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Policy: Office Rules: Difference between revisions
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# <P Align="justify">Please make a reservation if you need it for a prolonged period. To do this, check on the shared calendar if the room will be free and reserve space on the shared calendar to indicate your use. As a courtesy, send an email or skype message to the [[Associates List]].</p> | # <P Align="justify">Please make a reservation if you need it for a prolonged period. To do this, check on the shared calendar if the room will be free and reserve space on the shared calendar to indicate your use. As a courtesy, send an email or skype message to the [[Associates List]].</p> | ||
# <P Align="justify">When done, make sure that you leave the space clean and in order. The conference table must be cleaned; leave no objects. Use the broom and the dustpan, which are in the kitchen, if necessary. The chairs must be placed in order, same number on each side and each set at the same height.</p> | # <P Align="justify">When done, make sure that you leave the space clean and in order. The conference table must be cleaned; leave no objects. Use the broom and the dustpan, which are in the kitchen, if necessary. The chairs must be placed in order, same number on each side and each set at the same height.</p> | ||
==Taking care of our facilities== | ==Taking care of our facilities== | ||
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</ol> | </ol> | ||
In case of computers/laptop, please follow the [[Policy: Laptop Security|Security Policy]] of the organization. | In case of computers/laptop, please follow the [[Policy: Laptop Security|Security Policy]] of the organization. | ||
===Fax=== | ===Fax=== | ||
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# Whenever you send a fax, wait for the receipt to ensure proper sending. Always staple the receipt on the original. File appropriately. | # Whenever you send a fax, wait for the receipt to ensure proper sending. Always staple the receipt on the original. File appropriately. | ||
# Please do not to leave any paper on or around the fax, so that we don’t throw away important documents by mistake. | # Please do not to leave any paper on or around the fax, so that we don’t throw away important documents by mistake. | ||
# If you notice a new fax coming, please either deliver it to the recipient (if you know who this is), or put it on the tray next to the fax machine or put it on the administrator’s key- board. Documents related to legal issues (Unit for supporting asylum seekers) are urgent and vital. They must be passed to our lawyers immediately. | # <P Align="justify">If you notice a new fax coming, please either deliver it to the recipient (if you know who this is), or put it on the tray next to the fax machine or put it on the administrator’s key- board. Documents related to legal issues (Unit for supporting asylum seekers) are urgent and vital. They must be passed to our lawyers immediately.</p> | ||
# We keep fax receipts that we don’t wish to file in the tray next to the fax machine for a short period of time until it`s not cleaned up by the Future Worlds Center Administration, therefore make sure you don`t have essential documents there. | # <P Align="justify">We keep fax receipts that we don’t wish to file in the tray next to the fax machine for a short period of time until it`s not cleaned up by the Future Worlds Center Administration, therefore make sure you don`t have essential documents there.</p> | ||
===Photocopier/Printer=== | ===Photocopier/Printer=== | ||
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# Please keep the photocopier cover closed after you finish, so that we prevent it from getting dusty or broken. | # Please keep the photocopier cover closed after you finish, so that we prevent it from getting dusty or broken. | ||
# The photocopier may also be used to print from a computer. Ask for IT support to set this up on your computer. Note that the photocopier uses only A4 and A3 paper. | # The photocopier may also be used to print from a computer. Ask for IT support to set this up on your computer. Note that the photocopier uses only A4 and A3 paper. | ||
# The photocopier is black and white, so if you need to print of copy in color there is one color printer | # The photocopier is black and white, so if you need to print of copy in color there is one color printer (5th floor: Financial Unit office). | ||
# Please print double sided as many times as possible to reduce the paper usage of the office in order to make the office more environmental friendly. | # Please print double sided as many times as possible to reduce the paper usage of the office in order to make the office more environmental friendly. | ||
# If the printer is out of ink, please replace it. All the inks are stored in the Administration area. Sing the recipient sheet under the type of the ink in order to inform the Administration about the necessity of the replacement. | # If the printer is out of ink, please replace it. All the inks are stored in the Administration area. Sing the recipient sheet under the type of the ink in order to inform the Administration about the necessity of the replacement. | ||
===Scanner=== | ===Scanner=== | ||
* | * <P Align="justify">Main copy machine on the 5th floor is now set to scan documents in black and white (3 key element: recipient=Emily, Quality=Super Fine, Menu=Double sided off).</p> | ||
* On the 5th floor the scanner is located in the Financial | * On the 5th floor the colour scanner is located in the Financial Unit office. | ||
* For assistance regarding the usage, please contact to Future Worlds Center Administration. | * For assistance regarding the usage, please contact to Future Worlds Center Administration. | ||
===Graphics Computer/Movie Editing Computer=== | ===Graphics Computer/Movie Editing Computer=== | ||
We have a multi-user computer in the Development Education offices kept up to date with the latest design software. Arrange with the Development Education Unit to use. If you need a new software, please arrange with our IT Unit to install it. | <P Align="justify">We have a multi-user computer in the Development Education offices kept up to date with the latest design software. Arrange with the Development Education Unit to use. If you need a new software, please arrange with our IT Unit to install it.</p> | ||
<P Align="justify">There is a MAC computer in the office of the President of the Board which can be used for editing movies/videos. Please arrange with the President of the Board or with the Administration to make sure the office is available. Do not save or download anything to this computer without prior permission of the President.</p> | |||
===Office supplies=== | ===Office supplies=== | ||
* If you need any office supplies, order them through the Administrator well in advance. | * If you need any office supplies, order them through the Administrator well in advance. | ||
* Future Worlds Administration sends out a reminder email where you can state your needs again. | * Future Worlds Administration sends out a reminder email where you can state your needs again. | ||
* Office supplies are purchased centrally by the Future Worlds Administration, therefore - like kitchen items - no individual purchase will be reimbursed by the organization. So, please make sure your order is submitted in time. | * <P Align="justify">Office supplies are purchased centrally by the Future Worlds Administration, therefore - like kitchen items - no individual purchase will be reimbursed by the organization. So, please make sure your order is submitted in time.</p> | ||
* These rules do not apply for workshop materials. | * These rules do not apply for workshop materials. | ||
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===Postage/Messenger=== | ===Postage/Messenger=== | ||
* Postage and messenger service is managed by the Future Worlds Center Administration. | * Postage and messenger service is managed by the Future Worlds Center Administration. | ||
* None of the service can be used for personnel reasons free of charge. If you wish to use those services, please contact to the Financial | * None of the service can be used for personnel reasons free of charge. If you wish to use those services, please contact to the Financial Unit to clarify the payment. | ||
* In general FWC prefers to use only regular mail, however sometimes it is unavoidable to use courier. Please try to minimize the usage of courier service (by proper time management) and ask our Administration to arrange the delivery. | * In general FWC prefers to use only regular mail, however sometimes it is unavoidable to use courier. Please try to minimize the usage of courier service (by proper time management) and ask our Administration to arrange the delivery. | ||
