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Student Employment
Your Role as an Employee of the Adler Athletic Complex As a student employee of the Adler Athletic Complex, you are vitally important to the operation of the facility. In the general operation of the Complex, there are over 50 student employees who are responsible for everything from front line customer service, office assistance, and building cleaning, to managing the building in the absence of administrative staff. Additionally, the intramural and recreation program has a mission to provide safe and desired recreational opportunities to the students of Penn State Altoona. The vast number of programs offered in the Complex necessitates the important role placed upon the shoulders of the student employees. In fact, without the student employees, none of the programs offered in the Adler Athletic Complex could function. It is increasingly important, given the critical roles undertaken by student employees that both administrators and students work closely together and achieve a team-like camaraderie. In essence, the student work-force works as an extension of the administrative staff. Due to this relationship, the administrative staff at the Adler Athletic Complex relies on you to project a positive image for both the Complex and Penn State Altoona. What exactly is the image that we want you to project? It is an attitude that exudes courtesy for all customers, attentiveness to detail, and knowledge about the role of and services provided by the Adler Complex. It is the respect for and commitment to both your specific job duties and the entire Adler Athletic Complex operation. Importance of Customer Service at the Adler Athletic Complex The Adler Complex is a service organization; every person that you encounter, student, faculty, staff, alumni, or member of the community, should be treated with the utmost respect and courtesy. 1. A student is the most important person ever in this establishment - in person, by mail, or on the telephone. 2. A student is not dependent on us...we are dependent on them. 3. A student is not an interruption of our work...he or she is the purpose of it. We are not doing him or her a favor by serving them...they are doing us a favor by giving us the opportunity to do so. 4. A student is not an outsider to our office...he or she is part of it. 5. A student is not a cold statistic...he or she is a flesh and blood being with feeling and emotions like your own and with biases and prejudice. 6. A student is not someone to argue or match wits with. Nobody ever wins an argument with a student. 7. A student is a person who brings us his/her wants. It is our job to be a resource by providing information and assistance whenever possible. Student employees are commonly “front-line” employees. That is, you are the first person that people bring their concerns to. You are often times the most visible employees. Remember the service tips given above. If you ever encounter a customer service issue that you cannot handle, politely refer the issue to your direct supervisor. Remember to never argue with a customer...not only is it bad practice, but you are not paid enough to deal with that kind of headache! What you can expect from the Adler Athletic Complex Staff: Positive Attitude Respect Open Communication Commitment Dedication Proper Training Recognition for a job well done Accountability Professionalism
What we can expect from you, the student employee: Positive Attitude Commitment Dedication Punctuality Team-Work Proper Attire Accountability Professionalism Open Communication Respect for your supervisor/co-workers Attendance Employees of the Adler Athletic Complex and the Intramural and Recreational Sports Department are responsible to many different campus and off-campus constituencies. These groups and organizations are dependent upon the smooth operations of all activities held within the Alder Athletic Complex. Employees who are repeatedly absent or tardy (see Punctuality below), disrupt this operation. If there is an occasion when you, the employee, need to miss a shift, scheduled game, meeting, or assignment, you must first notify your immediate supervisor. With regard to all facility management and intramural and recreational sports areas, an employee must first notify the Recreational Sports Administrative Staff and/or the Student Supervisor for the Adler Athletic Complex who is on duty during the shift being missed. Advance notification of an intended absence from a scheduled shift, game, meeting, or assignment will be deemed a “Call Off” and may carry a penalty depending upon the warning time and past history of “Call Offs”. A “Call Off” on short notice may be deemed a “No Show” at the discretion of your supervisor. Failure to notify an immediate supervisor of your, the employee’s, intended absence from a shift, scheduled game, meeting, or assignment will be deemed a “No Show” and may result in immediate dismissal. Termination from employment due to unsatisfactory attendance will be at the discretion of the Recreational Sports Administrative Staff. **NOTE: For information on shift substitution policies, see Shift Substitutions.** Attendance - Illness If you become ill and cannot meet your obligation to attend a shift, scheduled game, meeting or assignment, you should attempt to find a replacement (see Shift Substitutions). Regardless of whether or not you find a replacement, you should follow the steps of a “Call Off”. Your immediate supervisor must be notified. Attendance - Leaving a Work Station Intramural Equipment Office If for some reason, you must leave your work station, be sure that the door to the equipment room is closed and the front desk monitor is notified of your situation and time of return. Under no circumstances should a work station be left unattended without securing the area and providing appropriate coverage. Recreational Areas and Front Desk Due to the high risk to participants of fitness and recreation activities, you, the employee, must never leave your work station unattended. If you must leave a station for a short period, you may not do so unless a qualified individual is in place to monitor your station until you return. Personal Appearance Your (the employee’s) appearance directly reflects the image of the Adler Athletic Complex and its programs. Your clothing (shoes included) should be clean, neat and respectable. Ripped or torn clothing is not considered acceptable attire. No sweatpants or spandex should be worn. Sweatshirts may only be worn with the collar of the staff shirts showing at all times. Shoes must always be worn in the building. All employees must wear their staff shirts while on duty. No hats may be worn while working in the building. Employees who do not adhere to these Personal Appearance policies will be sent home to change their clothing. They will be allowed to return to their job station after sufficient changes have been made. Employees who miss a shift, scheduled game, meeting, or assignment due to a dress code violation will be credited with an unexcused absence from work. Repeated dress code violations will result in termination of employment. Professionalism Adler student employees are expected to behave professionally at all times and to avoid confrontations with fellow employees, participants (faculty, staff, students, guests), and spectators. Recreation and Intramural Sports employees are hired to maintain the quality, safety, and structure of all recreation programs. Employees are expected to uphold these duties in a professional manner. At no time are student employees to engage in arguing or fighting with other employees, participants, or spectators. Any employee found guilty of fighting will be party to University and departmental disciplinary actions, which may include dismissal from employment and referral to law enforcement authorities if appropriate. Punctuality You are expected to arrive at the work site, ready to work, with plenty of time to allow for communication with the employee working the shift before yours. Continual tardiness will result in dismissal. If you cannot avoid being late for a shift, please be courteous and notify the employee scheduled before you. Use of Adler Administrative Offices The primary responsibility of student employees when they are working at various job stations in the Adler Athletic Complex is to carry out the specific job responsibilities for the particular work areas. The following guidelines indicate the Alder staff’s policy regarding appropriate use of administrative offices and all equipment within them by student employees of the Adler Athletic Complex. Administrators’ offices are for administrators to use and not for student use for personal work when administrators are not present. An administrator’s office can be used for various office projects by students only with permission of a professional staff person. As a general rule, students should only use computers when assigned by the appropriate professional staff person. No one is to use the computer in the Recreational Sports Administrative Staff’s office without appropriate permission. Campus and off-campus groups utilizing the Adler Facility for special functions should not use the Recreational Sports Administrative Staff offices for any reason. Drug and/or Alcohol Use Drug and/or alcohol use while on the job is prohibited. Any employee who comes to work under the influence of drugs and/or alcohol, or who uses such substances on the job, will be immediately relieved of his of her duties, with probable termination to follow. In addition, this behavior will be reported to the appropriate campus or police authorities. Equal Opportunity The Pennsylvania State University is committed to the policy that all persons shall have equal access to programs, facilities, admissions, and employment without regards to personal characteristics not related to ability, performance, or qualifications as determined by University policy or by state or federal authorities. The Pennsylvania State University does not discriminate against any person because of age, ancestry, color, disability or handicap, national origin, race, religious creed, sex, sexual orientation, or veteran status. Direct all inquiries regarding the non-discrimination policy to the Affirmative Action Director, The Pennsylvania State University, 201 Willard Building, University Park, PA. 16802-2801; (814) 863-0471. Penn State is an affirmative action, equal opportunity university. U.Ed. AA99-3. Evaluations Employee evaluation is an on-going process, and individual evaluation meetings will be scheduled on the basis of merit system performance. We encourage you to review your merit record on a weekly basis and discuss any questions or concerns you may have with your supervisor (Director or Assistant Director of Intramural and Recreational Sports). Evaluation meetings are not a time for reprimand, but instead are a time for personal and professional growth. They are a means of reviewing and reinforcing proper performance as an Adler Athletic Complex employee. Please speak up with any questions and concerns, especially suggestions!! Grounds for Dismissal All decisions regarding employee termination will be made by the Director or Assistant Director of Intramural and Recreational Sports. Sufficient grounds for dismissal include, but are not limited to, the following: 1. Misrepresentation on employment applications and/or job interviews. 2. Absenteeism without authorization (either “Calling Off” or “No Show”). 3. Insubordination. 4. Poor job performance (based on the position description or supervisor’s request). 5. Theft or unauthorized use of Intramural and Adler property or funds. 6. Coming to work while under the influence of drugs and/or alcohol. 7. Use of drugs and/or alcohol while on the job. 8. Repeated tardiness.
Meetings Periodically, meetings are scheduled for training or other official purposes. Attendance at these announced meetings is mandatory. These announced meetings are treated as though they were a scheduled work shift. If you cannot attend an announced meeting, you must follow the appropriate procedure for notifying your supervisor for your intended absence. Failure to notify your supervisor of an intended absence from a scheduled meeting will result in a “No Show” and possible termination from employment. Payroll Information A. Time Cards All student employees must fill out a new time card at the beginning of each pay period. Employees should fill out the card with their name and initials of their job station (i.e. OA for Office Assistant, WR for weight room) at the top of the card, and should sign the card in the indicated area at the bottom of the card. It is imperative that students remember to punch in and out, or the hours may not be tabulated correctly when submitted to payroll. It is the responsibility of the student, and not the supervisor, to make sure that the time cards are complete and accurate. Shifts which do not have a punched starting and ending times will not be credited to the student as hours worked when entering into the student’s payroll. Students will not receive pay for incomplete shifts on time cards unless they meet with their supervisor and satisfactory resolution is reached. B. Pay Check Distribution All employees, both work study and wage payroll, are paid according to the same time table. Pay checks are issued every other Friday beginning with the second Friday of each semester. Checks may be picked up in the Intramural Office. C. Work Study Program The work study program is a federally funded program in which the employer (Penn State) pays a percentage of the student’s earnings, and the federal government pays the remainder. The Financial Aid Office determines if a student is eligible to be paid under this program and sets a limit on a student’s earnings (hours that can be worked). Students employed under the work study program may transfer over to wage payroll in their department once their federal funding has been exhausted. This change in employment status is at the discretion of the employee’s supervisor and will be considered with regard to budget constraints. Scheduling Scheduling is done one semester in advance. A general meeting is announced and current employees in attendance register for assigned shifts. Shifts left unassigned after this meeting may be assigned to newly hired employees. The Adler Athletic Complex reserves the right to “cap” the number of hours worked by an employee. Final schedules are approved by the Recreational Sports Administrative Staff. Sexual Harassment All faculty, staff, and students have a right to work and study in an environment free of discrimination, including freedom from sexual harassment. It is the policy of Penn State University that no member of the University System community may sexually harass another. The intent of this policy is not to create a climate of fear, but to foster responsible behavior in an academic and working environment free of discrimination. Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when:
Smoking and Tobacco Products Smoking is not permitted in the Adler Athletic Complex or on any of the facilities or fields by any employee or participant. Employees may not leave their post during their shifts as a smoking break. All use of tobacco products must take place outside the fence of the Athletic Fields. If you observe someone violating this policy, please refer them to the nearest “smoking/tobacco” area. Telephone Etiquette When answering an incoming telephone call, remember to speak slowly and in a friendly, polite, and professional manner. Use the following format: Good (morning/afternoon/evening), Adler Athletic Complex (front desk/weight room/ fitness loft). (Your name) speaking. How may I help you? Remember that your tone of voice is very important!!! If the caller would like to speak to a staff member located in the Adler building, please give them the correct extension or have them call back and use the appropriate extension of the phone directory. Telephone/Laptop Computer Use Work station telephones are to be used for business purposes ONLY! The telephones may not be used for personal calls except in rare, emergency situations. Personal telephone calls, when made for a legitimate purpose, must be brief. Visitors may not use the Adler telephones. Cell phones are not to be used while you are on duty. Please turn your phone off! (-1.0 per Merit Point System, see page 14.) Laptop Computers are NOT to be used while you are on duty. Leave it in you bag! (-1.0 per Merit Point System, see page 14.) Visitors If a friend should stop by while you are working, be aware that you are expected to focus your attention on customers and to perform your work duties excellently. Excessive visiting is strongly discouraged, particularly during busy hours of operation. Under no circumstances are any visitors allowed in the Intramural Equipment room. No Recreation While On Duty!!! There is to be no participation in any recreational activity while the employee is on duty. This rule was purposely placed here because of the importance placed upon its adherence. Employees who are seen participating in recreational activities while on duty will be deducted merit points based on the failure to comply with the position description. Studying will also not take precedent over an employee’s job duties. Studying is allowed as long as it does not interfere with duties to be performed and the homeostasis of the recreational offerings. (This does not apply to lifeguards! There is to be no studying while on duty!) These rules have been adapted for all Adler employee stations due to the following reasons: 1. Safety and Minimizing of Risk Employees who are participating in recreational activities cannot effectively maintain the level of alertness and attention to detail required for the maintenance of a truly safe recreation facility. 2. Effective Job Performance An employee who is participating in recreational activities while on duty is not performing the job for which he or she was hired to perform. Each position description has a myriad of responsibilities attached. An employee participating in recreational activities is not fulfilling those responsibilities. For example, a weight room attendant cannot actively police the entrance to the weight room if he or she is exercising. 3. Fairness to All Job Posts It is unfair for some employees to recreate on the job while others have been terminated for the offense. Playing and Supervising (for IM Supervisors) Intramural Supervisors are allowed to play in the leagues that they are supervising WITH CERTAIN RESTRICTIONS. These restrictions are as follows:
Shift Substitution Policy Shift substitutions are discouraged due to the potential disruption in service that may accompany such substitutions. However, if a shift substitution is necessary, you (the employee) are solely responsible for finding a replacement who is a current employee of the Adler Athletic Complex staff and/or Intramural and Recreational sports. In addition, you (the employee) are solely responsible for documenting the shift substitution, in advance and in writing, to your immediate supervisor. Failure to document the shift substitution that results in a subsequent missed shift, will result in a “No Show” being assessed to the originally scheduled employee (you!). The process for shift substitutions is as follows: 1. Complete the initial portion of the Substitution Request Form (see example), filling in your name and the shift date and times that you need covered. 2. Post the Substitution Request Form on the Work Study employee Bulleting Board in the equipment room under the section “Substitution Needed”. You should check the board continually until you are certain that the shift has been picked up by another employee. 3. If you are interested in filling a shift (extra hours) for an employee requesting coverage, complete the second portion of the form with your name. Additionally, you must bring the form to your supervisor to obtain their signature on the form. Only your supervisor may approve this form. 4. Once the form is complete with all the required information, the employee filling the shift must post the form on the bulletin board under the section labeled “Completed Substitution Forms”.
The Merit Point System Each Adler Athletic Complex employee is continuously and objectively evaluated by her or his immediate supervisor or supervisors using the Merit Point System. The student employee’s supervisor is either the direct facility manager or the student supervisor on duty. The Merit Point System is a points-based management tool utilized by the administration staff of the Adler Facility. Utilizing this tool, supervisors report employee conduct and performance (both positive and negative) to the Adler Facility Manager. The conduct and performance is recorded and points (+ or -) are assessed by these individuals. Each Adler student employee receives ten (10) merit points at the beginning of each semester. Merit points DO NOT transfer from semester to semester. Points are gained or lost by the student employee based on her or his conduct and job performance. The system is designed to both reward excellent employees and to alert Alder administrative staff of potential employment problems. “>10” of “<10” The obvious objective of the Adler student employee should be to strive for exemplary conduct and performance. With this in mind, it can be said that the obvious objective should be to amass more than the ten (10) points that you have been given at the beginning of the semester. That is, the objective is to perform exceptionally and, thus, receive positive points for this duty. “>10” You may ask...“What happens if I do a great job and get points given to me?”. If you are a diligent student employee and have amassed more than the ten (10) points that you were given at the beginning of the semester, there are several ways in which you can benefit: a. You may be selected for and given a special employee award. b. You may be given priority in scheduling for hours for the next semester. c. You can continue your employment at the Adler Athletic Complex. d. The Adler Staff will have an accurate record of you stellar performance when doing job references for you after graduation. “<10” You may ask...”What happens if I lose points?”. First and foremost, Adler student employees must realize that the Merit Point System is an employee management tool. Utilized properly, it should provide feedback to both the employer and the employee on employee conduct and performance. Employees should understand that the loss of points is a signal - to both the Adler administrative staff and to the employee - regarding the conduct and performance of the employee. Below is an outline which explains the various levels of urgency regarding student employee point loss: Employee Merit Points Comments 10 Merit Points awarded to each employee Given on the first day of the new semester.
When an employee has 7.5 Merit Points remaining First warning (verbal) given by the immediate supervisor & becomes part of the employee’s permanent record. When the employee has 5 Merit Points remaining Second warning (written) given by
When the employee has 4 Merit Points remaining Employment continuation review.
Merit Point System Guidelines Listed below are general guidelines utilized by the Facility Manager of the Adler Athletic Complex when awarding and deducting merit points from Adler student employees. THIS IS NOT INTENDED TO BE AN ALL INCLUSIVE LISTING. Please note: The term “work shift” is used in these guidelines to mean a normally scheduled work period, an assigned game (for Intramural Program Official’s and Supervisors’), a scheduled meeting, and all previously agreed upon and documented shift substitutions. Description Points Assessed 1.. Covering a “No Show” work shift +2.5 (Immediate replacement without prearrangement) 2. Covering a “Call Off” (Prearranged) +1.0 3. Excellence in fulfilling employment duties and responsibilities Continuum (Based on the employee’s position description) +.5 to +2.5 (Supervisor’s justification required) 4. Excellence in providing “Customer Service” +1.0 5. Employee “No Show” Automatic Verbal Warning and -2.5 A “No Show” is defined as: not showing for a work shift without notification for the employee’s direct supervisor. Two (2) “No Shows” (in one year or semester) Automatic Termination 6. Employee “Call Off” for a work shift. -1.0 To constitute a “Call Off”, the employee must notify, directly, her/his immediate supervisor. In the event that the immediate supervisor is not available, the employee may contact a member of the Adler administrative staff. Any “Call Off” that does not receive -1.0 must be justified, in writing, by the immediate supervisor and the justification relayed to the Adler Facility Manager. 7. Employee arrives late for a work shift -0.5 (for each 15 minutes late, until a “No Show” is assessed) 8. Leaving assigned work area (weight room, equipment room, -2.0 front desk, pool) without notification to an immediate supervisor. 9. Unsatisfactory job performance -1.0 (Based on employee’s description) 10. Not wearing or possessing assigned uniform or equipment. -1.0 11. Not enforcing Adler rules and policies. -1.0 12. Not following directions from or requests by an immediate supervisor. -1.0
13. Inappropriate customer confrontation. Continuum (“Customer” includes all users of the Adler Facility and 1.0 to dismissal participants in all Intramural programs.) NOTE: Incidents not within these guidelines will be addressed on a case by case basis and will result in either the addition or subtraction of merit points or other action. Serious infractions may result in immediate dismissal and referral to authorities.
Chain of Command If you must address a supervisor for assistance in your work area or other employment related topic, you may follow the list down until you find available assistance: You (the employee) — Student Supervisor — Recreational Sports Administrative Staff
For immediate assistance, the Recreational Sports Administrative Staff is readily available for communication. Please, do not hesitate to contact them for any information.
Adler Building Opening, Daily, and Closing Duties Opening Duties
Daily Duties Your function is largely CUSTOMER SERVICE and RISK MANAGEMENT. Your actions at all times should reflect these two primary philosophies. 1. Customer Service · You are the primary representative of the Adler facilities. Your function is to serve your fellow students in order to make their recreational experience the best it can be. · You are the information source for all activities in the building. Be fully cognizant of the daily and weekly schedules. · You are the primary representative for all equipment utilized in the Adler facility. Damaged or non-functional equipment are negative representations of what we provide. Please, regularly monitor the equipment in the IM equipment room, Fitness Loft, and Weight room and report any problems immediately. · You are the primary representative for the Adler facility. Trash, unorganized and untidy areas, and general messes are not acceptable. Please, pick up all trash when you see it and organize all areas when needed. 2. Risk Management · You have the primary responsibility of providing a safe and risk-free environment to the Adler facility users. Your function is to identify unsafe conditions and correct them immediately. · Examples: wet floors, burnt out lights, broken or damaged equipment, equipment improperly stored, playing areas that are cluttered with non-required equipment (unsafe playing areas), failure to mount crash mats, cluttered hallways, blocked exits, failure to utilize proper equipment, icy conditions, etc. · You are the first responder to any accident that may occur. Please, be fully cognizant of the Emergency Action Plan and the Adler Injury Report. · Know your limitations! Do not make the situation worse by putting yourself at risk! Closing Procedures 1. Close all indoor facilities by following each area’s procedures on the following pages. 2. Secure Adler closing plan. Be sure all red-circle doors are locked. Don’t forget to check the coffee pot in the upstairs copy room to make sure it is turned off. 3. Tally all count sheets. Compile, if needed, a report of noteworthy incidents, accidents, facility problems, and/or equipment problems for the Recreational Sports Administrative Staff. 4. Turn off all hallway and restroom lights. 5. Lock the Adler Front doors. Shift Changes Arrive to your assigned shift several minutes before your start time. ALWAYS BE ON TIME! Communicate with the previous shift for information concerning schedule, incidents, and potential or occurring problems. Do not leave your station until another employee has arrived to take your place. Fitness Loft Check List Opening Duties
Pedal straps on all bikes (both pedals!) Check seats for tears and damage. · Treadmills: Test all treadmills for power (you must push the “start·stop” button on the 540’s. The word “safe” will appear on the display. The 640 and 700T models will indicate “press start” on the display). Check and be sure all treadmills are plugged into individual outlets. · Steppers: Be sure steppers are all on (display is lit up).
· Elliptical Machines: Be sure elliptical machines are all on (display is lit up).
· Pneumatic Strength Equipment: Test each machine by increasing and decreasing resistance on each one (+/- knobs/etc.). 6. Check “Update” board for any problems. Report problems to Recreational Sports Administrative Staff. 7. Check area and machines for cleanliness (clean up any messes!). 8. Wipe down all cardiovascular machines using cleaner and paper towels. 9. Be sure garbage can area is kept neat. Pick up any trash in the area. When Something Breaks: Report all problems to the Recreational Sports Administrative Staff immediately. Be sure to note the number on the machine.
· Make sure the machine is plugged in and on! · If the problem is a treadmill, look for an “error” message on the display. Report the “error” message indicated on the display (usually ERR1 or ERR3). · If there is no error message and the machine still does not operate, summon a supervisor to check the fuse box. · If a fuse is tripped, reset the fuse and check the machine to be sure it is operational. · If the problem was a fuse, report the machine number and the fuse number to the Recreational Sports Administrative Staff (very important!) Non-Electric Machines: · You will have to use the machine briefly to determine the problem or ask the most recent user. · Make note of the problem and the number of the machine and report it immediately. 3. Place an “Out of Order” sign on the broken equipment. (Sign are inside cabinet) Closing Duties:
Brown Room Check List **Do not disturb any classes or activities unless absolutely necessary!**
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