Intern Handbook City of Grand Forks Internship Program

Transcription

1 Intern Handbook City of Grand Forks Internship Program

2 Table of Contents Grand Forks Internship Program Policies 2 Dress Code 2 Work Hours 2 Attendance 2 Reporting Late & Leaving Early 2 Holidays 3 Pay Practices 3 Evaluations 3 Social Media & Cell Phone Use 3 Personal Use of City Property 3 Human Resources Policies 4 Organizational Chart 5 Telephone Guide 6-7 Voice Mail Set-Up 8 Outlook 9 Internship Time and Duty Log 10

3 Dress Code- Business Casual Grand Forks Internship Program Policies If there are any issues with your dress they will be addressed by your Intern Mentor. Work Hours City Hall is open Monday thru Friday 8am-5pm. Interns are expected to fulfill their weekly work hours during this timeframe unless other work hours are discussed with and approved by your intern Mentor or department head. Attendance Interns are expected to maintain professional behavior, which includes being at work during scheduled working hours and arriving on time. If, for any reason, an intern must miss a day of work, it is their responsibility to contact their intern Mentor. Interns are also responsible for notifying any third party member that may be affected by the absence, such as an individual with whom they had scheduled a meeting for that day. Interns do not receive sick pay and are not credited for hours in which they are absent from work. Reporting Late or Leaving Early It is the intern s responsibility to inform their intern Mentor if they are going to be late or have to leave early for any reason. Interns are paid and given credit only for time spent at work and reported hours work will be reflective of habits of tardiness and/or leaving early. 2

4 Holidays The City of Grand Forks is closed for the following Holidays: Spring Semester: New Year s Day Martin Luther King Jr Day President s Day Pay Practices Summer Semester: Memorial Day Independence Day Fall Semester: Labor Day Veteran s Day Thanksgiving Day Christmas Day Payroll is distributed bi-weekly via direct deposit into the intern s designated checking or saving account. All mandatory payroll taxes and deductions are withheld prior to deposit. Undergraduate interns are paid $10 per hour and graduate interns are paid $12 per hour. It is the intern s responsibility to fill out payroll sheets in Lotus Notes as well as time sheets to keep track of hours worked. Evaluations As stated in the Intern Manual, evaluations will be completed mid-way through the internship and at its conclusion by the intern Mentor. Interns will also complete an exit interview/evaluation of the program upon completion of the internship. Exit evaluation forms will be turned into the Human Resources Department. Social Media and Cell Phones Do not check personal , update social networking sites, or surf the web while on the clock. While some assignments may require accessing social networking sites, their use should be limited as much as possible. Restrict personal cellphone use to breaks and after hours. Personal phone calls and continuous texting are distracting workplace behaviors and thus unacceptable while working. If an emergency arise where personal cellphone use is necessary, the intern Mentor should be informed. Intern Mentors and department heads have the right to impose restrictions on cell phone and internet use, including requiring cellphones be turned off, if issues arise. Personal Use of Phones, Mail, Computer, Internet and The City of Grand Forks Internet and systems should be used for business purposes only. Users should have no expectation of privacy when using City , Phones, Computers and Internet and should not use these programs for personal use. 3

5 Human Resource Department Policies Information regarding City of Grand Forks Human Resource policies can be found at: The City s Employee Reference Guide also provides in depth information on City Policies and can be found at: file:///h:/intranet/employee_reference_guide.pdf Policies include the City s Employee Reference Guide: - Affirmative Action Policy - Sexual Harassment Policy - Electronic Communications Policy - Non-Discrimination & ADA Accommodation Policy - Alcohol and Controlled Substance Policy - Drivers License Policy - Smoke Free Workplace - Open Door Policy 4

6 City of Grand Forks Organizational Chart

7 Toshiba Telephone User Guide Applicable to City Hall, Law Enforcement Building and Public Works TO MAKE AN INTERNAL CALL (WITHIN THE BUILDING) 1) Lift the handset 2) Dial the desired extension TO MAKE AN EXTERNAL CALL (OUTSIDE THE BUILDING) 1) Lift the handset 2) Dial 9 3) Dial the desired external number If long distance: There will be a tone heard on the handset, which is a request for your long distance security code. Enter your assigned long distance security code. TO PLACE A CALL ON HOLD 1) While on the call, Press the Hold button TO RETURN TO THE HELD CALL 1) Lift the handset 2) Press the flashing extension button to return to the caller TO TRANSFER A CALL 1) While on the call, press the Cnf/Trn button 2) Then: A) Dial the extension you wish to transfer to OR B) Dial 9 + External Number (Such as home, or cell) you wish to transfer to 3) Hang up TO PARK A CALL 1) While on the call, press the Park button 3) Press the * key, the System will then park the call in an orbit (numbered between ) 4) Note the park orbit number displayed on the LCD screen 5) Hang up; notify the intended party that they have a parked call in orbit # NNNN TO RETRIEVE A PARKED CALL 1) Lift the handset 2) Press the PARK button and Enter the Parked Call Orbit Number TO ADJUST HANDSET VOLUME 1) While on a call, Press VOL UP or VOL DWN to adjust the volume 2) When you return the handset, the volume returns to its default setting TO ADJUST THE SPEAKER VOLUME 1) Press Spkr button 2) Press VOL UP or VOL DWN to adjust the volume 3) Press Spkr button 6

8 TO ADJUST THE RING VOLUME 1) Press VOL UP or VOL DWN to adjust the volume 2) The volume will be set to the volume at the time you released the Volume Up or Down button. TO ACCESS YOUR VOICE MAIL (AT YOUR ASSIGNED EXTENSION) If the msg light on the phone is lit, press the msg button If the msg light is not lit, but you would like to access the VM system from your assigned extension dial 850: you will then be prompted for your security code TO ACCESS YOUR VOICE MAIL FROM OUTSIDE THE BUILDING 1) Dial into the system locally with or from a long distance location with *Note the number is for City Hall and Law Enforcement, the Voice Mail External Access Number for Public Works is ) When the pre-recorded (automated operator) message begins playing, press the * key 3) You will then be prompted for your userid (i.e. mailbox#, phone extension), enter it 4) You will then be prompted for your security code, enter it 5) Proceed as normal TO MAKE CONERENCE CALLS 1) While on a call, press the Cnf/Trn button 2) Call another station or external number 3) When the called party answers, press the Cnf/Trn button 4) All parties are now connected 5) Repeat, if necessary, to conference up to 8 parties TO INVOKE DO NOT DISTURB (DND) This function will prevent incoming calls from ringing and will send calls to your mailbox after hearing your voic greeting. 1) Press the DND key 2) The red light indicates the Do Not Disturb is in effect TO CANCEL DO NOT DISTURB 1) Press the DND key 2) The red light will go off - Do Not Disturb is not in effect TO USE THE DIRECTORY FUNCTIONS 1) Depending on your phone model: 2000 Series Press the Mode / DIR Button (the leftmost button under the display) 2) Choose which directory you want to use: MY = Your Own Personal Directory = Personal (station) speed dial names/numbers EXTR = External Directory = System speed dial names/numbers INTR = Internal (this building) = Directory of names/numbers 3) After selecting a directory the display will show- ENTER NAME: FIND 4) To scroll through all entries one by one press the FIND softkey, then use the NEXT softkey until the desired entry is found To position to a particular entry use the dial pad (like texting) to enter the target name, then press the FIND softkey and use the NEXT / BACK softkeys to position 7

9 Voice Mail Setup To Be Filled in Prior to Intern s Orientation User Name: Full Phone Number: Extension: Voice Mail User ID: Current Voice Mail Security Code: Before executing the following instructions you may want to prepare a short message that will be heard by callers if they reach your voice mail and not you. An example being: Hi, this is (name). I m currently out of the office or on another call. Please feel free to leave a voice mail message and I will get back to you ask soon as possible, thank you. 1. From your desk phone, dial When asked for security code, enter your security code followed by the # sign. 3. You will then be guided through the voice mail box setup. 4. When asked to set a security code, use a four digit number that you will remember. (If you don t want anyone else to be able to review your voice mail messages, change your security code!!) You may access your Voic from any phone in the City by calling If using a phone not in the City call (701)

10 Outlook Mail/Calendaring via a Web Browser To access your or Calendar using a web browser on a computer that is on the city network, click start menu and open outlook. You will be given a log in screen. Type in your User Name and password: These will be provided by the IT department. If you are unsure what your password is, it can be changed by the IT department. Do not check the Remember my password or Remember my credentials checkboxes. This will allow other users of the computer to access your . If you are accessing your from a web browser outside of the city network, you will be required to log in a second time. You will use the same credentials you used in the previous step when signing on to the server. The initial screen that comes up is the screen. 9

11 Internship Time and Duty Log: Sometimes your Intern Mentor may ask you to keep track of the hours you work and the tasks you complete, especially if you have been given permission to work hours outside of the normal City Hall hours. The log below should be used as an outline in order to record your weekly tasks in a way that is easy for your Mentor to review. Your log will be similar to a time sheet. Note the week at the top and then provide the breakdown of the hours worked each day and the specific time dedicated to each task. Example Time and Duty Log: Week of: September 3 rd - 7 th Date Hours Description Sept am Received instruction for a new projected that involved looking into existing personnel policy Read existing policy on termination 1-5pm Read policies for hiring, promotion, etc. Sept am Discussed what I found with my Intern Mentor 9-12 Looked over materials given to me by my Department head 1-5pm Went with Department Head to Budget Meeting Sept Researched information online Sept am Went to Staff Meeting Gave constituents a tour and overview of what the office does 1-5pm More research Sept am Wrote draft policy for dealing with termination Discussed proposal with Department Head 1-5pm Worked on refining the proposal 10