Policy: Office Rules

All people working daily or visiting Future Worlds Center's premises must comply with our Office Rules.

Taking care of our space

Cleaning services

1. Having a cleaning lady does not mean that she is responsible or has the time to clean everything. Please keep your personal space clean. If we all do so, she will be able to pay attention to the common spaces.
2. Our cleaning lady comes only once a week in each office. She usually comes either on weekends to avoid disturbing you from your work. However, if there is a special event requires cleaning beforehand, Future Worlds Center Administration can contact her to reschedule the next cleaning.
3. Make sure your office is not full of boxes and/or paper, because she will not be able to clean it.
4. The balconies of the offices are cleaned by our regular cleaning lady every few months.
5. Once every few months we bring someone to clean the windows. We appreciate and honor those associates who periodically volunteer to contribute in such jobs.

Kitchen

1. Everyone should wash their plates and mugs right after they have used them so that the sink remains always empty and clean.
2. Every week has a different person in charge to make sure the kitchen is clean and hygienic. However, this person is not responsible to wash your dishes, but only remind your to do so.
3. We have put labels in many places around the kitchen to help newcomers find where everything goes. Please follow these organizational issues strictly and help us keep that order.
4. The person who notices that the garbage bin is full and needs a new bag should change it. We don’t have anyone responsible for this, so everybody must contribute. The full bag can be placed outside the main entrance to the office. Anyone leaving the office is responsible for taking it downstairs.
5. Shared kitchen items (coffee, sugar, napkins etc.) are purchased centrally every months by Future Worlds Center Administration who is in charge to follow-up the inventory of those items. Individually purchased kitchen supplies will NOT be reimbursed by FWC.
6. Please replace the water bottle if you see it is almost empty. Empty bottles should be placed outside the office main entrance.
7. After preparing a meal or drink please make sure you leave the kitchen clean!

Bathrooms

1. Please follow the same rules of order (garbage bags, cleaning, etc) as for the kitchen.
2. If you use up either the toilet paper or paper towels, you should replace them. On the 5th floor, the toilet paper and the towels are found in the Male restroom. In the other offices, toilet paper and paper towels are stored in the shelves of the kitchen and/or washing room. If you need assistance, please contact to Future Worlds Center Administration.
3. Don’t throw paper or any other object (sanitary towels, food) into the toilets. If you do, it is very likely that it gets blocked. In such an event, the organization will not be financially responsible for its unblocking.

Conference Rooms and Tables

1. Everyone is entitled to use the conference rooms and facilities for meetings, seminars, workshops, or even to study or eat. You should give first priority to reserving the Dialogue Room on the 1st floor. Only if it is occupied you should use the Aeolos room on the 5th floor.
2. 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 associates.
3. When done, make sure that you leave the space clean and in order. The table and chairs must be straightened and returned at the same height. The conference table must be cleaned; leave no objects. Use the broom and the dustpan, which are in the kitchen, if necessary.

Taking care of our facilities

Lights and air-conditioning

1. Please note that electricity is very expensive. Do not leave lights or air-conditioners “ON” if not needed. Make sure you turn everything “OFF” when you leave your office.
2. If you are the last person to leave the office, please turn “OFF” also the lights at the entrance or any other electrical appliance that is still “ON.”

Computers

1. Computers are very expensive, thus good care should be taken of them. They need dusting every now and then and periodically also need inside cleaning.
2. Everyone is responsible for the computer they are using. This includes among other things:
- Running anti-virus and anti-spyware programs once per month;
- De-fragmenting the hard drive at least every month; - Ensuring proper back-up. - Take to an outside company for fixing if necessary;
- Never open or move your computer while it is working. Never touch any computer parts without first making sure you are not “charged” with static electricity;
- Please make sure you turn “OFF” your computer (unless it’s a server) when leaving the office. Double check you have turned the monitor off (even if the computer is on). You don’t need to turn the printers off as this might harm their printing head.

3. You may use your own laptop if you wish. However, it is your responsibility to ensure that all data generated for any project are also stored on our Weboffice.
4. If you do not know how to do all the above request help from our IT Unit.
5. Note that we periodically provide incentives to our Associates to purchase their own laptops.

In case of computers/laptop, please follow the Security Policy of the organization.

Fax

1. Everyone is responsible to type, print and send his or her own faxes.
2. Whenever you send a fax, wait for the receipt to ensure proper sending. Always staple the receipt on the original. File appropriately.
3. Please do not to leave any paper on or around the fax, so that we don’t throw away important documents by mistake.
4. 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.
5. 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.

Photocopier/Printer

1. Photocopy machines are all different. Make sure you understand how to set up, add paper to, and clean our machine. For assistance you can contact to Future Worlds Center Administration.
2. Do not leave any documents or papers inside or outside the copier.
3. Please make sure that you refill the paper tray if it is empty. Use the paper from the storage area.
4. Please keep the photocopier cover closed after you finish, so that we prevent it from getting dusty or broken.
5. 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.
6. The photocopier is black and white, so if you need to print of copy in color there is one color printer on each floor (5th floor: Financial Unit office, 1st floor: IT Unit office).
7. 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.
8. 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

• There are two scanners on the 5th floor: one is in the Development Education Unit (scanner linked to Kerstin’s computer).
• The other is part of the printer in the Interns’ room. There is also one scanner in the 2nd floor (scanner linked to Georgina’s computer).

Graphics Computer

We have a multi-user computer in the New Media Lab offices kept up to date with the latest design software. Arrange with the New Media Lab to use. If you need a new software, plase arrange with our IT team to install it.

Office supplies

• If you need any office supplies, order them through the Administrator well in advance.
• Enter your needs in the office supply list by Tuesday each week.
• If you fail to request needed supplies, it will be your responsibility to fetch them, pay for them and request reimbursement.