consultant on Duty” sign
 Remember to wear your “Working at
McMaster” badge while on duty
 Check for room and projector
bookings in the room booking
 Record equipment inventory in
Facilitate
 Report any discrepancies in the
Check Inventory section of Facilitate
 Tidy up the lab
 Remove garbage from the lab area
 Recycle any pieces of paper lying around
in the appropriate bin
 Make sure there is a chair at each
terminal
 Inquire about the lab situation from
the SC of the previous shift. Check
the Issue inbox for any reported
problems.
 Walk around the lab to make
yourself visible and available for help
 Help the print operator if he/she is
busy
 Use Facilitate to enter things such
as:
 Ifthere are any problems, be sure to
inform the SSC on duty well before
lab closing time so the problem can
be dealt with
 Make sure there are no food, drinks,
or the use of cellular phones in the
labs
 Check Slingshot e-mail at least once
a day for important messages
 Notify customers 15 minutes before
closing to start wrapping up. The print
room closes 10 minutes before the lab
closes
 Shut down all computers including the
SC machine, except for the monitors
 Tidy up the lab
 Log out of Facilitate
 Make sure all the doors are locked (the
proximity card reader switches back to
red) and fully closed.
 If a door is unlocked, call the Senior
 Who closes the labs?
 The last Student Consultant working in
each lab is responsible for closing each
of their labs
 The last SC in JHE320 (Monday to
Thursday) is responsible for closing
JHE320 at 11:00pm and ABB at 11:20
pm (Monday-Thursday)
 An SSC will come by at 8:30pm to lock
JHE320. If they are unlocked, please
inform the SSC on duty at least 2 hours
 SmartBoards™ are located in all of the
Student Technology Centers
 When an instructor requests the use of the
SmartBoard™ or Projector, open the
podium with your ID badge, and switch on
the projector.
 Take the stylus markers/eraser and place
them in the tray on the SmartBoard™.
Ensure the podium computer is on as well
so the professor may use the SmartBoard™
if they choose.
 If they simply wish to project an image, ask
them not to press on the screen.
 If they want to use a laptop, show them the
connections on the top of the podium.
 The Projector will need to be set up if
there is a room booking in KTH.
 The Projector is located on a cart in
the Tape Security Room.
 Connect the video cable from the PC
to the VGA in slot, and connect the
video cable from the monitor into the
VGA
TO out slot.
MONITOR IN FROM PC
http://mrbs.labs.mcmaster.ca/
http://mrbs.labs.mcmaster.ca/cameras
Live Demonstration
 http://mrbs.labs.mcmaster.ca/
 http://mrbs.labs.mcmaster.ca/c
We represent UTS and McMaster University and
must act in a professional and appropriate manner
 Things you should DO:
 Follow the rules
 Be on time
 Keep your work area clean and tidy
 Must find another Operator/SC to cover
your shift if you can’t make it
 Check your email on Slingshot at least
once a day
 Wear your ID badges while on duty
 Monitor the centre
 Answer the phone professionally
 Things you should NOT DO:
 Eat or drink from spill-proof containers in
the labs
 Have friends in your work area during
your shift
 Do homework or neglect your duties
when the printer room is busy
 Use mp3 player or wear headphones and
ignoring your duties at any point during
your shift
 Use the phone for long conversations,
?????
 Keep in mind that when you are on the
phone, you are dealing with customers
and other staff members. Thus, you are
directly representing UTS. For this
reason, you always need to act and be
PROFESSIONAL.
 The following is an example of an
appropriate way to answer the phone:
“Good morning, KTH Student
technology Centre, Kumaran speaking”
 You must greet the client, inform
him/her who you are and where you
are working from

Your safety and the safety of the patrons is
of highest importance
 There are 3 types of alarms that you
should be aware of:
 Theft Alarms
 The theft alarm is connected to fibre-
optic cables hooked up to all of our
computers
 Panic Alarms (silent)
 Panic buttons are located underneath
the SC desks in KTH and JHE
 Fire Alarms
 When the building fire alarm goes off,
 If a customer refuses to leave
because he/she is disrupting the lab
environment, first try to ask them to
leave politely
 If that fails, inform the SSC on duty
for assistance.
 Never get into an argument with the
customer, as that would only worsen
the situation.
 Always remember to STAY CALM!
Any Volunteers?
 Why do we need you to apply for OWSP?
 UTS needs you to apply for this program
because it will help to ensure the financial
backing of the Student Consultant and Printer
Operator positions as well as to expand on our
current positions. The funds received by UTS
from the OWSP will also help fund our Student
Technology Centers for the future.
 Who should be applying for OWSP?
 Everyone MUST apply for the work study
program.
 Everyone is eligible to apply for the work study
program.
 If they deny your application, you must provide
proof from the Financial Aid Office.
This form is provided in
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