Welcome!

1. Welcome! International Institute of New Jersey

2. Agenda/Topics to Be Covered • Computer Policy • Recycling and Printing • Supplies • Office Etiquette

3. Computer Policies • All Computers are property of IINJ • No Disconnecting/Connecting or Moving of Computers • Must obtain written approval to install software • No encryption devices without authorization • No inappropriate messages/materials (i.e. Fraudulent, harassing, sexually explicit etc.)

4. Email Policy • IINJ email is for work use only! • Do not give out this address for any personal reasons or send out mass emails • You must remember your password! • You will only have an iinj.org email address while you are working here.

5. Internet Use • Surfing the web slows down the internet for everyone! • No streaming on office computers (bring a radio!) • No downloading of pornographic, gambling-related, and other websites deemed inappropriate using a reasonable standard of care. • No sending messages or downloading graphics that could be considered offensive, discriminatory or harassing to others.

6. What is the O Drive and What's on it? • IINJ letterhead • Brochures • Databases • Pictures • Important forms and Documents for different programs.

7. Required Paperwork • Must sign agreement that all policies concerning computer use are clear before leaving the room!

8. Shut-down policy • All Staff, Interns and AmeriCorps Members must shut down their own work stations at the end of each day! (what does this entail? How is it done properly?) • Turn off the lights! (Kitchen, Conference Room, Your Own Office! • Are you the last one here?????

9. Are you the last one here?!?!? • Personnel leaving last at the end of a work day must take on the added responsibility of ensuring they are leaving no one behind, then turning off all lights and the coffee pot in the kitchen, locking the reception area doors and the doors leading to the kitchen hallway. They must make sure the door leading to the cubicle area is properly closed. • They must alert the security guard in the building lobby they are leaving and that there are no other IINJ personnel on the 4th floor.

10. Recycling and Printing • Both printers have recycled paper • Please place paper correctly in the recycled bin • Please print 2-sided at all times! *Unless it is not appropriate • Please use recycled paper whenever you can • Please use the letter head on the O drive (in the Admin folder = labeled IINJletterhead.rtf) • Do not put official letterhead anywhere but in the bypass tray! • Make sure all of the papers that you pick up belong to you! • DO NOT try to fix the printer yourself!

11. Supplies • Rosa Villarreal!!!!! Database manager, Reception Supervisor and Supplies Manager • How do I order supplies? • Mail……..(Mass mailing) • Forms • Fed-Ex/Ups (Talk to Yolisse)

12. Office Etiquette • Clients • Dress = business casual • Kitchen use • Conference room use • Projector/Lap Top use • Break Room use • Volunteers • New People!!!!!

13. Clients • Use Appointment cards • Appointment cards are really helpful when clients forget who they are meeting, when they are meeting with them. Please use them. They will be available up front.

14. Dress • Discuss topics covered • Business casual • No Jeans (Except Fridays! And cleaning days), nothing too short, too tight, too see-through, too revealing, too wrinkled, too dirty. • Modesty is the best policy (think of our clients!)

15. Kitchen Use • No using of the stove or oven • Cover things in the microwave or wipe up the spills immediately • Clean out the drain and clean up the counter • Name and date on items in the fridge (or they might get thrown out) • Do Not eat other people’s food. It is not ok.

16. Conference rooms • Large conference room bookings are on the dry erase board outside of Jane Dee’s office across from the mail boxes. • AmeriCorps uses this room on Pay Day Fridays from 1:30 – 3:30 for meetings • Do not remove anything! (remotes, equipment, dry erase boards)

17. Lap Tops and Projectors! • Where are they located? • Who can use them? • You must sign them out! (as soon as you know you need it check the board so you know it’s available and then reserve it for yourself!) • Follow the instructions or ask Dipak (tell him in advance so that he can explain it to you!)

18. Break Room! • Crank Files, Soiree stuff • Clean up the table and turn off the lights! • Everyone is welcome • Please refrain from inappropriate language (these walls are thin) and jokes so that all feel welcome!

19. Know someone who wants to Volunteer? • All volunteers must sign an agreement • Talk to Enrique (The Volunteer and Resource Coordinator) • They must sign in and out (this includes interns) • They cannot be in the building alone without a staff member/AmeriCorps member present • They must be trained • When they finish, they must complete a volunteer exit satisfaction survey!!!!!

20. Some last notes!!! • Smile and introduce yourself to new people…you may have missed their tour of the building • Smile and be friendly when in the reception area • Smile at clients and say hello! • Gossip sets a bad tone • Let people have a ‘bad day’ every once in a while and they will do the same for you

21. Things to note: • All derogatory comments and jokes are inappropriate at all times • Let people know what is going on • When in doubt, ask before making a judgment/assumption. • Be self-sufficient