Congratulations on Your Decision to Become A Part of the Department of Intercollegiate Athletics and Rec Sports!
The Department of Intercollegiate Athletics and Rec Sports is responsible for the operation and recreational programming of the Superior Dome, P.E.I.F. Building, and the Berry Events Center. It is also closely coordinated with the Athletic offices at NMU. Student employees play a major role in the success of our department as they work in various jobs throughout the facilities.
The P.E.I.F building is home to the Recreation Center, pool, fitness programs, intramural sports, O.R.C.P, athletic facilities, HPER Department offices/classrooms, and Athletic Department offices. The P.E.I.F. student staff assists with the operation of the P.E.I.F, memberships, concessions, and building rentals. Students are employed as supervisors, Information Center attendants, lifeguards, weight room attendants, ORCP facilitators, intramural workers, and fitness instructors.
This manual is designed to give you information how to be a successful employee in our department. It will detail basic job responsibilities, operating guidelines, and emergency procedures.
Please take the time to read the manual carefully. Do not be afraid to ask questions about anything that is unclear to you. Our goal is to make you the best possible employee that you can be.
Front Desk Standards
Know answers to all questions or be able to direct them to the proper resource
Communicate, communicate, communicate! (Between full time and part-time staff)
Student Staff Dress Code => Staff shirts, closed toe shoes and neat attire is required.
Stay busy during down times
Prioritize duties but customers come first!!! – offer them assistance if they look confused
Complete maintenance duties as assigned
Know the regulars that come in on your shift! – make it personal
Keep phone list updated
Keep a positive ATTITUDE at work
Separate work from your personal life. – Be Professional
Treat customers the way you want to be treated!
Respect your supervisors – whether they are professional staff or student workers.
Keep a professional and organized work area
Everyone must show proper identification or pay a daily fee to enter the facility
NO cell phones/laptops at work
What is the priority of task? (fill food tray, help at concessions counter, clean lobby area etc…)
What is a way of making everyone recognized – Who is who – Ken Godfrey, Pres. Wong, etc.
P.E.I.F. Rules
General Rules
• All participants must hold a valid Rec Membership card or daily guest pass. All unauthorized users will be asked to leave the premises.
• The minimum age for a participant to purchase a guest pass without a supervising adult is 12 years of age.
• Children 5 years of age and younger are admitted free when accompanied by an adult.
• Street shoes are not allowed in the activity areas.
• Dribbling balls in the hallway are prohibited.
• Skateboards/rollerblades/bikes are NOT permitted in the building.
• Patrons are required to leave the building no later than 15 minutes after closing time.
• Sauna users must wear a swimsuit or shorts while in the sauna. They must also use proper conduct or will be asked to leave.
• Discourage theft by locking up all valuables. The P.E.I.F. is not responsible for lost or stolen items.
• Noon hour basketball is designated for adults only from noon to 2pm.
• Fighting and using profanity will lead to the immediate removal from the building.
• The climbing wall is off limits during non-scheduled times.
• The practice gyms and Vandament arena are not available for recreation unless the building supervisor finds it necessary to open them during overflow periods or during scheduled open gym times.
• The racquetball courts may be used for non-athletic activities such as theatre productions/video taping, etc. with proper reservation and the Supervisors’ approval. The door windows may not be covered to prevent staff from seeing activity in the court area.
• Hand stamp for all day pass users/pool/fitness classes/school groups and kids
Weight Room
• Must be 15 & older to use the weight room.
• Children 12-14 must be accompanied by an adult 18 years or older
• Children under age 12 are not permitted in the weight room.
• All shoes must be closed toe and clean (no sandals).
• Weight collars must be used on all free weights.
• 30 minute time limit on all cardio equipment.
• Participants must wipe down equipment after use.
• Put weights away after use.
• Users must face forward and are not permitted to use free weights while using cardio equipment.
• Do not drop weights.
Pool
• A valid Rec Membership card must be shown at the Information Center and a hand stamp obtained to enter the pool area.
• Individuals must take a shower before entering the pool.
• Children under 12 years of age must be accompanied by a responsible adult 18 years or older.
• No cut-offs, street shoes, or shirts are allowed in the pool.
• No person having any condition which has the appearance of infection shall be permitted to enter the pool.
• Food, drink, gum, and glass containers are not allowed at any time in the pool area. Patrons under the influence of alcohol or drugs are not permitted in the pool area.
• No running on the pool deck.
• Lifeguards have responsibility for the pool area. They have the authority to close the pool, if necessary, or revoke swimming privileges, when rules are broken.
• The dive platform is closed during open swim.
• Only U.S. Coast Guard approved life jackets are allowed during open swim. A limited supply is available for use on a first come, first served basis.
• Diving is not permitted in the lap pool.
• No rough play will be allowed at any time in the pool area.
• Playing with rescue equipment is strictly prohibited.
• Extra equipment such as snorkels, face masks, scuba gear, and other toys will not be allowed in the pool for open recreation. Exceptions require medical approval and full-time staff approval.
• The use of kickboards and pull buoys is open for lap swimmers.
• The starting blocks are not to be used during open recreation – NO EXCEPTIONS.
• No hanging on the lane markers. Cross lanes by swimming underneath them.
• The marked lanes are to be used for lap swimming only.
• When the pool is crowded, patrons should be encouraged to circle swim or share lanes with someone of the same skill level.
• The basketball hoop is available for use during open swim times except at times when swimming lessons are taking place. No rough play or hanging on the rim.
Dive Tank
• A swimmer MUST be able to swim one lap of the pool (front crawl) before entering the dive tank.
• A diver will enter from any one of the boards and exit from the ladders at the sides.
• During Noon hour swim, the diving well is closed for diving between Noon-1pm and is reserved for swimming only. All swimmers in the dive tank must stay behind the orange cones (approximately 15 ft.) from the far side of the dive tank.
• The diving tank is basically for divers. At the discretion of the lifeguard, swimming will be allowed in the dive tank.
• No hanging from, swimming under, running off, or sitting on the diving boards is allowed.
• Only one person is allowed on a diving board at a time. The next person must wait on the deck.
• Only one bounce on the diving board is allowed.
• Only forward jumps and dives are allowed from the platform and diving boards. NO flips, inwards, reverses, handstands, etc. will be allowed from the diving boards.
P.E.I.F. Employee Conduct Rules
1. While working, you are to abide by a certain dress code. You are required to wear the Department shirt provided to you, clean and presentable pants, and closed-toe shoes.
2. Items such as sandals, hats, and bandanas are strictly prohibited. Shorts are permitted if the length reaches around the knees.
3. Your appearance at work should be clean and neat.
4. All employees should arrive five (5) minutes early for their shift so they are ready when it begins.
5. Never leave the cash register unattended. Leaving the register unattended invites theft and it is a serious work violation.
6. The PEIF safe must be kept locked at all times. Deposits are never to be left unattended.
7. NO ONE is allowed in the Information Center except those student employees on duty or if there is an emergency. There are NO exceptions. Also, please limit the amount of people outside the Information Center. Friends are not permitted to be standing at the counter for extended periods of time.
8. Laptops and cell phones are not allowed to be used at any time.
9. Beverages may be kept on the counter as long as it is always kept out of sight from the participants.
10. Food is prohibited from the Information Center. You may eat in the lobby area or in the back rooms of the Information Center, provided there is another individual able to watch the counter.
11. Homework is permitted in the Information Center, but it is limited to reading only. Homework should not interfere with the job responsibilities of the Information Center. You must be attentive when people approach your station. Do not make someone wait while you finish a sentence or a paragraph. At no time should the Information Center be cluttered. All other homework is not permitted.
12. Watch the types of conversations that are being held between workers. You would be surprised at how easily a conversation being held in the Information Center is heard up and down both hallways…all the way to the lobby.
13. Food in the Information Center is not free to employees. Employees are expected to pay for what they take or face serious consequences. Employees receive a special that a 22oz. soda is only .50 cents.
14. You are responsible for following all procedures and policies outlined in this manual. Failure to do so may result in serious disciplinary actions and possible termination.
Welcome to Being a P.E.I.F. Supervisor!
Congratulations on becoming a P.E.I.F. Supervisor! The example you displayed to the department is something they want instilled in every employee.
A P.E.I.F. Supervisor is more than someone who watches the Recreation building. You are a role model and an example to the Department, on or off duty. Before being hired, you showed us that you are a responsible and dependable individual who can go above and beyond the expectations set for you. Your sense of good judgment, public relation skills, and problem solving are just a few of the traits to help you attain those goals.
You are the direct representation of the department to every person who walks through the facility. Obviously you were chosen because the department thinks you exemplify the representation they want to receive throughout the community. Please keep this in mind, especially when dealing with any customer.
Once again, welcome to becoming a Supervisor! While a lot of responsibility rests upon your shoulders, the department is certain you can and will be a positive attribute to the facility.
Supervisor Job Description
The Supervisor is responsible for assisting with the overall operation of the P.E.I.F. This position requires strong skills in staff supervision, safety awareness, customer service, problem solving, money management, and the ability to respond to emergency situations. Duties include staff supervision, customer relations, rule enforcement, securing facilities, laundry, money handling, concessions operations, swimming pool management, emergency handling, assisting with building cleanliness, and a general working knowledge of facility operations and programming.
Qualifications:
1. CPR/ First Aid / AED certification
2. Demonstrated leadership abilities
3. Demonstrated interpersonal skills
4. Experience in staff supervision
5. Ability to work in a fast paced environment
6. Lifeguard training desired
Supervisor Opening Procedures
* A checklist will follow these detailed instructions to help you when opening *
** Following the checklist will be a map with doors and light switches marked **
1. It is important to note that, as an opening Supervisor, it is always recommended that you arrive 30 minutes before your scheduled time. This will help ensure that you have enough time to complete all your tasks, take care of any problems that might occur, and still open the doors on time especially since you will usually not have an Information Center Attendant until later on in the morning. It is also important that you realize many opening tasks may be done before you arrive because of the Building Attendants. However, you still need to go through all the motions to ensure everything is complete.
2. You should already have opening keys and you’ll need to go to the P.E.I.F./
Superior Dome link. There, you will use the A8-8 key to enter the door with the orange arrow. From there, you will continue to get through the keycard door with the A8-A key and then through the fire doors with the same A8-A key.
3. You will continue down the racquetball court hallway, opening all four brown
Doors (two at each end). From here you will arrive at the Information Center and enter the Recreation area with your A8-A key. Make sure this door is still locked when it closes behind you. You will then enter the Information Center with the ANC-13 key. Here you can drop your stuff before continuing.
4. You will then go to the O.R.C. P. (the door should be opened; if it’s not, use your
A8-A key) and clock in. You will also turn on all the lights for the Recreation area that are located on the far wall.
5. Next you will enter the Information Center again and open the safe. You will be
instructed as to where to find the combination and how to open it ahead of time. In the safe, you will find the Supervisor keys and with the following instructions, you will open the building.
a. Once you leave the Recreation area, go to your left and locate the light switch panel on the right next to the fire doors. Turn on the lights. These lights turn on the racquetball court hallway lights as well as the lights in the hallway you’re currently in. There is another panel at the other end of the hallway, but you only need to turn on one set. You need to walk through the fire doors and unlock the doors that have access to the outside with the small allen wrench. Important: In most cases, we do not unlock the keycard doors unless completely necessary. This makes it easier on those who lock at night.
b. Turn around and go back down the hallway to the opposite end where you will walk through the fire doors to the doors that lead to the outside. You will unlock these with the larger allen wrench.
c. Walk back through the fire doors and turn to your immediate left to walk towards the loading dock. You need to make sure the garage door is still closed and that neither door is propped open. Also, if you happen to work a weekend, outside of these doors is where they will drop the newspapers. Make sure you collect them at this time.
d. Come out of the loading dock area and go back down towards the racquetball court hallway. You need to make sure all doors are open and all trash has been discarded.
e. When you’ve come to the end of the racquetball court hallway, go to your immediate left where the P.E.I.F./Superior Dome link is located. You will first unlock all the fire doors with the A8-A key. Then, you will unlock the next set of doors with the larger allen wrench. Then, you will unlock the last set of doors that lead to the outside with the A8-5 key. Note: Sometimes all these doors will not open with the key. They are sticky and hard to operate at times. You need to make sure that you at least have one on each side open. If you need assistance, find a Building Attendant, or call Public Safety.
f. Walk back into the lobby and walk over to Office 126. There is a light switch panel there to turn on the lights in the lobby. Turn on the lights. Again, there is another panel, but only one needs to be turned on.
g. Walk a little further and on your left, next to the bulletin board that is just outside of the Dance Studio is another light panel. Turn these on and they will turn on the lights in the hallway you are standing in as well as the two wings with Vandament Arena and the practice gyms. Again, there are two other panels, but you only need to find one.
h. Walk down to the Dance Studio to make sure the doors are locked. There may be exceptions to this room being locked, but you will be notified who will be using it and at what hour. Then, continue down the hallway and on your left, next to the display cases is a single light switch. Turn this on to turn on the lights in the display cases.
i. Walk to your left and check the doors to the Practice Gyms. These should be locked unless you were otherwise notified that another group would be using it. Continue to your left until you reach the fire doors as you need to check the doors that lead to the outside. They should be closed and locked.
j. Go back down the hallway and walk towards Vandament Arena. Check the doors to Vandament as they need to be locked, unless you were notified otherwise. Continue down the hallway to the P.E.I.F/Berry Events Center Link. The first doors you will encounter are the brown ones and these can be unlocked with the A8-A key.
k. As you walk through those brown doors, you need to unlock the 4 sets of doors with a small allen wrench. Now, you need to return to the Information Center. However, remember to keep the Recreation area door locked.
6. When you enter the Information Center, go to the back where the filing cabinet is and grab eight towels for the weight room. You will go upstairs and turn on all the televisions, lights, and fans. Also, replace all the towels with the new ones. You will bring the old ones back to the information Center with you. You need to check the spray bottles and make sure they are all full. If not, you will need to bring them back to the Information Center to fill them. Directions for the proper measurements for the spray bottle contents can be found in ‘Information Center Daily Operations’, under ‘Weight Room.’ You should also be checking the weight room and overall Recreation area for cleanliness. Pick up trash and left articles which can be thrown out or placed in Lost & Found.
7. Return to the Information Center and place the old towels in the yellow bin. Fill spray bottles and return them upstairs if necessary.
8. You should then turn on the saunas and those switches are beneath the medicine cabinet. Then, turn on the computers as well as the camera so these are ready to go. You should also be picking up any clutter that is around or on the front desk area. However, DO NOT open the overhead window yet.
9. You now need to go back into the safe and get the money drawer. You need to count the drawer and verify that there is $150 in it. This is your start money. Once you’ve finished counting it (twice is always a good idea!), place the drawer in the register and turn the key to ‘REG.’
10. In addition to counting the drawer, you also need to find the change bag in the safe. There should always be $40 in there. You need to count and verify that. At this time, you should also be checking to make sure you have all other necessary sheets such as the Reservation sheet, Supervisor sheet, and a hours sheet. If you don’t, these can be found in the back filing cabinet.
11. Now, you can open the Concessions overhead window and make sure all products are stocked as well as easily accessible. You should turn on the soda machine, turn on the light in the cooler, and fill the bagel tray. You also need to turn on the cell phone.
12. You can turn on the radio and now you are ready to open the overhead window for the Recreation area (this should be done no later than 5:30am). As you do so, you will probably find people waiting but they are usually patient. Go and unlock the Recreation area door (it should have been locked this entire time). The P.E.I.F. is now open.
*** It is important to note that you go over a lot of things that the closing Supervisor should have taken care of. Your job is to make sure they completed everything they did and that it wasn’t done carelessly. You need to keep your eyes open for vandalism or anything that looks suspicious and document it accordingly on the blue Supervisor sheet. ***
Additional Morning Duties
Since you are the only one in the Information Center in the morning, you are not allowed to leave unless it’s under emergency circumstances. In most cases, you can contact a Building Attendant and they will assist you with any problems you may have. However, the below items are things to take into consideration when working early in the morning.
1. Reservations are taken at 5:30am and no earlier. You need to stick to this rule. It is not 5;30am until the clock in the Information Center reads so.
2. As far as towels go, check in the morning to make sure you have enough (the closing Supervisor should have done this) to last awhile. If not, you’ll have to make an extra trip to the laundry room to retrieve them.
3. You need to make sure everything is stocked in the Information Center. You may find it necessary to stock retail items, towels, concession items, or anything else. You also need to clean the counters, shelves, floors, rugs, or anything that looks like it is in need of it. Remember, you are behind the desk and you need to look busy.
4. As an opening Supervisor, you are responsible for keeping track of the inventory for the P.E.I.F. This simply means that every morning when the Information Center Attendant arrives, you need to check in the back and make sure everything is in stock. If something is low or out, you need to make note of it and give the note to the PEIF Manager so the product can be ordered.
5. One important thing to remember is that along with all these things, you also need to watch customers who need to be checked in or need assistance. Do not let these duties interfere with the customers or the phone.
6. Homework should be done ONLY if all the above items are complete and you have absolutely nothing productive left to do for the Information Center. You are here to take pride in your work and show that pride in the workplace with how you conduct yourself.
7. As stated above, you will have an Information Attendant come in later and they will be able to assist you with many other responsibilities. Use the maintenance checklist for responsibilities that must be completed during your shift, either by your Information Center Attendant or yourself. However, if they are not complete, you are the one held responsible.
Opening Checklist
Turn on the lights
Open the necessary doors and check out building
You may need to finish or complete tasks not done the night before
Make sure the weight room is ready (towels, spray bottles, televisions, etc.)
Check on towels
Turn on computers, camera, sauna, etc.
Turn on cell phone
Count drawer and change bag
Check AED’s and initial form if OK and Charged
Turn on all Concession items
Open overhead doors
Unlock Recreation area door
Turn on cell phone and put on fanny pack
Stock items
Clean Information Center
Inventory items
Supervisor Closing Procedures
* A checklist will follow these detailed instructions to help you when closing*
** Following the checklist will be a map with doors and light switches marked **
1. Put all completed forms in deposit bag.
2. The Student Rec Memberships that were sold, need to be taken to Office 126 and placed in the wire basket on top of the counter.
3. You need to place new sheets on the clipboards and they can be found in the second drawer of the back filing cabinet: the Supervisor sheet, the hours sheet, and the reservation sheet. Make sure the date on the reservation sheet is correct and write the correct dates on the other two. Write any important notes such as towels in the dryer or machine malfunctions on the Supervisor sheet.
4. Also at this time, you should make sure that all spray bottles are filled up in the weight room, the weights are picked up from upstairs, and all other equipment has been picked up. Important: If you are washing towels at this time, it is imperative that you DO NOT leave them in the washer. You need to at least put them in the dryer and start the dryer. Bacteria will build up on the towels if you leave them in the washer overnight, and then they will have to be rewashed.
5. When the clock in the Information Center reads 15 minutes to closing time, you may start locking doors in the following order:
a. You always start on the far end of the building first. You will walk all the way over to the Berry Events Center and check the two sets of doors at the base of the stairs.
*Note: The keycard doors will not be locked yet and they can be identified this way as they will be green. However, all other doors should be locked by you. The keycard doors should “click” when pushed opened so it is verified that the latch is out, allowing the door to lock when the timer takes effect. A keycard door is locked when the light is red.
b. Continue checking all the doors in the P.E.I.F./Berry Events Center Link and locking them with the smaller allen wrench. To be sure these doors are secured, push slightly on the glass of the door and the door shouldn’t swing open.
c. In the same Link, there is the study room for the athletes. This needs to be locked at night and can be done so by making sure the door is closed and it will not open.
d. The brown doors directly beneath the security camera that separate the P.E.I.F. from the Berry Events Center can be locked with the A8-A key. Remember to make sure all doors are completely closed behind you, including the keycard.
e. You need to walk through Vandament Arena and push on all the doors that lead to the outside. This ensures they are closed. When exiting, make sure all doors are closed, and lock the door with the A8-A key.
f. Continue down the hallway and there are display cases directly in front of you. To the right of the case is a light switch that needs to be flipped to turn off the light in the display cases.
g. You next enter the Practice Gyms. Make sure all lights are off and push on all doors that lead to the outside to ensure they are closed. Check the doors that lead between Vandament and the Practice Gyms as they should also be locked. Lock all the doors to the Practice Gyms with the A8-A key.
h. To the right of the Practice Gyms and directly before the fire doors are light switches. These turn off the lights from the Women’s locker room and down the two wings with the Practice Gyms and Vandament. There are three different sets of switches that operate these lights. You only need to find one to turn off the necessary lights.
*Note: When you turn lights off, not every light will go off. There is security lighting in the hallways.
i. Walk through the fire doors and check the doors leading to the outside by pushing on them. They should all be locked.
j. Take the stairs to your right up to the HPER Department. Walk through the upstairs making sure all participants have left. If not, inform them that the building is closing.
k. Take the other set of stairs down to reach the Superior Dome/P.E.I.F Link. Walk to your left to the very outside doors (there are four of them) and lock them with the A8-5 key. Push on the doors to ensure that they are locked.
l. The next set of doors can be locked with the larger allen wrench. Remember to check the keycard door and ensure all other doors are locked.
m. The next set of fire doors can be locked with the A8-A key. The last door you lock of these, make sure you hold it open as you lock it to allow yourself back into the building. Make sure all doors close behind you and ensure they are locked.
n. To the left of you by Office 126 are light switches to turn off lights in the lobby area. Turn them off. There is another panel, but again, you only need to use one set of them.
o. Continue to your left and check the dance studio. Make sure all lights are off (except security lighting), that the back door is closed, and that the doors are all locked.
p. Start by walking down the racquetball court hallway, and closing the first set of brown doors. These are next to the other panel that controls the lights in the lobby. The other set of brown doors will be closed later.
q. Make sure all racquetball room doors are open, lights are off, and all reservation slips and additional trash has been discarded.
r. Continue down the next hallway to your right, and next to the first doors you will find more light switches that control that hallway and the racquetball court hallway. Turn these off. Again, there is another panel on the other end of the hallway, but only one is necessary to turn the lights off.
s. Walk through the fire doors and lock the outside doors with the small allen wrench. Remember the keycard door and ensure all other doors are locked.
t. Walk back down the hallway to the other end and through the fire doors. Lock these doors that lead to the outside with the larger allen wrench. Remember the keycard door and ensure all other doors are locked.
u. Walk back into the hallway and on your immediate left is the way to the loading dock. If this door is locked, use the A8-A key to enter. Make sure that the garage door is closed, as well as the loading doors. Also, check the outside handle of the loading doors to make sure they are locked and completely close behind you.
v. Walk back to the Information Center and open the Rec Center door to lock it. Use the A8-A key to do so and pull it closed behind you.
6. Your Information Center Attendant will have already cleaned the Information Center as well as notified participants that the building is closed. For a full list of the Information Center attendants duties in closing, see the ‘Information Center Attendant Closing Procedure’ section.
7. You need to walk into the ORCP office and turn off all the lighting. This is located on the far wall.
8. Enter the Rec area again, making sure the lobby is cleaned and straightened as well as the courts. Pick up any trash or articles that are left. Make sure the doors and windows to the pool room are locked. Take out any trash that the Information Center Attendant may have bagged.
9. Walk upstairs and notify participants that the building is closed. Turn off the lights upstairs that are located at the end of the weight room. Turn off all televisions and fans. Make sure magazines/newspapers are put away and all trash is discarded. Check and make sure that both security doors at the ends of the weight room upstairs are closed and locked.
10. Go back downstairs and walk the back wall of the Rec center. Check to make sure that all doors leading to the outside are locked and secured.
11. Return to the Information Center and close out the cash register at the Concessions window. Instructions for doing so are located next to the register.
12. Retrieve the deposit form from the second drawer of the back filing cabinet in room and retrieve a bag from the safe.
13. The deposit form should be filled out as follows:
a. Today’s date
b. Todays start number: This can be found by looking on the cash register from the previous night and adding ( + 1) to that number.
c. Today’s stop number: This is the number at the bottom of the last tape you printed (Z 2). Please put the date as well as this number on the cash register also.
d. Total cash: Count all cash in the drawer and place amount here.
e. Total checks: Count all checks in the drawer and place amount here.
f. Total: Add the two above numbers.
g. Change Fund: This is always $150.00. It is the amount left in the drawer for the following morning.
h. Deposit total: Subtract the Change fund number from the total for the amount of money you have to deposit.
i. The Z 2 slip outlines all the PLU’s charged that day. Match the PLU numbers from the register tape to the deposit form. Write the corresponding amounts in the correct PLU areas.
j. Totaling: Total all the columns and write the amounts at the bottom of each column where it says “total.”
k. Totaling the three columns: Also, write these totals again in the three columns listed and combine them. This final number should match the total listed on the Z 1 register tape.
l. Over/Under: The total shown on the tape may or may not match the amount of money you have to deposit. Here’s how to determine if you’re over or under:
A. Under: Your cash to deposit is less than what the tape says you have.
Example: Cash = $40 Tape = $ 42
Hence, you are $2 under.
B. Over: Your cash to deposit is more than what the tape says you have.
Example: Cash = $40 Tape = $35
Hence, you are $5 over.
m. Write the number you are over or under in the correct area.
n. Net Deposit: This number will be the same as your cash deposit.
o. Sign your name.
*Note: All other areas are to be filled out by authorized personnel only. DO NOT fill them out.
14. Take out the amount of cash (your net deposit) from the drawer that you need to include in your deposit. Always take out the largest bills possible and checks. After doing so, the amount left in the drawer should be $150.00. Count the drawer to verify this.
15. Place the money, all 3 cash register receipts, and your deposit form in the bag. Also include the following in your deposit:
A. Reservation Sheet
B. Carbon copies of guest passes
C. Group guest pass forms, if any.
D. Void receipts, invoices, or anything in the register from that day.
E. Other forms filled out or received during the day.
16. Place the deposit in the safe
17. Check to make sure the Information Center Attendant completed all tasks.
18. At 20 minutes after closing time, close the main overhead window. Take the Information Center Attendant with you, along with your keys, as you walk through the building again.
19. Make sure you walk by all doors you locked or checked earlier, ensuring that they are still locked and secure. Check the pool, on your way by, to make sure all lights are off and all participants have left. Use your A8-A key to enter.
20. Also, walk into both sets of locker rooms and bathrooms, male and female. Announce your entrance with “Hello, the building is closed”. Check for participants and inform them to leave. Check the sauna also.
21. Make sure all lights in the hallways are still off and that all participants have left. Also, check to make sure the lights in Vandament Arena have been shut off. Breaker #32 will shut off all lights.
22. Continue back to the Information Center, closing the two brown doors at the end nearest to the Information Center. These are now locked.
23. Make sure the Rec Center door locks as you enter the Information Center again. Turn off all lights and gather all belongings. Make sure to connect the two parts of the Information Center door and lock using the ANC-13 key.
24. Plug the cell phone into the charger and turn the phone off. Put the keys in the safe and lock the safe.
25. Close the Information Center door behind you and go clock out. Be sure that the doors you and the Information Center Attendant exit, completely close behind you.
*** The building is your sole responsibility at this time. You will be held accountable for anything left undone or unlocked. It is highly recommended that you double check the building before you leave the premise, checking all outside doors to ensure security. If any problems arise, call Public Safety at 227-2151 for further assistance. ***
Closing Checklist
Complete count sheet
Take completed rec pass forms to office 126
New Sheets
Pick up weight room and check on spray bottles
Finish towels (do not leave them in the washer!)
Lock up building and other rooms (Vandament, Practice gyms, Dance Studio, etc)
Turn lights off
Clean and straighten lobby and courts
Straighten and clean tables, then vacuum
Take trash to dumpster
Officially close weight room (turn off televisions, fans, lights)
Complete deposit for the cash register and place in the safe
Check to make sure Information Center is clean
Close overhead doors
Check doors, the pool, lights, locker rooms, bathrooms, and saunas
Close racquetball court hallway doors
Charge the cell phone, put key in the safe, and lock the safe.
Close all windows
Exit Information Center
Supervisor Daily Responsibilities
The Supervisor has the responsibility of maintaining order in the P.E.I.F. as well as assisting management with proper use of the facility. There are many items listed below and these need to be performed by the Supervisor only. In some instances, there may be exceptions and shall be noted below. However, all of these are the responsibilities of the Supervisor on duty. The more common duties that may be performed by an Information Center Attendant are listed later.
Hourly Counts
Counts of the building are done every hour. However, this is not the only time the Supervisor should be moving around the building. In fact, the Supervisor should always be visible to the public and they should be constantly moving around the building. It is also important to note the many different areas that the Supervisor should be covering rather than being in one specific place. Below are the areas a Supervisor should visit on a regular basis:
• Weight room
• Basketball courts in the Recreation area
• Climbing wall area and ORCP
• Free weight area
• Racquetball/Wallyball courts
• Male/female locker rooms, saunas, and bathrooms *
• Pool
• Loading dock
• HPER area and classrooms
• Vandament arena
• Practice gyms
• P.E.I.F./Berry Events Center Link
• Athlete study room
• P.E.I.F./Superior Dome Link
• Dance Studio
• All exit doors (emergency or not)
• Lobby
• Elevator
• Outside the building
Towels
The following procedure is to be used when towels need to be washed. You should keep a close eye on towels because they need to be caught up in order to be available to participants, especially during busy times such as noon and 5pm. It doesn’t matter if it’s a full load, but that the towels are kept in supply at all times.
1. Bring the dirty towels to the laundry room in the YELLOW carts only.
2. The laundry room is located between the men and women’s locker rooms that
have access to the pool. The key you will need is A8-A.
3. Fill the washing machine with dirty towels from the Information Center (use
the gloves available to you in the laundry room).
4. Close the lever – that will seal the washing machine.
5. Make sure the auto feed program setting and washing cycle is on #2 (white works) cycle.
6. Hit the start button to begin washing cycle. The wash cycle will take about 30
minutes to complete.
7. Empty the towels into the dryer and push the high button twice to set the 55 minute dry cycle.
8. Check the lint trap for accumulated lint and clean it out, if dirty.
9. Bring the clean towels to the Information Center in the BLUE laundry carts only.
10. Fold and neatly store the towels under the Information Center counter.*
* This can be done by the Information Center Attendant so the Supervisor can continue supervising the building.
Supervisor Sheet
The Supervisor sheet is especially important for communication in the department. On this, you need to record everyone, including yourself, in the appropriate area they worked and for how long. This helps to verify hours. Also, any notes regarding equipment, problems, daily duties completed, towels, etc. need to be recorded on this sheet.
Injury Report Forms
There are many different kinds of forms for accidents in the P.E.I.F. It is imperative that the Supervisor knows how to fill these out and what to do in the situation. This is further described later on in the manual.
Building Appearance
The way the building looks is very important to how visitors view the facility. A Supervisor is responsible for keeping the building clean and presentable to the public. Although these will be specifically named under the Information Center Attendant section, the Supervisor needs to understand all those duties are officially their responsibility, not the Information Center Attendants. The work should be shared equally between the two and done to the best of the individual’s ability. Poor quality of work is not acceptable.
Welcome to Being a P.E.I.F. Information Center Attendant!
Congratulations on becoming a P.E.I.F. Information Center Attendant! You are a vital resource to our overall operation and we chose you to help us fulfill our goal as a facility: to provide the absolute best customer service we can offer. We know that you can help us maintain that integrity and reputation.
Ultimately, you are the first person the public will see when they walk into our facility and you could be the first person they interact with. You are that friendly and knowledgeable employee who can answer their questions, or at least direct them correctly. You are the person who provides excellent customer service to individuals and it makes them want to return to the P.E.I.F. We want to send a positive and dynamic impression to those individuals, and we feel that you can do that.
You are also an important link between management and customers. You will deal with customers every day and hear their comments about the facility. We trust you to communicate those comments to either your Supervisor or another member of management so the customer can be served in the best possible way. You are that important element and we take the questions or comments you have very seriously.
Information Center Attendant Job Description
The Information Center Attendant is responsible for the smooth operation of the Information Center. This position requires strong skills in customer service, telephone handling, cash register operations, and rule enforcement. Duties include customer relations, reservations, answering the telephone, concessions, enforcing policies, and assisting with building cleanliness.
Qualifications:
1. Friendly personality
2. Customer service skills
3. Ability to work in a fast pace environment
4. CPR/ First Aid/AED certification required
Information Center Attendant Opening Procedures
The Information Center Attendant, with the exception of weekends, will not open with a Supervisor. Therefore, all opening procedures will already be complete by the time the Information Center Attendant arrives. The Supervisor will outline tasks needed to be fulfilled during your shift, and these will be listed on the maintenance checklist.
However, if you are working a weekend opening shift, please feel free to browse through the Supervisor opening procedures. The Supervisor will arrive to let you into the Recreation area and they will direct you as to what needs to be done. This will ensure that all tasks will be complete by the time the building needs to be open. If you have any questions, feel free to talk to your Supervisor. They will guide you.
Information Center Attendant Closing Procedures
During closing, the Supervisor is busy completing many different tasks to make sure the building is secure. Therefore, it is your responsibility to make sure the following are completed. The Supervisor may ask you to help them with certain items also, and please ask any questions if something is unclear. The Supervisor will also double check all your work and they may instruct you differently if something is incomplete.
1. The closing procedure may be started half an hour before the building closes, with the exception of the closing announcement, cameras, scanners and closing the overhead doors.
2. Listed below are the duties you need to complete before going home for the night. If you are unsure how to take something apart or where to find the appropriate cleaning supplies, please ask your Supervisor ahead of time.
a. Vacuum the Information Center rug.
b. Sweep and mop the floor in the Information Center and all the back rooms.
c. Fill the ice bin
d. Stock the cooler with bottle beverages (new ones must go in back)
e. Turn off, take apart and clean the soda machine (make sure to follow dishwashing guidelines found next to the sink in the back)
f. Take apart and clean the cappuccino machine (make sure to follow dishwashing guidelines)
g. Wash the bagel container, cutter, knife, and all other dishes used that day that may be in the sink (make sure to follow dishwashing guidelines)
h. Stock all supplies such as cups, lids, straws, napkins, food, etc.
i. Clean all counters
j. Bag all trash and replace trash bags (this will be taken out later)
k. Place left over bagels in a plastic bag with a date written on the outside and put in the bag refrigerator
l. Make sure towels are plentiful and stocked
m. Turn off the men and women’s saunas (switches are beneath the medicine cabinet)
n. Check all medicine cabinet supplies and restock if necessary
o. Vacuum Rec eating area/wipe tables
p. Any other task designated by supervisor
3. When it is time for the P.E.I.F. to close, turn off the radio by using the master switch. You should also turn off the camera and shut down the computers.
4. Finally, you can close the Concession overhead window (make sure you don’t hit anything with it). Check to make sure all lights are off in the back. Then, you can sit at the desk and wait for the Supervisor. You will assist them with completely clearing the building. You cannot leave until they tell you so.
** It is important to remember that while you’re doing all this cleaning, you will still have customers and phone calls to handle. Please, always make these your priority and do not treat them as interruptions.
Information Center Attendant Daily Operations
There are many daily responsibilities that are important to the overall operation of the P.E.I.F. They are listed under this specific title because many of them will be completed by the Information Center Attendant as they are in the Information Center. The Supervisor will be busy with things around the building, but they will also take part in these responsibilities. As stated earlier, at least 4 of the items that are listed as being duties outside the Information Center should be completed by each shift. The rest should be completed by each shift of Information Attendants. This will keep you busy.
Concessions
1. Make sure all items are stocked and nothing is out-dated (food or beverages).
If that is the case, alert your Supervisor.
2. All counters must be clean and free of clutter. All utensils and machines must be clean also.
1. All other products (gloves, paper plates, napkins, straws, etc.) must be stocked.
2. The floor should be clean.
3. Trash needs to be taken out regularly.
4. All chemicals and cleaning supplies must be stored away from all food items and kept below all concession products.
5. Gloves must be worn when handling food.
Information Center
1. The rug and floor should be clean.
2. All shelves, computers, cameras, etc. should be free of dust and organized.
3. Stock any retail items that may need it or the medicine cabinet.
4. All counters must be clean and free of clutter.
5. The area beneath the desk that holds equipment and binders should be neat and clean.
6. All areas in the back should be neat and clean (towels in the back, extra concessions, etc).
7. Keep towels stocked.
** Many of the above items are duplicates of what needs to be done during closing and this is no accident. If these items are kept up, it makes everyone’s job easier and there are not huge problems.
Duties Outside of the Information Center
The duties outside of the Information Center are many and they are listed below. Remember, the Supervisor and the Information Attendant should complete a total of at least 4 of these during their shift. There is quite a list so different duties should be fulfilled by every shift.
1. The Recreation area basketball courts need to be dust mopped.
2. Vandament Arena needs to be dust mopped.
3. The Practice gyms need to be dust mopped.
4. The racquetball/Wallyball courts need to be dust mopped.
5. All carpeted areas in the Recreation area lobby and upstairs in the weight room should be vacuumed.
6. The Recreation area lobby tables and chairs need to be cleaned and straightened.
7. The hallways should be free from all trash as well as black scuff marks.
8. The glass behind all basketball hoops should be cleaned.
9. The glass on every door that enters the P.E.I.F. should be cleaned.
10. The weights upstairs need to be kept on pegs and the upholstery needs to be cleaned.
11. The magazine racks need to be cleaned out of old and ripped magazines. Also, the clipboards in the weight room need to be neat and available for the public.
12. The cardio machines should be wiped down.
13. The HPER department should be clean (lobby area, tables, chairs, etc.)
14. The P.E.I.F./Berry Events Center link needs to be kept clean, as well as the P.E.I.F./Superior Dome link.
15. The rugs in front of main entrance doors and the racquetball/Wallyball rooms need to be vacuumed.
16. The outside premises of the facility needs to be checked for litter, glass, etc and picked up.
17. The glass that is up in the weight room which shows the pool needs to be cleaned.
18. Tables in Rec Area and Conference room need to be wiped and the carpet vacuumed.
Information Center Daily Operations
The Information Center is typically the first area visitors to the P.E.I.F. see when they enter the building. Therefore, it is essential, whether you are a Supervisor or an Information Center Attendant, to present the area in a positive and professional manner. It is important that you are alert, friendly, and tactful when dealing with members, students, and guests. You must do your best to make the public feel welcome and be as helpful as possible. Remember that it is your job to give the visiting participant the best visit they possibly can have and make them want to come back.
Issuing Student Recreation Passes
The students of N.M.U. are a vital group to the P.E.I.F. Therefore, it is very important you understand the procedure of how to issue a student a pass. Follow the directions below when doing so.
1. Students may only purchase a membership at the info center if they wish to bill their student account. Anyone who wishes to purchase their membership by cash, check or credit card or add lockers or other members to their membership must do so at office 126. (the white slip is needed to do this)
2. Make sure the student fills out the form completely and legibly (middle initial, birth date etc.). The only line that may be left blank is their IN number if they do not know it.
3. Make sure to tell the student to keep their yellow slip with them until their student ID scans YES for the first time. Any student whose membership is not processed yet and does not have their yellow slip will not be permitted into the building.
4. Also remind the student to bring their ID card with them anytime they wish to work out. Temporary passes will not be given out. They will either need to purchase a day pass or go home and get their ID.
5. Any student who wishes to add a spouse or child must go to office 126. They cannot do this at the Info Desk.
6. Eligible undergrads need 6 or more credit hours to purchase a rec pass at the regular rate and grad students need 4 credit hours.
Community/Faculty/Staff Recreation Passes
You have information to give out about these types of passes, but you cannot issue them to the individual. They need to go to Office 126 or call 227-2519 to have the pass processed. Please be as helpful as possible to the individual, especially if it is after business hours of Office 126. Make sure you take their name and number to ensure being contacted about their requst.
Daily Guest Passes
Daily guest passes may be purchased during regular open recreation hours and are good for that day only. The cost is $6 and may be purchased at the Information Center. The minimum age required for a participant to purchase a guest pass without a supervising adult to accompany them is 12 years of age. There are NO EXCEPTIONS. Children 5 years of age and younger are admitted free when accompanied by an adult.
1. Daily guest passes must be filled out in ink. You can print the full first and last name of the purchaser or they may do so. However, you must date and initial the bottom of the daily guest pass. Be sure to have the correct date on the daily guest pass.
2. Give the purchaser the original copy (white) and stamp their hand. This ensures that the purchaser will not be hassled in the event they lose their daily pass. The carbon copy needs to go next to the register in the box and ring up the sale. Be sure to keep the daily gust passes in numerical order from the lowest to the highest. Check this regularly.
3. Record the daily guest pass on the log sheet by placing the date and your initials next to the corresponding number. All numbers must be accounted for – missing daily guest passes are your responsibility.
4. Daily guest passes are valid both in the P.E.I.F and the Superior Dome.
5. Only a Supervisor is authorized to void a daily guest pass and return the money to the participant. The Supervisor must find the reason valid and necessary to do so. When a daily guest pass is voided, we must retain both the original and the carbon copy of the daily guest pass for our records.
Group Guest Passes
Group Guest Passes are available for 10 or more participants that come in as a group. The group fee is $4 per person. Again, this is available only for that day.
1. You need to fill out the yellow Group Pass form that can be found in the back file cabinet. You will need names of the participants, the date, as well as a signature of the one accepting responsibility for the group.
2. If the group is particularly large, you need not write in every name. However, you do need to write how many participants there are on the sheet and still obtain the other necessary items.
3. Stamp everyone’s hand in the group. This helps the Supervisor with keeping track of who has paid to be in the facility. However, all rules still apply to the group, including those about equipment rentals. Make sure you collect the money and ring it up accordingly.
P.E.I.F. Coupons
There are times when you may come across a pass that admits an individual into the facility for the day free of charge. There are many forms of these coupons and passes as many departments on campus give them out. They may be given to visiting alumni, prospect students, or others. You need to keep an eye out for them and know how to handle them.
1. You need to make sure the coupon is filled out completely and that it is valid. Sometimes it may need a signature, date, or nothing at all. You need to take the coupon from the individual and stamp their hand. This ensures they will not be hassled without having a pass and it makes the Supervisor’s job much easier. Place the coupon in the same box with the daily pass carbons. Record the coupon with name and address of user in the log provided.
2. Although the individual presents a coupon for a free work out, they still need to abide by all rules. If they want any equipment, you still need photo identification and so on. Make sure they know this when they check in at the Information Center.
Sault Ste. Marie Tribe of Chippewa Indians
The P.E.I.F. has an agreement with the Sault Ste. Marie Tribe that the tribe members with valid identification may use the facility free of charge. The books needed for this operation can be found underneath the Information Center desk.
1. The tribe member must present to you their tribal card and photo identification. You need both and under no circumstances should you let someone in who does not present this to you. All members must present their tribal cards and photo identification, not just one person.
2. If the identification is valid, have the individual sign and date the book. Also, stamp their hand for the same reasons as listed with the coupon users and the daily pass users. Again, make sure the individual knows all rules still apply as with any other member of the facility.
Answering the Telephone
Telephone etiquette is very important when taking calls at the Information Center. The following is an outline you may follow to help you answer the telephone correctly and in a professional manner. Remember this is very important for the image of the department. You need to be familiar with programs, classes, and building hours or know where to find the information.
1. Answer the telephone, greeting the caller in a friendly and professional manner, including a smile (you can hear that through a phone). For example: “ P.E.I.F. Rec Center, this is Chris, how can I help you?” The telephone should not ring numerous times before being answered, but prioritize your situations at hand. Sometimes, you may be able to tactfully assist a person on the phone and someone in person at the same time. If not, ask the person if they can hold for a minute and come back to them. However, leaving them on hold for more than a minute or two is unacceptable.
2. Only give out information that you know is accurate. If you do not know the answer or information, either take a message, transfer the call, or put the caller on hold to find out.
3. Try to finish the telephone conversation with, “Have a good day!” or “Thank You!” Make the other person feel like it was your pleasure to assist them.
4. Personal telephone calls are discouraged. Use them for emergencies only and keep them brief. Using the telephone frequently for personal calls is no different than using a cell phone.
5. To put a person on hold, press the hold button. To take them off of hold, simply press the blinking light. To transfer a call, press transfer. Then, dial the four digit extension, and press transfer again.
Racquetball/Wallyball Reservations
Racquetball/Wallyball reservations may be made beginning at 6am the day before the desired playing date or on the same day. Reservations can be made for a maximum duration of two hours. All members receive free court usage with their memberships. Non-members receive full usage of racquetball and Wallyball courts with their daily guess pass fee. When you are taking a court reservation, either over the telephone or in person, use the previous phone techniques and use the following additional information.
1. Once you are aware the participant is calling to reserve a court, ask what day and time they would like to reserve the court for.
2. Write all the participants last names and one telephone number on the master Daily Reservation form. Make sure this is legible and if you are not sure of spelling, ask the caller. Be sure you are writing the reservation on the appropriate date and time.
3. Write the reservation on the yellow reservation slip that will be placed on the door of the court during play. Make sure this is filled out completely.
4. If a reservation is made the day before play, make sure that both the master reservation form and the form for the court door are filled out. It is your responsibility to fill out a court slip.
When participants come to the P.E.I.F. to play racquetball/Wallyball, they must check in at the Information Center and show their valid membership card or guest pass. You must see a pass before reserving a court, even if they were in the Recreation Center previously. If they did not reserve a court ahead of time, you still need to see and scan everyone’s passes before issuing a court. As each player checks in, check their name off of their court slip and off of the master reservation form. The Information Center Attendant must give the reservation slip for the court door to the last person who checks in. The last person to check in may then be issued the slip and/or Wallyball equipment. All players must check in – NO EXCEPTIONS.
If a player does not check in for a court reservation by the hour (i.e. 2 pm, etc.), their court will be held for 15 minutes. If the players have not shown up after 15 minutes, the court may be given away to the first interested user. The Supervisor should keep an eye on who does/does not show up and alert the Information Center accordingly, especially if all courts are reserved.
Recreation Equipment Check-out and Return
Maintaining a consistent policy for checking in and out of the department recreational equipment has to be a priority for every employee. Equipment is expensive and safeguarding its’ check-out and return requires a thorough knowledge of the proper procedure involved and the type of identification required. Listed below are the proper forms of photo identification needed in order to check-out recreational equipment.
NMU Student I.D Recreation Pass Valid picture I.D.
Unexpired driver’s license Guest Pass Military I.D.
Passport Local school I.D. Parents valid I.D.
THERE ARE NO EXCEPTIONS TO THIS EQUIPMENT POLICY
1. Under no circumstances should personal items be accepted as a substitute for proper I.D. when checking out equipment.
2. Equipment checked out in the P.E.I.F. is not to be used in the Superior Dome nor is the Superior Dome equipment to be brought to the P.E.I.F. Employees should be watching and reminding participants.
3. Recreational equipment is not to leave the facility.
4. Racquets: To rent a racquet, a participant must leave photo identification and pay the rental fee of $1. Money should be rung up in the register on the ‘Racquet Rental’ key. Make sure to check the condition of the racquet for any damage, it should be returned in the same shape and condition.
5. Basketballs/Volleyballs/Weight Belts/Jump Ropes/Pool Balls and Triangle/Ping Pong Paddles and Balls:
All of these may be checked out in exchange for valid photo identification. If a basketball or volleyball needs to be inflated for the participant, ask someone to instruct you on the proper use of the pump.
6. Wallyball Equipment:
A net, 4 eye-hooks, 4 bungee cords, and a Wallyball may be checked out with one valid photo identification. Issue that equipment to the last participant of the group to ensure all players have checked in. Be sure that all pieces of equipment are returned undamaged.
8. Any problems or questions regarding this should be directed to the Supervisor or a full-time department staff member.
Towels and Locks
The towels with the N.M.U. logo should only be given out to those who rented a towel or paid for the service. This can be monitored by making sure that only members who return a towel receive one back (or return two, receive two, etc.) or receive their photo identification back. You need to make sure that there are always an adequate number of towels in the bin to give out and alert the Supervisor when they are low.
1. Guests may purchase a lock or towel rental for the day. Photo identification is required for both locker and towel rentals. Lockers and towels are rented separately for $1 each and must be rung up under the ‘Locker/Towel Rental’ key on the register.
2. A few rental locks are located next to the register and more are located in the top drawer of the file cabinet in the back. Locks will be given out with an attached combination sheet. The lock must be returned before the user receives their I.D. back. Towels must also be returned before the user receives their I.D. back.
3. When the locks are returned, the employees must check to make sure that the combination is still attached. If a lock is returned without the combination, contact Office 126 to obtain the book to look it up. Keep in mind that locks need to be circulated often so the same ones are not being used.
Lost and Found
The lost and found is located next to the basketball courts in the Recreation area. It has its own cabinet within that janitorial closet. You may check this area for someone’s lost item, provided there is still staff in the Information Center and the person gave you an adequate description. The lost and found area should be kept neat and clean at all times. Also, if any lost items are found, they should be placed here and not in the Information Center. All lost and found items must be stored in a locked cabinet.
Computers and Scanners
These are used to determine the eligibility of an individual to use the Recreation complex. They may also be used to check the department homepage with N.M.U. to check on events and be a useful resource. Below are the operating instructions for scanning a participants I.D.
1. Each student I.D. or Recreation member card must be scanned before admittance to the P.E.I.F. This includes all staff, students, athletes, and intramural sport participants. The only exception to this is if it is visitors to the campus and they are touring the facilities.
2. If the scanner displays ‘YES,’ admittance is permitted. If the scanner displays ‘NO,’ admittance is not permitted. You need to scan the I.D. twice to be sure. This ‘NO’ may appear because the person has not purchased a pass and they need to do so to be admitted. It may also be due to the member having multiple cards, a social security number problem, or many other items. Talk to the participant and see if you can clear up the problem to assure it doesn’t happen again.
3. Members must present a clean and legible I.D. card for the scanner to read. If the barcode is rubbed off, you may type in the numbers above the barcode manually into the computer. However, do this at your own discretion. The member ultimately needs to get a new card.
4. Students with damaged I.D. cards will have to get a new card at the Wildcat Express Center (1107 University Center). Most of the time this is a free replacement for students and they will not have to pay for it. If a Rec Member needs a new card, send them to Office 126.
5. Scanners located at in the Information Center are not for private use by customers or employees. This may result in termination if not followed.
Building Schedule
The Rec Sports Complex now has a computerized building schedule. The program is called the EMS system and it is available to view on the computer located below the security monitor. This should be used as a valuable tool in supervising the building. The system will only let you view the schedule and it will not let you make or change reservations. This is the responsibility of the Facility Manager.
Cash Register
The P.E.I.F register is programmed with many PLU numbers, which include the following:
Retail sales
Guest passes
Racquetball rentals
Locker/towel rental
Concession items
The operation of the cash register is very basic. You can follow the below directions to assist you the first couple of times you use it. However, it will become much easier with practice.
1. On the item/price list located above the register, find the PLU number you need to enter. For example: If someone buys a candy bar, you will need to hit the ‘3’ key and then the ‘PLU’ key. This will automatically ring up .75 for one candy bar.
2. You can do the above procedure as many times as you may need to, depending on the number of items present. When you have finished ringing everything up, you can press Subtotal’ to see how much that person owes. This is particularly useful if they have many items. Collect the money from the individual and press ‘CA/AT.’ The drawer will open and you will have to make change for the individual, if needed.
3. It is important to note that tax is included in all items, including retail. Also, you need to be sure you’re accurate with your math skills when making a sale. You are responsible for that drawer during your shift.
4. You will learn many other things with the register as you progress. If you need to open the drawer because you closed it, hit ‘NS.’ This means ‘no sale’ and will open the drawer. If you accidentally hit the wrong number key and you haven’t hit the ‘PLU’ button, you can press ‘Clear.’ This allows you to type a new number. However, you should always keep an eye on the register tape, as there should always be some in it for receipts and the journal log.
5. If an item must be voided, it must be done by the Supervisor. The key must be turned to the void position and the same transaction that was a mistake needs to be entered again. Press the ‘CA/AT’ button and this will print a receipt. The receipt is proof of the void and needs to be initialed by the Supervisor and placed in the drawer to be included in that deposit. Important: Always remember to turn the key back to ‘Reg’ so normal operation can occur.
Security Cameras
There are cameras all over the building to better help employees see what is going on. While in the Information Center, you are responsible for watching these areas that are displayed and reporting any problems to the Supervisor. The Supervisor cannot be everywhere and you need to assist them with monitoring the building.
1. If the time is blinking on the security camera screen, this means the tape has run out. Simply eject the tape and put in a new one. You may have to rewind the new one and then press ‘Record.’
2. You can also monitor certain areas only by selecting a number on the electronic equipment. This will keep the camera on one area only. If you need to make the camera go to all areas again, press the top middle ‘Seq’ button. The camera should cycle through all areas again.
Weight Room
1. All rules posted on the signs and written in this manual need to be followed by all participants.
2. The weight room must be picked up during each shift. This includes putting all weights away and changing sign-up sheets.
3. Towels must be changed in the morning and monitored accordingly.
4. Spray bottles must be filled with water and one ounce of dishwashing soap that is located in the maintenance closet of the Information Center.
5. All magazines and newspapers must be neatly stored in the magazine racks located around the Recreation Center.
6. Weight/cardio equipment must be continually wiped down throughout the day.
Dance Studio
This room is primarily used for classes and aerobics. However, it is available for Recreation members and daily guest pass users free of charge as long as it is not being used. The schedule should be checked and if it is open, the participants I.D’s need to be checked and then they may use the room. They are not entitled to use any equipment in the room. There is no camera in this room and the Supervisor needs to periodically check on it. When this room is not in use, it needs to remain locked with the lights off.
Classes
Students constantly come and go for classes in the P.E.I.F. Some are held upstairs and others are downstairs. You should assist the students in finding rooms and directing them (you can refer to the map found in this manual if necessary). For classes held in the Recreation Center, the students do not need a pass if they are there only during their class. If they want to attend any other time, they need a pass. However, upon their entry for class, you still need to inquire about their entrance. For example, “Good morning! Are you a part of the weight training and conditioning class?” You should never let them just walk on by.
Concessions
The most important elements to remember about Concessions is that the area needs to be kept clean at all times and you need to use correct procedures when handling food. You need to be aware that you need to wear plastic gloves when making pretzels, bagels, or serving pizza. There are no excuses not to. Concession items should be stocked frequently and dates on bottled beverages should be checked on a regular basis. During your shift, you are responsible for the Concession area’s appearance and quality.
The Outdoor Recreation Challenge Program
The Outdoor Recreation Challenge Program (O.R.C.P.) is where people can rent outdoor equipment such as canoes, tents, etc. This is also where individuals go to climb the wall, provided that it is open. There is no climbing on the wall when the O.R.C.P. is closed. The rates and hours of the O.R.C.P. are posted on the bulletin board as well as the website. See next page for instructions on checking equipment in and out.
ORCP Rental Policies and Procedures for Rec Center Employees
When Renting Out Reserved Equipment:
1. The Rec Center may only rent equipment that has already been reserved by an ORCP staff member during regular or office hours.
2. When a customer comes to pick up the reserved equipment, ask them to wait outside the ORCP office door while you get the equipment.
3. Open the filing cabinet drawer marked “Rentals”. Find the “Reservations” folder and remove the appropriate Rental Form for the customer.
4. Go into the back room of the ORCP where all the gear is stored. In front of the back door is a red-marked area labeled “Rentals Reservations”. The customer’s gear will be in this area with a note on it listing the customer’s name.
5. Take the gear to the front door.
6. Have the customer complete the top part of the Rental Form if it is not already complete, including their signature.
7. Write your name LEGIBLY in the “Equipment Checked Out By:” box. This is absolutely necessary.
8. Remind the customer of the equipment’s due date and the ORCP’s open hours on that day.
9. Staple a Rentals brochure to the yellow copy of the Rental Form. Give both to the customer.
10. Inform the customer that they will be charged for all late, dirty, and/or damaged equipment.
11. Open the “Rentals” drawer in the filing cabinet. Find the folder marked “Rented by the INFO CENTER”. File the white copy of the Rental Form in this folder.
Returning Equipment:
1. When a customer returns equipment to the Rec Center during non-ORCP open hours, ask the customer to wait while the supervisor takes the equipment into the back room of the ORCP, If you are the Info Center worker-take the equipment, the person’s name, date/time when returned, and a phone number and place equipment in the back of the Rec Center.
2. The supervisor will then place the returned equipment on the work bench in the back room of the ORCP.
3. Open the “Rentals” drawer in the filing cabinet. Find the “Equipment Out for Rent” folder and locate the appropriate Rental Form.
4. Ask the customer if they noticed anything wrong with the gear, if you notice something please make a note.
5. Write something in the “Returned Condition” column of the form (if equipment is damaged or dirty, write a note about it, or if the equipment is fine, write “Good”).
6. Write your name under your comment in the “Returned Condition” column.
7. Tape the Rental Form to the returned equipment on the work bench.
NOTE: There will be consequences if policies and procedures are not followed. It is suggested that you have the list of Policies and Procedures on hand when customers come so that you are able to follow all of the appropriate steps.
Department Policies and Procedures
Below are necessary items that you need to be aware of as an employee of the Department of Intercollegiate Athletics and Rec Sports. All of the following are taken very seriously.
Calling in Sick
Students who can not work due to illness should make every effort to locate a sub and contact your supervisor to make them aware of your circumstances. Students must call the Information Center at 227-2110 or a full-time staff member at 1270, 2519, 1182, or 1692. Students are required to call in sick as soon as possible.
Unexcused absences and tardiness
Unexcused absences and tardiness will not be tolerated. Employees are responsible for arranging for substitutes as the need arises. Unusual circumstances that prevent an employee from being on time, such as a class preceding a scheduled shift, must be brought to the attention of your immediate Supervisor. Problems with unexcused absences and tardiness will lead to disciplinary actions and probable termination.
Substitution Policy
The substitution system allows workers with permanent shifts to take time off. Employees are responsible for finding a qualified substitute to fill the available shift. Substitutes must be employees who are currently working for the department. The procedure for obtaining a substitute is as follows.
1 A substitute must be qualified to work that shift you are looking to have covered. For example: If you work in the Information Center, do not have an employee who has never worked in the Information Center cover your shift.
2 Employees looking for substitutes must post available shifts on the substitution board in the Information Center. Finding a sub for an available shift may require some effort on your part. Posting a request for a sub does not guarantee the shift will be covered. You may have to use the employee phone list and start calling possible subs. You are responsible for your shift if no employee agrees to sub.
3. Sub slips are to be completed and posted on the board 24 hours in advance of the substitution. Notify the offices in the event of an emergency.
4. Once the substitution process is completed, the substitute becomes responsible for your shift. Make sure your substitute is reliable and takes the time to mark the date and time of the shift on a calendar. Also, be sure to notify Chris Busch of this substitution.
Snow Day Policy
Special events scheduled in the Superior Dome, P.E.I.F., and Berry Events Center are not automatically canceled when N.M.U. is closed. Ticket sellers and event workers will be contacted by their Supervisors regarding the status of an event when N.M.U. is closed. Workers who can not make it to work because of inclement weather must contact their Supervisor.
1. Employees are not required to work their assigned shifts when the University is closed due to snowy or icy conditions.
2. At no time should an employee put themselves at risk in an attempt to work an assigned shift. Please call the Information Center if you are unable to come to work because of the weather.
3. The P.E.I.F. and Berry Events Center will be the only facilities open and staffed for recreation. All special programs are canceled (GetFit, Aerobics, Instructional Sports, intramurals) when school is canceled. A secretary will be assigned to the office to answer the telephone and give out information.
4. The P.E.I.F. will be open for recreation at noon and remain open until 10pm. Any earlier closing will be determined by the Building Supervisor and full-time staff in charge, if the weather and participation warrant that action.
5. The Building Supervisor will be contacted by the staff person in charge of employment to coordinate open recreation hours and staffing once the University makes an announcement regarding the cancellation of classes.
6. A special “snow day crew” will be identified to work open hours at the P.E.I.F. during snow days. The “snow day crew” staff members are workers who live in close proximity to the P.E.I.F. building. “Snow day crew” staff members are expected to report 15 minutes prior to the beginning of each shift.
7. In the event an individual assigned can not come in, other designated employees on the sub list will be called by the Supervisor.
8. The Superior Dome is closed for open recreation when the University is closed.
Reprimands, Disciplinary Action, and Dismissal
Employees who violate established departmental policies will be required to meet with a full-time staff person to discuss the circumstances of the violation. Disciplinary action will depend on the nature of the violation and can range from a written reprimand for missing a shift to immediate dismissal for negligence. Violations will be documented in writing and continued problems will result in the employee either being suspended or terminated. The disciplinary process generally will proceed from a verbal warning to a written warning to immediate dismissal.
First Occurrence: Employee receives verbal warning – Supervisor makes a written File notation for future reference.
Second Occurrence: Employee receives a written warning that becomes a part of the employee’s file. Suspension may be warranted at this point. Meet with full-time staff.
Third Occurrence: Dismissal.
Employee Termination of Employment
Employees who decide to end employment with our department are required to give at least two weeks written notice. Two weeks provides sufficient time in which to locate a replacement to cover vacant shifts. In many cases this can be accomplished in less than two weeks. Workers who fail to give the required two week written notice will not be rehired.
Injuries at Work
Employees who are injured while on the job must report that injury to their immediate Supervisor, no matter how minor the injury is perceived to be. This will ensure that the proper injury report forms have been completed and instructions on where to seek medical attention, if necessary, have been given. Time spent by an employee waiting for and receiving medical attention at the direction of the employer during an employee’s normal working hours on days when the employee is working will be considered working time.
Probation
New employees are placed on a one semester probationary period. During the semester student performances are evaluated. If the evaluation indicates performance is satisfactory, the probationary period will be considered and fulfilled. Returning employees must maintain consistent and satisfactory job performance in order to retain their employment.
Evaluations
Evaluation is an ongoing process intended to assess an employee’s strengths, weaknesses, and overall effectiveness. Employees are scheduled to be formally evaluated at least one time each academic year. Program Directors, Building Supervisors, and professional staff are responsible for evaluating employees. Employees meet with evaluators to discuss the results of their evaluation and are given the opportunity to respond to the rating they receive. Evaluations play an important role in determining those employees who are eligible for promotion and retention.
General Building Emergency Procedures
Fire Alarms
When a fire alarm sounds, staff should perform the following procedures.
1. Call Public Safety at 2151
2. Close the Information Center and overhead doors.
3. Clear all participants from the building (except those in the pool area).
4. Check the weight room, locker rooms, and upstairs classroom areas.
5. Individuals using the showers, saunas, pool, or patrons who might suffer illness by going outside, should be instructed to the south side of the pool area (diving board side) and await further instructions from Public Safety.
6. If possible, meet Public Safety at the fire panel located outside of Office 126-this shows which alarm has been set off.
7. After the evacuation is completed, staff members should position themselves at the most commonly used exits and discourage patrons from entering the building.
8. No one is permitted back into the building until Public Safety says it’s safe to do so.
9. Use the ‘Emergency Call List’ to notify a full-time staff member of the situation.
Power Outages
1. Similar to the fire alarm procedures except you are to stay at the Information Center with a flashlight until the generator comes on.
2. Contact Public Safety at 2151 and the Power Steam Plant Operator at 2293.
3. NO open recreation should occur until full lighting resumes.
4. If a staff member leaves the information center, the overhead doors should be closed and locked.
5. The supervisor will decide whether or not to close the building.
6. Use the ‘Emergency Call List’ to notify a full-time staff member of the situation.
7. During a power outage, the pools will begin to drain which is why it is very important to contact full-time staff.
Accidents and Accident Reports
Information Center attendants and lifeguards must report all accidents and injuries to the building supervisor. When a situation requires immediate medical attention, the Supervisor should call Public Safety at 2151. The following procedures should be performed when an accident or injury occurs:
1. Protect the individual from further harm. DO NOT MOVE THE VICTIM UNLESS HE/SHE IS IN DANGER OF FURTHER HARM.
2. Comfort and reassure the individual.
3. Activate EMS-if needed/AED’s if needed are located in the Info Center, Pool and Training Room.
a. Dial 911 from a campus phone, or from the cell phone dial 227-2151.
b. Say your name, where you are calling from-give exact location (example the PEIF weight room-you would then say that you have someone holding open the door by the circle drive in front of the PEIF).
c. State what happened, how many people involved, and what care has been provided, state the phone number that you are calling from as well.
d. The ambulance will come directly to that location along with Public Safety Officers.
e. Do not hang up the phone until after the dispatcher does.
f. Report the injury to your immediate supervisor or director, and complete an injury report form. .
The Accident Report
The accident report is to be filled out by building supervisors only. The accident report is used so that the PEIF, DOME, and BEC Facility managers will know what type of injury occurred, and what assistance was given in the event of any type of lawsuit. To fill out an accident report follow the procedure suggested below.
1. Identify yourself to the victim-explain to them what you are doing the report for
2. Fill out the entire report
3. Interview witnesses
4. Interview the Staff that assisted with the accident
5. Clean up blood or any other hazardous material with the clean up kit, and dispose of material into dumpster in an individual bag.
6. Bring any accident report to the Main Office.
7. Notify Facility Managers of the accident.
8. Do not be a spokesperson for the university.
Bomb Threat
When a bomb threat is received, the staff member that received the threat should perform the following procedures.
1. Use the bomb threat checklist to gather as much information as possible (located at the back of the manual).
2. Immediately call Public Safety at 2151
3. Use the ‘Emergency Call List’ to notify a full-time staff member of the situation.
4. Follow Public Safety’s direction as to how to proceed with the situation.
5. Clear the participants from the building IF Public Safety instructs you to do so.
6. No one is permitted back into the building until Public Safety says it is safe to enter the building again.
7. Staff is not authorized to make an official comment to anyone (including the media). They should be directed to a campus representative.
Blood and Bodily Fluids
If you come into contact with any bodily fluid, here are the steps to follow to keep yourself and other patrons safe.
1. Wear Gloves whenever handling blood or bodily fluids.
2. Close off affected area.
3. Clean area with clean up kit, or with a bleach/water solution (20:80).
4. Dispose of contaminated material in a clear bag, and throw that bag into the dumpster by the loading dock.
5. If anyone is exposed to blood or body fluids, fill out the Exposure form that is located in the Main office.
BOMB THREAT CHECKLIST
QUESTIONS TO ASK
Date call was received _____________
When is the bomb going to explode?
_____________________________ Time call was received _____________
Where is it right now?
_____________________________ Number call was received at ___________
What kind of bomb is it?
_____________________________ Sex of Caller: Male _____ Female ______
What will cause it to explode?
_____________________________ Race of Caller: _________________
Did you place the bomb?
_____________________________ Age of Caller: ____________________
Why?
_____________________________ Length of Call: _______________
What is your address?
_____________________________ If on-campus call, which number did the call originate from: ________¬¬¬¬¬¬_____________
What is your name?
_____________________________
Name of Person receiving the call:
________________________________
Write exact wording of the threat.
¬¬¬¬¬¬¬¬¬¬¬¬____________________________________________________________________
__________________________________________________________________
OTHER IMPORTANT INFORMATION
Caller’s Voice: Check the appropriate phrase(s).
_____ Calm _____ Loud _____ Nasal _____ Clearing throat
_____ Angry _____ Laughter _____ Stutter _____ Deep breathing
_____ Excited _____ Crying _____ List _____ Cracking Voice
_____ Slow _____ Normal _____ Raspy _____ Disguised
_____ Rapid _____ Distinct _____ Deep _____ Accent
_____ Soft _____ Slurred _____ Ragged _____ Whispered
If voice is familiar, who did it sound like? __________________________________
Background Sounds:
_____ Street noises _____ Music _____ Factory machinery
_____ Crockery _____ House noised _____ Animal noises
_____ Voices _____ Motor _____ Clear
_____ P A System _____ Office machinery _____ Static
_____ Local _____ Long distance _____ Other (Explain)_______________
Threat Language
_____ Well Spoken _____ Incoherent _____ Taped
_____ Foul _____ Irrational _____Message read by threat taker
