Becoming a Monitor

To apply for a position as a Student Monitor, please fill out this form, print it, and turn it into Bonnie Blue Supancic's box.

As a Student Consultant you should:

• Assist lab users in the use of applications to the best of your ability.
• Make sure that all equipment is functioning properly, notify the correct person and register the problem (see Registering & Reporting problems) if it is not.
• Assure that security for the equipment is maintained at all times. This includes opening and closing the lab in the correct manner.
• Insure that all lab policies and procedures are followed to allow for smooth and efficient operations.
• Assist in training of other student consultants if needed. (See Job Descriptions)
• Troubleshoot any problems that may arise.
• Maintain lab cleanliness.

A consultant should never be sitting doing nothing. This means you should always be scanning the room, looking for anyone having a problem with the equipment. For example, if you hear a machines error alert chiming, hear someone banging on a keyboard (which they should not do), or looking puzzled; don't just ignore them, go over and ask if they need assistance. You can use any free time to work on your own projects or learn new programs.
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Daily Routine

• At the beginning of your shift, be sure to sign in to the Monitor Sign-In Book.
• Make sure the lab has a generally neat appearance. Straighten keyboards, chairs, and tablets. Be sure trash is picked up and that no one has any food or drink at the computers. If the computer monitors or scanners have fingerprints or grease on them, please clean them; be sure to spray the glass cleaner onto the paper towel first and then wipe the glass.
• Check the supplies and the level of paper and toner/crayons in the printers. If anything is low, fill it, then record it in the Monitor Sign-in Book. If the lab is running low or is out of any supplies, let the student lab manager know. This is especially important on Friday afternoons, since supplies cannot be ordered over the weekend. If you have notified the Student Lab manager, leave a note at the Consultant station listing what you have put in a request for as well as the date that you notified the Student Lab manager. This way we can prevent duplicate orders. When Central Stores brings the shipment in, remove the note.
• Make sure that there are enough sign-in sheets available.
• Greet people as they come in the door and ask students for their ID and have them sign-in. It is important for our records that everyone signs in.
• Take a look around the lab. Make sure that all equipment is working, and if it isn't, record the problem in the Troubleshooting Database and make sure that there is a sign on it indicating that there is a problem. Pick up any trash you see and clean any equipment that appears dirty. In general, make sure that things are going fine.
• Assist users when needed.
• Assure that all lab rules are followed.
• Report any problems to the proper person (see Reporting & Registering Problems)
• Register any problems in the Monitor Sign-In Book.

When the labs are busy, people cannot "save" their place at a computer Running to the bathroom or to get a drink of water is one thing; running all of your errands, going to lunch, etc. is another. Use your own judgment, but depending on how busy the lab is, a good general rule is that if a computer is vacant for 10+ minutes, it is free for anyone to use. This policy is posted in the labs, so don't feel bad about enforcing it. You can also refer people to other labs that may not be as busy. Check the list in the Lab Information section to see what the other labs have. However, be aware that other labs have different priority lists for users, which some enforce more strictly than others. Priority lists for all labs are listed in the Lab Information section.

Opening the Lab

As a Student Consultant you are responsible for opening the computer lab at the time scheduled. To do this you need to call security a few minutes before your shift to come unlock the lab door. They will also disable the alarm.

• Turn on printers and scanners first.
• Turn on Monitors first then the CPUs.
• Check to make sure that the MacAdministrator screen saver comes up on all the computers after they have finished booting.
• Take inventory of supplies- toner cartridges, wax crayons, paper, etc. If anything is low or not in stock, let the Student Lab Manager know.

Closing the lab

• All machines should be shut off including scanners and printers. Use the shut down menu item from the special menu before turning off the computers. - Do not turn off transfer stations and servers.
• Pick up any trash.
• Put any Lost & Found items in the box provided.
• Turn off all lights, and close any windows.
• Call security to secure the room. (Do not leave until all students have left and security has secured the room).

Storm Policy

In the event of a thunder storm (with active lightning that is close by), it is advised to shut down all machines and unplug them from the wall.
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Lab Maintenance

It is your responsibility to help to keep the lab clean. Use your common sense here - if it looks dirty, clean it. There are cleaning supplies (including paper towels, cleaning solution, rubbing alcohol, etc.) with the printer supplies.

Computer cases, monitors, tables, keyboards, and the outside of the printers:
Use the paper towels and cleaning solution (a strange colored liquid in a spray bottle). Never spray cleaning solution directly on the monitors, keyboards or the outside of the printers. The solutions can drip down into the openings and cause problems.

Mice:
If the mice are sticking or not tracking well, it probably means that they are dirty. To clean them, take the back off to uncover the ball. Clean the ball with rubbing alcohol and a paper towel. Wipe any lint out from the inside track. If you are still experiencing problems, notify the Student Lab Manager.

Inside the Printers:
See Appendix C- Printer Information for directions for each printer. If you see any | trash, throw it out. Paper also tends to build up around the printers, try to keep this area clean by putting rejected printouts into the recycling box.

Manual Feed

Consultants need to keep a watchful eye on individuals attempting to manual feed. Manual feeding is not allowed at all in the AMC, MacCenter, and the MH Word Processing lab. Labs that allow manual feeding are listed in the Lab Information section. You can also refer them to Kinko's.
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Registering/Reporting Problems

Log any-problems in the Monitor Sign-In Book, even if you have fixed it. Keeping a good record of all of the problems helps us to diagnose larger problems when I they come up.

If you don't know how to fix a problem or have exhausted your knowledge, report the problem via phone or E-mail to the next person in the list (see Chain of Command). Please be as specific as you can, everything that you can tell us will help. The more information we have, the quicker we can diagnose the problem and fix it. Put a note on the bad piece of equipment and tell users not to use it.

If you replace toner in the printers, register that in the Monitor Sign-In Book as well. This helps us keep good records of how much is being used.

If a user can not print:

• Make sure the correct printer is chosen in the chooser. (Fine Arts B/W Laser, or Fine Arts Color Phaser 780). Choose Auto Setup.
• If the output is still not printing, check the printers to be sure they are on, and there are no error messages. If it is not something that is easily fixed (paper jam, off line etc.) check the manual or web site for the printers.
• If the toner is low, please do the following:
• B&W printer. Take the toner out and shake it back & forth, up & down (10 times each direction). This can prolong a cartridge up to a week. Please ask a monitor to assist you.
• Color Laser. Do not change the toner until you see a degradation in output quality. Never shake a color toner cartridge.
• If you are receiving the message "LaserWriter 8 not found" or you do not see any printers in the chooser: This could potentially mean that the computer is off the network. See the Machine off the Network section of this guide (3 sections down). Failing that, the actual printer driver itself has been erased or corrupted, in which case you may need to contact a Tech Monitor or the Lab Manager.

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So you have a job ... now what?

As a Student Consultant, you are expected to assist users as needed, as well as oversee the safe and secure operation of the lab. This means you must keep an eye on students who enter the lab, keep an eye on what they are doing, and prevent theft or damage of equipment. You may work on your own projects during your shift, but your primary job is to assist everyone using the facilities. Take initiative, approach students individually if you see that they are having difficulties, or ask if a student would like help. A good attitude is necessary, especially in dealing with frustrated computer users. It will make your job and their day go much more smoothly.

The most important quality we look for in a Student Consultant is commitment. It is important that as a Student Consultant you do not miss your shift. We understand that as the semester proceeds, school assignments get more demanding. As a student yourself, you can understand how frustrating it would be for a computer lab to stop opening regularly near the end of the semester. You are just as essential a resource as the computer lab itself, for without you the lab is useless. Please think ahead about the schedule you have and if you can truly commit to your shifts for the duration of the semester. There is a phone and email list provided to help you find someone to cover your shift.

Prior computer knowledge, and a basic understanding of computers and the MacOS is necessary. However, please know that as long as you feel you have the capability and commitment, your Lab Manager and Head Lab Monitor will provide as much training as is possible. We expect you to perform all the required duties as outlined in this handbook regardless of whether or not you are in training. We understand not everyone will have tremendous amounts of computer experience. This is a good opportunity to gain that experience.

So what do I get?

For being a student consultant, you get::

• $20 in print credits for each semester you are a student consultant (Monitors who work for several different labs during each semester will still receive a total of $20 in print credits regardless of how many different labs they have hours in.)
• a chance to increase your knowledge of Macintosh systems and applications
  
• technical work experience (looks good on your resumé)
• and of course you get paid.

These are the job descriptions for the 3 levels of student consultants. All consultants are responsible for performing the duties in the Schedule section. Additional information and responsibilities that differentiate the levels of Student Consultants are as follows:

Student Consultant Level 2 ($6.40):

Responsible for helping students in labs with any problems; keeping lab well-maintained and organized during shift; knowledge of Macintosh computers and software preferable.

Student consultants at this level usually work less hours and often have less formal training and experience with the Macintosh OS and software. They are also new or relatively new to working as a Student Consultant.

This Consultant also may be a person whom is referred to as a "Consultant-On-Call" . A consultant at this level is a person who can not commit to regular hours but can cover the lab on a call in basis. Their primary function is to keep the lab open at a time when a regular consultant could not be hired.

Student Consultant Level 3 ($6.65):

Student consultants at this level usually have at least 3 semesters of experience in the labs, and more knowledge and experience with the Macintosh OS and software than Level 2 consultants. They will also help with creating signs and small maintenance tasks.

Responsible for helping students in the labs; keeping the lab well maintained and organized; some knowledge/experience of Macintosh computers and software necessary.

These consultant covers the lab during regular hours each week. They often assist with classes in the capacity of a Teaching Assistant. A Student Consultant Level 3 will assist the Lab Manager with administrative responsibilities such as creation of signage, updating of the schedule, and small maintenance tasks. This consultant usually has more experience and possesses a higher level of expertise with the software then a Consultant Level 2.

Student Consultant Level 4 (6.95) (Tech and Head Monitors Only) :

Student consultants at this level possess a high level of technical expertise with both the Macintosh OS and software, as well as at least 5 semesters of experience in the labs. They have additional responsibilities such as assisting with training of other student consultants, and larger lab maintenance tasks.

Responsible for helping students in the labs; keeping lab well maintained and organized; knowledge/experience of Macintosh computers and software required; also responsible for assisting in training new student consultants. '

A consultant at Level 4 possesses a high level of technical expertise which is necessary for the operation of this lab. There are two positions that fall under this level: the Head Consultant and the Head Technician. The Head Consultant acts as the right hand person to the Lab Manager. They have additional responsibilities such as assisting with Scheduling of the lab, involvement with setting lab policies, training of other student consultants, and assistance with Lab Maintenance. The Head Technician assists with lab maintenance and troubleshooting of major technical problems.
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Probationary Period

All new Student Consultants are placed on a probationary period for 3 weeks. This allows you to figure out what the position is about and whether it is right for you. It also gives the Student Lab Manager and the Lab Manager a chance to see how you work in this position. If at the end of the 3 weeks we feel that you are doing a good job, and you feel that this is a good job for you, you will be hired. Regardless of whether or not you are hired, you will be paid for any hours worked. If your duties are not performed in an acceptable manner during this period, you will receive a verbal warning from the Lab Manager, and a written copy of the warning will be sent to the Work-Study office. If the problem is not corrected within the probationary period, you will be dismissed.

Note: The above procedure is also followed when a monitor is failing to meet his or her responsibilities.

Lab Usage Policy

Only current RISD students, alumni*, faculty, and staff are allowed to use RISD labs and equipment. You should ask every student to sign in and present a RISD ID (CE cards and Alumni cards are also fine). It is your responsibility that their writing is legible. Report any suspicious or unruly person to Campus Security by calling x6666.

We want these labs to be accessible to the RISD community. The sign-in with ID serves to keep random people from walking in from the street. By the same note, if someone has forgotten their ID and you either recognize them to be a RISD student or you recognize a class that they are taking (don't be afraid to ask), don't worry about it, just make sure that they sign in and if they know their ID number have them write it down.

* Alumni are free to use the lab, and can establish a print account at the CNS office. However, we do not offer e-mail accounts for alumni.
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Safety & Security

Protect RISD- report any suspicious persons, activity or vandalism. Encourage students to make use of the shuttle, or to walk in groups after dark. Do not encourage bad habits such as blocking A/C vents, propping doors open, or sneaking in food.

In an emergency, contact RISD Security immediately by calling x6666
You can also reach security at x6376

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How do I get paid?

First things first. If you have not worked at an on-campus job yet, you need to go to the Work-Study office (1st floor of the Prov-Wash building, to the left after entering the building) and fill out a W4 form and an I9 form. Once these are filed you can get paid.

Next thing- get a time card. Time cards are available in the FA/FS Lab in the monitor box on the table by the door, or from the Work-Study office. If you are an International Student you get a green time card. If you have a Federal Work-Study grant (FWS) you get a grey time card. If you have a RISD Work-Study grant (EMP) you get a pink time card. If you have no Work-Study grant you get a blue time card. If you have any questions about what color time card you are, ask at the Work-Study office and they will be able to tell you.

Filling out your timecard
Front:
Name of Student: Fill in your name.
Student ID: Fill in either your RISD Student ID number or your social security number.
Name of Department: Enter FA/FS.
Don't worry about the account number, we will fill that in when you turn in your time card.
Payrate: This will be given to you at the beginning of the semester. If you are not sure of your payrate, e-mail the lab manager.
Total hours: Fill in the total number of hours you worked this month (see back of card).
Position: Fill in Student Consultant Level 2, 3, or 4.
RISD Box No.: Enter your box number.
Student Employee's Signature: Sign here.

Back:
Month/Year: Enter the month and year that this time card is for.
Date: The number of each day of the month.
Day of Week: Enter the weekday here that corresponds with the date (i.e. if September 3 is on a Tuesday; write Tuesday in the day of week box that is next to the 3 in the date column). A calendar makes this much easier. You really only need to enter the days that you work, however if it makes it easier, just write them all in.
In/Out Columns: There are 2 pairs of these columns. This is where you enter the time you start your shift and the time you end your shift.
Hours: Enter the number of hours you worked that day here
Pay Rate: Fill in your pay rate here (see front of card).
Total Hours: Add up the hours column and put that number here. This is the total number of hours you have worked in this month.

Turning in your time card

Make sure that your time card is in the monitor box. If your card is not in the monitor box at the end of the month or is submitted beyond the published deadline, payment will be delayed until next month's payroll.

You are approved to work during scheduled lab times only. Student Consultants may work more than the maximum amount of hours assigned, as long as they are substituting for another Student Consultant during scheduled hours and your total weekly hours do not exceed 40. Your time cards will be held if:

• Time-card is submitted after the published deadline
• Paper work is not processed, i.e. W4 Form, I9 Form
• Question in verifying hours Hours will be crossed off if:
• Hours recorded exceed allowable amount
• Did not take 1/2 hour break after 6 continuous hours of work (even between different on-campus jobs)
• Hours recorded exceed 40 hours or the full amount of Financial Aid award (where applicable)

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Showing Up to Your Shift

It is extremely important that you report to your shift on time. Students are depending on you to be able to complete their class work. If you "develop" a habit of missing your shift without notifying anyone or of chronically arriving late, this can be considered grounds for dismissal.

If you know that you will be absent due to illness or emergency, you should take the following steps:

• Notify the Student lab manager (FA/FS: Head Consultant) via e-mail or phone as early as possible.
• Find coverage: call other student consultants, post to the E-mail list. If another consultant agrees to cover for you, e-mail Student lab manager (FA/FS: Head Consultant) to confirm. Then let the other student consultants know that you have found someone.
• If you cannot find coverage, notify the Lab manager and Student lab manager (FA/FS: Head Consultant) immediately.

If you are going to be late to your shift:

• If you know ahead of time call or E-mail the consultant who works before you and make sure that it is all right with them to stay until you get there. If they can't stay, find a replacement.
• If you don't know in advance, give the lab a call and talk to the consultant who works before you. See if you can arrange things with them.

Our goal is to keep the labs open and operational full-time. However people get sick, and crises happen. We understand that sometimes things come up. Just let us know! There is nothing more frustrating to everyone than to have the lab be closed and have no idea why it happened.

As the final reviews and exams approach, you will probably want to spend more of your time in studio preparing for final reviews - so will students who use the lab to complete their projects. A lot of shift switching always goes on around this time due to review schedules, etc. Please help to keep the confusion down by finding a replacement as soon as you know that there is a conflict.

Because students and teachers alike rely on the Student Consultants to keep the labs open the most before studio reviews, if you quit your job during this time it will seriously impact future consideration for employment as a Student Consultant.

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Chain of Command

Problems that Student Consultants should be able to take care of:

• Application malfunctioning or usage questions
• Machine crashes (software)
• Printers malfunctioning (general problems, i.e.- not plugged in, paper jams, toner low, etc.)
• General network problems (not finding printer, AppleTalk problems, etc.)
• Scheduling consultants to cover your shift if the need arises
• Zip disk problems
• Virus infected zip and floppy disks

Problems that should go to the Student Lab Manager or Tech Monitor:

• Any problem that a monitor has been unable to resolve
• Application malfunctioning or usage questions
• Machine crashes (software)
• Printers or scanners malfunctioning
• Scheduling student consultants
• Scheduling problems
• Facility concerns
• General network problems
• Zip disk problems
• Virus infected zip and floppy disks

Problems that should go to the Lab Manager:

• Any problem that the Student Lab Manager has been unable to resolve
• Applications malfunctioning
• Machine crashes
• Printers or scanners malfunctioning
• Network problems
• Loading new software
• Facility concerns

Problems that Should go to CNS:

• Network problems
• Student email or print account not functioning

Call the help desk at x6106
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Dealing with Students and Faculty

Don't be afraid to ask a user to leave if they are disruptive and refuse to obey the rules of the lab or appear to be damaging equipment. You have this authority - don't let anyone tell you otherwise. If they don't listen, or you feel uncomfortable asking them to leave for physical or personal reasons, call security at x6666. Report problems to the Lab Manager.

You are an employee, and while you are responsible for enforcing our policies, you don't create them. If someone has a problem with any of the lab usage or printing policies, send them down to the CNS office where they will be directed to the proper person. You do not have to take any verbal abuse from other students, faculty, or staff members.
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