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Reception and Referrals
Reception and referrals are the most important parts of the job. The
Office Assistant (OA) greets students, faculty and staff and answers any
questions they may have regarding TIP
services. The OA also asks questions to determine the kind of service
needed.
- find out which subject the student would like tutoring
- determine if the student would like weekly tutoring throughout the
semester or a one-time appointment
- ask if the student wants writing advice
- refer students who want Math Walk-In help to MLC LE 60
- refer students who want Study Tables to SAC 1010 or HMB S137.
The OA also should give handouts explaining TIP writing advice and tutoring
services and refers clients to the appropriate contact person. All information
given to the OA is CONFIDENTIAL.
Do not talk about students outside the office.
Types of Writing Advice
TIP offers three types of writing advice.
- Walk-In Writing Advice: students show up and work with the
first available Language Advisor.
- Semester Writing Advice: students sign up to meet with the
same Language Advisor every week for the semester.
- Appointment Writing Advice: appointments are made for students who need writing advice for more than four pages. (This allows the Language Advisor time to prepare for this session.)
Procedures for Tutoring and Semester Writing Advice
- When a student requests a Tutor, ask
them to fill out a Student Service Request/Report Form, and
direct the student to a Supervisor.
- Then find a Supervisor to do the student interview. If no one
else is available, the OA can interview the student.
- If a student asks to change a tutorial assignment ask the student
to fill out an "Add/Drop/Change" form. The OA should
then give the form to the appropriate Supervisor.
Writing Advice by Appointment
- If a student is new to TIP, give him/her a TIP brochure and explain
our services.
- Help the student fill out a Student Service Request/Report Form. Then
fill out the date of the appointment and make a check mark indicating
the kind of writing advice.
- Ask the student how long the paper is. If it's longer than four pages,
have the student make an appointment.
- Make an appointment on the schedule for 30 minutes or 60 minutes.
- Don't allow students to sign up for more than that.
- Make sure the student writes all of the information like the teacher's
name and course correctly.
- Place the Student Service Request/Report Form in the WA's mailbox
along with a copy of the student's paper if it's longer than four pages.
Walk-in
When a student asks for a walk-in, the Office Assistant needs to check
to see if a Writing Advisor is available. If someone is available, the
OA should ask the student to fill out the
Student Service Request/Report Form before meeting with the Writing
Advisor. The OA also needs to make sure the student and Writing
Advisor sign in and out.
Reporting Late Arrivals or Absent Staff
- Tutors and Writing Advisors are responsible for informing their Supervisor
of absences or late arrivals. However, if they contact the front
desk, the OA should relay the message to the appropriate Supervisor.
- If a tutor or Writing Advisor is absent, write a simple message saying,
"Joe Tutor will not be in today." Do not give reasons or excuses.
If there are any problems refer students to a Supervisor.
- Give the Supervisor complete details as to why the employee is not
coming in.
- The Office Assistant is responsible for posting messages and sending
e-mail to inform students of staff absences when a staff member informs
the OA they can't do it.
- Tutors/Advisors should contact students with special instructions
by E-mail or TTY. It's not the Office Assistant's responsibility to
give the student special instructions.
- Do not white out Writing Advisor's names when they call in sick. Just
mark X through the WA's box.
Mail
- Pick up mail from the Post Office in SUB.
Message Delivery Protocol
- Print phone messages. For privacy, fold them in half and post them
to the message board with the person's name on the outside.
- For a written message, fold and write the person's name on the outside
then place it on the message board. After three days on the board, discard
the message.
Phone Use Policy
TIP employees are not allowed to use the phone except for emergency reasons.
For emergency calls, staff members need to ask the supervisor's permission.
Do not tie up the OA desk phone.
How to use the TTY
-
- To make a call, when the answering machine is on, first press
the escape key.
- Press the dial key (hold down the
CTRL key and press the 1
key).
- Type the telephone number you are calling (type 9
before dialing outside calls). Use the backspace
key to correct mistakes. Press the return
key to dial the number.
- When you see an answer on the display, type a greeting.
- After you are finished with your call hang up by pressing CTRL
and the 2 key.
- To re-dial the same number, press CTRL
and 1. After you see TYPE, NAME, NUM,
or CR on the display, press return.
- Always leave the answering machine on by pressing CTRL
and = then press return.
- To read messages, press CTRL and
= then press return.
Press Yes to review the messages. Press escape.
Press Yes to clear. To put answering machine back on, press CTRL
and = and then press return.
- Refer to the Ultratec Superprint 4425 Manual, Chapter Two, page 2 for further information.
Important Numbers
Monitoring Office Supplies
- TIP employees need to ask the Office Assistant to order supplies.
- When the OA gets a request for supplies, he needs to ask for approval
from the Coordinator, then send a copy of the order to Linda Lancaster
in SAC 1225.
Regular Meetings
- Meet with the Supervisor regularly.
Maintaining Handouts
The Office Assistant is responsible for maintaining our revolving handout
tower.
- Keep ten copies of each handout in the file.
- Make additional copies from http://depts.gallaudet.edu/englishworks.
If you need to enlarge the print for the pages you print from the website,
follow these steps:
- go to the Menu Bar at the top of the screen;
- press Edit;
- press Preferences;
- press Appearance;
- go to Fonts;
- change the size so it is comfortable to read.
Daily Schedule
- Check Writing Advice Schedule several times a day.
- Check Student Service Request/Report Forms before appointments to
be sure the student has filled out all the information correctly before
the session.
- Check the answering machine.
- Post messages on the message board.
- Copy papers for handouts and/or students' papers for the file.
- Pick up mail from the Post Office in SUB.
- Check with the Supervisor to see if she needs extra help with projects.
- Inform the other Office Assistants, Supervisors, and other employees
of any important information before you leave.
Night Office Assistant Responsibilities
- Reception and Referrals (see the top of this manual).
- Provide walk-in writing advice as needed.
- Send e-mail or phone writing advisors in case of absences
- Make copies of handouts as needed.
- Do not do personal projects, make phone calls, read personal e-mail,
or encourage people to visit.
- Do not play any
computer games.
- Access to TIP is not allowed outside of the posted hours.
Closing The Lab
- Straighten up the
TIP area
- Make sure everyone has left the TIP Learning Lab.
- Turn off the monitors on the computers.
- Turn off the lights
and the copy machine.
- Make sure that
the door to the Learning Lab is closed tightly.
- Make sure that the doors to rooms SAC 1224 and 1225 are locked.
- Lock the kitchen door.
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