The Gospel According to the Island Clerk
Congratulations on accepting the position of Island Clerk! You are the 4th Star Island Clerk, and are accepting a distinguished mantle by taking this job. Good luck.
Welcome to your updated Island Clerk Bible. You are starting out your job on the right track by reading this and trying to figure out how to actually perform the duties of the Island Clerk.
It is worth noting at this point, and you may have noticed it already, that as Island Clerk, you are unlikely to ever have any free time in which people don’t ask you work-related questions. This doesn’t really bother me, but if its something you are going to have a hard time with, you should make it clear right off the bat that people shouldn’t do this. Good ways of showing people that you are or are not working include wearing a name-tag when you’re working or carrying a note-pad when you’re working. This is the sort of thing you should probably explain during tourientation.
The Island Clerk works on various tasks works with the HR Director and ResLife, the Finance Director, the Office Manager, and various members of the Island Management Team. The Island Clerk is primarily responsible for six things:
1. Hours and Timekeeping
2. Employment Paperwork
3. End of Season Hiring
4. Conference Center Evaluations
5. Staff Evaluations
6. Worker’s Compensation
I will go into detail about each of these aspects of this job later in the Bible.
1.0 Pelican Services
In 2010, the HR Director worked with the Island Clerk and ResLife to set up a “Pelican Services Crew,” which was accepted by both Christopher, who was Island Clerk that year, and Turtle, who was ResLife. Neither of them really pursued the idea, however. In 2011, Amy Meek (ResLife) and I both recognized the total failure of the Crews of One to get their collective act together, and banded together as Pelican Services. On various occasions we have included the Purchasing Agent (Brenda Bladen) and/or the Volunteer Coordinator (Shawn Roggenkamp/Evan Bollens-Lund) in our crew. Pelican Services is an excellent crew for several reasons. First, we aren’t really a crew, per se (in that we don’t all work together directly all of the time) so we don’t get on one another’s nerves. Second, the odds are low that anyone under 21 will be hired for any of these jobs, therefore we are all over 21, which is excellent. Third, and most importantly, our boss (or, at least ResLife and Island Clerk’s boss) does not work on Star Island, and therefore isn’t around to watch over us all the time. In 2011, we dated Boat Crew. We went on rowboat crew-bonding dates. We marched in the Fourth of July parade with a Pelican Services Float. Pelican Services was excellent. Please continue the tradition of Pelican Services. Have fun!
As Island Clerk, you are privy to a lot of sensitive information: social security numbers, pay rates, medical information, staff evaluations, etc. You should only share this information on an as-needed basis.
At the beginning of the 2011 season, based on Christopher’s recommendation, I asked that Sonya require the Island Clerk to sign a confidentiality agreement. She agreed that a confidentiality protocol ought to be in place, but for reasons that seem to be mostly based on appearance (SIC doesn’t want the Corporation to think that the Clerk or other members of staff are privy to information that they don’t need, like social security numbers) no such agreement has been signed as of yet.
To be perfectly honest, although I am privy to all of the information Christopher listed, I don’t look at almost any of it. I get Social Security numbers in Raiser's Edge (they are also on employment paperwork) so that I can enter the last four digits into TIB so that people can punch in. That’s the only thing I use them for. I collect staff evaluations, but I don’t read them. I collect health forms in order to send them into the office along with the rest of the staff member’s employment paperwork, but again, I don’t read them. The only really confidential things that I deal with are Worker’s Compensation and End of Season Hiring. Don’t share the status of a person’s health. Don’t share the status of a person’s EOS application. Be subtle about the things you do, even if they seem mundane (hours.) Lock your computer when you walk away from it. Don’t talk about things it seems like you shouldn’t talk about.
3.0 Things to Do Upon Your Arrival
3.1 Familiarize Yourself with Your Office
In your office, you should have:
- Filing Cabinet/Desk Drawers
- Inter-departmental Envelopes
- A Computer
- Access (nearby if at all possibly) to a printer
- A trash can/recycling bin
- Normal office things
- A phone
- A notebook
- Calendar (I used a white-board calendar, in which case you need wet or dry erase markers also.)
Try to get all of these things. You actually should already have most of them.
You also have three pieces of Island Clerk Gear. These are:
- Two plastic wall-folder things for Whoops! Forms
- Large wooden box WITH A LOCK ON IT for completed staff evaluations. The combination to this lock is 0-0-0.
3.2 Get to Know the I: Drive
If you are computer illiterate like I am, it is worth noting that to get to the I: drive, click start>My Computer>Island on ‘star-sbs’ (I:). Island things live here. Office things live on the G: drive, which is accessed the same way. You probably have access to both. I have never used anything on the G: drive, so if you can’t access it, I wouldn’t worry.
Your folder on the I: drive is under HOTEL. I: > Hotel > Island Clerk. You should explore the folder. Get whatever you need and put it in your folder. If, like me, you are more comfortable with hard copies of paperwork, feel free to print them out and put them in the folders in your desk.
3.3 Get to Know the Office Staff
It is important that you make sure you get to know everyone in the office, as you’ll be working with most of them. I think the idea way to do this would be to spend a full day working in the office before even coming out to the Island. In 2011, however, I didn’t get to the office until the day we went into town the greet the new Pelicans. This was less than ideal, as email interactions with people you’ve never met (Kate, Kristi) are sometimes fairly awkward. It worked out ok, though—I took the boat in in the morning with ResLife to greet the first-year Pelicans, and spent the day having meetings in the office, arriving back at the dock in time to greet the second boat-full of first-years and take that Percy back out to the Island. Make sure that you have spent some time in the office AT LEAST by the time the full-season staff starts arriving, though.
3.4 Get to Know Raiser's Edge
[UPDATE FOR NEW DATABASE] - Talk to Justina
First off, if you’re feeling overwhelmed at all, don’t bother doing this yet. I didn’t use the database until EOS stuff started, about halfway through the season. It doesn’t have to happen now.
If you have never used NED before, it may seem a little daunting. Let me walk you through it.
So, it gives you information about the person’s address, etc. Click on the arrow next to the person’s name, and you get a bunch of tabs. Under Personnel you’ll be able to find the person’s Social Security Number, useful in setting up TIB. Under Pel Contracts, you’ll find a list of the person’s previous employment on Star Island, useful in determining a person’s wage rate during EOS (Sonya and Kate will have already done this for full-season employees.)
3.5 Get to know Outlook
You’ll be using Microsoft Outlook for your email. It’s a pretty easy program to use once you’re familiar with it. Your email address will be email@example.com. The Outlook homescreen looks like this:
People will send you all sorts of things. You’ll love it.
Outlook stores email addresses for you, which is excellent. It also keeps lists of people who are generally grouped together, like Supervisors or IMT. If you click the “to:” button in a new message it will allow you to search the SIC address book to find the email of the person you’re looking for.
You should make sure at the beginning of the season that the lists (Supervisors and IMT specifically) are correct, and that they include the people you want them to include. For example, I send Conference Center Evaluation Reports to IMT, but Vicky Hardy isn’t on that list, so I have to add her separately. I send Over 50 Hours Reports to IMT, but Pat Ford doesn’t need them, so I go through and remove her name from that list.
3.6 Get to Know Pelican Services
If you don’t know them already, you should make sure you get to know, at the very least, the ResLife person. You should also try to become friends with the Rounder Supervisor/Volunteer Coordinator. This becomes especially important for EOS, so keep that in mind if either of these people are planning on leaving and will need to be replaced. You should do crew bonding with these people, as you will be working closely with them during the season.
3.7 Get to Know Time in a Box
Section is on TIB. Make sure you read it ASAP. This is probably the most complicated and most important part of your job. The sooner you figure it out, the happier you’re going to be.
Also, as soon as you start using TIB you should call their customer support and have them erase all the 2011 punches. TIB had a meltdown at the beginning of 2011 because this hadn’t happened, and it couldn’t handle all the 2010 punches and 2011 punches together. We absolutely don’t need 2011 punches after the 2011 season ends. Wipe them. If you do this before people start using the punch clocks in 2012, you’re guaranteed not to accidentally erase a bunch of relevant punches.
3.8 Get to know the 2012 Pelicans!
I don’t mean personally, since this is really something you should make sure you do before the Staff arrives on Island. It is really vital that you have this information memorized ASAP. The easiest way to learn people’s names is really to set up the faceboard. (I outlined it on whoops forms before people arrived so that all we had to do was plug in their pictures.) You can also help ResLife with housing. The more you work with people’s names and crews, the better off you will be once they arrive. It also helps to be on the crew that goes into town to greet the new Pelicans. Stalk them on facebook if necessary. Whatever it takes.
This is important because it is a huge pain to have to look up a person’s information to see where they are working every time you need something from them. It is much easier to know what crew they are on and what they look like. And you will need things from people. Really. You will.
You should also set up a master spreadsheet. This will allow you to have all relevant information (Name, Crew, Birth Date, Room number, Social Security Number, whatever you need) in one place. You can start by getting the Master Payroll Report from the Office Manager.
4.0 Job Break-Down
There are several different aspects of the Island Clerk job. These are basically (in chronological order):
- Hours, timeclocks and TIB upkeep
- Employment Paperwork
- Conference Evaluations
- Staff Evaluations
- Worker’s Comp.
- EOS Hiring
- Update the Bible
You will deal with different people for each of these. Kristi will be your point person. Any questions should be directed at her, and she will point you in the right direction (at the very least.) In general, though, this is who you talk to about each one:
4.1 Hours, Time Clocks, Pay Checks and TIB Upkeep
For the most part, you’re in charge of the clocks. Hours reports go to Kristi. Anything to do with hours, she’s pretty much the one to talk to. Kristi handles things that have to do with money. Sonya handles pay rates, so if you get questions about that, its her field. Over-hours reports go to Sonya and the Island Management Team, but just so that they have the information, not because they’re the ones who do paychecks. That’s Kristi.
4.2 Employment Paperwork
Paperwork goes through Kate (or the Office Manager.) Basically she’s going to be sending you an email telling you what paperwork she needs from employees. Get it, stick it in an inter-office envelope and send it off to her.
4.3 Conference Evaluations
4.4 Staff Evaluations
4.5 Worker’s Comp
For now all you need to know is that you should be getting information about injuries from the medical staff on Island ( Pat Ford.) This information should be going to the Office.
4.6 EOS Hiring
Sonya, mostly. Kate is involved in that she draws up contracts. ResLife is also pretty involved in this process, but you report to Sonya about it.
4.7 The Bible
This one’s on you, kid.
There are at least four or five days worth of learning and setting up necessary before beginning the work of Island Clerk, but until Pelicans begin using time-clocks rather than time-sheets, there are only maybe two hours of strictly clerk work that needs to be done during any given open-up week (Pels don’t like using time-clocks before moving into the hotel/Pel Hall, because they are inconveniently located for a life based in Newton.)
5.1 General Open-Up Tasks
You should sit down with Kristi as soon as possible upon arriving on the Island to clarify what your season-long tasks will be, and spend open-up making sure you understand how to/are prepared to do them, and are ready for the arrival of full-season staff. Once that is done, you may volunteer your services as a member of a general labor open-up crew, or you may do what I did, which is mostly to take on more individual projects. Most of the rest of my time was spent trying to help out ResLife, for whom this is the busy season. I did things like set up the faceboard and label mailboxes.
5.2 Time Sheets
During the off-season, Pelicans keep track of their hours using time-sheets instead of time clocks. Most Pelicans actually seem to like the sheets better. Your involvement should be:
- if you get here early enough in open-up, make sure there is a binder with plenty of blank time sheets in it. There should be a pen attached to the binder, and it should be conveniently located in EMB or Newton (wherever Pels are eating at that time in the season.)
- Set up a spreadsheet with everyone’s name and a space for you to enter their hours next to their name. If you are really an over-achiever, it is worth setting up a second spreadsheet (or, a second tab in the same spreadsheet) so that you can keep track of total hours, ie, have a space for each week a person worked.)
- Explain to staff/new arrivals how to fill out a time sheet. It is incredible easy. Make sure they know to put their names on it. Also, make sure they know that the time sheets end up going to Kristi in the office, so they should be careful not to graffiti/curse all over them.
- Towards the middle of the week, start reminding people at meals/during announcements that they need to fill out their time-sheets. Feel free to remind them that this is how we pay them, and if they don’t fill out a time-sheet, they won’t get paid. Especially make sure that people leaving for the weekend remember to fill out a time sheet before they leave.
- During the weekend sometime, collect the time sheets. Enter the total number of hours the staff member worked into your spreadsheet. Go ahead and enter it into both spreadsheets, if you’ve set up two.
- Email the spreadsheet to the Finance Director (Kristi) by Monday afternoon. (You should check with her when you start doing this and make sure that Monday afternoon is an acceptable time for her to get hours.)
- Make sure there are enough blank time-sheets in the binder to allow everyone to have one for the following week.
5.3 Employment Paperwork
It is important to make sure that employment paperwork is processed during open-up.
One of the stops on Tourientation is Cottage D. If this is done the same way, it’s a great time to explain to people how to use the time-clocks and whoops forms. You should make sure they know:
- The clock needs to say “Punch OK, thank you [name]” otherwise your punch isn’t ok.
- Whoops forms need to also say your name
- Whoops forms need to say AM or PM
- Whoops forms need to have a date. A day of the week is ok also, since whoops forms won’t sit from week to week.
- If you suck at punching, that’s the sort of thing that goes in your personnel file. Seriously. Punching correctly is part of your job.
- Don’t punch in for fire drills/events. I do that for you.
- Importance of the non-responder list (because I use it to determine who gets paid for fire drills/events)
- How to get paid for a Sick Day
Other things that should be included in tourientation/orientation events are:
- Make sure you’ve gotten me your paperwork. If not, my office is here. You need to talk to me ASAP.
- What to do when you get hurt/How to get worker’s comp
- When it is/isn’t ok to talk to me about work things
7.0 Hours and Time-Keeping
Ultimately, the most important part of this job is keeping track of how many hours Pelicans work so that they can get paid correctly. You and only you control the time clocks.
The program used to keep track of Pelican hours is called Time in a Box (TIB). It will be discussed at length in the next section.
The workweek begins on Saturday at Midnight and ends at 11:59:59 on Friday night. So, Changeover is a new week.
Pelicans should be working 6 days a week. They should NOT skip a day off in order to take two the next week. They should be working between 40 and 50 hours a week.
7.2 The Punch Clocks
There are three punch clocks. They are currently located in OBR next to Pel Hall, in Swett Ave next to the entrance to the kitchen, and in Cottage D in the Business Center. I think Cottage D is a silly place to have a time clock, though, so it might move.
You are in charge of training people to use the punch clocks. In 2011, I did this as soon as new people got to the Island, as part of Joe Watts’ Fire and Water orientation. We called it Joe and Lia’s Fire and Water and Time Clocks. This was so that people would punch in for their orientation activities. You should make sure to explain it to everyone at least twice, and to post instructions about how and when to clock in/out next to the time clock.
To clock in or out, punch in the last four digits of your social security number, and press enter. The clock will read “Punch OK, Thank you [name].” If it doesn’t say this, it didn’t work.
The clocks DO NOT KNOW if you are punching in or out. They just know that you are punching. It really doesn’t matter if you’re going in or out. This should be made clear to people. It is BETTER to punch out, even if you missed the in punch, than to miss both punches.
Make sure that people know that it is their responsibility to punch in and out and to fill out whoops forms if they forget or miss a punch. This is critical.
7.3 Whoops Forms
The Whoops form document is in the Time Clocks folder and on the desktop of your computer. Print them out in copious amounts. Use a paper cutter to chop them up. There’s a good one in the Dark Room. (Keep the dark room clean of your stuff, though. People like to use it.) Keep them stocked well, and collect them regularly (at least once a day).
You should input whoops forms every day if you have time to. That way they don’t pile up. All whoops forms for the week need to be entered in before you get hours reports to Supervisors. Really you should do them on Friday afternoon, if possible.
You should also make clear that people should have all whoops forms for the week in by Friday night. You imput them on Friday night and Saturday morning, so if they get them to you after that, it won’t be useful, as you’ll already have printed out an hours report for their supervisor.
Make sure that you keep the whoops forms. We are required to by law. Go figure. (I found that punching a hole in the corner of each form and keeping them on binder rings organized by week was an easy way to do this. I might be more OCD than you are, though, so do whatever you like.)
7.5 Time Clock Exemption
People ask if they can fill out timesheets instead of using the time clocks. The people (captains and deckhands) who work on the boat should definitely be granted this right. The only other person who I allowed to fill out a time sheet was our Naturalist. I let him because he was an older guy and also because the M-Lab isn’t really near any of the clocks. I guess if WTF wanted to do time sheets I probably would have let them. Nobody else really has a good excuse to need a time sheet, and they’re a pain in the ass to deal with.
7.6 Responding to Fire Alarms
You are responsible for making sure that everyone who responds to a fire alarm gets paid for doing so. It would be ridiculous to ask people to stop and punch in when the alarms are going off. You should make sure they don’t do this.
Pay people for alarms by getting a copy of the non-responder list at the time of the Event from the Front Desk. Then just go through and make sure that everyone who is not on the list is clocked in for the duration of the Event. Initially I was doing this as soon as the Event finished, but I found that if I wait and just plug in the Fire Event after I have edited hours back from supervisors, it ends up being more accurate. (Ie, people were missing punches and then were ending up getting punched OUT rather than IN for the Events. It doesn’t take that long to do them all at once, just make sure you’re getting hours back from Supervisors with enough time left to plug this in.
You should make it clear to the Front Desk at the beginning of the season that part of their fire drill protocol needs to be photocopying the non-responder list at that time (both sides!) and putting it, along with the fire drill times, in my mailbox. In 2011 they were totally unable to do this with any kind of consistency. This drives me crazy. Go ahead and remind them after drills, but they should really be photocopying it.
In the event of a fire event that takes place during Fire Watch hours, only Pelicans on FW are required to respond. However, we’ve had two in the two years I’ve worked here, and in my experience almost everyone has responded to both of them. You can do one of two things if this happens:
- You can tell people who responded but weren’t on FW that they should whoops it.
- You can write down the names of everyone who is there.
I prefer the second, but it presents a problem in that this year I wasn’t a fire fighter, so I didn’t know which of them responded. I basically went around asking them the next day. It was fine.
7.7 Sick Days and Bereavement Leave
Make it clear to whoever is in charge of the First Aid Station (FAS) at the beginning of the season that you need to get a copy of all sick day slips. Pat Ford has been told this at least once a year, every year, and always seems to get confused or forget. You should also tell people during orientation that you need a copy of sick day slips, as Pat often forgets anyway and then everyone gets confused.
To get paid for a sick day, the Pelican needs to make sure they go to the First Aid Station and get a sick day slip. Basically, for us to pay someone for a sick day, they need to actually be sick. The Sick Day Slip needs to then actually come to me, either when the sick day is happening or else it can be attached by the person’s supervisor to the edited hours report.
If someone is sick and you receive a sick day slip, punch that person in for a 7 hour work day. I normally do 8-3, just so its standard. Its as easy as that!
Keep a spreadsheet of sick days used. Each staff member gets one paid sick day for each full month worked. For most people, this means they can use 2 over the course of the summer, since most Pelicans work either 2 or 2 ½ months. These sick days don’t need to be spread out: the person can take all two or three sick days in one week. Open-up and Close-up count too, so some people are going to get 5 or 6. Keep track of this in a spreadsheet. If you have time and want to, its worth putting start and finish dates into the spreadsheet so that you know how many paid sick days each person gets. Of course, once they exceed their maximum number of paid sick days, a person can still take a day off if they are sick, we just won’t pay them for it.
You should also keep the sick day slips, just in case.
Officially, if a Pel works for at least 3 months, they are also eligible for 3 days of bereavement leave. Really, if someone has to leave to go to the funeral of a family member or close friend (which happened to three Pels in 2011) I’m not going to look that closely at whether or not they’re going to be working 3 full months. This is one of the things that I’ve chosen to just make a decision about and not consult. I don’t know what Sonya and Kristi would say about it. Let their supervisor know that they’re getting bereavement pay (do this subtly, of course) so that the supervisor won’t be confused about it. I never asked for any equivalent to a sick day slip for this. I believe people when they say someone has died.
8.0 Time in a Box (TIB)
There is a manual for Time in a Box under I:>Island Clerk >Time Clocks. There should also be hard copy in the binder with your Bible. Read it. Search it. Highlight it. It is your friend. I have included some of the most useful functions in this manual for ease.
It is worth noting that you are the only person who works for SIC (unless Christopher or I are working for them again) who has TIB loaded into your computer and who knows how to use it.
8.1 Configuring the Clocks
Use the TIB user’s guide 1-27. There’s also a printout of it in the TIB folder (an interoffice envelope). Talk to IT. As intimidating as I found it, they seemed to think it was pretty simple technology.
8.2 Importing Punches
So, here’s the thing: Punch clocks only talk to TIB when you tell them to. Otherwise they keep to themselves. Pelicans use the punch clocks to punch, so really you want them to talk to TIB. Here’s how to do it:
In TIB go to clock relatedàclock communications. This will open a new window. Clock communicationsàpoll clocks. A pop-up box asks you to “select clock to be polled.” This is a trick! You don’t have to select a clock. If you just click ok, it will poll all three clocks. This is what you want. It takes a long time. Let it. It goes through them (you can see this at the bottom left corner) and then finally imports punches. Pelicans punch a total of between about 200 and about 300 times a day. It’ll count them all up and show you how many, if you watch that bottom left hand corner. I usually don’t. I usually take the opportunity given by the fact that this takes a long time and go to the bathroom.
You should import punches no less than once a day. Its ok to take a day off, though, the punches will be safe in the clocks. I usually do this in the morning every day, and also sometime in the afternoon on Friday so that I can clean everything up and get it ready for Saturday. You should feel free to do it as frequently as you like. It isn’t useful to go through and input whoops forms if you haven’t first imported punches, though!
8.3 Adding or Removing Punches
Adding and removing punches constitutes most of what you’ll be doing in TIB. Its very simple.
Go to Punch Time Card Editor. That will open up the Time Card Editor, in which you edit time cards. Really. Find the name of the person you’re looking for (you can change the way it sorts people, but I pretty much have them by name unless I’m inputting data from edited time cards, then I do it by department).
There are two ways to manually input a punch. First, you can double-click on a blank (------*?) and it will allow you to select a date and enter a time. AM times can be put in without noting AM next to them (800 will be understood to mean 8:00 am). PM times can be put in by either adding a p (800p) or in 24-hour format (2000). You never need to use a semi-colon.
The other way to manually add punches is to click on the “add punches” icon. This is the icon that looks like the TIB logo, and should be the firs tone on the left in the time card editor screen. This will give you a larger option screen with a calendar. This window will let you do things like change the type of punch. Don’t do this. Just choose a date and add a time.
There is no difference between these two methods.
To delete a punch, either highlight it and push backspace or delete, and then click ok, or right-click it and hit delete and then ok.
8.4 Stolen Punches
TIB is currently configured to assume that the punch immediately following an in punch is therefore the out punch for that work period. It often isn’t. Pelicans often forget to punch out. I think we could change it to assume that we don’t work overnight, except some Pelicans do work overnight, so lets not do that.
The way to deal with stolen punches is simple.
1. Identify a stolen punch. Sometimes this is very easily done by looking at the total number of hours the employee has worked that day. If it’s outrageously high, there’s probably a stolen punch somewhere. For some reason, TIB sometimes steals a whole bunch of punches rather than just one. Go through and find the earliest punch (usually it’s a 7 or 8am punch, but sometimes its noon, so you can’t always look for the ----a).
2. Right click on the earliest stolen punch. It will allow you to choose Regular In (RI). Click that, and it will give you a blank spot for the out punch that the stolen punch was covering, and will move the RI to the next morning (or to later that same day, if that’s what its supposed to be.)
You can also click Regular Out (RO) if that’s more correct.
Supervisors find stolen punches from the next morning very confusing. They’re especially common on Friday nights (the person will have forgotten to punch out at the end of Friday) and often get missed in the chaos of getting hours out on Saturday mornings. It is much better for a supervisor to see a blank than a stolen punch. Try hard to put things in the right place.
8.5 Importing Employees
Use the TIB user’s guide 1-29. This is super easy. Go to FileàEmployees and click the icon that looks like a blank piece of paper. Their employee number and badge number should both be listed as the last four digits in their social security number. Then make sure you export the information to the time clocks.
New employees can and should confirm that they are in the system by checking to make sure that the time clocks say their name when they punch. “Punch OK-Thank You Lia,” not just Punch OK. If it just says Punch OK, the punch is not OK.
When you set up a new employee, make sure you go through Clock Communications and download the employee to each clock individually (clock communicationsàdownload employees). The clocks beep twice during this process, so you know when you’ve been successful.
At the beginning of the season, you’ll need to load all of the new employees into your system. There is a backup from last year on the I drive, and 2011 Pels should already be in the program, so you can use that, but you’ll also have to import new people (or all Pels if you think its easier—I did) from the Finance Director. Call TIB for help with that process. It’ll allow you to get comfortable with their customer support. You will also have to go through and make sure that everyone is filed under the correct department number (especially important for returning people.) This is very simple.
FileEmployees. Scroll down to find the employee you are looking to change.
The icon at the top that looks like it has a pencil next to it is the Edit Record icon. Click that and it will allow you to change the Department (bottom middle of the window.) Make sure you hit the “save” icon before navigating away and you’ll be allset.
As long as we’re looking at that screen, it is worth noting that the blank piece of paper is the “Add Employee” icon. All new employees should have OBR as their home clock, and should be on Payroll Rule STAFF1 but other than that you can add their Employee Number and Badge Number (both are the last four digits of the SSN), employee’s name and department.
8.6 Changing Employee Numbers
You can change an employee’s number on your end. Go Utilities, special functions, and employee number. This is particularly useful if a pel has employee number different than their social security number due to an error. Remember, their employee number does not have to be the same as their badge number. We had several problems in 2011 with employee numbers on my end (in TIB) not matching up with employee numbers on Kristi’s end (Paylink.) Be careful the first few times you do exports to make sure that everyone matches up/is getting paid correctly.
Occasionally there will be two Pelicans whose last-four-digits are the same. The solution is to add a -1 to the end of their punch-code, so that it is five digits. I think Kristi’s program did this automatically this year, so that she just told me who needed a -1 added and I did it manually in TIB.
8.7 Changing Departments
When a pel gets a raise, but keeps their job, you have to just make the change in rate during the next week. Please don’t enter rates into TIB. Kristi does this on her end. As long as departments are correct in TIB and rates are NOT ENTERED, Kristi’s program will enter them without a problem. If you enter rates into TIB they’re going to override the rates that Kristi has in her computer. This is bad. A good rule of thumb is that you deal with hours and Kristi deals with money.
When someone changes DEPARTMENTS (rather than payrates specifically), however, that is on you. If the change takes effect at the beginning of a pay period, don’t worry about it. Make sure to change it in their Employee information so that they are filed under the correct department (Kristi uses this for budgeting). This is also important because when you do hours exports for supervisors to edit, you want each Pelican to be on the correct one. Ie, if someone moves from Waitrae to Dish they stay within the foodservice budget. However, the Waitrae supervisor will no longer know what that person’s hours should be—the Dish supervisor will. So move them. Make sure you stay on top of this sort of thing
When someone changes departments in the middle of the week, you need to indicate what punches on TIB should be listed for each department. Between the “in” and “out” punches in TIB there is a wider, blank column. Click here and you will get a drop-down menu, which will enable you to choose a department for each period of time worked. Make sure that if you do this at all (you don’t need to do it for weeks that employees aren’t changing departments) you’re doing it for EVERY period worked.
The way that TIB is set up is a little confusing. Christopher set it up so that it is broken down by CREW in order to make it easier to get supervisors the hours for only their crew. If you parooze department codes, however, you might notice that they’re actually grouped by DEPARTMENT, which isn’t the same as crew. Foodservice, for example, is all 500. Waitrae is listed in TIB as 500, Bakery as 501, Dish 502, Kitchen 503, etc. This is only true up to 900, after which everything is done by department. (ie, the Crew code and the Department code for Carp are both 916.)
If you’re going through and changing the departments for Kristi (if you’re using the drop-down menu in time card editor between the two punches rather than editing the person’s employee record, MAKE SURE YOU PUT THEM IN THE DEPARTMENT. DON’T SORT THEM BY CREW. If somebody moves to Dish, then, which is 503, make sure that those hours are put as 500. You have to do this for EVERY SET OF HOURS WORKED during that pay period, not just the ones that are being switched to. If you are doing this, It is worthwhile to mention to your export email to Kristi what the breakdown is for this (ie, 12 hours in Dept. 500, 28 hours in Dept. 900.)
8.8 Contacting TIB
Calling TIB is frequently your best option if you run into a question that you don’t know the answer. Or if you’re afraid you’re going to break the program, which I usually am.Their number is (877) 234-1851, our client number is M277 and our branch number is 67. Apparently they’ve changed their numbering, though. Now they want us to give our number in ten-digit format: 67-0067-M277.
You will need to have Kristi email TIB and tell them to put you on the list of people they’re allowed to speak to. I’m pretty sure that this isn’t a big deal. What happened for me is that I called them and they helped fix my problem, and then told me that she needed to email and tell them it was ok that they did this. But FYI, she’ll need to tell them its ok at some point.
I keep a post-it on my computer with their info and our client number.. Don’t panic about TIB, just call their tech support. HOWEVER, because the TIB offices are located in the real world, they aren’t open on weekends. I think their hours are 8-5, Monday-Friday. This really sucks if TIB breaks on Saturday morning, which has happened to me. Make sure, if possible, to call them on Friday night instead of Saturday morning.
8.9 Backing up TIB
TIB will prompt you to back it up every time you close it. You should do so, but make sure to back-up to the I drive not to your hard drive. You should have a TIB backup folder under Island Administrator 2012. Make sure that when you are backing up, you save that backup under a different name each time (in case something happens and you don’t notice, so you back up again and override the good backup with a corrupted backup. Don’t do this. Its bad.) So use the dates or something to back up TIB.
It is worth noting when you’re backing up that I really don’t think this is useful in any way. At the beginning of the 2011 season, TIB had a meltdown, which was horrible. Christopher was visiting at the time, and neither he nor I was able to turn a backup into TIB not being totally messed up. Very upsetting. You should back up anyway, but shouldn’t really count on this doing anything.
8.10 Archiving Punches
A few times in the summer, it will tell you that you have too many punches and need to archive them. You should do that. See the TIB user’s guide 3 – 8. You should NOT EVER archive punches from more recently than the previous month. For example, at the end of July, you may archive punches from May. The process deletes all your punches. This is bad.
Actually, what I’ve discovered in 2011 is this: TIB has a limit to how many punches it can hold. It maxes out at something like 600 punches per person. When one person hits 600 (or whatever the number is), TIB stops retaining punches. This happens between every 2.5 and every 4 weeks, so it isn’t always possible to keep a full month’s worth of punches.
Don’t freak out: the clocks hold onto punches for 4 or 5 days, so they won’t disappear. (The clocks also have a maximum number they can hold.) You just won’t be able to import them. TIB will tell you when this is happening. My reaction is to call TIB support and have them deal with it. They don’t mind this. They do this cool thing where they walk you through step by step how to give them control over your desktop, and then they just do it. Its great. Do it.
To be perfectly honest, I think that if TIB told me on Saturday morning that it needed to be archived, I’d do what I could with the punches that I had (ie, get what I had out to supervisors, see section ) and then just tell everyone that I was having a problem with TIB and wouldn’t touch the program again until a customer support person had taken care of the archiving. I totally screwed it up when I tried it that one time. I’m never messing with that again.
9.0 Editing Hours
There are several pieces to editing hours before you export them to Kristi. You first clean them up as much as possible. Then, you generate reports and distribute them to Supervisors. Collect them, enter the Supervisors’ edits, enter fire drill times, etc. and export them. More detail is below.
9.1 Getting Hours to Supervisors
On Changeover, your primary duty is to distribute hours to supervisors so that they can check and make sure that their crew’s hours are correct in TIB, the goal result being that crew members get paid correctly for the previous week.
Here’s what you do on Saturday mornings:
1. Poll clocks to make sure that all punches from the previous week are in TIB.
2. Enter all remaining whoops forms. You can do some of this on Friday.
3. Go through and make sure that there are no stolen punches. You can do this during the week whenever you get a chance, and can also do some of it on Friday.
4. Generate Time Cards for each crew. Do this by going into TIB and clicking Time Card. Do them by department, so that the Hostess ends up with a list of the Waitrae punches. Leave all the other fields blank. Make sure you change it to “previous period” though, as Saturday is a new pay period. Click ok and it will generate a report for you. It takes a minute.
5. Click the printer icon in the report. The way your computer is currently set up, thanks to Annaliese, the default printer is actually a PDF. It’s a good system—it allows you to save each report as a PDF. Do this. I like to organize them by conference, so I’d have a folder of LOAS 2 hours, for example, and then save eache crew’s hours as “truck LOAS2” etc.
6. Print hours. I tried to not print every crew’s hours in order to save paper, but I found that if I didn’t give supervisors a hard copy they’d just print them themselves, and this way I could highlight them, which is useful. Crews of one hours can sometimes get emailed. Check with the specific person about their computer use/access/comfort, etc. I only emailed hours to ResLife and Personal Retreats, both of whom would just email me back a list of missing or wrong punches, and I’d fix theirs.
7. Label and highlight hours. I’d write the name of the crew at the top of the hours report in marker, and then highlight any blank spaces. Supervisors often miss blanks, which is surprising, since instead of looking like this: 2:04p a blank spot will look like: ------*? All it really is is TIB telling you that its gotten an in punch but not an out punch. It understands the order that times go in, so if what actually happened is that someone punched out but not in, once you enter the missing in, it’ll sort itself out.
8. Check off that you’ve printed and are about to distribute each crew’s Time Card. I made a checklist in 2011 that I laminated and wrote on with dry erase markers. It has each crew, listed in the order that TIB has them (I just go down the list when printing Time Cards), and three columns: Distributed, Received, Entered. I find it helpful in keeping track of what’s happening with each crew’s horus.
9. Distribute hours. Its worth it to ask each supervisor at the beginning of the season where they’d like you to put their hours on Changeover.
I found that if I organized the hours in the order I just listed, I could just take the one at the top of the stack and hand it out next.
So that’s your Changeover duty, hours-wise. All that should be done so that Supervisors have hours reports by 10 o’clock break. I found that if I started doing hours by 8 I was usually fine. Any later than that and I felt rushed.
9.2 Getting Hours From Supervisors
You should make it VERY CLEAR to Supervisors at the beginning of the season when you need their edited hours back by. It’s worth letting Managers know this deadline, too. For me, this was 8:00am Monday. This allowed me enough time to then track down delinquient Supervisors and get their hours, input hours, input fire drill times, check everything and send an export to Kristi by around 2.
I ask supervisors to put their hours in my mailbox behind the front desk. They end up giving them to me in my personal mailbox, in the whoops form box, and just handing them to me, though. This drives me nuts, but I like it when I get their hours on time, so, there’s that.
If a supervisor is consistently failing to meet this deadline, talk to their manager. Just make it clear that this is a real deadline, and ask for the manager’s help in getting the supervisor to meet it.
9.3 Editing Hours
Go through and put any changes that supervisors made to their crew’s hours into TIB. This takes awhile. I find that the quickest way to do it is to organize the hard copies by department number, change the Time Card Editor to be organized by department, and go through one by one that way.
Add things like the fire drill. People also get paid for their first boat ride out, and orientation. These are pretty much the only things I do across the board without being told. I prefer to add the fire drill time last. I do. I feel strongly about this. Its better than the other way.
Go through and check everything one more time. Make sure there are no missing punches anywhere. Make sure nobody looks like they’ve worked lots and lots of hours more than you think they really did (as this indicates probably a stolen punch.) Fix these things.
You’re done editing!
As I’ve said, you deal with hours, but not with money. In fact, TIB, the program that you use, doesn’t have the capacity, really, to deal with money. Kristi’s program, Paylink, does. To get the information from TIB to Paylink is simple (sort of.)
Follow Christopher’s instructions:
Exporting Time in a Box to Paylink
1) Under “utilities” select “External Data File.”
2) Select order by employee number.
3) Output format should be default.
4) Push ok.
5) Under “utilities” and “interfaces,” select “paylink interface.” This is going to save this weeks file to c: Paychex Export. You should make sure that you put the previous week’s file into the “old exports” folder before you do this, so that all you have once you do the interface export each week is the old folder and one new file.
6) Under “utilities” and “setup,” make sure that the “path for Paychex output file” is correct, the correct category is selected, the branch indicator is 0067, the Client number is M277, and the employee ID length is 6. (Christopher wrote these instructions. I don’t know what this one is about.)
7) Under “file” in that window select “export file.”
8) Select the last day of the pay period and push OK.
9) DO NOT change the file name.
10) Email the export as an attachment to the Finance Manager.
Good job doing an export! Make sure you stay in the office or at least by a phone until the Finance Manager confirms that the export went through ok. Sometimes it doesn’t, for whatever reason.
11.0 Reporting Time
11.1 Total Hours Report
At the end of the season, there should be a total hours report that goes out to Sonya for budgeting purposes. It should be in spreadsheet format. Basically, it should have every employee, listed by name and crew, and then a space for you to enter the number of hours they worked during each conference. At the bottom of each column you should have Excel add up the total number of hours that were worked by Pelicans that week, and at the end of every row, you should have it tell you how many hours that person works, on average, in a week. I have mine tell me the total number of hours worked by each person also, but I don’t think this has any advantage beyond me being curious.
The way to do this is simple: In TIB, click Reports>approaching overtime report. Where it asks you for the number of hours employees should have worked, just put in 1. This will give you a list of how many hours each employee worked. Save this list in the “total hours reports” folder, and print it out.
This is the most data entry part of your job. In general this is a daunting task, especially when people start to leave and you have to pay attention and skip over them instead of just reading straight off the list. However, it’s a nice little task to be able to save for sometime when you don’t have that much going on, or some time when you’re putting off something more daunting. The total hours report doesn’t need to get seen by anyone but you until the end of the season, so feel free to put this off and then enter several weeks worth of hours at once.
11.2 Over 50 Hours Reports
Over 50 hours reports are generated the same way total hours reports are. Go into Reportsàapproaching overtime, and put 50 as the number of hours people should have worked. (Actually, Pelicans should work between 40 and 48 hours.)
Over 50 hours reports get saved and sent out to the Island Management Team. Sonya may or may not be on the IMT email list, make sure she is. If not, add her when you send out Over 50 reports, as she’s the one who cares the most about them. Make sure she gets them ASAP, but DEFINITELY by the time she comes to the Island for IMT meetings.
11.3 Other Reports
You should feel free to poke around TIB and see if there’s anything else it does that’s awesome. Christopher generated a ton of reports every week. I really don’t do this. Do whatever you want. If its awesome, maybe it’ll stick and Sonya will require it from the next Clerk. Or venerate you for being cool and discovering new stuff.
11.4 When Someone Leaves
When someone’s employment ends, we generally aren’t supposed to wait until the end of the week to deal with their hours. There are two options for this: when someone leaves because their contract ends, and when someone gets fired.
When people are leaving because their contracts are ending, we have 3 days to cut them a check. If they leave early enough in the week that you can fold the hours from Saturday and Sunday (and Monday?) in with the previous week’s hours, do so. Just mention in the email you send Kristi with the export that these people have left and tell her how many hours they worked before they did. Mention the following week that those people have already gotten paid.
When someone gets fired, we have 24 hours to cut them a check, but the sooner we can do it the better. If you can check their hours with their supervisor and tell Kristi how many they should have before they get into town to the office, that’s good. (Usually when we fire people they go straight to the office afterwards.) Do it ASAP.
12.0 Employment Paperwork
12.1 Before the Season Starts
Whether or not your contract has started, it’s a good idea to let Pelicans know with as much notice as possible that you’re going to need their employment paperwork. On the Star Island website (www.starisland.org/working/paperwork) it states that paperwork should be sent in to the office something like a month in advance of the start of the person’s contract. Nobody does this. Seriously, it isn’t going to happen. Which isn’t the end of the world.
12.2 Collecting Paperwork
One of your main duties both at the beginning of the season and when EOS people start arriving is collecting their paperwork.
If you are having a hard time, feel free to go to their supervisor or manager for help. Managers almost always seem to understand the importance of employment paperwork. Supervisors usually blow this off.
There are two sets of paperwork you will need to collect: that required for payroll (the I-9 and W-4 forms as well as a Maine or Massachusetts tax form if relevant) and supporting paperwork, which is not required for payroll (the SORI form and Star Island health form.) If the person wants direct deposit, it needs to go in with the payroll stuff.
Once you’ve collected it, stick it in an inter-departmental envelope and send it off to Kate. She should be updating you with lists and spreadsheets of who she still needs paperwork from, so keep the lines of communication open. Payroll related information needs to get to the office before they process payroll. If you’re sending it on a Monday and aren’t sure its going to make it in time, try to email Kate the info from the W-4 forms so that she can include it when payroll goes through, otherwise those people won’t get paid, and they’ll be sad.
12.3 The I-9
The I-9 is a government document that is required before someone is legally allowed to work in the United States. Actually, its required because the purpose of the document is to prove that the employee is legally able to work here (ie, that they’re a U.S. Citizen.) Its probably the least complicated of all the documents you’ll have to deal with, but for some reason it’s the most difficult to get from people.
Note: There is only a three-day window for people to fulfill the I-9 after the start of their employment. If they can’t do it in three days, they have to stop working.
What needs to happen is this: The Pelican fills out the top part of the I-9 with their name, SSN, etc. You then fill out the middle section. Include the date that they started working, and make sure you ACTUALLY SEE THE ACTUAL PHYSICAL DOCUMENTS that they’re providing in order to fill out the rest of the section. There should be instructions attached to the form. Then fill in the certification piece with your name, title, SIC’s address (SIC, 30 Middle St. Portsmouth, NH 03801) and sign it. Done!
Problem: If someone is unable or unwilling to fulfill the I-9, they can’t be employed by SIC. Kate said that we would be able to accept a photocopy or fax if someone then fed-exed us the actual document, just so that the three-day window wouldn’t get violated. So we did that.
In one case, the I-9 couldn’t be fulfilled because the person actually wasn’t legally able to work here. She was given the option of leaving the island, or volunteering for the summer. She chose to stay as a volunteer. We had to move her to a different crew, though, because volunteers aren’t allowed to volunteer for the job that they were hired for.
Two of the people who couldn’t fulfill their I-9s were asked to leave and return when they had the appropriate documentation. They did so, and all turned out well. However, in these cases, we are unable to hold their jobs for them. If they get back before we hire someone new, good for them, but it can’t be guaranteed.
12.4 The W-4
The W-4 is a mandatory tax form. Basically it lets SIC know what percentage of a person’s paycheck should be withheld for federal taxes. Kate needs it in order to process payroll.
12.5 Maine or Massachusetts Tax Form
State specific, but the same as the W-4. Should be filled out by people who file taxes from Maine or Massachusetts.
You might get a question if other states allow people to file similar forms, so that they don’t get quire so screwed on state taxes in April.
Sex Offender form.
The SORI form requires a driver’s liscence number. I don’t normally fill out the part at the bottom that asks for, like, the signature of the employer who requested the form. I let Kate do that. I don’t really want to know if people are sex offenders or not, once we’ve already hired them.
12.7 Health Form
Its an internal health form. I have no idea. People can seal it in an envelope by itself it they’re more comfortable. I don’t look at people’s employment paperwork, especially at the health form, more than I absolutely have to. Pat Ford keeps them on record, but they have to go to Kate first.
12.8 Direct Deposit
You should strongly encourage all Pelicans to have direct deposit. It really sucks when people lose their checks or accidentally rip them, or if people leave and we have to forward them checks instead of pay stubs, etc. Its bad. They should have direct deposit instead so that they can actually get their money and pay their bills.
Its done by filling out a simple form. Make sure that they attach either a voided check or something else (a bank statement maybe? It says on the form) to the form. Just staple them together.
12.9 Pelican Handbook
There’s a sheet at the back of the Pelican Handbook that you’re supposed to sign and return stating that you’ve read it and understand what it says, etc. And that you’re ok playing by the rules it outlines all summer.
13.0 Conference Evaluations
The island clerk is responsible to for collecting, compiling, and reporting island evaluations. The same will likely be true this year. You can look at old evaluation reports on the I drive to give you an idea of what you need to produce. In 2013 the evaluations will be online for the first time! you should still give the front desk a few paper ones to have on-hand during this transitional season.
The day before a conference leaves the island:
Creating the survey:
1) Log into surveymonkey.com – login = star island, password = Island1
2) Click “create new survey”
3) Click “copy existing survey”
4) Change name to “Star Island Conference Center Evaluation Form – [year] [conference name]” (example: Star Island Conference Center Evaluation Form – 2013 Natural History)
5) Change nickname to “[year] Evaluation [conference acronym]” (example: 2013 Evaluation NHC)
6) For conferences in September, remove questions about Vaughn, Marine Lab, Music and Pel Show.
7) Click “send survey”
8) Change weblink extension to “[year] [conference acronym]” it should look something like this: www.surveymonkey.com/s/2013NHC
Creating the email list:
1) Log into starisland.thankyouforcaring.org
2) Click “email” then “lists”
3) Click the subfolder “Island Evaluations” and click “new list”
4) Change list name to “[year] [conference acronym] attendees”
5) Click “add query”
6) Type [year] into the “name” field
7) Choose the correct query for the conference Creating and sending the email:
1) Click “email” then “messages”
2) Click “new message”
3) Choose the “Island Evaluation” template
4) Click the binoculars next to “Recipient Lists”
5) Click the binoculars next to “Filter by folder” and choose “Island Evaluations”
6) Choose your list.
7) Name the email “[year] [conference acronym] Evaluations”
8) Insert the hyperlink for the survey.
One week after the conference leaves the island:
Close the survey and process results:
1) Log into Survey Monkey
2) Click “my surveys”
3) Click the “collect responses” tab
4) Change the status to “closed”
5) Click the “analyze results” tab and download responses to create your report
Add church data to Raisers Edge1) Log into Raisers Edge
2) Click "records" and search for the constituent
3) Click the "relationships" tab
4) Click on "Organizations" on the left
5) If there is no church in the person's record, click "New Organizational Relationship"
6) Search for their church by clicking the binoculars next to "Org. name". Use the city and state fields to search.
7) if the church exists, double click it and set the relationship as "church" and the reciprocal as "congregant".
8) If the church does not exist in the database, you will need to add it: close out of the constituent record without saving it. Click "new organization". Do a Google search to get the proper name for the church and fill out the address. Under "Phones/Email/Links" choose type of "email" and add the main contact email address if it is listed on their website. Tab to the next line and add "work phone" and add their main office phone number. On the “Bio2” tab, add the UUCHURCH or UCC Church Constituent code. If it is not a UU or UCC church, add the “Church” Constituent code, and note the denomination in the notes field on the Bio1 tab. Save and close out of the record. Go back into the constituent record and repeat #3-7.
9) RE will prompt you to choose whether or not to reciprocate the relationship. choose yes.
Interested Corporation Members
1) Send names of anyone interested in becoming a member of the Corporation to Joe Watts.
Now that you’ve made your report you can tell the supervisors the comments that are actually useful. You should do this during the supervisor’s meeting. If there are negative mentions of specific pels, don’t announce it at the meeting, but you should let the supervisor know later. Also, make sure to talk about how great everyone is doing. It’s important not to just critique, but to boost morale.
Also, send the report to the staff email list. You can also use email to tell supervisors any comments that shouldn’t be shared in front of the whole group.
13.1 Reporting information to Supervisors and Managers
Make sure you read through the conference center evaluations before the supervisors’ meeting each week. Let the supervisors know general comments (“Pelicans seem to have a negative attitude and need to work on customer service”).
Let individual supervisors know about any comments specific to their crew (the Bellhop supervisor should be told that conferees aren’t getting hot water delivered in the morning. They should also be told if there have been complaints about specific bellhops.) Try to do this in a subtle kind of way. The goal is to work on fixing problems, not to embarrass people or get people in trouble.
Some supervisors or managers like to read through all of the evals themselves. I actually think this is a great idea. They know their job better than you do, and may be looking for things that it wouldn’t occur to you to look for. Feel free to let them read through the eval report.
14.0 Staff Evaluations
There are several types of staff evaluations, most of which you are in charge of. This year I was in charge of mid-season and final evaluations, but for the most part, only when Pelicans were being evaluated. I set up surveymonkey evaluations of managers, but didn’t deal with them once they were online.
14.1 Upwards Evaluations
Upwards evaluations are evaluations in which the person being evaluated is either the direct supervisor of the person doing the evaluating, or the Manager who supervises the supervisor of the person doing the evaluating.
All upwards evaluations are done online, on surveymonkey.com. You set them up. Get the surveymonkey information from Kristi. Its not a bad idea to go over the evaluations questions with her. This year, all questions on upwards evaluations were required (you couldn’t move on until you had answered every question.) Once you’re on Surveymonkey, set up a template. The program allows you to copy surveys, so if you do a template, you can just copy it and rename it for each person. This year I thought it would be a good idea to just have one upwards evaluation form, and people could fill in who they were evaluating. Don’t do this—it will create a LOT more work for you than is necessary. Copy the template and renatme it for each supervisor and manager.
This year I did different surveys for if you were directly supervised by someone verses if you just had interactions with them. For example, I can do a direct supervisor survey for Sonya, since she is my boss. I would have to do a General Evaluation for Joe Watts or the Food Service Manager, since although I work with them, they do not supervise me. SUPERVISOR SURVEYS AND GENERAL SURVEYS SHOULD HAVE DIFFERENT QUESTIONS! This year I set them up as (for example) “Justina Maji – Conference Center Manager (Supervisor)” and “Justina Maji – Conference Center Manager (General).” The Music Director, who is supervised by Justina, would fill out the “Supervisor” one. So would the Chamber Supervisor or anyone on Chamber who wanted to. I, however, would evaluate my dealings with Justina in the “general” evaluation.
When you are setting up the surveys, make sure you go through and tell it to allow people to take the survey more than once on the same computer! Otherwise people will notice that you can’t, and you’ll have to go back through all of them, one at a time, and change this..
Upwards evaluations are not seen by the person being evaluated. What happens for supervisors is that their Manager gets a compilation of the information, which you put together by exporting information from surveymonkey to excel, and then taking out people’s names. I color coded it, because the questions are confusing to look at otherwise. (You can look at these in my folder under “upwards evaluations.” Put together the export and email it to managers. The manager then uses what people have said about the supervisor in upwards evaluations to put together a downwards evaluation.
14.2 Downwards Evaluations
Downwards evaluations are done on paper, and require a sit-down meeting to discuss what has been said. Everyone should have downwards evaluations done of them by the end of LRE week, at the latest.
Hand out paper evaluation forms to supervisors and managers. Email them also. I color coded them purple this season. Some people like to type them up, though, so be aware of that.
These are really straightforward. Explain them at supervisor meetings starting probably at All Star I, and remind supervisors for the next few weeks. When they are done they go in a locked box behind the front desk. It’s the huge brown wooden thing. The combo is 0-0-0. We aren’t creative people, us Clerks.
At the end of LRE, go through and start harassing any supervisor who hasn’t gotten you downwards evaluations yet.
14.3 Final Evaluations
The purpose of final evaluations is mostly to see if the section in the mid-season evaluations telling people what they needed to work on had any affect. Final evals are set up the same way as mid-season ones. Make extra sure that anyone who became a supervisor after mid-season (EOS supers) has upwards evaluations done of them. We want to know if they’re good at supervising. We also really need to make sure we have downwards evaluations done of EOS staff. Regular season staff doesn’t really need to be a priority for final evaluations unless something major has changed since the mid-season evaluations were done. If nothing has changed, the final eval is just going to be a waste of paper.
Hand back people’s mid-season evals to supervisors a few days before they leave so that the supervisor can judge whether a final eval needs to be done, and if so, what to say in it.
14.4 Addendum Forms
Occasionally, the person being evaluated will think that the evaluation is unfairly biased. We have addendum forms available that they can fill out, share with their supervisor, and then have attached to their evaluation. The form is in the Island Clerk 2012 folder.
15.0 Workers’ Compensation
I only had to file Worker’s Comp twice in 2011. I am, therefore, far from being an expert. I’m going to let you see what Christopher had to say about it. Comments from me will be in this font. The rest is Christopher.
As the Island Clerk, you’re in charge of reporting worker’s compensation claims. There is one thing I should stress: you must call in the report within 5 days of when the injury was reported to you or the island nurse. Official OSHA regulations are contained in the OSHA Recordkeeping Handbook.
15:1 Should a Claim be filed?
First of all, only ailments that were a direct result of work should be filed. Off-the –job injuries may fall under our blanket accident insurance, but you should consult the Director of Human Resources about that. For the most part, you’re only concerned with work-related injuries.
The nurse will bring a lot of work-related injuries to you. You must decide whether they are worker’s comp claims, or just minor scrapes. Most of them will be very minor. The rule of thumb is: if they will have medical bills: file it, if not: don’t. Let’s use a few examples:
Pat gets a bad cut on his forearm while doing buttercutter. He needs stitches, but the doctor of the week is able to do that at the first aid station. The doctor says that they can be taken out by the island nurse and there won’t be any bills. Don’t file it. It’s nice to have medical professionals on island.
Temperance gets wasted on Shack and hits her head on the nails log. Slit her noggin right open. Don’t file it. She wasn’t working.
Matt slipped in Sweat Ave when they were cleaning the floor. He hurt his back and has been having trouble doing food line. File it. Back and wrist injuries are the kind of thing that can last a long time. Even if there aren’t any bills right now, there might be later.
Prudence ran over some particularly slippery rocks during a fire drill and fell. The island nurse says that she probably broke a toe, but in any case, all they need to do is wrap the toes and wait for it to get better. Don’t file it. Again, no medical bills.
15:2 The Paperwork
There are four pieces of paperwork: the first aid station incident report, the 8aWCA, the internal report form, and the OSHA logbook.
Incident Report – This is usually your first indication that there is an injury. Someone from the first aid station will deliver it to you. Read it over, get a sense of the injury. There is one of these for every injury whether you’re going to file it or not.
The Incident Report is going to come to you from Pat Ford. Usually, she’ll write either “File Immediately,” “Hold” or nothing, meaning don’t file. It’s a good idea to check with the person the report is about as soon as (meaning, next time you see them) you get it. It often happens that you’ll hear through the grapevine that a person got hurt at work, but won’t get a report from Pat. Feel free to ask her about it. For some reason it is very confusing to Pelicans that when you get hurt you should go see the nurse. Often they just won’t. Sometimes they’d come to me and tell me to file worker’s comp for them without having seen the nurse first. This sort of thing drives me crazy.
8aWCA – This is the form that the injured person is supposed to fill out. You can download these from the NH department of labor website. They are not required to fill this out by law, so as long as you fill out the logbook and call the claim in, you should be fine. Internal Report Form – This form is in the worker’s comp folder. It’s much more comprehensive. Use NED and the master payroll spreadsheet (you can get it from the office manager) to fill in most of it, and the rest should be on the 8aWCA. This form is organized to make it easy for you to call in the claim to Berkley Administrators of Connecticut. Do so within 5 days of when the injury is reported. The number is on the form, (800) 611-8535. Berkley Administrators will then send you the 8WC. Note: They didn’t do this for me. I filed two claims: one that had medical expenses and one that didn’t (sometimes you need to file just for the record.) I didn’t get an 8WC back for either one. I called them and asked about it, and they said you don’t. Sonya thinks you do. I don’t know what the answer is. The OSHA logbook – Fill this out for every injury that you report. Make sure you update both the paper copy (in the inconveniently sized green binder that you will get from Sonya) and the electronic copy on the I:drive.
15:3 Is the employee part of a manage care program?
When you call the insurance people to report a claim, they will ask you this question. No, we’re not. I don’t remember what exactly this is, but we’re not. (I have no idea what this is about.)
15:4 After you’re received the 8WC
Once you’ve received the 8WC from liberty mutual and filled out the OSHA logbook, send all of the paperwork in to the human resources manager. That way she or he can respond quickly to claims.
16.0 End of Season
16.1 Leaving Dates
The first part of EOS hiring is to find out how many people you need to hire and when they need to get here. Each and every Pelican was issued a contract that had on it A LEAVING DATE. Probably about 30% of everyone will want to change this leaving date by more than a day or two. Its your job, and you should start doing it as early as possible, to confirm when people are planning on leaving.
*REMEMBER that people leaving and arriving affects reslife! ResLife does rooms (problem if people aren’t leaving when they said they would!) and Firewatch. Make sure you consult.
Traditionally, we have put up a list of when people were supposed to leave, and allowed them to sign off on it or write when they wanted to leave or sent out a little letter to everyone’s mailbox.
Part of the problem is that we expect people to work on the last day of their contract. Everyone thinks that they can LEAVE that day, but we only want them to leave after their shift. For chamber this is ok—they can work it out with their supervisor and leave in the afternoon after their shift. Waitrae can’t do this. You should also make it clear to supervisors that staff members aren’t allowed to have a scheduled day off during their last week of work (unless they’re working changeover—then they should get a day off the previous week.) If they’re given a day off, they tend to take that on the last day of their contract, and leave the day before. This is VERY PROBLEMATIC for firewatch. Don’t do it.
Eventually I sort of gave up on leaving dates, in part because of the day-off thing. What I found worked best was requiring people to go to the front desk and sign up for whatever boat they were planning to leave on. At least this way we knew when they were planning on leaving.
So, I think the thing that worked the best about this EOS was the EOS Matrix, which I moved into google documents. This way, ResLife, the Rounder Super/Volunteer Coordinator and I can all edit it in real time. (note: Sonya rarely edits it, but its nice for her to be able to see my changes as I make them.) There is a google account set up for this. Currently, the log-in is firstname.lastname@example.org and the password is pelicans. Set up the Matrix as early in the season as possible. I’d actually suggest collaborating with the rounder supervisor on this, and setting it up as soon as the season starts. I think that it would be helpful for the rounder super to be able to see where volunteers could go.
This is a September section for food service. You’ll see at the top it has days of the week as well as dates. Underneath that it has the conference (there are so many conferences here at the same time in September that they aren’t listed after Pel Reunion) and the projected occupancy level for that day. Then, in each column (columns being representative of days), there is a row for each staff position. On this matrix, light yellow is for a pelican who has been in that position all season. Bright yellow is for full-season pelicans who have changed positions. Purple is EOS pelicans who have worked here before; pink is EOS people who have not worked here before. Light green is volunteers; bright green is weekend warriors. Orange is a spot we really should work on filling, white is a spot that we could fill, but it doesn’t need to be, and dark grey is spots we no longer need.
This is Waitrae. See how we go from needing about 18 waitrae to needing about 4? In this section, several waitrae are pale purple during the week, indicating that actually they are extra during those days. Occupancy levels spike on the weekends, so you can see that there is a spike on the 16th and 17th. Actually, The incoming conference will be eating lunch and dinner on the 16th, all three meals on the 17th, and breakfast and lunch on the 18th. We should have a food-service matrix that is broken down by meal for Waitrae and Dish in September, but currently we don’t. Its really a great idea to work with the hostess to set this up.
As you can tell, there are several other spreadsheets attached to the staffing matrix. Some of these are for reslife (housing matrix, etc.), but DYNAMO is for you.
and is basically a spreadsheet indicating how many people we need to staff each crew for various occupancies. Its pretty straightforward. I think it needs to be overhauled, though, so you should make sure to consult with supervisors or managers before assuming that these levels are correct.
EOS hiring is done basically by having weekly hiring meetings starting around IA and continuing until everyone’s stress level reaches a point where they are no longer interested in attending them, at which time you do hiring basically by yourself. The hiring meetings should include you, ResLife, and whatever members of management are interested in coming. Kate will probably conference-call in. Try hard to include her as much as possible, as she knows way better than you do how certain people will fit into certain spots, and whether or not they will make good employees.
Once you have decided to hire someone, put them on the matrix. I put them in usually as italics on white boxes, to indicate that they hadn’t yet accepted a contract, but that we were hopeful that we had filled that spot.
The main factors in EOS hiring should be how long the person can stay, when they can start, and if they’ve worked here before you should consider their relationships with the people they’ll be working with. If you’re not sure, consult the supervisor you want to put them with.
16.4 Employment Agreements
For the most part, Kate handled these this year. There is a 2011 Employment Agreement template in the 2011 clerk folder, mostly because Kate went on vacation during a week when we needed to send a bunch of offers out, and I had to do them. Its not hard. I went through an added information manually when it was me doing them—make sure if this happens to change the part at the bottom where it tells people to respond to Kate! If she’s out of the office, they should respond to you.
I was also in charge of doing employment agreements for people whose positions were changing. Sometimes this isn’t really necessary (we moved someone from the kitchen to the snack bar—her rate stayed the same, her dates stayed the same, and everyone knew that there was a kitchen space open now instead of a snack space: not a big deal to get her a new agreement) but when someone’s dates change significantly or when they move into a supervisor (or night crew) position and so will be getting a new rate, they should also get a new contract. Make sure to send signed contracts to Kate ASAP.
16.6 Pay Rates
Have Sonya or Kate send you a breakdown of payscale during EOS hiring. Actually, I think you should have this all season, but at least by the start of EOS. If you’re ever confused at all about pay rate, make sure to check it with the office.
17.0 Formal Warnings
You can decide how involved or not involved you want to be in formal warnings. They don’t happen that often (we had two this year), so it may not come up. Christopher wanted to have nothing to do with this. It doesn’t bother me at all. Basically they’re written warnings that go in a staff member’s personnel file. Talk to Sonya about them if it comes up and you want to be involved.
18.0 Shining Stars
You’re in charge of collecting shining stars. They should be in your mailbox at the front desk when you collect your stuff. I just enter these every day, otherwise they pile up and become a pain.
There’s a spreadsheet for them. I realized this season that there were a lot of people who were getting a ton of shining stars during their conference, but none other times. I went through the spreadsheet and just highlighted peoples conferences, so that we knew what was going on.
Collect all of the shining stars each week. I keep these in one folder, and ones from previous weeks in another. On Changeover, take the new ones and stick them up around the calendar in Pel Hall. Pull down the ones that are already there, of course. These go into the “old shining stars” folder. People really like seeing new shining stars each week, so really try to put them up on Changeover.
I keep a calendar above my desk. I think its screwed into the wall, so its probably above your desk too. I find that its helpful to start the calendar on Saturday, when the pay period starts. This section is in this bible so that you won’t be confused about what is happening on the calendar.
20.0 Supervisor Meetings
I found that for the most part supervisor meetings were used for me to convey information to supervisors. This information should include:
1. Info from Conference Evaluations
2. Info on Staff Evaluations
3. Info on EOS hiring and leaving dates
4. Anything else you need from supervisors.
Your last responsibility of the season (start this as early as possible!) is to update this bible (or overhaul it and write your own. You should do this. I won’t be offended if you change things.
You also need to write an End of Season Report.