Shift Info

KUB Technical Crew student employees are the first line of defense against calls for technical assistance and problems with technology provided and supported by the Kehr Union Building and Student Activities. KUB Technical Crew student employees are responsible for the support, security, care, and operation of the technology in the KUB.

When responding to calls for technical assistance, Technical Crew are expected to exhibit a sense of urgency to address any and all issue(s) in all possible immediacy so that events can proceed without further interruption. Technical Crew student employees are expected to immediately postpone non-employment related activities in order to address technology problems, or requests from any professional KUB staff.

When asked by any of the KUB Professional Staff (Ken, Kristi, Debbie, Bill, Jimmy, or Ed) to perform a duty that may be outside of your regular responsibilities please complete the request and exhibit a sense of urgency to address any and all issue(s) in all possible immediacy so that events can proceed without further interruption. Technical Crew student employees are expected to immediately postpone non-employment related activities in order to address requests from any KUB Professional Staff. Although Ken may be your immediate supervisor, you are also expected to take direction from KUB Professional Staff.

When scheduled to work, arrive mentally ready to complete employment related tasks (e.g. Be ready to work and keep your head in the game). You are all young adults and must take responsibility for the details of your employment. When taking on an employment position, you accept the responsibilities of that job.

In a Work-Study position such as this position, the duties and responsibilities of work come before the duties and responsibilities of studying when employees are scheduled.

When leaving the Technical Crew Office/storage area always close the door(s) to prevent theft.

At the START of your shift:

1. Have your student ID. This is a requirement.
2. Clock-in for your shift in ShiftPlanning.com using one of the computers with a webcam in the Student Activities office.
   • Log into one of the 3 computers in the Student Activities office using one of the user logins: stsuper, stinfdsk, or stkubtech.
   • Launch Microsoft Internet Explorer (IE), Mozilla Firefox, or Google Chrome.
   • Log into ShiftPlanning.com using YOUR account information. If someone else is logged in, log them out.
   • In ShiftPlanning: Click the “Time Clock” tab at the top of the page.
   • If necessary, click the “Allow” button in the Flash prompt.
   • Take a picture of yourself.
   • Click the “Clock In” or “Clock Out” button.
   • IMPORTANT! Log out of Shiftplanning.com after you have clocked in/out.
3. Obtain a set of Technical Crew Keys from the key block outside of the Bill’s office.
4. Put on your KUB Technical Crew lanyard and ID. This is a requirement.
5. Obtain a working radio (walkie-talkie).
   • Make sure that it is POWERED ON.
   • Make sure that it SET TO CHANNEL TWO (2).
6. Obtain the most recent Building Schedule report (either today’s, or updates issued throughout the day).
   • Check with the Scheduling Coordinator, Kristi Getty (x4715), or the Scheduling Assistant at the Student Reservation Desk (x2811).
   • Check the Tech Crew Email account (via Outlook) for updated information.
   • Obtain diagrams for room configurations from the Scheduling Coordinator, Kristi Getty (x4715), or the Scheduling Assistant at the Student Reservation Desk (x2811).
7. Read the shift report from the previous shift.
8. Check Building Schedule report for events that have ended (both during the previous night and prior to your shift) and for equipment that needs to be cleared. You can use the Technical Crew Daily Reservations To Do List to organize your work.
   • Clear the equipment if:
     1. It is not requested in the same room for another event on the same day,
     2. The room is being used by two or more groups during the day and the equipment is request for and being used later,
     3. It is not requested until the following day,
     4. It is not requested at all (rooms are empty).
9. Check Building Schedule report for equipment that needs to be set for events BEING HELD IN THE NEXT FEW HOURS.
   1. Set the equipment.
   2. Secure/lock the equipment to non-moveable/difficult to move objects.
   3. Secure/lock the room.
10. Check Building Schedule report for equipment that needs to be set for events BEING HELD TOMORROW MORNING AND AFTERNOON.
    1. Pre-set the equipment.
    2. Secure/lock the equipment to non-moveable/difficult to move objects.
    3. Secure/lock the room.
11. Check rooms for equipment not cleared from previous events.
    • Clear the equipment. Check equipment for items left by the event participants (USB drives, CDs, DVDs)

DURING your shift:

NEVER think that there is nothing to do. These ARE your responsibilities, and there is always something you can do to make things easier.

• IMPORTANT!!
  • Power ON equipment no less than 30 minutes before reservations begin.
    • This step allows for extra time for computers to start-up in case they receive updates pushed through the network by the University.
  • Check and/or replace batteries before reservations begin.
  • Make sure that there is 3-5ft of slack at both ends of cables.
    • This step increases the chances that taped cables will remain untouched if event users choose to move equipment.
  • DO NOT leave equipment unattended in an unsecured open room (e.g. Fireside Lounge, Multi A&B).
• Check with events about to start or events in progress. Ask if they need help.
• Power OFF equipment immediately after reservations end.
• ALWAYS reset equipment for next reservation and/or event.
• Check equipment (computers, CD players, DVD/BluRay players) for items left from the event such as CDs, DVDs, and USB drives. Give these items to Lost & Found at the Information Center.
• ALWAYS make the setup and the equipment look presentable and professional PRIOR TO EACH EVENT.
• ALWAYS tape down cables in walking and/or traffic areas.
• GOAL EACH TIME- Presenters and/or clients should only have to walk into the room, upload a presentation and begin.
• ALWAYS check rooms for uncleared equipment.
• Organize storage area. Put equipment away in its proper storage space.
• Make equipment look presentable and professional.
• Enter your hours into eTime for approval.

Always tape down, hide, or cover cables or equipment in audience traffic areas and emergency exits.

If something looks unsafe or like there is a potential for disastrous outcome when audience members, performers, or non-working personnel are introduced to the scenario, chances are that there will be. Find a way to make it safe and avoid any potential accident or catastrophe.

Always make your set-ups look as aesthetically presentable as possible.

At the END of your shift:

1. Complete and send a shift report. Provide DETAILED information on what was accomplished and what needs to be accomplished.
2. Store / Return Building Schedule Report to report to the Technical Crew office (AKA the Tech Lair).
3. Return your KUB ID and lanyard to its storage space in the Technical Crew office (AKA the Tech Lair).
4. Return Technical Crew Keys to the key block outside of Bill’s office. DO NOT LEAVE KEYS IN THE OFFICE.
5. Clock-out for your shift in ShiftPlanning.com using one of the computers with a webcam in the Student Activities office. Remember to log out of Shiftplanning.com!

Additional Information

The software EMS (building scheduling) and Outlook (email) are configured to automatically start and open when Technical Crew log into the computer as KUBtechCrew.

Employees are not permitted to participate in scheduled activities intended for the population campus while actively working (e.g. club/organization meetings, events, etc.). Employees must 1) receive approval from Ken, Kristi, Bill, Deb, or Ed, and; 2) clock out in order to participate in activities or meetings not related to KUB employment.

In order to avoid confusion, staff shirts, employment IDs, or any other related employee identificating article should not be worn unless employees are actively working. Wearing employee identifying articles can cause confusion for event attendees and working personnel. People may be confused and ask you to work when you aren't aren't scheduled to work.

If it’s technical and you haven’t seen it before and it appears somewhere, then it probably belongs in Ken’s office.

Anything that is broken needs to be reported. Put it on Ken's desk with a note about the problem(s).

If a piece of equipment is in Ken's office then it's broken or Ken is doing something with/to it; generally, if it's in Ken's office then it shouldn't be used in regular equipment rotation.