Harding University Postal Services Student Worker Handbook

Harding University Postal Services Student Worker Handbook

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Welcome to the Harding University Postal Services Department

08/23/04

Mission

The mission of the Postal Services Department - Campus Mail is to provide the campus community with accurate, cost effective receipt and distribution of university correspondence by providing services including delivery and processing of United States Postal Service (USPS) incoming mail, private carrier mail, internal departmental and student mail, forwarding USPS mail and renting mailboxes to the campus community.

The mission of the Postal Services Department - Post Office is to provide the campus community with accurate, cost effective distribution of university correspondence by acting as liaison with the United States Postal Service (USPS), operating a USPS Contract Station, and processing outgoing mail.

The mission of the Postal Services Department - Mailing Center is to provide the campus community with accurate, cost effective distribution of university mass mailings by providing services which include preparation of mailings for postage discounts, folding/inserting and addressing.

Who are we?

Harding University Postal Services Department is organized under the Office of the Vice President of Finance. The Director of Postal Services, Tobey Nickels reports directly to the Chief Financial Officer/Vice-President of Finance, Mel Sansom. The department is staffed by eleven full-time employees and supported by a battery of part-time student workers. Postal Services is often called upon to perform other, non-mail-related tasks.

Operations

The Campus Mail customer service windows are open Mondays 9:00 a.m. until 5:00 p.m., Tuesday through Friday from 8:30 a.m. until 5:00 p.m. throughout the school year. Summer hours are 8:30 a.m. to 4:30 p.m.

The Post Office customer service windows are open Mondays 9:00 a.m. until 4:00 p.m., Tuesday through Friday from 8:30 a.m. until 4:00 p.m. throughout the school year. Summer hours are 8:30 a.m. to 4:00 p.m.

The Mailing Center is open Mondays 9:00 a.m. until 5:00 p.m., Tuesday through Friday from 8:00 a.m. until 5:00 p.m. throughout the school year. Summer hours are the same as during the school year.

HU Postal Services operates a limited Saturday schedule throughout the year. The customer service windows are open on Saturdays 8:30 a.m. until 12:00 noon. Mail is delivered from the USPS for processing in the HU Postal Services. All mail is then sorted and distributed into mailboxes. Packages are checked in and/or written.

As an employee of Postal Services depending on the department in which you are assigned to work, you will be expected to process incoming mail, out going mail, packages, other incoming shipments, prepare outgoing mail for presentation at the USPS, as well process internal Campus Mail. You will be asked to assist in many tasks that are vital to the operation of the Postal Services Department.

What is expected of you, and what you can expect of Postal Services

HU Postal Services is more then a time-filling, pizza-money job. It is an important, vital part of Harding University, as a business, and as a lifeline to the world outside the campus. Each year over 3,000,000 (THAT’S THREE MILLION) pieces of mail pass through HU Postal Services. Until each piece is delivered, we are responsible for its safe treatment. Every day you work in HU Postal Services, you will be accountable for your actions. Correspondence of any type, from inter-office mail to an overnight letter, is to be treated as an important piece of someone else’s property. The following is a list of professional ethics and common courtesies all HU Postal Services employees are expected to follow.

General rules of etiquette

Employees are to work their scheduled shift and are required to be on time. If for some reason you cannot, it is your responsibility to find someone to cover for you. If you need to have someone fill in for you, Kay or a student supervisor must approve your replacement, not less than 24 hours in advance. If you know far enough in advance that you will need time off, post a note on the board looking for someone to take your shift. This is usually successful. All temporary changes to the schedule must be written on the calendar next to the time clock. Telling someone is not sufficient. If it is not written on the calendar and approved, it never happened.

Excessive unexcused absences can result in written warnings or termination. Three consecutive unexcused absences will automatically result in termination. Excessive excused absences can also have an adverse effect on your employment. Use good judgment.

When you begin working at HU Postal Services, you are taking on a commitment. Although you are a student first, you are also an employee, which is a close second. If you need time off to work on a paper or to study, this may be granted. However, it does show a lack of planning on your part that does not constitute an emergency on the departments’ part. Be sure you can handle both school and work before you sign on.

You are required to punch in and out. Do not write times on your time card. If there is a problem with the clock, or your card, see Kay or a supervisor immediately. Students should use the timecard provided for them by Kay. Always remember to sign your timesheet well in advance of the date the time sheets are due to be submitted. Timesheets will not be submitted to payroll unless signed. This will delay your student paycheck until the following pay period this is a minimum of 2 weeks. Do not white out other time cards without first checking with a supervisor.

If you are sick, do not come to work, but do call in. Having your mate, roommate, friend or parent do it is not acceptable. It is important that you call and speak to at least a student supervisor. Please be aware, you can be required to produce a note from your doctor or the Health Center.

Harding University has a fixed dress code. HU Postal Services has additional requirements be sure to review this policy and adhere to these guidelines. You will be asked to leave the area and return appropriately dressed if necessary. Continued noncompliance will result in disciplinary action and can result in termination.

As an employee of HU Postal Services, you are expected to show courtesy to our customers at all times. Likewise, if at any time, a customer gets belligerent or offensive with you, you do not have to put up with it. In case of a rude or irate customer, do not allow the situation to escalate, explain to the customer you have to get your supervisor and we will deal with them.

Personal phone calls to either on campus or off campus numbers are not allowed while on duty. Cell phones are to be turned off or to mute during your shift.

You will conduct yourself in a manner that is inoffensive to your fellow coworkers. Insubordination toward a student supervisor or any University staff member may result in your immediate termination.

If you need to take time off for a class assignment, you will need to post a note near the time clock requesting someone to fill in for you. This is your responsibility. When someone agrees to cover your shift for you, write your name and theirs on the calendar on the door.

A. Initiative

Although there should always be a supervisor available for questions you should be familiar with the daily routine of your work area and take initiative to see that everything is done and running smoothly. If you can not find something to do on your own, ask your supervisor if there is anything for you to do.

B. Quality of Work

In all three work areas accuracy counts. Please be accurate and proficient in the work you do and the information that you give to customers. You can always ask a staff member if you have any questions. Please do not hesitate to tell a customer that you are not sure of the answer to their question. Tell the customer that you will find the answer and that you will call them when you have the answer. Remember to follow through and complete any task you start. If unable to complete the task be sure to pass the information on to the next shift. More information is always better than less information. Leave notes…these notes must have a date, time and your name or initials for others to be able to follow up on the task.

Work Ethics & Responsibilities

Remember…your student employment position, whether on-campus or off-campus, is a real job. It not only provides you with income, but also with skills and experience that could lead to future employment opportunities.

Here are a few essential points to keep in mind and practice daily:

Ø You MUST call your supervisor if you will be late or absent. Occasionally you may be late or absent with good reason. However, it is necessary that you inform your work supervisor.

Ø It is YOUR responsibility to keep an accurate record of your work study earnings and not exceed your work study award amount. Keep a copy of each pay period’s completed timesheet since this is the most accurate record of your earnings. Subtract each timesheet’s gross earnings amount from your total award amount.

Ø If you need to change your work schedule for any reason, such as doctor’s appointment, special class activity, or final exams, you MUST ask your supervisor and/or submit a request as soon as you realize there is a conflict.

Ø Develop “people skills” by practicing the following behaviors:

· Listen effectively

· Communicate clearly verbally and in writing

· Contribute as a team member

· Be pleasant with others even when you don’t feel like it

· Deal effectively with difficult people and control anger

· Accept constructive feedback

· Learn what behavior is appropriate in a professional environment

· Keep confidentiality

Ø If you decide to leave your student employment position for any reason, you must let your supervisor know either verbally or in writing. It is common practice to offer a two-week notice and continue to work while your supervisor finds a replacement.

Visitors

We have limited space as it is. There should be no one in the work areas who is not an employee of Harding University. Your friends and family may stop by from time to time. We love to get to know your family visiting from out of town, however, it is not good business practice to talk with them about personal matters at the counter. These visits should be short so the work of the department can continue. Please take visits during your break and way from the work place.

Cell Phones

We are aware that emergency situations will come up, however cell phones should not be used while you are working. Cell phones will be turned off when you are working in the department. We have several land-lines where your family can call you in case of emergency, please have your family or friends contact you on these land-lines if they can not wait to speak to you after your shift. Limit your personal calls.

Computers

Postal Services computers are for business use only. If you need to check your email you can use the computers in the student center. The computers are not for surfing the net. If you need to use the computer or printer for personal reasons be sure to get permission from Kay or Tobey for this use.

Attendance Policy

We rely heavily on student workers to ensure that our departments run smoothly. When we plan our day, we plan with student workers in mind.

You should try to be punctual and dependable, avoiding tardiness whenever possible. Above you have listed your desired schedule. We have worked together to create a schedule that we have agreed upon. If at any time you plan to deviate from this agreed upon plan you should try to find a replacement and notify your supervisor(s) at least 24 hours in advance with the name of your replacement.

If you experience an illness or emergency you should notify your supervisor(s) at the earliest possible time.

Failure to show up for scheduled work shift without notification will result in disciplinary action.

C. Dress Code

When your are working in the Postal Services Department you represent the Department, Harding University, Yourself, Your Family most importantly you are representing Christ. You never know who is observing you as you do your ‘Job’. We have people from the community in our work area for various reasons and we will project a professional atmosphere.

The University has a dress code that is to be adhered to at all times in the Department. The Postal Services Department has additional requirements of their employees. The following dress code has been established.

· Do not wear sandals, flip flops or any type of open-toed shoe while working.

· Do not wear excess or dangling jewelry while working.

· Piercing of any kind are inappropriate for men.

· Ear piercing are the only appropriate for women.

· Shorts are not acceptable at any time in the Department.

· ‘Muscle’ shirts or Tank shirts are not allowed.

· Low neck lines and/or short tops are not allowed.

· Modesty is the rule of thumb. Clothing should be modest and neat at all times.

Women, be sure if you wear the low cut pants/jeans your tops are plenty long enough to cover your midriff without having to keep pulling it down.

Men and women be sure your clothing is neat, clean and in good repair.

D. Disciplinary Action

Disciplinary action can be taken for any number of reasons. Any time you do not follow the code of conduct established by this document you are subject to disciplinary action.

The following is the path that disciplinary action follows: