2014 – 2015 HEP STUDENT STAFF MANUAL

ALL HEP STUDENT STAFF

INTRODUCTION5

HEP Environment5

Program Expectations5

End-of-Quarter Potlucks6

Absences6

Communication Protocol6

Sexual Harassment7

Reasons for Disciplinary Action and Dismissal8

PERSONNEL BASICS8

Confidentiality8

Guidelines for Letters of Recommendations8

Policy for Returning Student Staff9

HEP STUDENT STAFF RESPONSIBILITIES9

Office Hours9

Completion of Bi-Weekly Timesheets10

Weekly Supervision Meetings10

Weekly All Staff Meetings10

Weekly All Staff Meeting Roles11

Weekly Volunteer Meetings11

DOCUMENTATION11

Quarterly Timelines11

Monthly and Quarterly Statistics11

Quarterly List of Accomplishments12

Quarterly and End-of-Year Reports12

Year-End Checklist13

Saving Files13

Quarterly Transcript Notation and Units13

MARKETING AND MEDIA14

Marketing14

Media14

OFFICE PROCEDURES14

Keys and Electronic Key Fobs14

Personal Items15

Name Badges15

Mailbox15

Front Office15

Love Lab Guidelines16

Promotional Items16

Telephone Use16

Panic Buttons17

Computers, Printers and Photocopy Machines17

Postage and Mailing19

Office Shut Down19

Working After Hours19

Office Supply Ordering20

When You Have a Question20

VOLUNTEER STAFFING REQUESTS20

Volunteer Request Form20

2014 – 2015 HEP STUDENT STAFF CONTACT INFORMATION21

PROGRAM STUDENT STAFF

PROGRAM STUDENT STAFF SUPERVISION DETAILS22

PROGRAM REQUESTS AND FACILITATION22

Program Scheduling Guidelines22

Program Request Forms23

RA Confirmations23

Program Materials23

Conducting Programs23

Program Evaluations24

Feedback Forms24

VOLUNTEER COORDINATOR

VOLUNTEER COORDINATOR RESPONSIBILITIES25

VOLUNTEER COORDINATOR SUPERVISION DETAILS25

VOLUNTEER MANAGEMENT26

Volunteer Requirements26

Community Building26

Communication with Volunteers26

Tracking Volunteer Hours 26

Volunteer Transcript Notation and Units27

Mid-Quarter Check-In27

End of Quarter Volunteer Evaluations27

WEEKLY VOLUNTEER MEETINGS28

Meeting Facilitation28

Weekly Meeting Roles28

Weekly Meeting Attendance Requirements28

Training and Workshops28

Speaker Evaluation29

VOLUNTEER OFFICE HOURS29

Guidelines29

Volunteer Computer Access29

Button Making30

Harvest Garden30

EVENTS AND STAFFING30

Event Staffing Request Management30

Event Coverage31

Tabling Protocols31

Guidelines for Poor Weather Conditions31

Flyer Distribution System32

Environmental Scans32

2014 – 2015 HEP VOLUNTEER CONTACT INFORMATION33

APPENDICES

ALL HEP STUDENT STAFF34

A – HEP Student Staff Position Duties34

B – Principles of Community36

C – HEP Suggested Role Modeling Behaviors37

D – Dress Code/Personal Appearance Policy38

E – HEP All Staff Meeting Sample Agenda39

F – HEP All Staff Meeting Sample Minutes40

G – Quarterly and Year-End Report Template41

H – Sample Timeline43

I – How to Apply for Transcript Notation with Aggie Job Link45

J – Student Staff Units and Transcript Notation Form47

K – HEP Student Staff Year-End Checklist48

PROGRAM STUDENT STAFF49

SA.A – HEP Program Guidelines49

SA.B – HEP Program Request Form50

SA.C – Sample Program Confirmation Letters51

SA.D – Program Evaluation Example53

SA.E – Facilitator Self-Evaluation Form54

VOLUNTEER COORDINATOR55

VC.A – Volunteer Request Form55

VC.B – Volunteer Requirements56

VC.C – HEP Volunteer Timesheet58

VC.D – Volunteer Units and Transcript Notation Form59

VC.E – Sample Volunteer Coordinator Year-End Report60

VC.F – Volunteer Retention63

VC.G – Tips for Leading Volunteer Meetings64

VC.H – Ideas for Volunteer Meetings66

VC.I – Speaker Evaluation Form67

ALL HEP STUDENT STAFF

INTRODUCTION

Welcome to Health Education and Promotion (HEP) at Student Health and Counseling Services (SHCS)! As an employee of SHCS, Student Staff are expected to adhere to the procedures and policies provided in this manual. If you experience any difficulty in understanding anything outlined in this manual, please talk to your supervisor. This role is vital to HEP in helping to improve the health and wellness of the UC Davis student population. See Appendix A for a description of HEPStudent Staff position duties.

HEP Environment

We want you to enjoy your time representing HEP. It is also important for us to maintain a professional environment that is comfortable for our staff, volunteers, and visitors. While some of the content areas we discuss may lend themselves to jokes and innuendos, these comments may be offensive or make others uncomfortable. We ask that staff and volunteers refrain from personal conversations about partying, sexual behavior or other sensitive personal issues while in the HEP office or while working (e.g., at a program, meeting or special event). These types of conversations could be subject to corrective action. There is also a dress code/personal appearance policy (see Appendix D). Please familiarize yourself with this policy.

Program Expectations

HEP Student Staff are expected to follow the guidelines set forth in this HEP Student Staff Manual, the UC Davis Policy and Procedure Manual and the UC Davis Principles of Community (Appendix B).

In general, HEP Student Staff are expected to:

  • Utilize HEP goals to guide the activities of student volunteers and ensure tasks are completed in a timely fashion.
  • Develop a professional, honest and caring relationship with other student employees, volunteers, your supervisor and other HEP Staff.
  • Attend and be prepared for all meetings and training sessions.
  • Support and assist the other HEP teams.
  • Serve as a role model for HEP volunteers and other UC Davis students (see Appendix C) for all guidelines related to expectations of student staff outside of HEP.
  • Know, understand and follow the rules, regulations, and procedures regarding HEP activities.
  • Accurately complete and submit all required timesheets, reports and other documentation on time.

End-of-Quarter Potlucks

On the last Thursday of classes each quarter, all HEP staff gathers for an end-of-quarter potluck during the Volunteer Meeting time (5:10 PM – 6:00 PM). The Volunteer Coordinator will send out a sign-up sheet prior to the potluck for everyone to sign up for dishes to bring.

Absences

If a situation arises that will prohibit you from attending scheduled office hours, meetings or other HEP responsibilities, it is essential you contact your staff supervisor in advance whenever possible. Accommodations will be made on an individual basis, depending on the circumstances of the absence. Each student staff/volunteer is allowed to miss one weekly meeting per quarter at their discretion.

Communication Protocol

To promote respectful communication regarding disagreements and in accordance with the UC Davis Principles of Community, the following communication protocol guides the behavior of all staff and students within Health Education and Promotion.

  1. If someone at HEP has a problem with me, they should:
  • Talk directly to me
  • Let me know the magnitude/impact
  • Speak candidly and honestly
  • Give me specific information (who, what, when, interpretation, feelings)
  • Talk to me as soon as possible, within a time period of one week
  • Time the conversation appropriately (balance impulse with delay)
  • Talk to me privately (door shut) in a mutually-agreeable spot
  • Give me advance notice about the need to talk (e-mail OK)
  • Balance telling with listening
  • Listen without interrupting
  • Keep volume conversational
  • Keep it collaborative and two-way
  • Offer solutions or expectations, if requested by the receiver
  1. In response, I should/will:
  • Listen without interrupting
  • Summarize without judging or evaluating (use specifics without labeling)
  • Ask for time to process if I need it, after I have acknowledged the problem/complaint
  • Make sure I understand the issue/magnitude/impact (ask for clarification)
  • Give information (disclose my perspective) without being interrupted
  1. If a coworker complains to me about another, I will:
  • Redirect the person to do #1
  • Wear a “consultant” hat to redirect them
  • Encourage the person to seek a “consultant” for help in handling the situation
  1. The supervisor will:
  • Facilitate a discussion between us
  • Make sure full information is shared
  • Give us information about timelines and other information
  • Provide a frame of reference for outcomes, decisions and impact
  • Seek and use our input whenever possible when making decisions
  • Balance input for parties (time, info, etc.) as well as equitable time to process decision

Sexual Harassment

Sexual harassment is prohibited by law and by University policy. UC Davis Policy and Procedure Manual Section 380-12 defines sexual harassment as:

Unwelcome sexual advances, requests for sexual favors and other verbal, visual or physical conduct of a sexual nature when:

  1. Submission to such conduct is made either explicitly or implicitly a term or

condition of instruction, employment or participation in other University

activity.

2. Submission to or rejection of such conduct by an individual is used as a basis for academic or employment decisions affecting such individual.

3. Such conduct has the purpose or effect of unreasonably interfering with an individual's University performance or creating an intimidating, hostile or offensive University environment.

Jokes or comments with sexual content may constitute sexual harassment. Behavior that creates an intimidating, offensive or hostile environment and affects the one’s ability to function properly may constitute sexual harassment.

This department will not tolerate any student or career staff member being subjected to sexual harassment. UC Davis will not ignore sexual harassment. The campus community will take all necessary and appropriate steps to protect students, staff and faculty from sexual harassment and all forms of sexual intimidation and exploitation.

You may contact your supervisor, the health promotion supervisor or call the Harassment and Discrimination Assistance and Prevention Program directly at 530-752-9255. You may also call the campus Harassment Anonymous call line, 530-752-2255, at any time for assistance in resolving sexual harassment complaints. The following locations on campus are confidential resources where anything can be disclosed and will not require mandatory reporting: Women’s Resources and Research Center, Campus Violence Prevention Program, Mediation Services or the Lesbian, Gay, Bisexual, Transgender, Queer, Intersex, and Asexual Resources Center.

Reasons for Disciplinary Action and Dismissal

Student Health and Counseling Services may discipline a Student Staff member up to and including dismissal from their position. Conduct that may result in discipline in individual cases might include but is not limited to:

  1. Falsification of hours on time records and/or attendance sheets.
  2. Excessive absences.
  3. Ineffective performance of job duties or inappropriate response to supervisor feedback.
  4. Violation of the UC Davis Code of Academic Conduct or the UC Davis Policy and Procedure Manual.

Discipline may include a verbal warning or a letter, suspension without pay or dismissal. The choice of discipline is dependent upon the particular circumstances of the case.

PERSONNEL BASICS

Confidentiality

As HEP Student Staff, you have an obligation to protect the confidentiality of those who seek assistance from Health Education and Promotion. HEP is committed to protecting the privacy of those to whom you offer peer education or who share personal information with you at or after a program, including information shared with you by HEP volunteers or other student staff about their own lives and issues.

Guidelines for Letters of Recommendation

  1. Anyone requesting a letter can ask for one if they are in good standing with the program and have worked at HEP for at least one quarter after training.
  1. Staff reserves the right not to write a letter of recommendation at their discretion.
  1. Performance as Student Staff “above and beyond the call of duty” will be noted!

Please provide us with the following:

  1. A minimum of 2 weeks notice (either through e-mail or in-person).

There are no exceptions; please plan ahead.

  1. A copy of your resume, CV or list of all volunteer work, jobs and other activities is helpful, but not necessary.
  1. A brief description of your professional academic and/or career goals.
  1. A brief list of your contributions to the HEP program.
  1. Information on who the letter needs to be addressed to (name, title organization) or if it is a generic letter (e.g., medical school letter). Please supply a pre-addressed (but not stamped) envelope or send an e-mail request to a HEP staff person with clear instructions on how to submit the recommendation online.

Policy for Returning Student Staff

HEP Student Staff interested in returning to their position for another academic year must reapply for the position. This is a competitive process and any applications will undergo the same review process. We cannot guarantee that current Student Staff will be re-hired. This allows for the greatest number of students to work in a paid leadership position with HEP. In addition, reapplying for a position allows Student Staff to reflect on their HEP experience, how it relates to their future goals, and what they hope to gain by returning to HEP.

HEP STUDENT STAFF RESPONSIBILITIES

Office Hours

HEP Student Staff are expected to work an average of ten hours per week throughout the academic year, unless otherwise arranged and agreed upon. It is expected that at least eight hours per week will be spent at the HEP office unless time outside of the office is required to attend meetings, provide programs, etc., related to fulfilling the responsibilities of the position. This office time includes a weekly staff meeting for all student staff, an individual meeting with the Student Staff supervisor and a weekly HEP volunteer meeting, as required. Completing your hours in the office makes it easier for your supervisor and coworkers to communicate with you.

Student Staff are responsible for maintaining a consistent schedule of office hours every quarter. Student Staff are expected to give a copy of their schedule to their staff supervisor (as well as the HEP Program Assistant) by the end of the first week of the quarter. The Program Assistant will keep a record of the schedules of all student staff members. HEP staff and volunteers should be kept up to date concerning any changes in office hours during the quarter.

In the event of missed or rescheduled office hours, the HEP Program Assistant should be notified at 530-752-9652 or by email. Your supervisor should also be notified. Missed hours should not be reported as hours worked. Your supervisor must approve any changes to your office hours in advance.

Completion of Bi-Weekly Timesheets

Timesheets are due every other weekend. E-mails will be sent to remind you when your timesheet is due. It is an Online Timesheet System and requires your UCD LoginID and Kerberos password. The link is There is a presentation we recommend you watch that provides you with instructions on how to enter a timesheet and perform a “final submit”. The presentation can be found at:

Weekly Supervision Meetings

HEP Student Staff and supervisors will set up weekly individual supervision meetings based on schedule availability. This is a time for you and your supervisor to go over your progress and any concerns you may have. Please come to these meetings prepared to discuss your progress on projects and/or activities. Additional meetings can also be set up as needed.

Weekly All Staff Meetings

Weekly staff meetings will be held on Tuesdays from 5:10 PM – 6:00 PM. Meetings should take up the full hour and count as work time. Since this is the only time that all HEP Staff will be able to meet collectively, attendance is mandatory. Please arrive on time and attend the meetings in full.

Student Staff may miss up to one meeting per quarter without penalty. In the event that a meeting must be missed, the staff supervisor should be informed ahead of time. It is the student staff’s responsibility to find out what information was covered during the staff meeting, and arrange for facilitation coverage if needed.

Topics included in staff meetings are each team’s projects, upcoming events and any requests for assistance from the volunteers.

At the beginning of each quarter Program Student Staff will complete volunteer request forms for each event, project or program. All Student Staff will also participate in a calendaring exercise to map out events for the quarter, which allows the Volunteer Coordinator to accurately assess staffing needs and plan volunteer activities. This activity also encourages Student Staff to plan ahead for the quarter as much as possible.

Weekly All Staff meetings are a safe space to discuss any issues and possible solutions. These meetings are also a great time to voice concerns and suggestions about HEP in general and other issues among the group.

HEP Professional and Student Staff will plan the agendas for these meetings and each student staff member will have an opportunity to compile the agenda, facilitate the meeting, and take minutes. These tasks will be rotated each meeting and a schedule will be set at the beginning of each quarter. Examples of a meeting agendaand minutescan be foundinAppendices E and F. Please refer to the sample minutes, as detailed minutes for each meeting are required for SHCS accreditation purposes. The agenda and minutes are filed in the binder labeled “Student Assistant & Volunteer, Agendas and Minutes, 2014-2015” in the Copy/Print Room 3115. The minutes are also emailed out to the listserv:

WeeklyAll Staff Meeting Roles

  • Facilitator – compile agenda items and facilitate meeting
  • Minute Taker – take minutes for the meeting (key points, action items) – email a copy of the minutes to all at ; the HEP Program Assistant will put a hard copy in the binder
  • Evaluator (as needed for outside trainings) – make adequate copies of Speaker Evaluation Form and handouts and conduct Plus/Delta as needed at the end of each meeting

Weekly Volunteer Meetings

Weekly Volunteer meetings will be held on Thursday from 5:10 PM – 6:00 PM. The Volunteer Coordinator will lead these meetings. Program Student Staff will attend these meetings for special trainings and orientation to projects as needed.

DOCUMENTATION

Quarterly Timelines

HEP Student Staff will be asked to develop timelines for all of their projects. The purpose of a timeline is to determine the necessary steps to complete the project, consider the chronological order for each task and ensure that the project will be completed on time. You will be responsible for completing the tasks by the date listed on the timeline. Your timeline may be modified throughout the course of the project depending on special circumstances. You will work with your supervisor to adjust and update the timeline as necessary. See Appendix H for a sample timeline.

Monthly and Quarterly Statistics

HEP collects data on how many students access services and what they think of those services. The data is used to determine which services are most useful and which areas need to be updated or changed.

Student Staff
/
Data Tracked
ATOD / Programs
Sexual Health / Programs
# of Products Distributed (quarterly)
Sleep, Stress and Mental Wellness / Programs
# of Products Distributed (quarterly)
Physical Activity and Nutrition / Programs
Events
Volunteer Coordinator / Special Events/Outreach
Media Scanning (if Aggie is printed)
Volunteer Hours (quarterly)

Student Staff will need to submit all monthly stats to their staff supervisor by the 4th of the following month (i.e., October’s stats are due by November 4th). There is a form designated for each team. For all programs, please include the number of contacts and the name of the special event.The day after each program, place the evaluation forms in the appropriate Health Educator’s mailbox based on content area. At the end of each month, report the number of programs and number of participants on the monthly stats sheet obtained from your supervisor. This form needs to be completed and submitted to your supervisor by the 4th of each month. The HEP Program Assistant submits HEP statistics to the SHCS administrator by the 7th of each month.