Employee_Handbook

Employee Handbook
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Office of Community Life
Employee Handbook

Employee Handbook
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CONTENTS
Section 1: Office Overview.......................................................................................................................... 4
1.1 Office of Community Life Mission..................................................................................................... 4
1.2 Community Standards....................................................................................................................... 4
1.3 Compass............................................................................................................................................ 4
1.4 Commencement ............................................................................................................................... 5
1.5 Meet the Staff................................................................................................................................... 5
Section 2: General Office Guidelines........................................................................................................... 6
2.1 Confidentiality................................................................................................................................... 6
2.2 Family Educational Rights and Privacy Act of 1974 (FERPA).............................................................. 6
2.4 Substance Abuse Policy..................................................................................................................... 6
2.5 Dress Code ........................................................................................................................................ 6
2.6 Door Signs......................................................................................................................................... 7
2.7 Food in the Workplace...................................................................................................................... 7
2.8 Visitors and Guests ........................................................................................................................... 7
2.9 Direct Reports to the Dean of Students ............................................................................................ 8
2.10 Staff Organizational Chart............................................................................................................... 8
Section 3: Emergency Procedures............................................................................................................... 9
3.1 University of Baltimore Emergency Resource Guide......................................................................... 9
3.2 Emergency Phone Numbers.............................................................................................................. 9
Section 4: Shift Expectations..................................................................................................................... 10
4.1 General Performance Expectations................................................................................................. 10
4.2 Upon Arrival.................................................................................................................................... 10
4.3 Before You Leave for the Day.......................................................................................................... 10
4.4 Time off........................................................................................................................................... 10
4.5 Absence........................................................................................................................................... 10
4.6 Tardiness......................................................................................................................................... 11
4.7 Scheduling Conflict.......................................................................................................................... 11
Section 5: Office Operations ..................................................................................................................... 12
5.1 Timesheets...................................................................................................................................... 12
5.2 Entering Time.................................................................................................................................. 12
5.3 Submitting Timesheets for Review.................................................................................................. 13

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5.4 When to Work................................................................................................................................. 13
5.5 Creating a When to Work Account ................................................................................................. 13
5.6 Setting When to Work Preferences................................................................................................. 13
5.7 Schedule Publishing ........................................................................................................................ 14
5.8 Trello............................................................................................................................................... 15
5.9 Instructions for Trello Use............................................................................................................... 15
5.10 Trello Task Completion ................................................................................................................. 17
5.11 R: Drive.......................................................................................................................................... 17
Section 6: Office Patrons........................................................................................................................... 20
6.1 Difficult Patrons .............................................................................................................................. 20
6.2 Determining Urgency ...................................................................................................................... 20
6.3 De-escalation .................................................................................................................................. 20
Section 7: Phone Etiquette ....................................................................................................................... 21
7.1 General ........................................................................................................................................... 21
7.2 Greetings......................................................................................................................................... 21
7.3 Required Information...................................................................................................................... 21
7.4 Transferring Calls ............................................................................................................................ 21
7.5 Messages ........................................................................................................................................ 22
Section 8: Outlook .................................................................................................................................... 23
8.1 Email ............................................................................................................................................... 23
8.2 Emailing as an Information Source.................................................................................................. 23
8.3 Calendar.......................................................................................................................................... 23
8.4 Calendar Sharing............................................................................................................................. 23
8.5 How to Schedule Appointments ..................................................................................................... 25
8.6 Scheduling Permissions................................................................................................................... 27
8.7 Scheduling Guidelines..................................................................................................................... 27
8.8 Required Information...................................................................................................................... 28
Section 9: Data Collection......................................................................................................................... 29
9.1 Customer Interaction Forms ........................................................................................................... 29
9.2 Accessing Customer Interaction Form ............................................................................................ 29
9.3 Google Docs .................................................................................................................................... 30
Section 10: Student Conduct .................................................................................................................... 31

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10.1 Staff and Their Role....................................................................................................................... 31
10.2 The Conduct Process..................................................................................................................... 32
10.3 Background Investigations ............................................................................................................ 33
10.4 Witness Interviews........................................................................................................................ 33
Section 11: Title IX .................................................................................................................................... 34
11.1 What is Title IX? ............................................................................................................................ 34
11.2 Title IX and Sexual Violence .......................................................................................................... 34
11.3 Title IX and UB............................................................................................................................... 34
11.5 Title IX Staff................................................................................................................................... 35
11.4 Title IX and the Office of Community Life ..................................................................................... 35
11.6 Mandatory Reporting.................................................................................................................... 36
Section 12: Disciplinary Action.................................................................................................................. 37
12.1 Verbal Warning ............................................................................................................................. 37
12.2 Written Reprimand ....................................................................................................................... 37
12.3 Termination .................................................................................................................................. 37
References ................................................................................................................................................ 38

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SECTION 1: OFFICE OVERVIEW
1.1 Office of Community Life Mission
The Office of Community Life (OCL) is committed to promoting student development through services
and programs that teach UB students to develop high standards of personal conduct, embrace
challenges, overcome obstacles and celebrate success. OCL supports students, faculty, staff and parents
through its three primary functions:
 Community Standards
 Compass
 Commencement
1.2 Community Standards
The mission of the Community Standards is to educate UB students about the importance of developing
and practicing high standards of personal conduct and of creating a positive, healthy community
environment.
Community Standards accomplishes this by:
• Providing opportunities to develop a deeper understanding of personal values and decisions in
relation to university and community expectations
• Development of student policies and implementation of a conduct processes that promotes a
safe, supportive and inclusive university community
• Facilitation of a fair and equitable university conduct process where participants are treated
with respect, encouraged to actively participate in the process and take responsibility for their
actions
• Engaging UB community members as active participants in the promotion of social responsibility
and community support
• Educating the university community about making responsible decision in difficult situations.
Topics include: university academic and behavior expectations, alcohol and drug use and
attitudes and about personal relationships and sexual conduct.
1.3 Compass
The mission of the Compass is to support UB students through the process of becoming strong self-
advocates and learning to embrace challenges while practicing self-care. Compass provides
opportunities to develop skills while guiding students to navigate difficult situations that impacting their
ability to be successful at UB.
Compass accomplishes this by:
 creating a supportive one-on-one atmosphere for students to discuss challenges, explore
resources and create action plans to overcome obstacles
 serving as a resource to faculty and staff who are supporting a challenging student facing a
difficult situation
 encouraging constructive approaches to addressing difficult concerns and situations

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 collaborating with both university and community resources to develop support networks
1.4 Commencement
The Commencement ceremony, conducted twice a year, celebrates the achievements of graduating UB
students. The Office of Community Life is responsible for coordinating all aspects of the biannual
ceremony. Responsibilities include: venue arrangements, Graduation Fair, ceremony communications to
graduates and volunteers, ticket distribution, seating accommodations, faculty loaner garb, photography
Services, collaborating with Herff-Jones to provide commencement related products to graduates,
coordination of the commencement student speaker committee, working with University Relations for
the ceremony program, working in collaboration with the Office of the President on logistics, and
answering commencement inquiries.
1.5 Meet the Staff
Kathy Anderson, Dean of
Students
AC 112 E
410-837-5429
kanderson@ubalt.edu
A staff member here at UB for over
thirty years, Dean Anderson is
responsible for the oversight of the
Office of Community Life, The
Achievement and Learning Center
(ALC), the Center for Educational
Access (CEA), as well as the
Counseling Center. As the Dean of
Students, Dean Anderson holds
multiple titles to include Deputy
Title IX Coordinator for Students
and serves as a member of the
Executive Leadership Team for
Student Affairs. Dean Anderson
leads the Office of Community Life
in its role with the biannual
undergraduate and graduate
Commencement ceremonies.
Christy Lee Koontz, Program
Coordinator for Community
Standards
AC 112D
410-837-5414
ckoontz@ubalt.edu
As Program Coordinator for
Community Standards, Ms.
Koontz is responsible for
oversight of the Office of
Community Life’s Community
Standards and Compass
programs. Along with her role
as a conduct officer, Ms.
Koontz also supports the UB
Title IX adjudication process.
Adam Gertz,
Community Life
Graduate Assistant
AC 112F
410-837-4052
Adam.gertz@ubalt.edu
Mr. Gertz is a conduct officer that
manages both academic integrity
and code of conduct cases. He
provides administrative support
for the office through the
management of student staff.
Along with office operations, Mr.
Gertz conducts Community Life
programming.
Mariamawit Kebede, Graduate
Assistant for Community
Standards
AC 112G
410-837-4075
Mariamawit.kebede@ubalt.edu
Ms. Kebede is a conduct
officer within the Office
of Community Life. She
is a case manager for
both Code of Conduct
and Academic Integrity
cases.

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SECTION 2: GENERAL OFFICE GUIDELINES
2.1 Confidentiality
Due to the nature of the Office of Community Life’s role within the university, personal and sensitive
information is frequently passed through the office. All information passed throughout the office is
confidential. This includes information about students, staff, office operations, etc. Any breech of
confidentially violates standard ethics and negatively impacts the ability to create an office culture of
safety and comfort. Confidential information cannot be shared with anyone, including faculty and staff,
without permission from the Office of Community Life staff. The Office of Community Life staff reserves
the right to immediately terminate an employee for any breach of confidentiality (12.3).
2.2 Family Educational Rights and Privacy Act of 1974 (FERPA)
Disclosure of any educational record, including those that contain individually identifiable information is
prohibited by FERPA. The Office of Community Life is responsible for records protected by FERPA. No
student may ever share files, information, or records under any circumstance. Disclosure of any record
without approval will result in immediate termination (12.3).
2.4 Substance Abuse Policy
All employees within the Office of Community Life are also employees of the State of Maryland.
Therefore all employees are subject to the State of Maryland Substance Abuse Policy. Unlawful
manufacture, distribution, dispensation, possession or use of a controlled substance on State owned
utilized premises is prohibited. Employees of the Office of Community Life are held to a higher standard
because of their role in enforcing and upholding the UB student code of conduct which also prohibits
such behavior. Any employee who is convicted of a drug related offense off-the-job will also be in
violation.
2.5 Dress Code
The office requires a uniform dress code for all student employees in order for a professional
appearance that coincides with the professional customer service demanded of all Office of Community
Life employees.
 Shirts: solid color polo or button down in black, gray or white. No patterns, designs or large
logos.
 Pants: Black or Khaki. No jeans or leggings.
 Skirts: Black. Knee length or longer.
 Shoes: Closed toe and back.
 Name Tag: White Student Affairs Tag. Nametag should have both your first and last name.
Please reprint a label if needed.
 No hats, hoodies, sports jackets or sweats at any time
Failure to adhere to the dress code will result in reprimand as highlighted in the disciplinary section (9)
of the Employee Handbook.

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2.6 Door Signs
Hanging on each door within the office are door signs. These signs are in place to indicate the status of
each room within the office. The signs have two options:
1. “Come In”
2. “Busy”
If the sign on the door says “Come In,” employees may knock and enter the room. Rooms that have a
sign indicating “Busy” are not to be disturbed and employees are not permitted to enter unless in the
event of an emergency.
2.7 Food in the Workplace
Food is not permitted at the front desks. If an employee has food and their shift warrants an allotted
break or lunch, food may be eaten in the conference room. Employees must ensure that the conference
room is available before entering.
All food left in the refrigerator will be disposed of at the end of each week. Employees must clear their
belongings from the refrigerator daily.
2.8 Visitors and Guests
While the Office of Community Life encourages friendly conversation with guests visiting the office,
employees are not to have friends/visitors loiter at the front desk. Highly sensitive confidential
information is passed through the office and any breach in confidentiality to include third party staff
guests that may overhear information, is unauthorized and unacceptable. If a friend/visitor would like to
stop by the office, the visit cannot extend any longer than five minutes. After five minutes, the visitor
must be asked to leave the office.
Failure to adhere to the Visitor and Guest Policy will result in disciplinary action as highlighted in the
disciplinary section (12) of the Employee Handbook.

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2.9 Direct Reports to the Dean of Students
The following staff members report directly to the Dean of Students. These individuals are frequent
guests in the office and are given the same permissions as any Office of Community Life staff member.
2.10 Staff Organizational Chart
Student Support
Kathleen Anderson
(Dean of Students)
Achievement and Learning
Center
Beth Mizell
Director
Office of Communtiy Life
Christy Lee Koontz
Coordinator for
Community Standards
Community Life
Graduate Assistant
Adam Gertz
Graduate Assistant for
Communty Standards
Mariam Kebede
Student Assistants
Counseling Center
Myra Waters
Director
Center for Educational
Access
Karyn Schultz
Director
Myra Waters, Ph.D, Director, Counseling
Center
AC 111
410-837-5159
mwaters@ubalt.edu
Beth Mizell, Director, Achievement and
Learning Center
AC 113
410-837-5383
bmizell@ubalt.edu
Karyn Schulz, Director, Center for
Educational Access
AC 139
410-837-4775
kschulz@ubalt.edu

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SECTION 3: EMERGENCY PROCEDURES
3.1 University of Baltimore Emergency Resource Guide
The University of Baltimore Emergency Resources Guide “provides recommended procedures for
responding to certain emergencies.” Depending on the situation, this guide should work in conjunction
with a course of action as per the discretion of Community Life staff.
A copy of this guide can be found at every desk as well as at www.ubalt.edu/about-ub/offices-and-
services/university-police/campus-safety/emergencies/. Scroll to the bottom of the page and click the
link Emergency Resource Guide.
3.2 Emergency Phone Numbers
In the event of an emergency, be sure to consult with Community Life staff for proper course of action.
Below are important phone numbers to consider in the event of an emergency.
On-Campus Phone Off-Campus Phone
Ambulance 911 or 4444 911
Fire 911 or 4444 911
UB Police Department 4444 or 5520 410.837.4444
Office of Facilities Management
and Capital Planning
5189 410.837.5189

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SECTION 4: SHIFT EXPECTATIONS
4.1 General Performance Expectations
Employees are expected to remain on task throughout the duration of their shift. If an employee does
not have a task, they should speak with their supervisor. Homework, web browsing and playing games
are unauthorized during shifts. Assignments and tasks are to be completed by the established deadlines.
4.2 Upon Arrival
All employees must be on time and remain for the duration of their scheduled shifts.
At the start of your shift you are expected to:
1. Check in with in office staff to determine if any task requires immediate attention.
2. Open the Customer Interaction Form. This should remain open for the duration of your shift.
3. Check your UB email account. This should remain open for the duration of your shift.
4. Open Trello. This should remain open for the duration of your shift.
5. Open the University of Baltimore website homepage. This should remain open for the
duration of your shift.
4.3 Before You Leave for the Day
At the end of your shift you are expected to:
1. Save all work on the R:Drive.
2. Update your progress in Trello.
3. Clean your area.
4. Make sure the front table and waiting area is clean.
4.4 Time off
If you need to take time off, plan ahead and give plenty of notice. Two weeks’ notice is mandatory for
requested time off.
If you need a day off during a scheduled shift and have not provided the appropriate two weeks’ notice,
please adhere to the following guidelines:
1. Email your fellow OCL colleagues to see if anyone can cover your shift.
2. If no one is available, speak with a professional staff member to see if arrangements can be
made.
It is unlikely that time off for an uncovered shift will be approved without at least two weeks prior
notice.
4.5 Absence
Illnesses and emergencies can lead to absences from shifts without two weeks’ notice. In these
circumstances we ask that the individual adhere to the following guidelines:
 Call the main office line (410-837-4755) at least three hours before your scheduled shift.

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 If no one answers the main line, call Christy (301-693-4394).
 Voice mails should be left on both lines if no one is reached.
 For circumstances that warrant an extended absence of multiple shifts, documentation is
required (i.e. doctor’s note, jury duty notification).
Employees scheduled for the first shift of the day (9:00 am) must follow the previously mentioned steps
as early as possible. Calling out at 8:30 am for a 9:00 am shift is unacceptable.
4.6 Tardiness
Employees must report to their shifts at the scheduled time or they will be considered late. To be
considered on time, employees must adhere to the following conditions:
 Seated at respected work station.
 Logged-in to computer.
If an employee knows they will be late for their shift (traffic, weather, etc.), they are expected to follow
Absence procedures (see 4.5) the moment they become aware of their tardiness.
4.7 Scheduling Conflict
If there is a problem with the scheduled hours received, employees should follow time off procedures
(4.4). Employees should notify their supervisor at their earliest knowledge of a scheduling conflict to
ensure those shifts are covered.

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SECTION 5: OFFICE OPERATIONS
5.1 Timesheets
Payroll is submitted biweekly on Wednesday. Therefore timesheets must be submitted for verification
every other week. Employees are to email timesheets directly to their supervisor Monday morning by
10:00 am. Any timesheets submitted after the deadline are considered late and may be subjected to
missed pay for that payroll period.
5.2 Entering Time
To post shifts in the timesheet, please follow the instructions below:
1. Log into your My UB account
2. Click the link Timesheet under HR
Self Service
3. Click Search to pull up the
corresponding time sheet.

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4. Enter shifts into the timesheet and
be sure to click Save Timesheet
when complete.
5.3 Submitting Timesheets for Review
To submit timesheet for review, please follow the instructions below:
1. Review timesheet for accuracy. Timesheets must match When to Work schedules.
2. Ensure timesheet has been saved.
3. Click on the Elapsed Time link under your timesheet.
4. Click on the Microsoft Office Icon (Start) found on the bottom left of your monitor.
5. Search and select the Snipping Tool
6. Use the Snipping Tool by dragging the cursor across the desired area. In this case, that area
would be your timesheet to include the total hours worked.
7. Save the snipped image of your timesheet in an easily accessible location in your computer.
8. Attach that image in an email with the subject Last Name Timesheet to your supervisor by
10:00am on Monday biweekly.
5.4 When to Work
The Office of Community Life uses WhentoWork.com to write and post all employee schedules. All
employees must have a When to Work account. Employees should also set their preferences based on
their availability and class schedule. It is the responsibility of each employee to monitor their schedule
for any changes or alterations.
5.5 Creating a When to Work Account
To create an account, use the following steps:
1. Upon being hired, an email will be sent from an office administrator with a request to create an
account.
2. Included in the email is a link to the registration page along with a temporary Sign-In ID and
Password. Follow the link and enter the provided information.
3. From there a customized Sign-In ID and Password may be created.
5.6 Setting When to Work Preferences
While office staff takes into consideration class schedules and other commitments of student assistants,
it is important that student employees are flexible and have a wide range of availability. When setting
work preferences, consider that scheduling priority will be based on seniority and open availability.

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To set work preferences, consult the instructions below:
1. Select the Prefs tab at the
top of the When to Work
page.
2. Click Repeating Weekly
Prefs.
3. To select preferable times,
use the green Prefer
Working button to
highlight availability.
4. To select times that are
not preferred, use the red
Dislike Working button to
highlight times when
unavailable.
5. Be sure to Save all settings
when complete.
5.7 Schedule Publishing
Schedules are set twice per year. They are written and published in July for the fall semester and in
December for the spring semester. All preferences and extended periods of absence must be submitted

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by the established month for each corresponding semester. This means that class schedules must be
completed by this deadline as well. Scheduling preferences and accommodation requests for winter
break must be submitted by Thanksgiving break.
5.8 Trello
Trello is a project management website utilized by the office to delegate and monitor tasks. It allows
employees to collaborate and communicate on projects despite differing schedules.
5.9 Instructions for Trello Use
1. To register go to trello.com and
click sign up. From there, a name,
email and password must be
submitted.

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2. After registration, staff must be
notified so new members may be
added to the office’s board.
3. New members are introduced to a
board. This displays all projects on
tabs called cards.
4. Cards include descriptions of the
tasks, deadlines, checklists,
attachments, and a section for
comments that are available to all
sharing a board. The comment
section allows for task updates,
questions, or other concerns that
may arise during the course of a
project.

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5. In order to delete a card upon task
completion, select the card and
click share and more.
6. Use the notification bar to
monitor comments and actions
made on the board.
5.10 Trello Task Completion
Tasks assigned on Trello are often given Due Dates which can be found on the corresponding card.
Employees are expected to complete assignments by the deadline. If Due Dates cannot be met,
employees must contact their supervisor to discuss a course of action.
5.11 R: Drive
All assignments and work conducted for the office must be saved on the office’s shared drive known as
the DEPARTMENT (R: Drive). The Office of Community Life’s file is broken into three primary folders:
 Administrative
 Department
 Students
Student assistants are only granted access to the Students folder. Housed inside of this folder are four
sections. They are
 Compass
o Compass cases and administrative folders are housed in this section.

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 Judicial
o Community standards cases and administrative folders are housed in this section.
 Office Operations
o Operational and administrative folders are housed in this section.
 Programs
o All assignments involving programming are housed in this section.
Accessing the R: Drive:
1. Select the Files Directory icon at
the bottom left of the screen.
2. Select DEPARTMENT (R:DRIVE)
under the Computer section.

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3. Select the Community Life
folder.
4. Within the Community Life
folder are three folders: Admins,
Department, and Students.
Student assistants will only have
access to the Students folder.
This is where all work will be
saved.
5. Within the Students folder is
four primary folders: Compass,
Judicial, Office Operations and
Programs. Items will be saved in
one of these locations depending
on the nature of the assignment.

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SECTION 6: OFFICE PATRONS
6.1 Difficult Patrons
Due to the office’s role within the university, patrons will enter demonstrating a wide array of emotions.
Depending on the particular situation, patrons may be experiencing a spectrum of emotions from
hostility to trauma. While it is not the role of the student assistant to resolve the concerns, student
assistants are responsible for creating a comfortable environment and determining urgency and de-
escalating situations.
6.2 Determining Urgency
Student assistants must be able to identify the urgency of patrons that visit our office and initiate a
corresponding course of action. Employees should make determinations based on patron tone, body
language and nature of concern. It is a tendency of patrons to ask to speak directly with Dean Anderson.
By determining the urgency of the patron’s concern, the issue may be resolved at the student assistant,
graduate assistant or program coordinator level.
6.3 De-escalation
As adapted from San Jose State University (2015), the following are methods in which employees may
de-escalate a tense situation:
 Control your tone. When engaging in conversation with an aggressive or tense patron,
confidently speak at a moderate speed ensuring the use of low, deep tones.
 Actively listen. Be sure to allow a patron to fully explain what is upsetting them and in response
repeat your understanding of the concern back to the patron.
 Avoid argument. If the patron tries to create an argument, redirect the conversation away from
the hostility.
 Remain neutral. Avoid subjective adjectives or labels when describing the individual or their
behavior.
 Inquire resolutions. Engage with the patron possible outcomes or resolutions they see adequate
to resolve the situation (SJSU, 2015).

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SECTION 7: PHONE ETIQUETTE
A primary function of the Community Life Resource Assistant is to answer and direct phone calls. Please
consider the following when answering and delegating calls:
7.1 General
Community Life Resource Assistants are responsible for answering all office lines on the first ring. The
office lines include:
 Main line: ext 4755
 Secondary line: ext 5282
 Conference Room: ext 5524
 Kathy: ext 5429
 Christy: ext 5414
 Mariam: ext 4075
 Adam: ext 4052
Shift Key: All extensions are available on each phone but may not appear on the main screen. To view
more extensions, press the Shift/Outbox key.
To ensure exceptional customer service, it is important that each call be natural and comfortable. To be
sure important information is not missed, become familiar and comfortable with the phone process.
7.2 Greetings
Begin each phone conversation by stating the following:
1. Greeting: “Good morning, afternoon, evening”
2. Thank them for the call: “Thank you for calling”
3. The name of the office: “The Office of Community Life and the Dean of Students”
4. Provide your name: “My name is…”
5. Ask for the name of the individual calling: “May I please have your name?”
6. Ask how you can assist them: “How may I help you today?”
7.3 Required Information
When speaking with a customer over the phone, be sure to obtain the following pieces of information:
 First and Last Name (confirm correct spelling)
 Contact Information (phone and UB email address, notify the caller that the office uses UB email
accounts for all correspondence)
 Nature of Concern (as much detail as possible)
7.4 Transferring Calls
It is important to memorize the extensions of staff in our office. This promotes quick transfers and
efficient customer service. If an extension is unknown, consult the campus directory on the homepage
of the University of Baltimore website.

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Please consider the following five steps when transferring phone calls:
1. Pick up the line to be transferred.
2. Press the transfer button on the bottom of the screen.
3. Type the extension desired.
4. Hang up the phone.
5. Press the transfer button again.
These five steps will send the caller to the desired location.
7.5 Messages
If a patron would like to leave a message, the call may be transferred to the voicemail of the desired
staff member (7.1). All messages should also be recorded via email and are not to be written by hand.
Employees should obtain the required information (7.3), and email the corresponding staff member to
notify of the message.

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SECTION 8: OUTLOOK
Outlook serves as a central location for employees’ email and calendar accounts. Outlook enables
employees to email, schedule appointments and share calendars with other University employees in
one central location.
To access your Outlook account please adhere to the following steps:
1. Select the Start Menu at the bottom left of the screen,
2. Click on All Programs,
3. Click on Microsoft Office 2013,
4. Select Microsoft Outlook 2013
8.1 Email
The primary means of communication in the Office of Community Life is email. This enables employees
to:
1. Communicate efficiently
2. Maintain a record of correspondence
3. Maintain a clear direction in their dialogue
4. Ensure delivery of messages
Employees are expected to have access to their university email account and check it twice daily. When
employees are working, the account must be opened through Outlook and remain open for the duration
of the shift.
8.2 Emailing as an Information Source
The office sparingly conducts in person staff meetings. As a result, important announcements, updates
and information is passed from staff to student assistants via email. It is essential to review informative
staff emails and confirm receipt with staff.
8.3 Calendar
The Outlook Calendar is used by office staff and student assistants to schedule appointments, mark
significant dates throughout the semester and post important deadlines.
8.4 Calendar Sharing
It is required that all student employees and staff share their calendars to assist in the scheduling of
appointments as well as overall office awareness. It is the responsibility of each student assistant to
ensure they have properly shared their calendars with office staff and peers.
To share a calendar:

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1. Select Calendar in the bottom left of
your Outlook window
2. Select Share Calendar at the top right
of the Outlook window
3. Type in the email address of the
desired staff member or student
assistant in the window marked To…

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4. In the dropdown window labeled
Details, select Full details. This will
enable the corresponding staff or
student assistant full calendar access.
5. Ensure a request to gain access to the
recipient’s calendar is selected as
well. This can be achieved by checking
both the box labeled Request
permission to view recipient’s
Calendar and Allow recipient to view
your Calendar.
8.5 How to Schedule Appointments
To schedule appointments:
1. Select Calendar in the bottom left
of your Outlook window

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2. Select the individual’s calendar
with whom you would like to
schedule. This is found on the left
column of your Outlook window
under Shared Calendars.
3. Once selected, both calendars will
appear side by side.
4. Click the desired time for the
appointment for that day and an
appointment window will appear.
5. Fill in the Subject, Location, and
the Required Information as
highlighted in Section 5.5.
6. To finalize the appointment, select the Save & Close icon in the top left of the window.

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8.6 Scheduling Permissions
A primary function of the Community Life Resource Assistant is to schedule appointments for patrons
with our staff. Appointments may be scheduled with the following individuals:
 Kathy Anderson
o Patrons will often ask to speak directly with Dean Anderson. It is the responsibility of the
student assistant to determine whether the patron’s concern can be resolved at a lower
level. Student assistants must ask several qualifying questions to determine if the patron
has already been in correspondence with the dean or if the dean has asked to meet with
the individual. The patron’s nature of concern will further aide in scheduling
determinations.
 Christy Lee Koontz
o The same qualifying questions that apply to Dean Anderson should also apply to Ms.
Koontz.
 Mariam Kebede
o Lower level concerns may be resolved by the graduate assistants in the office. As a case
manager, Ms. Kebede may be scheduled meetings for patron’s in which she is their
hearing officer.
 Adam Gertz
o The same scheduling permissions that apply to Ms. Kebede also apply to Mr. Gertz.
8.7 Scheduling Guidelines
When scheduling appointments, please consider the following guidelines:
 Appointments are to be made through Microsoft Outlook and placed directly on the staff
member’s calendar.
 Each appointment should be titled with the last name of the individual whom staff will be
meeting.
 Appointments must be scheduled for a minimum of 60 minutes. This leaves 45 minutes to meet
with the individual and 15 minutes for administrative tasks.
 A 15 minute window must be left open between appointments.
 Same day appointments are not to be scheduled without permission from the corresponding
staff member.
 Approved walk-ins must be placed on the corresponding staff member’s calendar.
 Notification is required for an appointment cancellation. This should be done through email and
should also be marked on the corresponding staff member’s calendar.

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8.8 Required Information
When scheduling appointments the following information is required:
 Name of Individual (ensure correct spelling of first and last name)
 Student ID (if applicable)
 Contact Information (phone number and UB email address)
 Nature of Concern
 Initials of Scheduler

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SECTION 9: DATA COLLECTION
9.1 Customer Interaction Forms
Employees are required to track their interactions using the Customer Interaction Form seen below:
A form must be completed for every interaction an employee has throughout their shift. Customer
Interaction Forms should be saved as a favorite to ensure ease of accessibility. Interactions forms must
be left open and readily accessible for the duration of an employee’s shift.
9.2 Accessing Customer Interaction Form
Customer Interaction Forms are found in the Office of Community Life’s Google Drive. Upon joining the
Office of Community Life team, a welcome email will be sent to the student assistant’s email account.
That email will include pertinent contents and information necessary for employment. This includes a
link to the customer interaction form. Employees must complete the following:
1. Open the welcome email.
2. Click the customer interaction form link.
3. Save the link as a favorite in the web browser.

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9.3 Google Docs
The Office of Community Life utilizes Google Docs for a wide of university functions both within the
office and university wide.
Housed within the office’s Google Drive
are documents which may be filled out by
patrons in relations to:
 Commencement
 Community Standards
 Compass
 Office Operations

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SECTION 10: STUDENT CONDUCT
The primary function of the Office of Community Life is to serve as the University of Baltimore’s student
conduct adjudication office through the Community Standards initiative. This means that staff members
in the office are tasked with interpreting the University’s conduct policies (i.e. academic integrity and
code of conduct), which can be found in the University of Baltimore Student Rights and Responsibilities
Guide, to render decisions when conduct cases are presented.
10.1 Staff and Their Role
In the conduct process, there are two primary titles in the adjudication process. This means that
Community Life staff’s role and title changes to support the conduct process. The changes can be
viewed below:
Community Life Title Conduct Process Title Conduct Process Function
Dean of Students Senior Hearing Officer “The Dean of Students or a trained University
Official who has been designated by the Dean of
Students to adjudicate violations through the
Administrative Hearing process, hear appeals of
Administrative Conference decisions, serve as
advisors to Hearing Board panels, and issue
sanction(s) to respondents found responsible by
a Hearing Board. Senior Officers also serve as
Hearing Officers when needed” (Student Rights
and Responsibilities Guide, 2015, p. 7).
Program Coordinator for
Community Standards
Senior Hearing Officer
Graduate Assistant for
Community Standards
Hearing Officer
“University Official designated by the Dean of
Students to investigate potential violations of the
Academic Integrity and/or Code of Conduct
Policy. These individuals are responsible for
conducing Administrative Conferences and serve
as the charging party during Administrative or
Board Hearings for cases they have investigated”
(Student Rights and Responsibilities Guide, 2015,
p. 7).
Community Life
Graduate Assistant
Hearing Officer

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10.2 The Conduct Process
There are three means in which the Office of Community Life may resolve a conduct case. They are as
follows:
Administrative Conference
“A meeting with a Hearing Officer to review the information about a
charge. During this meeting, the respondent will have the opportunity
to present information and documentation about the charge and
discuss the documentation that has been presented against them.
During this meeting, the Hearing Officer will determine if a violation(s)
of the Academic Integrity or Code of Conduct Policy occurred and if
applicable, assign sanction(s) or move the case forward to a hearing for
adjudication” (Student Rights and Responsibilities Guide, 2015, p. 6).
Administrative Hearing
“The adjudication process in which, after review of the documentation
presented by the charging party, the Hearing Officer, and when
available, the respondent, a Senior Hearing Officer determines if a
violation(s) of the Academic Integrity or Code of Conduct Policy
occurred and if applicable assign sanction(s)” (Student Rights and
Responsibilities Guide, 2015, p. 6).
Board Hearing
“The adjudication process in which, after review of the information,
five Student Rights and Responsibilities Representatives determine if a
violation(s) of Academic Integrity or Code of Conduct Policy occurred
and if applicable, recommend sanctions to a Senior Hearing Officer”
(Student Rights and Responsibilities Guide, 2015, p. 6).
For further detail of the conduct process, please consult the Student Rights and Responsibilities Guide
and/or the Community Standards Guides.

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10.3 Background Investigations
Adhering to the University’s conduct process, the Office of Community Life houses conduct records of
UB students. When a past or present UB community member is subject to a background investigation,
the investigator will visit the office and request to check their conduct record. Upon approach from a
background investigator, employees must:
 ask to view the investigator’s credentials
 open the Master Case List and search for the student under investigation
 employees are not permitted to share any information about the student’s record with the
background investigator whether or not the student’s name appears in the Master List
 provide the investigator with Christy Koontz’s card and contact information
 defer to Christy Koontz for any questions or concerns regarding the handling of the background
investigation
10.4 Witness Interviews
During the investigation process, Community Life staff members may need to conduct interviews with
witnesses. These meetings can vary on a case by case basis. If a witness interview meeting must deviate
from standard scheduling procedures, an email will be sent to all office employees with special
instructions.

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SECTION 11: TITLE IX
11.1 What is Title IX?
In accordance with the United States Department of Education Office for Civil Rights:
Title IX of the Education Amendments of 1972 (“Title IX”) is a federal civil rights law that
prohibits discrimination on the basis of sex in federally funded education programs and
activities. All public and private elementary and secondary schools, school districts,
colleges, and universities receiving any federal financial assistance (hereinafter
“schools”, “recipients”, or “recipient institutions”) must comply with Title IX (United
States Department of Education Office for Civil Rights, 2014, p. i).
11.2 Title IX and Sexual Violence
The correlation between Title IX and sexual violence is explained by the Office for Civil Rights:
Under Title IX, federally funded schools must ensure that students of all ages are not
denied or limited in their ability to participate in or benefit from the school’s
educational programs or activities on the basis of sex. A school violates a student’s
rights under Title IX regarding student-on-student sexual violence when the following
conditions are met: (1) the alleged conduct is sufficiently serious to limit or deny a
student’s ability to participate in or benefit from the school’s educational program, i.e.
creates a hostile environment; and (2) the school, upon notice, fails to take prompt and
effective steps reasonably calculated to end the sexual violence, eliminate the hostile
environment, prevent its recurrence, and, as appropriate, remedy its effects (OCR,
2014, p.1).
11.3 Title IX and UB
“The University of Baltimore is committed to creating a campus that is safe from sexual misconduct,
including sexual and gender-based harassment, sexual violence, dating violence, domestic violence,
sexual exploitation and sexual intimidation.
The University actively seeks to:
 prevent issues of sexual misconduct by educating and providing resources to raise awareness of
these issues
 recognize, respond and provide support to those who have experienced sexual harassment
and/or have been the victim of a sexual offense” (Student Rights and Responsibilities Guide,
2015, p. 45).

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11.5 Title IX Staff
Title IX Coordinator
Anita Harewood
Vice President, Government and Community Relations
AC 336
410-837-4533
aharewood@ubalt.edu
Deputy Title IX Coordinator for Students
Kathleen Anderson
Dean of Students
AC 112
410-837-4755
kanderson@ubalt.edu
Deputy Title IX Coordinator for Employees
Mary Maher
Assistant Vice President of Human Resources
Charles Royal Building, Third Floor
410-837-5410
mmaher@ubalt.edu
Title IX Investigator
Christy Lee Koontz
Program Coordinator for Community Standards
AC 112
410-837-5414
ckoontz@ubalt.edu
Title IX Investigator
Rebecca Spence
Associate Director, Employee & Labor Relations
Charles Royal Building, Third Floor
410-837-5746
rspence@ubalt.edu
11.4 Title IX and the Office of Community Life
The Dean of Students’ role in the Title IX process is as follows:
In the effort to directly respond to concerns and support awareness programs within the
UB community…The Dean of Students is responsible for the oversight of the process to
address complaints where the responding party’s primary university role is as a student
(II-7.1 Sexual Misconduct Policy, 2014, p. 2).

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As a Title IX Investigator, Ms. Koontz is responsible for conducting the investigation of “complaints
where the responding party’s primary university role is as a student” (II-7.1 Sexual Misconduct Policy,
2014).
11.6 Mandatory Reporting
As adapted from the Association of Title IX Administration (2013), the Office of Community Life “defines
all employees as mandatory reporters. If you learn about sexual harassment, discrimination or sexual
assault, you are expected to promptly contact a campus Title IX [staff member].” All employees of the
Office of Community Life, to include student assistants, are mandatory reporters. Furthermore, two Title
IX staff members, Dean Anderson and Christy Lee Koontz, are housed in the Office of Community Life.
Once notified of a possible violation, the Title IX staff member “will take responsibility for prompt
notification of the Department of Public Safety and other appropriate College officials” (ATIXA, 2013,
p.1).

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SECTION 12: DISCIPLINARY ACTION
Violations of policies and procedure highlighted in the Employee Handbook along with failure to
complete assigned tasks, as per staff discretion, may result in varying degrees of disciplinary action.
Disciplinary action may include:
1. Verbal Warning
2. Written Reprimand
3. Termination
12.1 Verbal Warning
A verbal warning is an informal disciplinary action reserved for first-time and minor violations. It is left to
the discretion of staff to determine if an action warrants a verbal warning or more severe disciplinary
action. Verbal warnings are finalized when a documented understanding of the violation by both parties
is complete.
12.2 Written Reprimand
Written reprimands are issued for repeat or severe violations. It is left to the discretion of staff to
determine if an action warrants a written reprimand. Copies of the written reprimand will be issued to
the receiving party and kept on file.
12.3 Termination
Staff may, at their discretion, terminate employment at any time. Examples of actions worthy of
termination include but are not limited to continued violations of employment policies or procedures,
poor performance, or insufficient funds.
Upon termination, an employee will be asked to claim their belongings and escorted from the office.
Access to all office accounts will be terminated. Terminated employees are required to adhere to all
confidentiality policies and procedures pertaining to information obtained during employment. Any
violation will result in subjections to Code of Conduct charges.

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REFERENCES
Association of Title IX Administrators. (2013). Mandatory Reporters: A Policy for Faculty and Professional
Staff. Malvern, Pennsylvania: ATIXA. Retrieved from https://www.atixa.org/wordpress/wp-
content/uploads/2013/08/Mandatory-Reporters-Policy-Template.pdf
San Jose State University. (2015). De-escalating aggressive behaviors. San Jose, California: San Jose State
University. Retrieved from http://www.sjsu.edu/counseling/Faculty_Staff/De-
Escalating_Aggressive_Behaviors/
University of Baltimore. (2014). II-7.1 Sexual Misconduct Policy. Baltimore, Maryland: University of
Baltimore.
University of Baltimore. University of Baltimore Employment Contract & Hire. Baltimore, Maryland:
University of Baltimore.
University of Baltimore. (2015). Student Rights and Responsibilities Guide. Baltimore, Maryland:
University of Baltimore.
United States Department of Education Office for Civil Rights. (2014). Questions and Answers on Title IX
and Sexual Violence. Retrieved from http://www2.ed.gov/about/offices/list/ocr/docs/qa-
201404-title-ix.pdf.

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