SAMPLE Student Worker/Volunteer Handbook

S T U D E N T H A N D B O O K

DCI Student Handbook 1

WebsiteFacebookComputersBlogFlickr-PicturesNetwork Shared DrivePage 7

Our Mission:

Intro to DCIOrganization ChartCenter DescriptionsPage 2Staff Contact ListPage 3

DCI ResponsibilitiesGeneralReportingLBCPage 4

Office LogisticsWork EnvironmentFridge/MicrowavePhoneMessageCopy/FaxMailboxesPage 5Deposits/MoneyEmail/listservCalendarPage 6

Event PlanningChecklistEvents Planning OfficeMoney/FundingPage 8Graphic DesignT-Shirt PoliciesMarketingPage 9Contact CommunityCampus Life0

Working WIth PeersLeadershipStudent Recruitment RetentionPage 11Decision MakingMeetingsRecognitionPage 12ReflectionDecision ModelPage 13

Contents:

The Department of Diversity and Community

Involvement provides participatory learning

through purposeful experiences focused on social

justice for students and the greater EMU community,

preparing socially conscious citizens, leaders and

advocates for our global world.

I N T R O T O D C I

2 DCI Student Handbook

The Center for Multicultural Affairs is dedicated to planning

and implementing educational and

cultural programs that improve campus

climate and enhance community life at EMU.

We provide opportunities for

cultural exploration, dialogue, personal

reflection and leadership

development within the student life experience.

Our cultural heritage celebration months

provide programs for historically under-

represented groups to ensure rich learning experiences in and

outside the classroom.

The Lesbian, Gay, Bisexual and

Transgender Resource Center (LGBTRC)

advocates for and addresses the needs of students, faculty and staff regarding issues

related to sexual orientation and gender identity. It serves as a link to the community by providing referral services as well as

educational and social programming.

VISION is dedicated to helping students and staff become actively involved in service,

address social justice issues and meet

community needs. VISION is a great

resource to help you meet your program and LBC requirements, earn

your pre-student teaching hours,

become involved at EMU and meet other

great people. You can make a difference

through volunteering.

The Women’s Center encourages and

supports the personal growth, academic enrichment and

professional development of all women on campus.

The Center is committed to

recognizing and celebrating the diverse

representations of women at EMU,

providing information, educational

programming, offering advocacy, and referral

services.

Diversity and Community Involvement

VISION, Volunteers Incorporating Service

Into Our Neighborhoods

734-487-1313

Lesbian, Gay, Bisexual, and

Transgender Resource Center

734-487-4149

Center for Multicultural Affairs

734-487-2377

Women’s Center

734-487-4282

I N T R O T O D C I


Staff List:

Diversity and Community Involvement

Kay Woodiel, Director

734-487-6790 [email protected]

Peggy Harless, Assistant Director


Justin Fenwick, MCC AmeriCorps*VISTA


Center for Multicultural Affairs

Charlie Paige, Program Coordinator

734-487-2377

[email protected]

Lesbian, Gay, Bisexual, and Transgender Resource Center

Mary Larkin Program Coordinator

734-487-1075

VISION

Jasmina Camo, Program Coordinator - Kid Konnection/America Reads

[email protected]

Christie Cadmus, Program Coordinator - Jumpstart


Women’s Center

Catie Stolz, Student Program Coordinator


Our Heros

Lorraine Hallinen, Secretary


Pauline Banks, Secretary

(734) 487-1473 [email protected]

mailto:[email protected]








D C I R E S P O N S I B I L I T I E S


General ResponsibilitiesThere are a variety of experiences that you will have while with DCI, below are a few things we try to always keep in mind while representing DCI.

• Appropriate clothing, wear EMU apparel when possible

• Cell phone etiquette

• Situation sensitive conversation

• Confidentiality

• Speak well of the department and your program

• Keep a schedule on file

• Advanced notice of “no-shows”

• Record YOUR volunteer/work hours

• Attend required meetings/trainings

• Keep program materials and webspace updated

• Collaborate with other DCI centers

• Respond quickly to student interest

• Lead with your best self

• Notify staff of potential leaders

• Students must follow all EMU student policies

• Answer the phone

Reporting EventsTo support the department and the work it does, data and feedback are essential elements.

You will always be required to:

• Use the DCI Feedback Form

• Record attendance

• Record service hours

• Save general event information

• Enter all collected information

Learning Beyond the Classroom (LBC)NOTIFY A STAFF MEMBER OF YOUR INTENTIONS TO RECEIVE LBC CREDIT.

LBC is a General Education requirement for most new students beginning in Fall 2007. Below are a few useful things to remember about LBC.

BOLD categories are the ones mainly attainable through DCI

Six categories (must complete two):

• Self and Well-Being

• Courses, coached sports, and other programming

• Community Service, Citizenship, and Leadership

• 40 hours of meaningful service or leadership experience

• Cultural and Academic Activities and Events

• Events and presentations, must attend eight.

• Career and Professional Development

• Internship or co-op

• International and Multicultural Experience

• Study abroad, international AB, or planning and implementation of international/multicultural event.

• Undergraduate Research

• Guided independent study

You will need to share information with students interested in LBC. Also, ensure we know who they are by:

• Setting up a meeting between the student and a staff member.

• Schedule student to attend an upcoming LBC orientation. (If trained, lead students through an LBC orientation yourself and notify a staff member of their registration.)

• Submit a list of names after an event or pre-approved project.

O F F I C E L O G I S T I C S


Work Environment This is your office!

• Please respect the workspace

• Be courteous by limiting the volume of music and conversations

• Keep in mind that we are in an open space, so keep topics of conversations and their volume appropriate for a campus office

• Clean up after yourself (dispose trash and recyclables appropriately)

• If you are the last to leave, lock and lights off

• Be ready to help anyone who walks through our doors

Refrigerator and MicrowaveThe department has a few fridges and microwaves in rm 348 & 346. These items are for your convenience. Please keep them clean. This means wiping up after yourself and do not leave food in the fridge for an extended period of time.

PhoneDepending on your role you may or may not have a office phone number available to you. Do not use office phones for personal calls without permission. Everyone shares the responsibility of answering the phones;

“______ Office” this is _______ speaking, how may I help you?”

LOCAL = 6 + the seven digit number

LONG DISTANCE = 8 + 1 + area code + the number, then enter long distance code. If you have a long distance code, do not share it without permission

ON CAMPUS = 7+extension (last four digits of “487” EMU number)

Taking MessagesYou will need to take messages. Please follow these steps:

1. Who? What? When? Where? Why? How? We need to be able to return the message easily.

2. Put the message in recipient’s mailbox and email, leave a note, or call the recipient.

Copy MachineA copy code is required to use the DCI copy machine, located in the work area by room 348. Each program has their own copy code. Do not use the copier for personal projects.

Please copy double sided or 1/2 - 1/4 page.

FAXThe department’s fax machine is located by Lorraine’s desk near the work area. The number to receive faxes is 734-487-6910. Do not disturb other’s received faxes. You are responsible for retrieving your own faxes.

MailboxesThe mailboxes are located in the back of the VISION office. Every program and staff member has mailbox space. Please check it regularly and keep it as clean as possible (not for storage use) so you don’t miss messages



Deposits and MoneyBEFORE SPENDING ANY MONEY FOR THE DEPARTMENT, GET PERMISSION!

There are policies and procedures for collecting or spending money. Below are some of the most important:

• Save all receipts

• NEVER keep cash or checks in a desk, mailbox or office

• Always document the reason for purchase

EmailMany programs have their own email. It may be your responsibility to check it often and reply to messages promptly. When sending an email on behalf of the department or your program, please proof it with a staff member or peer.

Must include:

• Greeting

• Grammatically correct and relevant content

• Your role/position

• Your contact info

• Your program name

ListservA listserv is an email list system where you can send messages to a list of subscribed email addresses. Please check with your center’s policies and procedures. Most messages must be approved before it goes to the listserv. This is a great way to advertise and ask for volunteers!

CalendarThere are a few calendars that are important use and keep updated:

DCI Google Calendar - This calendar is integrated into our website. Please speak with a program coordinator to be logged in to enter information.

DCI Wall Calendar - There is calendar located in the hallway behind VISION. This is a visual option. Please try your best to keep this matching the online version.

CL Cal - This is the EMU events calendar and is found off of EMU’s main website as well as Campus Life’s. Keep this updated, you will need information to log in, please speak with a staff member.

Student Organization Calendar -

Reached through your profile on emustudentorgs.com

Please make sure entered information is understandable to a visitor to EMU that is viewing the calendar.



WebsiteThe DCI website needs to have regular updated information. Your program may already have a website, please seek permission to gain access. There are formatting standards that must be followed. We are using a content management system that makes updating and creating new pages EASY. There are forms available to request features or report errors.

emich.edu/dci

emich.edu/cma

emich.edu/lgbtrc

emich.edu/vision

emich.edu/wcen

Facebook and other online communicationMany centers will have a greater online presence than just a webpage. Please know that all communication represents the department, therefore you must not use these for personal communication. They should be used to communicate program information only.

ComputersWe have computers available for use in DCI offices 346 and 348. Remember that they are there for DCI business use. If you need to use a computer for homework, please know that program related material takes priority.

• Everyone should log on using their own user id and password for the computers

• Please save your work on a portable drive or the common drive Diversity_Community

• Personal files will be deleted, please use your personal network folder

• All University computer policies apply

BlogEach center has its own blog. This is a space to share stories, news, information, and neat results. Please check with your center’s policies and procedures.

Pictures - FickrWe put all of our images on a Flickr.com account, servedci. Photos must be of DCI events/projects only and non-adult subjects must be approved. Please speak to your a staff member for details. Currently there is a student available to post to and organize the Flickr account - Krystina Downey [email protected]

Network Shared DriveThe share drive can be used to save all program related material. ALL FILES MUST BE SAVED IN AN APPROPRIATE FOLDER AND WITH A NAME THAT FULLY DESCRIBES ITS CONTENTS.

1. My Computer

2. Common - EMUNTDATA

3. Departments

4. Student Affairs

5. Diversity_Community

6. Click on your center’s folder



E V E N T P L A N N I N G


Checklist

Research previous events

Who? What? When? Where Why? How?

Check calendars for conflicting events

Reserve the space and food

Devise an operating plan:

List event projects and responsibilities

List services or commitments needed

Create a timeline including tasks, goals, and responsibilities

Devise a budget and a alternative plan. Get this approved.

List all safety and security issues and how you plan to address them.

Put in your graphic design requests early!

Market your event! Listerv, website/blog, student center screens, calendars

Reflect/Evaluate, SEND THANK YOUS, turn in receipts, etc.

Events Planning Office

312 Student Center 487-4108

All reservations should be done weeks in advance.

• Booking rooms and equipment

• Planning student center food

• Reserve lobby tables

• Reserve table ads

• Order Student Center Cash

• Short term food certificates

• Only pay for what is used

Rooms and most set-up are free to student organizations (all VISION programs are a student org). It is useful to partner with a student organization for this reason.

OUTSIDE FOOD/DRINK IS NOT ALLOWED

There is a student organization menu available.

To schedule multiple meetings there is a Mult-Date Meeting Request Form, please seek it out.

Money

BEFORE SPENDING ANY MONEY FOR THE DEPARTMENT, GET PERMISSION!

There are policies and procedures for collecting or spending money. Below are some of the most important:

• Save all receipts

• NEVER keep cash or checks in a desk, mailbox or office

• Always document the reason for purchase

Additional Funding

Student organizations can get up to $1,000 through Campus Life or Student Government. An application and narrative is required, please see the Center for Student Involvement front desk. A turning paper kiosk has the combined form. 734-487-3045

Student Service Council offers up $100 mini-grants.

[email protected] (Lindsey)

Event PlanningA little advanced planning can go a long way toward ensuring a successful event or program.





Graphic Design

Try to make fliers on your own, as they can bog down the graphic designer. Fill out and turn in a graphic design request form at least two weeks ahead of the date you need it. Please confirm if there are no questions.

Remember, your graphic design request isn’t the only request.

AIGA is available to student orgs for free graphic design:

342C Student Center [email protected]

T-shirt Policies

1. Start as early as possible, creating the design and ordering the shirts may take a while

2. T-shirts can be expensive, how much money can you spend?

3. Design your shirt, you may want the assistance of a graphic designer

4. Must include: official logos and program identifying information

5. Complete written quote first and submit for approval

6. Submit design to University Marketing and make necessary changes

7. You must use a EMU approved vendor. We recommend:

X-Press Printing 24 N. Washington Ypsilanti, MI 734-480-1020

MarketingFliers

•14 day posting limit

•Post on public space bulletin boards

•Must have DCI/Program logos

•Should include name, sponsor, date, time, location, contact information and cost

•Proof flier with staff

Listserv

All listings should include name, sponsor, date, time, location, contact information and cost. Please be detailed, short, and concise.

Website/Blog

You can update event information online. There is also the opportunity to write event descriptions, stories and reviews with permission on the blogs.

Calendars

Please make sure you post your event information on both DCI’s calendar and CL Cal.

Student Center TVs

You are able to post one static powerpoint slide/pdf document.

Jeanine GillikinMarketing ConsultantEMU Student CenterRm. 266 734-487-2073 [email protected]

Lobby Tables

Contact Events Planning to reserve lobby tables in the Student Center (487-4108). To reserve a table in another building, contact the building manager.

Mailbox Drops

Around 2,000 students live on campus, contact EMU Housing (487-1300) for their current policy. 1/4 sheet fliers are recommended.

Speaking to Student Organizations

As spoken presentation can be given to Student Service Council (Lindsey Scalera, [email protected]) or the Assembly of Student Orgs, contact Campus Life @ 487-3045

Kiosk

Contact Student Government:

342 Student Center 487-1470

Chalking

Contact Physical Plant Grounds and Custodial (487-3684)

Facebook

Send out approved invites and messages.

Phone Calls

Speaking to someone in person is the most effective. Call numbers given to you on interest lists.

MSS Students

MSS students need to complete 300 hours of service, please contact Justin Fenwick, 487-0364 [email protected]











Contacting Community Agencies1. Try to learn about the agency, online or through other resources, before you call. Call during regular

business hours.

2. Ask for the volunteer coordinator, supervisor, or events coordinator depending on your needs.

3. Identify yourself as a student at Eastern Michigan University in the Department of Diversity and Community Involvement and the program you are with. Let them know what you are interested in.

4. Tell them specifics of the work you want to do OR ask them what they need.

5. Write down contact information immediately: phone, cell phone, and email. Give them your information as well.

6. Do not assume you know what they expect. Ask questions about what is required and expected.

7. Discuss goals of those going to the agency, the agency itself, and your program.

8. Ask for assistance if you need it! Don’t complain, make an appointment to discuss the issue at hand.

9. Be on time. Don’t be late. Call ahead if there are any changes.

Working with Campus Life:Our Support Services, a note from Campus Life:

Booking and ContractingIf you're looking for help finding a professional speaker, performer, dj or personality, we can do the legwork for you or look at collaboration. We have contacts with many agencies, as well as experience making offers and negotiating fees, and processing contracts through the university's legal review and purchasing system.

Event FundingWe offer a small number of mini-grants to help support the costs of co-curricular programs sponsored by campus departments. We're particularly interested in supporting events which would qualify for Gen. Ed. LBC credit. Special grants are also available for student organizations.

Marketing and PublicityWe invite you to post your events on the web-based student activities calendar (CL Cal), which we also produce in print annually for the benefit of the campus community.

Movie LicensingWe have an annual contract with Swank, the nation's largest distributor of movies and licensing for movies on college campuses. We're happy to book your movies through Swank and share the discount that our bulk contract allows. Noah Borton, Greek Life 487-2493 [email protected] Linda Cannady Secretary 487-2074 [email protected]

Robin Chaustowich, Stu Org and Commuter 487-5669 [email protected] Gregg Costanzo, Arts and Entertainment 487-0423 [email protected] Katie Holdgreve-Resendez, New Student and Transition 487-4047 [email protected]

487-3045 Rm. 345Melissa Ginotti, Director 487-2268 [email protected]

Ramona Meraz, Assistant Director 487-2265 [email protected]















W O R K I N G W I T H P E E R S


Leadership Pairs

As leaders, we are often led as well. We also know that there are many leadership styles and many levels of skills. It all changes with the situation. The below pairs are good pairings between leaders and those being led. All the best combinations for each paired situation.

Directing: high directive and low support

Enthusiastic Beginner: low skill and high commitment

Coaching: high directive and support

Disillusioned Learner: low skill and commitment

Supportive: low directive and high supportive

Reluctant Contributer: high skill and low commitment

Delegating: low directive and supportive

Peak Performer: high skill and commitment

Essential Leadership Practices

• Establish a climate of openness and trust

• Assess situations

• Foster collaborative action

• Create a vision for the future

• Evaluate to improve and celebrate success

“Capturing” a Student

Studies show it helps to share personal experiences with someone who is thinking about but has not yet made a commitment.

You may want to tell them about...

the organization and roles, group, training and support, expectations, time commitment, and resources

You may want to ask them...

why they are interested; what they hope to gain; about skills, experience, and interests; their understanding of issues; when they are available; what resources they will need; and for names of potential referrals

“Keeping” a Student

Our goal is to make sure students leave with more than a good impression. It is important to encourage a small sense of ownership of the programming.

Ask them to:

help you, provide an opinion, help sort something, and to come to an upcoming event

Please...

• Record interests and contact information

• Share student information across the entire department

• Get back in touch ASAP

Working With PeersWorking with others can be challenging but is an opportunity for great strength and growth.



Decision-Making Models

Consensus** - Use when decision is critical or impacts members of the community particularly when perspectives could be polarized and or hidden.

Democratic - Use when scale of a group is too large to manage consensus and when timing of a decision is more critical than the outcome.

Delegated - Utilize when a subgroup has greater investment than the whole. Use when additional information or specialized knowledge is required.

Autonomous - Use when no one will be adversely impacted by the decision.

Meetings

Results

Relationships Process

Before the meeting...

• Know the desired outcome of the meeting ex. complete a task

• Create and circulate an agenda

• Invite only those who MUST be present

At the meeting...

• Review outcome, agenda and roles

• Check for understanding

• Set/review ground rules

• Examples: respect, confidentiality, speaking rules, open minded, assume good will, and etc.

After the meeting...

• Follow up and follow through

Worst meeting mistakes:

•Being unprepared

•Showing up late

•Being a meeting hog

•Sitting silently

•Expressing rude body language

•Conducting sidebar convos

•Arguing or putting others down

•Leaving your cell phone on

•Chewing gum

•Shutting down after the meeting

Tools for challenging meetings:

• Rubber/Boomerang

• Paraphrasing

• Summarize

• Ground Rules

• Reaffirm then Refer or Defer

• Humor

• Breaks/Food

Recognition

There are different styles of recognition. For some it’s social, personal, for attention, or shared without words.

Daily...

• Say “Thank You”

• Telling of a good job

• Smiling when you see them

• Jotting small thank you notes

• Saying something positive about them

Intermediately...

• Provide food

• Celebrate birthdays

• Give a letter of thanks

• Share their well doing with others

Broadly...

• Gifts

• Plaque, certificate, or trophy

• Banner or special notice for outstanding accomplishment

SUCCESS



Reflection

Reflection is an important and necessary component of all service and some events. Here are some ideas to get you started:

• Discussion

• What, So What, What Now

• Free Write

• Artistic Expression

• Graffiti Boards

• Sentence Stems

• Travel Time

• Question Notecards

** Useful consensus decision model

1. List relevant information

2. Brainstorm solutions

3. Organize the information

1. Combine duplicates/eliminate redundancy

2. Prioritize choices, number of choices divided by three

3. Keep the group working towards a decision

4. Reach and agreement:

1. Is there anyone can CAN NOT LIVE with out this item?

2. Eliminate or Both/And

5. Check for final agreement

6. Evaluate ( +/delta)

1. Plus: What was good? What went well?

2. Delta: What could change/improve?

SAMPLE Student Worker/Volunteer Handbook

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Transcript of SAMPLE Student Worker/Volunteer Handbook

*SAMPLE* Student Worker/Volunteer Handbook

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Transcript of *SAMPLE* Student Worker/Volunteer Handbook

SAMPLE Student Worker/Volunteer Handbook

Transcript of SAMPLE Student Worker/Volunteer Handbook