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Diversity and
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*SAMPLE* Student Worker/Volunteer Handbook

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*SAMPLE* Student Worker/Volunteer Handbook

  1. 1. S T U D E N T H A N D B O O K Contents: Intro to DCI Organization Chart Center Descriptions Page 2 Staff Contact List Page 3 DCI Responsibilities General Reporting LBC Page 4 Office Logistics Work Environment Fridge/Microwave Phone Message Copy/Fax Mailboxes Page 5 Deposits/Money Email/listserv Calendar Page 6 Website Facebook Computers Blog Flickr-Pictures Network Shared Drive Page 7 Event Planning Checklist Events Planning Office Money/Funding Page 8 Working WIth Peers Leadership Student Recruitment Retention Page 11 Graphic Design T-Shirt Policies Marketing Page 9 Decision Making Meetings Recognition Page 12 Contact Community Campus Life Page 10 Reflection Decision Model Page 13 Our Mission: 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. DCI Student Handbook 1
  2. 2. I N T R O T O D C I Diversity and Community Involvement 734-487-2377 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 underrepresented groups to ensure rich learning experiences in and outside the classroom. 2 Lesbian, Gay, Bisexual, and Transgender Resource Center VISION, Volunteers Incorporating Service Into Our Neighborhoods 734-487-4149 Center for Multicultural Affairs 734-487-1313 Women’s Center 734-487-4282 The Lesbian, Gay, VISION is dedicated to The Women’s Center Bisexual and helping students and encourages and Transgender Resource staff become actively supports the personal Center (LGBTRC) involved in service, growth, academic advocates for and address social justice enrichment and addresses the needs of issues and meet professional students, faculty and community needs. development of all staff regarding issues VISION is a great women on campus. related to sexual resource to help you The Center is orientation and gender meet your program and committed to identity. It serves as a LBC requirements, earn recognizing and link to the community your pre-student celebrating the diverse by providing referral teaching hours, representations of services as well as become involved at women at EMU, educational and social EMU and meet other providing information, programming. great people. You can educational make a difference programming, offering through volunteering. advocacy, and referral services. DCI Student Handbook
  3. 3. I Staff List: N T R O T O D C Center for Multicultural Affairs I Women’s Center Diversity and Community Involvement Charlie Paige, Program Coordinator Kay Woodiel, Director 734-487-6790 kay.woodiel@emich.edu 734-487-2377 cpaige@emich.edu Lesbian, Gay, Bisexual, and Transgender Resource Center Catie Stolz, Student Program Coordinator 734-487-4282 cstolz@emich.edu Our Heros Lorraine Hallinen, Secretary Mary Larkin Program Coordinator 734-487-1075 Peggy Harless, Assistant Director VISION 734-487-3117 lhalline@emich.edu 734-487-3429 peggy.harless@emich.edu Pauline Banks, Secretary Jasmina Camo, Program Coordinator - Kid Konnection/America Reads jcamo@emich.edu (734) 487-1473 pbanks@emich.edu Justin Fenwick, MCC AmeriCorps*VISTA 734-487-0364 vis_jfenwick@gmail.com Christie Cadmus, Program Coordinator - Jumpstart 734-487-6912 ccadmus@emich.edu DCI Student Handbook 3
  4. 4. D C I General Responsibilities R E S P O N S I B I L I T I • Reporting Events To support the department and the work There are a variety of experiences that you it does, data and feedback are essential elements. will have while with DCI, below are a few things we try to always keep in mind You will always be required to: while representing DCI. • Use the DCI Feedback Form • Appropriate clothing, wear EMU • Record attendance apparel when possible E Cultural and Academic Activities and Events • • Events and presentations, must attend eight. Career and Professional Development • Internship or co-op • Cell phone etiquette • Record service hours International and Multicultural Experience • Situation sensitive conversation • Save general event information • • Confidentiality • Enter all collected information • Speak well of the department and your program • Keep a schedule on file Learning Beyond the Classroom (LBC) • 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 • Notify staff of potential leaders • Students must follow all EMU student policies • Answer the phone 4 • 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): • • • • 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.) Courses, coached sports, and other programming Community Service, Citizenship, and Leadership Study abroad, international AB, or planning and implementation of international/ multicultural event. Undergraduate Research • Self and Well-Being Lead with your best self • • S • Submit a list of names after an event or pre-approved project. 40 hours of meaningful service or leadership experience DCI Student Handbook
  5. 5. O F F I C E L O G I S T I C S Work Environment Phone Copy Machine This is your office! Depending 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; A 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 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 “______ Office” this is _______ conversations and their volume speaking, how may I help you?” appropriate for a campus office LOCAL = 6 + the seven digit • Clean up after yourself number (dispose trash and recyclables LONG DISTANCE = 8 + 1 + area appropriately) code + the number, then enter long • If you are the last to leave, lock distance code. If you have a long and lights off distance code, do not share it without permission • Be ready to help anyone who walks through our doors ON CAMPUS = 7+extension (last four digits of “487” EMU number) Refrigerator and Microwave The 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. DCI Student Handbook Taking Messages You 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. Please copy double sided or 1/2 1/4 page. FAX The 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. Mailboxes The 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 Put the message in recipient’s mailbox and email, leave a note, or call the recipient. 5
  6. 6. O F F I C E L O G I S T I C S Deposits and Money • Your contact info Calendar BEFORE SPENDING ANY MONEY FOR THE DEPARTMENT, GET PERMISSION! • Your program name There are a few calendars that are important use and keep updated: 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 Email Many 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 Listserv A 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! 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. • Your role/position 6 DCI Student Handbook
  7. 7. O F F I C E L O G I S T I C S Website Computers Pictures - Fickr The 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. We 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. We 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 kdowny@emich.edu emich.edu/dci emich.edu/cma emich.edu/lgbtrc emich.edu/vision emich.edu/wcen • 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 Facebook and other online communication Blog Many 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. Each 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. Network Shared Drive The 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. My Computer 2. Common - EMUNTDATA 3. Departments 4. Student Affairs 5. Diversity_Community 6. DCI Student Handbook 1. Click on your center’s folder 7
  8. 8. E V E N T P L A N N I N G Event Planning A little advanced planning can go a long way toward ensuring a successful event or program. Checklist Events Planning Office Money Research previous events 312 Student Center 487-4108 Who? What? When? Where Why? How? All reservations should be done weeks in advance. Check calendars for conflicting events BEFORE SPENDING ANY MONEY FOR THE DEPARTMENT, GET PERMISSION! • Booking rooms and equipment Reserve the space and food • Planning student center food Devise an operating plan: • Reserve lobby tables 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 • 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 Reflect/Evaluate, SEND THANK Request Form, please seek it out. YOUS, turn in receipts, etc. 8 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. lscalera@emich.edu (Lindsey) DCI Student Handbook
  9. 9. E 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 aiga.emudesign@gmail.com 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 V E N T P L A N N I Marketing Fliers •14 day posting limit •Post on public space bulletin boards •Must have DCI/Program logos G 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 •Should include name, sponsor, date, time, location, contact information and cost Around 2,000 students live on campus, contact EMU Housing (487-1300) for their current policy. 1/4 sheet fliers are recommended. •Proof flier with staff Speaking to Student Organizations Listserv All listings should include name, sponsor, date, time, location, contact information and cost. Please be detailed, short, and concise. As spoken presentation can be given to Student Service Council (Lindsey Scalera, lscalera@emich.edu) or the Assembly of Student Orgs, contact Campus Life @ 487-3045 Website/Blog Kiosk You can update event information online. There is also the opportunity to write event descriptions, stories and reviews with permission on the blogs. Contact Student Government: Calendars 4. Must include: official logos and Please make sure you post your program identifying event information on both DCI’s information calendar and CL Cal. 5. Complete written quote first Student Center TVs and submit for approval You are able to post one static 6. Submit design to University Marketing and make necessary powerpoint slide/pdf document. changes Jeanine Gillikin 7. You must use a EMU approved Marketing Consultant EMU Student Center vendor. We recommend: Rm. 266 X-Press Printing 24 N. Washington 734-487-2073 Ypsilanti, MI 734-480-1020 sa_gillikin@emich.edu DCI Student Handbook N 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 vis_jfenwick@emich.edu 9
  10. 10. E V E N T P L A N N I N G Contacting Community Agencies 1. 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: 487-3045 Rm. 345 Melissa Ginotti, Director 487-2268 mginotti@emich.edu Ramona Meraz, Assistant Director 487-2265 rmeraz@emich.edu Booking and Contracting If 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 Funding We 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 Publicity We 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 Licensing We 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 nborton@emich.edu Linda Cannady Secretary 487-2074 lcannady@emich.edu DCI Student Handbook Robin Chaustowich, Stu Org and Commuter 487-5669 robin.chaustowich@emich.edu Gregg Costanzo, Arts and Entertainment 487-0423 gcostanz@emich.edu Katie Holdgreve-Resendez, New Student and Transition 487-4047 kholdgrev@emich.edu 10
  11. 11. W O R K I N G W I T H P E E R S Working With Peers Working with others can be challenging but is an opportunity for great strength and growth. Leadership Pairs Essential Leadership Practices “Keeping” a Student 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. • Establish a climate of openness and trust • Foster collaborative action 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. • Create a vision for the future Ask them to: • Evaluate to improve and celebrate success Directing: high directive and low support “Capturing” a Student help you, provide an opinion, help sort something, and to come to an upcoming event Enthusiastic Beginner: low skill and high commitment Coaching: high directive and support • Assess situations Studies show it helps to share personal experiences with someone who is thinking about but has not yet made a commitment. Disillusioned Learner: low skill and commitment You may want to tell them about... Supportive: low directive and high supportive • Record interests and contact information • Share student information across the entire department the organization and roles, group, training and support, expectations, time commitment, and resources Reluctant Contributer: high skill and low commitment Please... You may want to ask them... Delegating: low directive and supportive Peak Performer: high skill and commitment DCI Student Handbook • Get back in touch ASAP 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 11
  12. 12. W O R K I N G W I T H P E E R S Decision-Making Models At the meeting... Recognition Consensus** - Use when decision is critical or impacts members of the community particularly when perspectives could be polarized and or hidden. • Review outcome, agenda and roles There are different styles of recognition. For some it’s social, personal, for attention, or shared without words. 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. • Examples: respect, • Say “Thank You” confidentiality, speaking rules, open minded, assume • Telling of a good job good will, and etc. • Smiling when you see them After the meeting... • Jotting small thank you notes • Follow up and follow through • Saying something positive about them Worst meeting mistakes: • Check for understanding • Set/review ground rules Delegated - Utilize when a subgroup has greater investment than the whole. Use when additional information or •Being unprepared specialized knowledge is required. •Showing up late Autonomous - Use when no one will be adversely impacted by the •Being a meeting hog decision. •Sitting silently Meetings •Expressing rude body language Results •Conducting sidebar convos •Arguing or putting others down •Leaving your cell phone on SUCCESS •Chewing gum •Shutting down after the meeting Relationships Before the meeting... Daily... 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 Process Tools for challenging meetings: • Rubber/Boomerang • Know the desired outcome of • the meeting ex. complete a task • • Create and circulate an agenda • • Invite only those who MUST • be present • Paraphrasing Summarize Ground Rules Reaffirm then Refer or Defer Humor • Breaks/Food 12 DCI Student Handbook
  13. 13. W Reflection O R K I N G W I T H • What, So What, What Now • Free Write • Artistic Expression E E R S ** Useful consensus decision model Reflection is an important and 1. List relevant information necessary component of all service 2. Brainstorm solutions and some events. Here are some ideas to get you started: 3. Organize the information • Discussion P 1. Combine duplicates/ eliminate redundancy 2. Prioritize choices, number of choices divided by three • Graffiti Boards 6. Evaluate ( +/delta) 1. Plus: What was good? What went well? 2. Delta: What could change/improve? 3. Keep the group working towards a decision • Sentence Stems 5. Check for final agreement 4. Reach and agreement: • Travel Time • Question Notecards 1. Is there anyone can CAN NOT LIVE with out this item? 2. Eliminate or Both/And DCI Student Handbook 13

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