What if...

FAQ & What if...

Frequently Asked Questions and what to do if the following happens:

There's an emergency in the building while I'm here!

See the Other Info page.

I think the wireless network isn't working. How can I tell?

Go to the BU network system status page.

I think Shiftplanning.com isn't working. How can I tell?

Go to the Shiftplanning services activity page page.

Are completing and sending shift reports mandatory for a shift?

Yes. Complete and send shift reports for each and every shift, even if nothing happened. Something is always done or something always happens during a shift. Shift reports should always contain a description of ANYTHING that happened during the shift. Sending a blank shift report should be a rare occurrence.

I'm Scheduled to work before the building opens. Can I get into the building?

Yes. The KUB entrance at the Commons and Luzerne Hall automatically opens at 9:45am.

I forgot/lost my BU ID.

Employees may not work unless they have their BU ID with them. If you forgot your ID, you must retrieve it and return to work during your shift or the remainder of your shift. Employees will not be paid for time spent retrieving their BU ID or for shifts missed as a result of forgotten/lost BU IDs.

Employees who forget or lose their ID and cannot work or will be late for their scheduled shift MUST IMMEDIATELY NOTIFY his/her supervisor before the shift begins. Failure to do so may result in written reprimand or termination of employment.

During Media Services Coordinator scheduled work hours:
(Order of contact is: Ken, Bill, Graduate Assistant, Kristi, Debbie, Ed.)

E-mail (preferable) or call the Media Services Coordinator with notification of your issue(s).

During Media Services Coordinator non‐scheduled work hours:

You must contact and notify the Scheduling Coordinator, Operations Manager, professional KUB staff or the Operations Staff L2 on‐duty if you are unable to work or will be late for your shift. Voice Messages are not acceptable. Failure to call due to lack of cell phone minutes is not acceptable.
E-mail (preferable) or call the Media Services Coordinator with notification of your issue(s).

I will unexpectedly be late for my shift.

If a student cannot work because of illness or an emergency or will be late for work he/she MUST IMMEDIATELY NOTIFY his/her supervisor before the shift begins. Students unable to work during any portion of a regularly scheduled shift must find a substitute.

During Media Services Coordinator scheduled work hours:
(Order of contact is: Ken, Bill, Graduate Assistant, Kristi, Debbie, Ed.)

E-mail (preferable) or call the Media Services Coordinator with notification of your issue(s).

During Media Services Coordinator non‐scheduled work hours:

You must contact and notify the Scheduling Coordinator, Operations Manager, professional KUB staff or the Operations Staff L2 on‐duty if you are unable to work or will be late for your shift. Voice Messages are not acceptable. Failure to call due to lack of cell phone minutes is not acceptable.
E-mail (preferable) or call the Media Services Coordinator with notification of your issue(s).

I'm sick and can't come in.

If a student cannot work because of illness or an emergency or will be late for work, he/she MUST IMMEDIATELY NOTIFY his/her supervisor before the shift begins. Students unable to work during any portion of a regularly scheduled shift must find a substitute.

During Media Services Coordinator scheduled work hours:
(Order of contact is: Kristi, Debbie, Ed, Ken, Bill, Graduate Assistant.)

E-mail (preferable) or call the Media Services Coordinator with notification of your issue(s).

During Media Services Coordinator non‐scheduled work hours:

You must contact and notify the Scheduling Coordinator, Operations Manager, professional KUB staff or the Operations Staff L2 on‐duty if you are unable to work or will be late for your shift. Voice Messages are not acceptable. Failure to call due to lack of cell phone minutes is not acceptable.
E-mail (preferable) or call the Media Services Coordinator with notification of your issue(s).

An emergency has developed and I can't come in.

During Media Services Coordinator scheduled work hours:

E-mail (preferable) or call the Media Services Coordinator with notification of your issue(s).

During Media Services Coordinator non‐scheduled work hours:

You must contact and notify the Scheduling Coordinator, Operations Manager, professional KUB staff or the Operations Staff L2 on‐duty if you are unable to work or will be late for your shift. Voice Messages are not acceptable. Failure to call due to lack of cell phone minutes is not acceptable.
E-mail (preferable) or call the Media Services Coordinator with notification of your issue(s).

The order of contact is: Ken, Bill, Graduate Assistant, Kristi, Debbie, Ed.

I need specific days or times off.

Tell Ken as soon as you become aware of these dates and/or times. Look ahead to prevent scheduling and personel issues.
Request Vacation days or adjust your availability for specific days using ShiftPlanning.com. Failing to inform Ken about this situation may delay approval/denial of the request.
It is important that students communicate availability and any and all issues that may conflict with availability to work to the staff supervisor at least two weeks in advance. This availability is included on the work schedules to facilitate the accommodation of last minute schedule changes/additions, personnel sickness, emergencies, or updated building and/or event information.

I have plans when I'm scheduled to work.

Tell Ken as soon as you become aware of these dates and/or times. Look ahead to prevent scheduling and personel issues.
You may contact other Tech Crew employees to ask if they can switch shifts or take your shift.
- Any changes in the schedule MUST be requested in ShiftPlanning.com.
- Any changes in the schedule MUST be approve by Ken or by KUB Professional Staff.ShiftPlanning.com.
- BOTH parties must agree to the switch. If taking a shift will result in an employee's exceeding 20 hours per week, the shift switch will be denied.
If you cannot find a replacement, you are required to work the shift.

I don't check my e-mail regularly.

Start checking it regularly/daily. E-mail is the primary medium that I use to distribute information to employees. It is also used to send schedule updates.

Is it OK if friends/girlfriends/boyfriends/lab or study partners in the Tech Storage/office area?.

No. The only persons that are permitted to be in the Tech storage/office area are employees of the University and of the KUB. All other persons represent a security risk to the equipment and sensitive information that may be in the office(s).

Can/Should I give out technical equipment to last minute requests or groups requesting technical equipment at the last minute?

Student Technical Crew employees may accommodate last minute requests at the direction of the Student Supervisor, Grad Assistant, or professional staff.

The request may granted as long as:

the request is not for a major piece of equipment (i.e. Large/Small sound systems, performance/monitor speakers),
the equipment is not being used or will be used for current reservations or presets, and
the request, it's authorization, and any other details is included in the Technical Crew shift report. This is an absolute requirement.

Why are Technical Crew shifts longer than other people’s shifts?

Technical Crew not only have the responsibility of setting and taking down equipment for events, but they also, at times, have the very important responsibility of running complicated equipment during those events and transforming communicated directions into action. Preferred practice when running events is to, for each responsibility (e.g. lighting cues, sound cues, backstage assistance, running spotlight), maintain the same worker(s) throughout the entire event. Longer shifts allow for the partial meeting of these criteria. This is important for two reasons:

The event coordinator has the same contact person(s) throughout the event or throughout the day. This minimizes confusion when attempting to communicate.
Task consistency. The same person is performing the same task throughout the entire event. This negates the need to change personnel in the middle of an ongoing event, which is disturbing to the event and its attendees. This also negates the need to go over cues and requirements a second time and during an event when the worker needs to be paying attention to what’s going on in the event.

Are Technical Crew ever assigned to a specific event?

Generally, no. The attributes of this work environment make this request unfeasible. Creating the expectation for event coordinators that one or more single Technical Crew employees will be assigned only to a single event for its entirety can quickly produce an overwhelming scheduling and staff support situation. Employees are scheduled around classes and other life activities, therefore individual staff availability would be a persistent issue that can ultimately fail to be realized. The totality of some events (setup, test, sound check, running event, tearing down) run over the daily maximum of allowed work hours for student workers. Finally, whereas a single event is one instance during a week, the Technical Crew employee works multiple times during an entire week. The requirement of assigning one person to each event can quickly create very long days and can push weekly hour totals above the maximum 20 hours per week.

There are times, however, that personnel assignment is necessary.

I'm hungry and want to eat while I'm scheduled to work.

Do not expect that you will be able to eat while you are actively working. Work precedes meal time.

No one is authorized to leave the building at any time during working hours, unless directed to do so.

Do not assume that you will be able to eat a meal during your shift. Meals must be taken only when directed to do so by KUB professional staff, work group Area Coordinator, or the Building Operational Staff L2 on duty. Daily scheduled work group work/tasks must be completed prior to engaging in mealtime activities. Meals should not be taken at the beginning of a work shift.

DO NOT exit the building in order to eat in the Scranton Commons unless you are clocked‐out.

DO NOT eat in the Husky Lounge unless you are clocked‐out. Radio communications are disrupted in the Husky Lounge. Although food may be purchased and taken to other locations in the building during work shifts, you MUST remain accessible via interoffice radios and communication devices.

I missed a shift this week and need to make up the time.

Maybe. It depends on what is happening in the building. You may absolutely not just walk in and start working at any time. The additional shift must be approved by Ken or KUB professional staff.

Can I leave my shift early?

No. No one is allowed to leave his/her shifts more than five (5) minutes early. This time may be used by students to arrive on time at meetings, classes, and/or bus pickup locations. If a student requires more time between shift end and meeting other functions, please inform Ken and he will adjust the end time of your schedule to meet the requirements.

Can I leave equipment setup overnight?

Only preset or leave equipment setup in a room overnight if it is needed immediately the following morning, and most importantly, if the room can be completely locked and the equipment is secured.

If Multi A&B need to be preset for an event that begins early or as soon as the building opens, preset the equipment as close to the building's time of closing the previous night. Make sure that everything that can be secured and locked down, is secured and locked down.

I'm bored and there's nothing to do.

Please see this information.

We're on a compressed schedule. Do I have to come in for my shift?

Yes. During bad weather, compressed schedules, and cancelled classes, the KUB is open and shifts are not cancelled. Any missed shifts will be recorded and disciplinary action will occur. The Kehr Union Building is considered an outlet for students during these times and KUB student staff is considered to be included among essential personnel as described in Essential Employees/Departments, Situation 3. “Employees assigned to these departments are expected to report for their scheduled shift in the event of a university delay/closing” (Human Resources and Labor Relations, 2011). See also PRP 5205 Severe Weather Policy and severe weather closing options.

A zombie apocalypse has begun and I'm afraid that I will get bitten or eaten. Do I still have to come in for my shift?

Yes. See the above comments regarding compressed schedules and severe weather; and replace both "bad weather" and "delay/closing" with "zombie apocalypse".

Also plan on increased foot traffic, so use techniques for multi-day conferences when taping down cables.

Do I have to attend department meetings or department training?

Yes. They are mandatory and they are part of your employment.

Are there hours available during breaks and over summer?

Yes. As long as the KUB is open, employment hours are, for the most part, available. The building is generally open for one (1) to two (2) weeks after students leave for vacation, and for one (1) to two (2) weeks before students return from vacation.

The building is open during the summer and hours are generally available to work conferences, meetings, high school proms, and a few performances.

Student employees may work up to 37.5 hours per week only if they are not registered to take classes during that time. While student employees are registered for and are taking classes during the summer sessions, students are only permitted to work up to twenty (20) hours per week. The amount of hours available and employees accepted to work during the summer is contingent on the frequency of use of the building and amount of work available.

Is working Renaissance Jamboree mandatory?

Yes if you are scheduled to work it. It is part of your employment.

Can I play pool/games in the Games Room when I am actively working?

Absolutely not. You may visit with friends in the Games Room ONLY if all of your work is completed, and ONLY if other workers can easily communicate with you (i.e. have a working, powered on radio (walkie talkie) that is set to Channel 2 and whose volume is approximately 50%).

I forgot to input my hours into eTime and now it won't let me. Will I still get paid for those hours?

Yes. E-mail me and I will input the hours for you, but don't make it a habit.

Do wireless microphones need batteries?

Yes.