Policy: 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.

1. Our cleaning lady comes only once a week in each office. She tries to come either on weekends or late at night to avoid disturbing you from your work.
2. Make sure your office is not full of boxes and/or paper, because she will not be able to clean it.

1. Once every few months we bring someone to clean the windows and/or the verandas. 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. 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.
3. 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.
4. If you realize that a shared kitchen item (coffee, sugar, napkins etc.) is almost finished, write it on the shopping list so that the next team member going to the supermarket can bring the needed items, or you may purchase it yourself. For small purchases (petty cash) bring the receipt to the Office Administrator for reimbursement.
5. Please replace the water bottle if you see it is almost empty. Empty bottles should be placed outside the office main entrance.
6. 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 is found under the kitchen sink and the towels are found in the brown carton in the kitchen. In the other offices, toilet paper and paper towels are stored in the shelves of the kitchen and/or washing room. 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 finan- cially 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 Dia- logue 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 dust- ing 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.

1. 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.
2. If you do not know how to do all the above request help from our IT team. 5. Note that we periodically provide incentives to our Associates to purchase their own lap-

tops.

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 im-

portant documents by mistake.

1. 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.

1. We keep fax receipts that we don’t wish to file in the drawer just below the fax machine. They serve as a “crises” backup. Please make sure none of those is misplaced or confused with your documents.