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Operational Matters

College Leaders Common Room (The ROR)

The Room is provided so that College Leaders have their own place to meet and mingle apart from the Members. Because the area is for socialising it is not a quiet area and people are not to use it for private study.

No food, drink, furniture, cups, plates, etc. should be removed from the ROR.

Only College Leaders are allowed in the ROR.

Administration office

This office can be used during duty if necessary, however, guests, friends, or Members are never to be entertained in it. Duty is not only about College security but includes elements of pastoral care for Members. A College Leader sitting in the foyer presents a non-threatening opportunity for Members to discuss matters of concern. College Leaders should not spend their time in the office if they are on duty.

The mail trays for the Head of College, Deputies, Maintenance, and Business & IT Manager can be found here. Mail etc. should be placed in the respective trays.

Please ensure that the office is never left open when you are not in it, no matter how briefly you are away.

The office contains items such as the following:

  • Tutorial whiteboard pens etc.
  • Taxi cards (if running low, please advise the Business & IT Manager) in the black plastic container
  • Duty phone and charging cable
  • Mail trays for Head of College, Deputy Heads of College, Maintenance, and Business & IT Manager
  • AV equipment and heatpump remotes

Please observe courtesy when using the office

  • Please respect that the office is a workspace and may have items of a private and confidential nature. Please do not tamper with any equipment, move any documents, or leave any belongings behind.
  • Never borrow or lend out any items from any offices and please do not use anything other than the specified items without first obtaining permission.
  • Ensure you leave the office tidy at the end of duty. Return anything that you have moved to its original place and remove any personal belongings. Nothing should be left in this office (baking, dirty plates, bags, etc).

Eftpos Machine

This may only be operated by authorised staff. Members enquiring about payments of any kind should be referred to the Business & IT Manager during business hours.

Guestroom

The College has a guestroom at the end of RA for short to medium-term stay guests throughout the year. The Conference Manager oversees the bookings for this room and will keep you informed when it is in use.

Keys

The key cabinet on the wall of the Stationery Room contains many keys that may be needed from time to time. Pink keys are not to be given out to Members. Any lost keys must be reported to a Door System Coordinator immediately so that the lost key can be disabled and the Business & IT Manager advised.

Housekeeping Laundry

College Leaders are permitted to use the Housekeeping Laundry in the evenings and at weekends. However, please bear in mind that this space is first and foremost for the use of the Housekeepers and that their washing has absolute precedence. This extends to giving the Housekeepers the occasional bit of assistance by putting any wet washing through the dryer, or folding dry washing (don’t just set it aside). It is very difficult for the Housekeepers to get all their laundry done in a half-day and they appreciate your assistance.

Maintenance/Cleaning

Please encourage Members to write down anything needing repaired on the Maintenance Request sheet which is located in the left-hand drawer of the cabinet opposite the Deputy Head of College - Academic office. Remind them to be precise about the nature and location of the fault they are reporting. If there are any problems with the repairs being carried out, inform College Staff.

Cleaning equipment can be found in floor cleaning cupboards and in the basement cleaning cupboard. Please inform the housekeeper on your floor of any cleaning products that run out while you are using them. If toilet paper runs out over long weekends, this can also be found in the basement cleaning cupboard. A vomit/spill bucket with cleaning gear is available in the utilities cupboard.

A full list of emergency contact numbers is provided in Appendix 20 should any urgent problems occur at night or on weekends.

Printing

If you need to print anything from your floor, this can be done free of charge using the College Leader account. It is expected that this will not be abused and will not be used for your own private printing.

The hallway printer is available for Members to use. Members are given $10 in print credit at the beginning of the year and will need to top-up their account online once this is exhausted.

If a printer runs out of paper, more can be found in the Stationery Room. Minor paper jams can be cleared easily but other jams may need a service technician to visit. In this case, please place an “out of order” sign on top of the machine and immediately inform the Business & IT Manager on Slack.

Stationery Room

This room contains the key cabinet and a range of stationery items for staff use. You are welcome to use stationery for College - not personal - purposes. If you notice any supplies running low or unavailable, please notify the Business & IT Manager.

Please do not give Members stationery items from in here; they must provide their own,

Telephones

Each College Leader has a telephone in their bedroom. The phone can be called from outside of the College, meaning that friends and family can telephone College Leaders directly but they are toll-barred for non-local calls. In the interests of security and college operations, you should make every effort to answer your phone when it rings, and you must not leave the phone off the hook. These phones are a last-resort means of communication and must not be unplugged. The extension number is 3 + the room number, e.g. 3007 for CA 7, 3207 for CD207 n.b. RA60.5 is 3605.