Student Staff Orientation, Policies & Confidentiality Agreement

OFFICE OF UNIVERSITY RELATIONS

STUDENT STAFF POLICY


Thank you for choosing to work with the Office of University Relations at Puget Sound.  We hope that you enjoy your time with us and that you take advantage of this opportunity to learn more about the administrative side of college.

The Office of University Relations (OUR) is the branch of the university that includes the offices of Capital Giving, Annual Giving, Corporate and Foundation Relations, Information Services, Alumni and Parent Relations, Donor Relations, and Research.  Here is a brief outline of these sections:

The Vice President of University Relations' office is responsible for overseeing all the activities outlined here.

Capital Giving raises money to support programs and students at the university.  This office is responsible for raising funds to support the Puget Sound Fund (annual budget support), scholarships, facilities and other projects.  Capital Giving works with donors to secure major gifts, either outright, or deferred (wills, trusts, etc.)

University Relations Research collects and analyzes information about individuals, corporations, and foundations that support the university or may do so in the future.

Corporate and Foundation Relations raises funds for the university from corporations and foundations.

Donor Relations oversees stewardship, engagement and reporting activities that involve donors to the university.

Annual Giving raises unrestricted gifts for the Puget Sound Fund throughout the year.  Annual Giving is in charge of the Phonathon program, the Alumni Fund, the Parents Fund, the Friends Fund, and Class gifts.

Information Services coordinates the quality and flow of information within the divisions.  This section’s responsibilities include gift processing, the central files, and the Millennium database.

Alumni and Parent Relations provides a variety of services and events for those who have attended (or are attending) Puget Sound or who have sent their children to Puget Sound.  These include homecoming, regional programs, and campus programs.

Student Staff Duties

Your duties as an OUR student staff member will vary depending upon the area to which you are assigned.  Your supervisor will clearly outline your duties and will provide training so that you can complete your duties with confidence.  Your work in University Relations is important to us and to the university.  In a typical year, students add the equivalent of several full-time staff people to our office.  The work we accomplish could not be completed without the help of students.  Because you are important to us, we have expectations of you just as we do of all university employees.  Some of these expectations are outlined here.

Dependability:  You are expected to establish a work schedule and to be here for your scheduled work shifts.  Your supervisor plans the completion of important tasks with your help in mind.  If you are unable to work at your scheduled time, please call your supervisor as far in advance as possible. 

Timesheets: Track your hours worked using the Web-based form introduced to you by Career and Employment Services.  You are welcome to use the computers in your work area to access the system (http://cascade.pugetsound.edu).  You are responsible for keeping track of the hours you work and recording them online at the end of each shift you work. Be sure to review and finalize your timesheet on the last working day of the month.  Your supervisor will then review your time entries and approve your timesheet to ensure that you are paid on time.

Breaks: You are entitled to one 15-minute break for each four-hour shift.  If you need more time, subtract it from the number of hours you work and discuss it with your supervisor.

Dress Code: Dress code for OUR student staff varies according to the area in which you work. Please speak with your supervisor regarding specific requirements.

Personal Telephone Use: Please refrain from using your cellular phone during work hours. Personal telephone calls or texts should be limited to important calls that, due to time restrictions, must be made during your shift. Most of our work spaces are open, so please remember that your calls will be heard by others who may be trying to concentrate on their tasks.

Accuracy and Efficiency: A great deal of our work involves handling detailed information.  This information must be recorded and maintained accurately.  These tasks require a high level of attention to detail and the ability to be consistently accurate.

Confidentiality:  University Relations staff works with sensitive and private information.  The positive relationship the university has developed with its donors and the general public can be jeopardized by misinformation or thoughtlessness.  Gifts to the university are a private matter and may involve terms or conditions unknown to you and to other staff members.  Donors may include the relatives of your fellow students or companies for which they work.  Do not ever speak to, write about, or otherwise communicate any donor information to anyone outside of University Relations. Breaking this commitment to confidentiality is grounds for immediate termination and possible grounds for further disciplinary action.

Document Disposal: Due to the confidential nature of our work, documents containing names, addresses, phone numbers, dollar amounts, or any other personal or confidential information about our constituents are handled and disposed of in a secure manner.  You are responsible for appropriately disposing of confidential documents in one of the locked shred bins located on the second and third floors.

Setting the Tone at Work: It is important to remember that when you come to work you are entering a place of business.  Please conduct yourself in a professional and courteous manner and  remember that donors, alumni, members of the public, faculty members and students who do not work for University Relations are often present in the OUR work areas. 

Business Telephone Use: Your supervisor may require you to answer the telephone.  Telephones must be answered in a formal, cordial manner.  When answering the telephone, a typical greeting would be:  “University Relations.  This is (first name).  How may I help you?”  Record the information requested accurately and with as much detail as possible so that we can correctly handle the caller’s inquiry.  If you are asked to answer the telephone, your supervisor will provide additional training and guidance on this responsibility.

Your Ideas: Please offer suggestions when you have ideas for doing something in a better or more efficient manner.  We welcome your creativity.  Many of the procedures and systems in place were either suggested or improved by student workers.

Confidentiality

Your eligibility to work in the Office of University Relations is contingent upon your willingness to abide by our confidentiality requirements.

The Association of Professional Researchers for Advancement (APRA) Statement of Ethics states:

Non-public information is the property of the institution for which it was collected and shall not be given to persons other than those who are involved with the cultivation or solicitation effort or those who need that information in the performance of their duties to that institution.

Confidential information pertaining to donors or prospective donors shall be scrupulously protected so that the relationship of trust between the donor and donee and the integrity of the prospect research professional is upheld.

Donor records, both hard copy and electronic, and other donor information are highly confidential and protected by both university and departmental policy.  You must not discuss with anyone outside the office any personal donor information, nor may you release any information or documents to a third party without proper authorization to do so.  A violation of this trust is grounds for immediate termination of your employment and possible grounds for further disciplinary action.

Confidentiality Agreement

I hereby acknowledge my responsibility to deal discreetly with confidential records and information kept in the University Relations offices.  My signature below indicates my willingness to respect our constituents’ right to privacy, and to refrain from disseminating confidential information outside the University Relations offices.  In particular:

1.  Sensitive information including giving histories, family details, asset holdings and university admissions decisions will be treated with special care.

2.  University Relations records will not be reproduced, stored in a retrieval system other than that approved by the university, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise.

 

______________________________________________                            _________________
Student Staff Member’s Signature                                                                   Date

 

______________________________________________                            _________________
OUR Staff Signature                                                                                      Date

 

Rev. 10.19.2009