S T U D E N T H A N D B O O K DCI Student Handbook 1 Website Facebook Computers Blog Flickr-Pictures Network Shared Drive Page 7 Our Mission: Intro to DCI Organization Chart Center Descriptions Page 2 Staff Contact List Page 3 DCI Responsibilities General Reporting LBC Page 4 Office Logistics Work Environment Fridge/Microwave Phone Message Copy/Fax Mailboxes Page 5 Deposits/Money Email/listserv Calendar Page 6 Event Planning Checklist Events Planning Office Money/Funding Page 8 Graphic Design T-Shirt Policies Marketing Page 9 Contact Community Campus Life Page 10 Working WIth Peers Leadership Student Recruitment Retention Page 11 Decision Making Meetings Recognition Page 12 Reflection Decision Model Page 13 Contents: The Department of Diversity and Community Involvement provides participatory learning through purposeful experiences focused on social justice for students and the greater EMU community, preparing socially conscious citizens, leaders and advocates for our global world.
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General ResponsibilitiesThere are a variety of experiences that you will have while with DCI, below are a few things we try to always keep in mind while representing DCI.
• Appropriate clothing, wear EMU apparel when possible
• Cell phone etiquette
• Situation sensitive conversation
• Confidentiality
• Speak well of the department and your program
• Keep a schedule on file
• Advanced notice of “no-shows”
• Record YOUR volunteer/work hours
• Attend required meetings/trainings
• Keep program materials and webspace updated
• Collaborate with other DCI centers
• Respond quickly to student interest
• Lead with your best self
• Notify staff of potential leaders
• Students must follow all EMU student policies
• Answer the phone
Reporting EventsTo support the department and the work it does, data and feedback are essential elements.
You will always be required to:
• Use the DCI Feedback Form
• Record attendance
• Record service hours
• Save general event information
• Enter all collected information
Learning Beyond the Classroom (LBC)NOTIFY A STAFF MEMBER OF YOUR INTENTIONS TO RECEIVE LBC CREDIT.
LBC is a General Education requirement for most new students beginning in Fall 2007. Below are a few useful things to remember about LBC.
BOLD categories are the ones mainly attainable through DCI
Six categories (must complete two):
• Self and Well-Being
• Courses, coached sports, and other programming
• Community Service, Citizenship, and Leadership
• 40 hours of meaningful service or leadership experience
• Cultural and Academic Activities and Events
• Events and presentations, must attend eight.
• Career and Professional Development
• Internship or co-op
• International and Multicultural Experience
• Study abroad, international AB, or planning and implementation of international/multicultural event.
• Undergraduate Research
• Guided independent study
You will need to share information with students interested in LBC. Also, ensure we know who they are by:
• Setting up a meeting between the student and a staff member.
• Schedule student to attend an upcoming LBC orientation. (If trained, lead students through an LBC orientation yourself and notify a staff member of their registration.)
• Submit a list of names after an event or pre-approved project.
O F F I C E L O G I S T I C S
DCI Student Handbook 5
Work Environment This is your office!
• Please respect the workspace
• Be courteous by limiting the volume of music and conversations
• Keep in mind that we are in an open space, so keep topics of conversations and their volume appropriate for a campus office
• Clean up after yourself (dispose trash and recyclables appropriately)
• If you are the last to leave, lock and lights off
• Be ready to help anyone who walks through our doors
Refrigerator and MicrowaveThe department has a few fridges and microwaves in rm 348 & 346. These items are for your convenience. Please keep them clean. This means wiping up after yourself and do not leave food in the fridge for an extended period of time.
PhoneDepending on your role you may or may not have a office phone number available to you. Do not use office phones for personal calls without permission. Everyone shares the responsibility of answering the phones;
“______ Office” this is _______ speaking, how may I help you?”
LOCAL = 6 + the seven digit number
LONG DISTANCE = 8 + 1 + area code + the number, then enter long distance code. If you have a long distance code, do not share it without permission
ON CAMPUS = 7+extension (last four digits of “487” EMU number)
Taking MessagesYou will need to take messages. Please follow these steps:
1. Who? What? When? Where? Why? How? We need to be able to return the message easily.
2. Put the message in recipient’s mailbox and email, leave a note, or call the recipient.
Copy MachineA copy code is required to use the DCI copy machine, located in the work area by room 348. Each program has their own copy code. Do not use the copier for personal projects.
Please copy double sided or 1/2 - 1/4 page.
FAXThe department’s fax machine is located by Lorraine’s desk near the work area. The number to receive faxes is 734-487-6910. Do not disturb other’s received faxes. You are responsible for retrieving your own faxes.
MailboxesThe mailboxes are located in the back of the VISION office. Every program and staff member has mailbox space. Please check it regularly and keep it as clean as possible (not for storage use) so you don’t miss messages
O F F I C E L O G I S T I C S
6 DCI Student Handbook
Deposits and MoneyBEFORE SPENDING ANY MONEY FOR THE DEPARTMENT, GET PERMISSION!
There are policies and procedures for collecting or spending money. Below are some of the most important:
• Save all receipts
• NEVER keep cash or checks in a desk, mailbox or office
• Always document the reason for purchase
EmailMany programs have their own email. It may be your responsibility to check it often and reply to messages promptly. When sending an email on behalf of the department or your program, please proof it with a staff member or peer.
Must include:
• Greeting
• Grammatically correct and relevant content
• Your role/position
• Your contact info
• Your program name
ListservA listserv is an email list system where you can send messages to a list of subscribed email addresses. Please check with your center’s policies and procedures. Most messages must be approved before it goes to the listserv. This is a great way to advertise and ask for volunteers!
CalendarThere are a few calendars that are important use and keep updated:
DCI Google Calendar - This calendar is integrated into our website. Please speak with a program coordinator to be logged in to enter information.
DCI Wall Calendar - There is calendar located in the hallway behind VISION. This is a visual option. Please try your best to keep this matching the online version.
CL Cal - This is the EMU events calendar and is found off of EMU’s main website as well as Campus Life’s. Keep this updated, you will need information to log in, please speak with a staff member.
Student Organization Calendar -
Reached through your profile on emustudentorgs.com
Please make sure entered information is understandable to a visitor to EMU that is viewing the calendar.
O F F I C E L O G I S T I C S
DCI Student Handbook 7
WebsiteThe DCI website needs to have regular updated information. Your program may already have a website, please seek permission to gain access. There are formatting standards that must be followed. We are using a content management system that makes updating and creating new pages EASY. There are forms available to request features or report errors.
emich.edu/dci
emich.edu/cma
emich.edu/lgbtrc
emich.edu/vision
emich.edu/wcen
Facebook and other online communicationMany centers will have a greater online presence than just a webpage. Please know that all communication represents the department, therefore you must not use these for personal communication. They should be used to communicate program information only.
ComputersWe have computers available for use in DCI offices 346 and 348. Remember that they are there for DCI business use. If you need to use a computer for homework, please know that program related material takes priority.
• Everyone should log on using their own user id and password for the computers
• Please save your work on a portable drive or the common drive Diversity_Community
• Personal files will be deleted, please use your personal network folder
• All University computer policies apply
BlogEach center has its own blog. This is a space to share stories, news, information, and neat results. Please check with your center’s policies and procedures.
Pictures - FickrWe put all of our images on a Flickr.com account, servedci. Photos must be of DCI events/projects only and non-adult subjects must be approved. Please speak to your a staff member for details. Currently there is a student available to post to and organize the Flickr account - Krystina Downey [email protected]
Network Shared DriveThe share drive can be used to save all program related material. ALL FILES MUST BE SAVED IN AN APPROPRIATE FOLDER AND WITH A NAME THAT FULLY DESCRIBES ITS CONTENTS.
Create a timeline including tasks, goals, and responsibilities
Devise a budget and a alternative plan. Get this approved.
List all safety and security issues and how you plan to address them.
Put in your graphic design requests early!
Market your event! Listerv, website/blog, student center screens, calendars
Reflect/Evaluate, SEND THANK YOUS, turn in receipts, etc.
Events Planning Office
312 Student Center 487-4108
All reservations should be done weeks in advance.
• Booking rooms and equipment
• Planning student center food
• Reserve lobby tables
• Reserve table ads
• Order Student Center Cash
• Short term food certificates
• Only pay for what is used
Rooms and most set-up are free to student organizations (all VISION programs are a student org). It is useful to partner with a student organization for this reason.
OUTSIDE FOOD/DRINK IS NOT ALLOWED
There is a student organization menu available.
To schedule multiple meetings there is a Mult-Date Meeting Request Form, please seek it out.
Money
BEFORE SPENDING ANY MONEY FOR THE DEPARTMENT, GET PERMISSION!
There are policies and procedures for collecting or spending money. Below are some of the most important:
• Save all receipts
• NEVER keep cash or checks in a desk, mailbox or office
• Always document the reason for purchase
Additional Funding
Student organizations can get up to $1,000 through Campus Life or Student Government. An application and narrative is required, please see the Center for Student Involvement front desk. A turning paper kiosk has the combined form. 734-487-3045
Student Service Council offers up $100 mini-grants.
Try to make fliers on your own, as they can bog down the graphic designer. Fill out and turn in a graphic design request form at least two weeks ahead of the date you need it. Please confirm if there are no questions.
Remember, your graphic design request isn’t the only request.
AIGA is available to student orgs for free graphic design:
Contact Events Planning to reserve lobby tables in the Student Center (487-4108). To reserve a table in another building, contact the building manager.
Mailbox Drops
Around 2,000 students live on campus, contact EMU Housing (487-1300) for their current policy. 1/4 sheet fliers are recommended.
Speaking to Student Organizations
As spoken presentation can be given to Student Service Council (Lindsey Scalera, [email protected]) or the Assembly of Student Orgs, contact Campus Life @ 487-3045
Kiosk
Contact Student Government:
342 Student Center 487-1470
Chalking
Contact Physical Plant Grounds and Custodial (487-3684)
Facebook
Send out approved invites and messages.
Phone Calls
Speaking to someone in person is the most effective. Call numbers given to you on interest lists.
MSS Students
MSS students need to complete 300 hours of service, please contact Justin Fenwick, 487-0364 [email protected]
Contacting Community Agencies1. Try to learn about the agency, online or through other resources, before you call. Call during regular
business hours.
2. Ask for the volunteer coordinator, supervisor, or events coordinator depending on your needs.
3. Identify yourself as a student at Eastern Michigan University in the Department of Diversity and Community Involvement and the program you are with. Let them know what you are interested in.
4. Tell them specifics of the work you want to do OR ask them what they need.
5. Write down contact information immediately: phone, cell phone, and email. Give them your information as well.
6. Do not assume you know what they expect. Ask questions about what is required and expected.
7. Discuss goals of those going to the agency, the agency itself, and your program.
8. Ask for assistance if you need it! Don’t complain, make an appointment to discuss the issue at hand.
9. Be on time. Don’t be late. Call ahead if there are any changes.
Working with Campus Life:Our Support Services, a note from Campus Life:
Booking and ContractingIf you're looking for help finding a professional speaker, performer, dj or personality, we can do the legwork for you or look at collaboration. We have contacts with many agencies, as well as experience making offers and negotiating fees, and processing contracts through the university's legal review and purchasing system.
Event FundingWe offer a small number of mini-grants to help support the costs of co-curricular programs sponsored by campus departments. We're particularly interested in supporting events which would qualify for Gen. Ed. LBC credit. Special grants are also available for student organizations.
Marketing and PublicityWe invite you to post your events on the web-based student activities calendar (CL Cal), which we also produce in print annually for the benefit of the campus community.
Movie LicensingWe have an annual contract with Swank, the nation's largest distributor of movies and licensing for movies on college campuses. We're happy to book your movies through Swank and share the discount that our bulk contract allows. Noah Borton, Greek Life 487-2493 [email protected] Linda Cannady Secretary 487-2074 [email protected]
Robin Chaustowich, Stu Org and Commuter 487-5669 [email protected] Gregg Costanzo, Arts and Entertainment 487-0423 [email protected] Katie Holdgreve-Resendez, New Student and Transition 487-4047 [email protected]
487-3045 Rm. 345Melissa Ginotti, Director 487-2268 [email protected]
As leaders, we are often led as well. We also know that there are many leadership styles and many levels of skills. It all changes with the situation. The below pairs are good pairings between leaders and those being led. All the best combinations for each paired situation.
Directing: high directive and low support
Enthusiastic Beginner: low skill and high commitment
Coaching: high directive and support
Disillusioned Learner: low skill and commitment
Supportive: low directive and high supportive
Reluctant Contributer: high skill and low commitment
Delegating: low directive and supportive
Peak Performer: high skill and commitment
Essential Leadership Practices
• Establish a climate of openness and trust
• Assess situations
• Foster collaborative action
• Create a vision for the future
• Evaluate to improve and celebrate success
“Capturing” a Student
Studies show it helps to share personal experiences with someone who is thinking about but has not yet made a commitment.
You may want to tell them about...
the organization and roles, group, training and support, expectations, time commitment, and resources
You may want to ask them...
why they are interested; what they hope to gain; about skills, experience, and interests; their understanding of issues; when they are available; what resources they will need; and for names of potential referrals
“Keeping” a Student
Our goal is to make sure students leave with more than a good impression. It is important to encourage a small sense of ownership of the programming.
Ask them to:
help you, provide an opinion, help sort something, and to come to an upcoming event
Please...
• Record interests and contact information
• Share student information across the entire department
• Get back in touch ASAP
Working With PeersWorking with others can be challenging but is an opportunity for great strength and growth.
W O R K I N G W I T H P E E R S
12 DCI Student Handbook
Decision-Making Models
Consensus** - Use when decision is critical or impacts members of the community particularly when perspectives could be polarized and or hidden.
Democratic - Use when scale of a group is too large to manage consensus and when timing of a decision is more critical than the outcome.
Delegated - Utilize when a subgroup has greater investment than the whole. Use when additional information or specialized knowledge is required.
Autonomous - Use when no one will be adversely impacted by the decision.
Meetings
Results
Relationships Process
Before the meeting...
• Know the desired outcome of the meeting ex. complete a task
• Create and circulate an agenda
• Invite only those who MUST be present
At the meeting...
• Review outcome, agenda and roles
• Check for understanding
• Set/review ground rules
• Examples: respect, confidentiality, speaking rules, open minded, assume good will, and etc.
After the meeting...
• Follow up and follow through
Worst meeting mistakes:
•Being unprepared
•Showing up late
•Being a meeting hog
•Sitting silently
•Expressing rude body language
•Conducting sidebar convos
•Arguing or putting others down
•Leaving your cell phone on
•Chewing gum
•Shutting down after the meeting
Tools for challenging meetings:
• Rubber/Boomerang
• Paraphrasing
• Summarize
• Ground Rules
• Reaffirm then Refer or Defer
• Humor
• Breaks/Food
Recognition
There are different styles of recognition. For some it’s social, personal, for attention, or shared without words.
Daily...
• Say “Thank You”
• Telling of a good job
• Smiling when you see them
• Jotting small thank you notes
• Saying something positive about them
Intermediately...
• Provide food
• Celebrate birthdays
• Give a letter of thanks
• Share their well doing with others
Broadly...
• Gifts
• Plaque, certificate, or trophy
• Banner or special notice for outstanding accomplishment
SUCCESS
W O R K I N G W I T H P E E R S
DCI Student Handbook 13
Reflection
Reflection is an important and necessary component of all service and some events. Here are some ideas to get you started:
• Discussion
• What, So What, What Now
• Free Write
• Artistic Expression
• Graffiti Boards
• Sentence Stems
• Travel Time
• Question Notecards
** Useful consensus decision model
1. List relevant information
2. Brainstorm solutions
3. Organize the information
1. Combine duplicates/eliminate redundancy
2. Prioritize choices, number of choices divided by three
3. Keep the group working towards a decision
4. Reach and agreement:
1. Is there anyone can CAN NOT LIVE with out this item?