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2008-2009 Desk Manager Agreement & Description

I understand that the purpose of the University Residence Halls is to offer a living environment that will be an integral part of a student's learning experience at The University of Arizona. The residence hall should provide an atmosphere that is conducive to study as well as social interaction and individual development. Desk Managers work with students and other Residence Life staff to promote a socially, culturally, and educationally enriching experience for students. This is the current contract from the 2008-2009 school year.

RESPONSIBILITIES:

  1. Supervision and Customer Service:

    2. As a Desk Manager, I will demonstrate an investment in the overall service the front desk provides to each resident. I also understand that I am responsible for facilitating the efficient operation of the front desk, development and supervision of my staff. I commit to the following:

    I commit to the following:
    1. I will be available and accessible to my desk staff, spend a minimum of 5-shift hours per week at my front desk, and regularly interact with my desk staff, my Area Specialist for Hall Operations (SHO), and my Community Director.
    2. I will assist residents with questions, resources, mail, and key/card management while ensuring confidentiality. This assistance includes recognizing problems and potential problems.
    3. I will maintain a positive working relationship with my supervisor, showing respect for him/her as a supervisor and as a person. I will keep my supervisor informed of relevant issues within 24 hours of occurrence, provide feedback as appropriate, and accept feedback in a professional manner.
    4. I understand the Community Director can ask me and my staff to perform duties that relate to the operation of the residence hall, can instruct me or my staff on performance issues, and will give input on my performance evaluation.
    5. I will return phone calls and emails to my SHO or other Residence Life Staff in a timely manner.
    6. I will meet with my SHO on a regular basis – minimally twice a month.
    7. I will comply with all reasonable work related requests.
    8. I will follow ethical hiring practices when selecting Desk Assistants.
    9. I will complete payroll guidelines as outlined by Residence Life Administrative Services.
    10. I will ensure that residents and the desk staff understands my role and functions as a DM and establish a rapport which makes residents and desk staffs feel comfortable approaching me with ideas and concerns.
    11. I will not participate in any dialogue that could be interpreted as negative or demeaning toward another hall/desk staff member, resident, or other individual that is seeking services from the desk.
    12. I will not participate in any form of gossip concerning residents and/or hall staff with hall residents, other Desk Staff, or supervisor.
    13. I will communicate directly with fellow staff members and my supervisor in any situation where I feel that I am not being heard.
    14. I will not participate in any behavior that may be construed as undermining to the group dynamics of the hall or desk staff.
    15. I will work collaboratively with my fellow staff members to solve interpersonal conflicts.
    16. I will work cooperatively with my supervisor in resolving any negative interpersonal conflicts.
    17. I will attempt to recognize the talents and interests of desk/hall staff and encourage involvement in related desk activities as well as encourage staff exploration of new skill development.
    18. I will make desk/hall staff aware of their roles and responsibilities with the desk, explaining and utilizing the Community Standards found in the University Day Planner. I will enforce and uphold all desk policies and procedures as outlined in the Desk Manual, and I will do this consistently without bias or malice.
    19. I will keep hall/desk staff informed of desk procedures and meetings. This includes posting notices, keeping materials current, and creating an email distribution list for my desk staff.
    20. I will conduct desk staff meetings monthly and/or at the request of Residence Life or hall/desk staff.
    21. I will serve as a role model for residents and hall/desk staff by:
      1. Upholding all laws, policies, and procedures of the State of Arizona, The University of Arizona, and Residence Life.
      2. Taking a responsible and active role with the hall/desk staff team.
      3. Treating all members of the community and others with respect.
      4. Being respectful of others’ differences and ethnic/cultural backgrounds.
      5. Confronting inappropriate behavior in a respectful, assertive, and responsible manner.
      6. Being responsible about academic commitments including class attendance.
      7. Using all internet and computer related communications (i.e. Instant Messenger, FaceBook, etc) in an appropriate manner.
    22. I understand that illegal and/or irresponsible alcohol or drug use on or off campus may affect my DM status.
    23. I will serve my staff and Residence Life as a representative, liaison, advisor, committee member, or other appropriate role.

  2. Key Management and Facilities

    3. I understand that DM’s play an important role in the management and operation of the residence halls and that my DM responsibilities include:

    1. Educating desk staff about maintenance and custodial roles and resident responsibilities.
    2. Educating residents about safety and security issues.
    3. Reporting emergency situations and enacting emergency procedures when necessary.
    4. Supporting Maintenance and Custodial staff efforts to provide safe, secure, sanitary, and attractive facilities.
    5. Assisting in the effort to manage and train the desk staff about reporting damages, theft, posting notices, working with my SHO or HD, etc.
    6. Assisting in the administrative check in and check out of residents, and transfers in a timely manner.
    7. Reporting facility concerns through AMFs or emergency call out procedures as appropriate.
    8. Modeling concern for the environment by respecting property, picking up trash, and actively supporting recycling efforts.
    9. Following all key/card management procedures and protocol established by Residence Life, including training staff, key/card audits, ordering of keys/cards, and the integrity of key/card safety.
    10. The mismanagement of keys/cards, the improper distribution of keys/cards, or the unauthorized lending or copying of keys/cards could result in my termination.

  3. GPA/Credits

    4. I understand that I must maintain full time student status at The University of Arizona and be progressing toward graduation to maintain DM eligibility (12 undergraduate credit hours per semester with a maximum of 6 credit hours from Pima Community College, or 9 graduate credit hours). I also understand that I must maintain at least a 2.5 minimum GPA, and if I continue from one semester to the next, I must have successfully completed a minimum of (9) units the previous semester with a semester GPA of at least a 2.0 (for employment purposes, satisfactory completion in the case of a course taken for undergraduate credit requires the earning of A, B, C, D, S or P).

    If I fall below the minimum GPA (either semester or cumulative) during a semester, I may be granted one semester of probation at the discretion of the Associate Director for Residence Life. I understand I will only be granted one semester of probation during my tenure as a DM, and if I fail to meet minimum GPA requirements after having received probation, I will end my employment as a DM immediately. I will not be eligible for reappointment if my cumulative GPA is not at least 2.5 at the end of spring semester (or the end of first summer session). If for some reason I need to drop below full-time status, I must request an exemption in writing to the Associate Director of Residence Life.

  4. Training and Spring Semester Desk Opening

    5. I will fully participate in all staff training and development activities including fall training, on-going training, and selected hall staff development activities. I will return to UA for fall training by 8:30 a.m., August 13, 2008, and 2nd Semester Desk Opening by, Sunday January 11, 2009 at 9:00 a.m.

  5. Outside Commitments/Work

    6. I will clear all extra curricular, excessive course load, volunteer, or employment commitments with my SHO prior to assuming so as to ensure they will not conflict with residence hall commitments and my ability to prioritize DM responsibilities. I understand that I may work no more than 30-hours a week on campus (20-hours for international students).

  6. Availability:

    7. I understand that availability is a prerequisite to fulfilling DM job responsibilities. I will spend a minimum of 5-shift hours a week at my hall’s front desk.

  7. Community Director Role

    8. I understand that even though the Community Director may not be my direct supervisor that they have responsibility for the management of the entire hall including the front desk operations and they can provide direction and feedback for me, the DA staff, and the overall management of the desk. The Community Director of my building will be completing evaluation materials on my job performance.

  8. Holidays/Breaks/Closings

    9. I understand that I share responsibility for the closing and opening of my desk when Residence Life has determined it is appropriate to have the desk closed, i.e., breaks (the desks close at 7 p.m. on Wednesday, November 16, 2008 for Thanksgiving Break and 7 p.m. on Friday, March 13, 2009 for Spring Break) and semester closing. I understand that the desks are open during most University Holidays except the holidays that occur during the winter break. Also, I understand that I need to be present at the beginning and end of each semester to conduct key audits and review opening and closing issues with my SHO. I need to open my desk on Sunday, August 17, 2008 at 10:00 a.m., and Sunday, January 11, 2009 at 10:00 a.m. I will need to stay until Saturday, December 20, 2008, and Sunday, May 17, 2009 until my entire desk closing responsibilities are complete and I am excused by my SHO. I will clear all vacation/travel plans with my SHO in advance. If I depart from Tucson prior to completion of my duties and official release by my SHO, I understand I will be released from my DM position and I will be ineligible for future employment by Residence Life.

  9. DM Reappointment:

    10. I understand that this appointment is only for the 2008-2009 academic year, that I must apply for reappointment, and that reappointment is not guaranteed. Reappointment decisions are made by the Associate Director in consultation with the Assistant Director of Hall Operations.

  10. Termination

    11. I understand that for unsatisfactory performance or breach of contract/agreement, I may be terminated from my position by Residence Life and I will be ineligible for future employment by the Department. In case of employment termination/resignation, I understand that as an eligible student employee, I have the right to seek adjustment to my employee related condition that I consider to be unjust or adverse to my personal welfare through the use of the Student Employee Grievance Procedure. A grievance must be filed by me no later than (5) calendar days after the knowledge of this incident or situation on which the grievance is based.

    If, after accepting this appointment, I elect not to assume my duties or find that I cannot, it is my responsibility to immediately notify Patrick Call, Associate Director of Residence Life, in writing, that I am resigning from my Desk Manager position, and attempt to notify the Assistant Director for Hall Operations, and the SHO of the hall to which I was assigned.

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