STF Employee Guide (Kane Hall)
From CSS Wiki
Updated 10/17/09 by Marlee Mukai
If you are the first to arrive in the morning at 8 am, you must complete certain tasks to get everything ready for the day.
- Turn on all computers we use, including the kiosk(s) at the front desk.
- Unlock all cabinets (HSB) or the pool/cage (Kane), as they should remain unlocked during business hours.
- Open up the reservations webpage and the STF email inbox and respond to emails (see # 12.)
- If there is any imaging or filing left over from the day before, get started on it.
If you are the last to leave in the afternoon at 5 pm you must:
- Mark all equipment that was not picked up for the day as No Shows (see section 6).
- Put away any valuable equipment
- Close and lock the equipment cabinets, pool, or cage
- Shut off both computers and turn off all the lights by the desk.
- You can start pulling equipment anytime after noon, since all the reservations for the following day will be placed. Bring up the student reservation page and find all of the names highlighted with bright blue and labeled “Booked”. Make sure you have only the Kane or HSB reservations showing. Count the number of each different type of equipment pulled-such as 4 Hitachi projectors, 2 Dell E6400s, and 4 Dell D630s. Click on the booking information (under the “Status” column) for one of the reservations. Under the “Actions” section on the following page, click on the arrow next to the equipment number and write down the numbers from that list of as many pieces of equipment are needed. For example, for the 4 Hitachi projectors, you would write down “P-671”, “P-672”, “P-673” and “P-674”. Do this for all types of equipment needed. Go to the pool/cage (Kane) or the cabinets (HSB) and check to make sure that all of those pieces of equipment are available. Once you see that we have the available equipment as needed, go to the bookings page and click on the first reservation. Find the number of the first piece of available equipment under the pull-down menu, and press “Pull”. Once the page reloads, the system will note the equipment is pulled and ready to be checked out by the student.
- If we do not have enough of the equipment to check out immediately, for instance only two GL-2s are in and we need four, do not pull any reservations with GL-2s until the student comes in to pick up the equipment the next day, or until all of the equipment is in.
Checking In/Out Equipment
Checking Out Equipment
- When a student comes in to pick up equipment, first check their ID and make sure they are registered for the quarter. Ask them to click on the "STF Equipment Bookings" link on the desktop and log in. You can also update their ID at this point from the STF laptop and/or scan it if necessary (see below for details about scanning IDs).
- After the student logs in, ask them if all their info is current. If not, have them click the link and update their information.
- Ask the student to click on their booking (they may have previous or future reservations that appear, so instruct them to choose the one for the date that they are picking up) and scroll down and click on "Pick Up This Equipment." If they are picking up multiple pieces of equipment, clicking on one item should pull up all of them unless they made separate reservations.
- Their booking will say "Status: Pulled: Ready for Customer to Arrive or Staff to Checkout" from the STF laptop side (our view). Go get the equipment and go through all the pieces with the student.
- Check all the boxes for the items going out with the student. If the system doesn't let you select the box, try refreshing the page. Then click on "Check Out." The status will change to "Ready for Student to Check Out" from our view. Note: if you accidentally select the wrong items, you can click "Undo Checkout" and re-check all the boxes that are being checked out.
- The page on the kiosk should automatically refresh so that the student can see what items are checked off as being out to them. Have the student read through our financial responsibility agreement and click "I Agree" at the bottom.
- At this point the checkout is complete and you can have the student log out. Remind them that equipment is due before 4 pm on the due date.
Note: if they have a camcorder, make sure they have looked at the Compatibility Chart for uploading their videos. Give them the appropriate media CDs or user manuals if necessary.
Checking In Equipment
- When a student returns the equipment, have the student log in again and ask their last name to find their reservation in the database. Important: make sure the equipment numbers on their booking and the equipment itself match.
- Ask the student to log in and click on the booking for the equipment they're returning, then scroll to the bottom of the page and click on "Return this Equipment."
- Go through each part of the equipment and check the box next to each item that is returned. If all items are there, click on "Check In." If a piece is missing, the student needs to bring the piece in before 4 pm on the due date, or else their equipment will be late. Do NOT check the equipment in when items are missing. Tell the student they will not be able to check in the equipment until all items are in and make a note in the "Notes" box from the STF laptop view.
- If all equipment is there and you've clicked "Check In," have the student scroll down to the bottom of their screen and click "I Agree" (essentially he/she is agreeing that all items have been returned/checked in)
- Have the student log out.
Note: these policies also apply to STF employees. If you'd like to make a booking, please follow procedures like any other student.
If the complete equipment is not turned in before 4pm on the due date, the equipment is considered late. When you check the equipment in on the reservation system, go to the student’s profile and write "Late X days" under notes with the date returned first and the date due in parentheses following. The student is not allowed to check out equipment according to the following scale:
- After 4 pm on due date: 2 weeks restriction
- Returned 1 day following due date: 1 month restriction
- 2 days: 2 months restriction
- 3 days and on: 3 months restriction
- 3 months is the maximum penalty except in extreme circumstances.
Note: if a same-day reservation is late, the restriction is automatically 3 months plus an additional month for each day it is late. This is due to our limited supply of same-day
equipment and the high demand.
Mark under “No Book Until” the date the appropriate number of months following the check in.
We do not grant extension requests unless there are extreme extenuating circumstances. All such circumstances must be cleared with the coordinator(s).
Note: The coordinator(s) will deal with contacting the registrar regarding overdue equipment.
Calling Long Distance
If you need to call a long-distance number when contacting a student about late equipment:
At Kane: (1) Dial 9 to get call an off-campus number (2) 1 + the number (including area code) (3) Dial 881-7272 at the second dial tone
At HSB: (1) Dial 77 (2) 1 + (area code) phone number (3) Dial 522-0415 at the second dial tone
- When a student comes to pick up equipment, first ask for student ID, even if their ID is already scanned, to verify their identity. If the ID Expiration on their booking is current, only check ID to verify identity.
- If "Not on file" is next to the ID Expiration, scan both student card and drivers license. Students must have both forms of ID in order to check out the equipment.
- If the ID on file box says “Expired”:
- Ask to see the student ID card to verify enrollment
- Ask if all information is current. If information is not current, have the student update their information by clicking on the "here" link embedded in the text beneath their contact information. If their driver’s license has changed, scan their new driver’s license. If the information is current, update their ID by setting the expiration date to the last day of the quarter.
When scanning, use the second button from the left at Kane or the first button from the left at HSB.
Do not forget to return the IDs to the student. Following the entire checkout procedure, you need to update the student’s expiration date and rename the file if you scanned their IDs. When the photo shows up in the STF ID folder on the server, rename the file to Lastname_Firstname_studentnumber and then move the photo into the appropriate folder (e.g. move Smith_Kate_123456 into the "N-S" folder. The secure ID folder is located at \\Soledad\data\STF\.
No Show reservations may be marked at 4:55, five minutes before we close. The No Shows will still be marked as "Pulled" rather than "Signed Out," so it will be immediately apparent who hasn't come in. To cancel their reservation, click on their bookings page and click "Cancel." This will send them an automated email alerting them that their reservation was canceled when they failed to pick it up. When you cancel their reservation, be sure to write "No Show [current date]" in the notes of student's profile. If this is their second No Show of the quarter, put the last day of the current quarter in the “No Book Until” section, which will prevent them from getting equipment until the next quarter begins. If a student fails to pick up equipment and is marked a No Show, they must make a new reservation.
Several of our items need to be cleared of the previous user’s data before they can go out again. All of the laptops need to be reimaged (cloned), which involves clearing the hard drive and transferring an “image” of a fresh computer with no stored data onto it. With other items you must simply manually delete all files.
Clearing data from Canon SD Series Digital Cameras
When the camera is returned, turn it on and switch to camera mode to inspect the lens. Then switch to viewing mode to see if the student left any pictures on the camera. If there is a “No Images” message, turn the camera off and put it away. If a picture shows up, tell the student you are going to delete all their pictures. Press the MENU button then scroll down to select “Erase All..”. Press the center button to select it and then choose OK. The memory card has now been cleared.
Clearing data from Canon Rebel XTis
To erase all images, first make sure the camera is in P mode by rotating the dial on the top, then press the MENU button and go to the first tool list. Scroll down to FORMAT to clear the SD card, then make sure the time/date are set correctly. Next go to the second tool list and scroll down to "Clear settings" to clear both the camera settings and custom functions.
Clearing data from Olympus WS-331M
Press and hold the MENU button for more than two seconds then scroll to Sub Menu. Choose Format and press OK. Remember to put the recorder back on Hold before you put it in the pool room.
Clearing data from Everio MG555 Hard Drive Recorders
Open the screen and press the MENU button. Scroll to the left MEDIA menu then down to Format HDD, then click on Execute. Back on the menu screen, click on Clean-up HDD and Delete Data on HDD. It'll prompt you to plug in the power cable (Deleting the data will take about 40 minutes)
Clearing data from Canon Vixia HF10
Open the screen and press on FUNC button. Open the menu and enter into the MEMORY OPER. section. Scroll down to click on INITIALIZE, then clear both the BUILT-IN MEM and the CARD. Use the COMPL. INIT. option to erase them completely.
Clearing data from Panasonic AG-HMC150
Open the screen and turn on the camera. Press the MENU button and scroll down to CARD FUNCTIONS. Click on CARD FORMAT then YES.
Directions for cloning STF Apple Laptops
Step 1: Starting the Multicast Server
- Open the Terminal and enter these commands. You should replace newimage6.dmg with the image number you are on.
sudo asr -source /images/newimage5.dmg -server /images/asr.plist Enter password when prompted.
Step 2: Connect the client
- You can't boot from drive the image will be put on.
- Plug the laptop in, and plug in an ethernet cable
- Boot from MacOS X CD 1 (Hold C until the loading symbol appears below the Apple)
- Choose English
- In the top menu, go to "Utilities" and open the Terminal and enter this command.
asr -source asr://192.168.2.1 -target "/Volumes/Macintosh HD" -erase
- A message saying "Erase contents of (/Volumes/Macintosh HD)?" will come a few lines later. Press Y and enter
Step 3: Disconnect the client
- Quit the installer.
- Restart the laptop.
- Eject the disk.
- Click on "Secure Empty Trash" under Finder
- If missing, replace the STF sticker on the front of the laptop
Reimaging Powerbooks & iBooks
Step 1: Booting from the external Hard Drive
- Turn on the large external hard drive
- Make sure the laptop is turned off then plug the firewire cable from the HD into the port on the laptop.
- Hold the Option/Alt key while pressing the power button. Continue holding the Option/Alt key until the screen completely turns on.
- Select "Powerbook boot".
Step 2: Disk Utility- Clearing the Laptop Hard Drive
- Open Disk Utility.
- Select Macintosh HD. Double check that this drive is selected before continuing.
- Click on Erase.
- Click on Erase again.
- Quit Disk Utility.
Step 3: Carbon Copy Cloner- Transferring the Image
- Open Carbon Copy Cloner.
- Select "Macbook Image" from the first drop-down menu, under Source Disk.
- Select "Macintosh HD" from the second drop-down menu, under Target Disk.
- Click on the lock and enter in the password (Xar*tima) then hit OK.
- Click on Clone. This should take about 20 minutes. It might ask you to enter the password numerous times. If you see an error message, click ignore and cloning will resume.
- When the cloning is complete, click OK then quit Carbon Copy Cloner.
Step 4: Startup Disk
- Open up System Preferences.
- Click on Startup Disk.
- Select the Mac OS X system from Macintosh HD, if not already selected.
- Click Restart, then Restart again.
- Once the computer is restarted, select the four FireWire disks (iBook Boot, iBook Image, PowerBook Boot, and PowerBook Image) and eject them by using the File menu.
- After the disks are ejected, unplug the FireWire cable and shut down the laptop and FireWire drive. The imaging is complete.
Directions for cloning STF Dell laptops
Procedure for cloning all CSS PC laptops can be found here
Creating an Image for Dell Laptops
This is done by the STF Manager. New images are made every month or so to ensure that laptops going out have the most recent security updates and software.
Directions for selling student MiniDV tapes
We sell 63 minute tapes for $8 including sales tax and IOC, a tax that UW charges. They work with all the video cameras we check out. We accept cash, checks (made out to the University of Washington), and credit cards. If you notice there are only a few tapes left, please replace them or notify the coordinator. Also, let Bruce Brown know if the register is low on bills.
Directions for selling student MiniDV tapes Fill out Sales Form completely and then follow the directions below to operate cash register.
1. Enter initial cost of tape (do not use decimal point)
2. Press "Video Tape" button.
3. Press "Subtotal" button.
4. Press "15.6% Sub IOC" button.
5. Press "Subtotal" button.
6. When selling multiple tapes the total on the register WILL NOT be correct. The total will be off by up to several cents. The actual total prices are listed below:
7. IF STUDENT IS PAYING BY CHECK Press the "Check" button. Place check face-up in the cash register's printer and press "Valid" button. This validates the check and opens the cash drawer. Remove check and place Sales Form face down in cash register printer and press "Valid" button. Staple check to Sales Form and place in the folder beneath the cash drawer.
IF STUDENT IS PAYING BY CASH Enter the total of cash received (do not use decimal point) and press "Cash/Tend" button. The correct change will then be displayed on the cash register. Place Sales form face-down in cash register printer and press "Valid' button. This validates the Sales form and opens the cash drawer. Place Sales Form in the folder beneath the cash drawer and give student their change.
IF STUDENT IS PAYING BY CREDIT CARD Press the "Charge 1" button on the cash register. Swipe the card then follow the instructions by entering the amount etc. Note: there isn't a decimal point, so $8.00 will look like 800. Print the second receipt and have the customer sign it. Validate and initial the paperwork then attach the signed receipt and put it in the folder beneath the cash drawer.
- Late emails will be sent out by the opener in the morning. There is an "Overdue Notice" link on each student's bookings page next to the reservation notes. Copy and paste the letter into a blank Thunderbird email composition page, then add the student's email address (found in their profile) and a subject line (e.g. "Overdue Equipment"). After sending it, remember to make a note in the reservation bookings (e.g. "Emailed 10/30/09-MM").
- Email is to be checked constantly throughout the day by whoever is working, but if you are unsure of whether to answer it or not, leave it marked as “Unread” and ask the coordinator(s) about it. Emails that have already been responded to will be marked with a green arrow next to the header in the email list, so you do not need to reply. However, it is helpful for everyone to read all emails so you are informed of questions or problems that are ongoing. Though not our main form of email communication, you should also check the Request Tracker system. To do so, enter the RT system by clicking on the link at the top of any CSS forum page, then click on the "STF" queue. Ignore any emails for video conferencing.
Sign emails in the following format:
Your Name Your Name STF Equipment Loan Program OR STF Equipment Loan Program firstname.lastname@example.org email@example.com (206)685-6090 (206) 543-3465
- We use Mozilla Thunderbird for email. Directions for configuring Thunderbird can be found here: http://www.washington.edu/computing/email/tbird_win.html#MANUAL.
When asked to enter name, do not enter your own name. Enter “STF Equipment Loan Program.” The password can be found on a note in the desk, or in a word file in the Student Equipment Share folder in CSS SHARE. If needed, please ask your supervisor for help.
In any of the following situations, immediately alter the year of the return date to "2010". This is to minimize the impact on other students' reservations until we've had enough time to address the issue.
Record a detailed description of the problem and, if possible, the circumstances that preceded the damage. If a student returns equipment that was broken when they checked it out, make a new booking to replace it then put the broken equipment on administrative hold (user name: administrative). If the equipment broke due to the student's conduct, leave the reservation under his/her name and the coordinator will contact the student regarding repair/replacement costs. If the student has any
Tell the student they have a week to search for the missing item(s). Write the circumstances in the online Notes section of the booking and make a forum post. If the student is unable to locate the equipment during the alloted time, he/she will be responsible for the replacement costs.
When equipment is stolen, the student should immediately file a report with the UWPD or Seattle Police Department. The student must also visit our office to fill out paperwork (\\server\CSSShare\Student Equipment\Documents\LOST STOLEN equip). Please fill out pages 3-5 while the student writes down their statement. At this point, write a forum post to update the coordinator(s), who will contact the student about replacement options.
Leave the equipment checked out under the student's name, but alter the due back date and write a note.
- If it's an easily-replaceable piece of equipment (i.e. ethernet cable, A/V cable), tell the student he/she can either replace the piece or pay us for it (see equipment checklist for amount). If the student wants to pay, they must also pay tax and the UW IOC charge, so it will be a little more expensive than the price on the checklist.
- If it's an expensive piece of equipment (i.e. GL-2, projector, laptop), the student must fill out the Lost/Stolen equipment form (see location under Stolen Equipment). They should be offered the choice to replace it themselves or to pay for it, again adding tax and IOC.
Note: any replaced equipment should be approved by the coordinator before the student buys it. We reserve the right to reject inadequate or incorrect replacements.
Figure out acceptable payment installments with the student in question; the equipment must be paid off before s/he graduates and preferably as soon as financially feasible. There is a general payment plan document at "\\Soledad\CSSShare\Student Equipment\Documents\Generic payment plan" that you can customize (i.e. the red text). Please save the student's plan, but don't save over the generic document! Also, be sure the number of rows in the bottom table corresponds with the lines in the top table. Print it on official UW/CSS letter paper (found in the hallway across from Roberta's door).
We have insurance to cover lost/damaged equipment. The deductible for all equipment is $250. Some of the smaller items like the external hard drives from the iSchool are not currently insured since the deductible is more expensive than the equipment itself. This is need-to-know information, so please don't tell students the price of our deductibles if they ask. We don't want to give students incentive to lose equipment.
The laptops covered under both domestic and international insurance. However, if a student wants to take any other piece of equipment out of the US, we will have to manually add foreign insurance by entering the Risk Management database (ask Patrick Roberts to sign in). Go to Add New Items then fill out the form. Be sure to click on F for "Foreign" then change the dates so it covers only the duration of the student's reservation. If you're not sure what to do, reference another piece of equipment's information.
We primarily talk to two people at the Risk Management office. For lost/stolen equipment, contact Linda Chihara (firstname.lastname@example.org, 543-0183), or for questions regarding coverage, contact Carolyn Wenzl (email@example.com, 543-3419). You can look back through our email messages in Thunderbird to see old correspondence with them if needed.
Note: the coordinator(s) should take care of any issues involving insurance.
Problems with students
If a student has an issue you do not feel comfortable dealing with, or refuses to comply with STF policies, ask your supervisor or Patrick for help. If they are not available, Roberta may be able to help. If no one is available, let the student know that you will talk to your supervisor and have them contact the student. You can tell them they are also free to contact Patrick Roberts directly, at firstname.lastname@example.org.
If you are going to miss work, please contact the office or find a replacement as soon as possible. When you know ahead of time, make a forum post with the date/hours so the other students can volunteer to fill-in if available.