Difference between revisions of "III.A. Unit Operations"

From BSC Policy
Jump to navigationJump to search
Line 7: Line 7:
 
===2. HOUSE OFFICER TRAINING REQUIREMENTS===
 
===2. HOUSE OFFICER TRAINING REQUIREMENTS===
  
:a. Four days of training. Sessions will be from 9am1pm
+
:a. Four days of training. Sessions will be from 9 AM to 1 PM and from 2 PM to 6 PM.
and from 26pm.
 
 
:b. Training will be the Saturday – Wednesday before move-in day in Fall and Spring Semesters unless otherwise scheduled
 
:b. Training will be the Saturday – Wednesday before move-in day in Fall and Spring Semesters unless otherwise scheduled
 
:c. There will be a $40 fine for each required session not attended by an officer. Missing more than 15 minutes of any session will result in a maximum fine of $40 for that session.
 
:c. There will be a $40 fine for each required session not attended by an officer. Missing more than 15 minutes of any session will result in a maximum fine of $40 for that session.
Line 22: Line 21:
 
:m. Session #10 All Workshift Managers (Friday, Move-In Week, 4 hours)
 
:m. Session #10 All Workshift Managers (Friday, Move-In Week, 4 hours)
 
:n. Supervisors may excuse absences due to unavoidable circumstances such as illness or death in family
 
:n. Supervisors may excuse absences due to unavoidable circumstances such as illness or death in family
+
 
 
===3. SESSIONS & CURRICULUM===
 
===3. SESSIONS & CURRICULUM===
  

Revision as of 17:52, 30 June 2014

III.A.1. HOUSE-LEVEL MANAGER/OFFICER CENTRAL TRAINING REQUIREMENTS

1. DEFINITIONS

House Level Officers include all House Presidents, Kitchen, House, Maintenance and Workshift Managers. “Continuing managers” must have attended all of the regular scheduled trainings (not make up sessions) for that same position otherwise, they will be considered “new” managers and must attend trainings as such.

2. HOUSE OFFICER TRAINING REQUIREMENTS

a. Four days of training. Sessions will be from 9 AM to 1 PM and from 2 PM to 6 PM.
b. Training will be the Saturday – Wednesday before move-in day in Fall and Spring Semesters unless otherwise scheduled
c. There will be a $40 fine for each required session not attended by an officer. Missing more than 15 minutes of any session will result in a maximum fine of $40 for that session.
d. Session #1 All Kitchen Managers (Saturday, 5 hours)
e. Session #2 All returning and New House Officers (Monday, 1.5 hours)
f. Session #3 New House Managers (Monday, Move-In Week, 4 hours)
g. Session #4 New Workshift Managers (Monday, Move-in Week, 4 hours)
h. Session #5 New House Presidents (Monday, Move-In Week, 6 hours)
i. Session #6 All New Officers (Tuesday, Move-In Week, 5 hours)
j. Session #7 All New Officers (Wednesday, Move-In Week, 5 hours)
k. Session #8 New Maintenance Managers, Thursday Move-In Week (6 hours)
l. Session #9 All Kitchen Managers, (Friday, Move-In Week 4 hours) Food Certification Training
m. Session #10 All Workshift Managers (Friday, Move-In Week, 4 hours)
n. Supervisors may excuse absences due to unavoidable circumstances such as illness or death in family

3. SESSIONS & CURRICULUM

a. All Kitchen Managers (5 hours) Job Description/Expectations, Oversight Policy/Evaluations/Stipends, CK Staff Structure and Functions, CK Workshift Structure, Food Decision-Making, Ordering, Inventory, Availability and Cooking/Nutrition/Cook Supervision, KM Pairs, Recycling & Sustainability, Q&A, Monthly Meeting Schedule, and Feedback/Training Evaluations, week 0 ordering
b. All New Officers (6 hours) Email/website, BSC Policies, Legal Obligations, Habitability, Pest Control, Fire Safety, Emergency Preparedness
c. All New Officers (6 hours) Drug & Alcohol Education, Budgets, Reimbursements, Conflict Resolution, , Anti-Discrimination, Managing Problematic Behavior
d. New Workshift Managers (5 hours ) Job Duties, CL Oversight, Workshift Policies, Using the Workshift Website, CL Workshift Pool, Accommodating Members with Disabilities, Member Terminations, Mental Health Issues
e. New House Managers (5 hours) Job Duties, CL Oversight, House Lists, Move-Ins, Room Bids, New Member, Orientation, Furniture Ordering, Mental Health, Safety Training
f. New House Presidents (5 hours) Duties, CL Oversight, Meeting Facilitation, Running Elections, Mid-Semester Evaluations, Votes of Confidence, Safety Training, Leading Workshops: Community Agreements, Accessibility for Members with Disabilities, Mental Health
g. New Maintenance Managers (4 hours) Job Duties, CL Oversight, CM Structure and Information, General Inspection Procedures, Key Cutting Policy, Tool Loan Policy, Telephone Wiring Policy, BSC Vehicles & House Drivers, Room Condition Reports, Fire Alarms & Sprinklers, Emergency Shut-Off Locations, Habitability Code, Preventative Maintenance Program. Plumbing, Electrical, Locks & Keys, Doors & Windows, and Safety Training.
h. All New & Returning Officers (1.5 hours) , Team Building, Planning/Goal Setting
i. All New & Returning Workshift Manager Practicum (2 hours) Workshift Performance
j. New Kitchen Managers Serve Safe Certification Training (5 hours) Preparation for Safe Serve Exam

4. SUMMER HOUSE OFFICER TRAINING REQUIREMENTS

Definitions

House Officers include all House Presidents, Kitchen, Maintenance, Workshift, and House Managers. “Continuing managers” must have held and been trained in attended all of the regular scheduled trainings (not make up sessions) for that same position in the prior Spring otherwise, they will be considered “new” managers and must attend trainings as such. Combination managers (e.g. House/Workshift, House/Maintenance, etc.) must attend all relevant training sessions.

Requirements

a. Training will be the Monday – Friday the week of move-in day in Summer Session.
b. There will be a $40 fine for each required session not attended by an officer. Missing more than 15 minutes of any session will result in a maximum fine of $40 for that session.
c. Supervisors may excuse absences due to unavoidable circumstances such as illness or death in family.

Sessions and Curriculum

a. All Room & Board KMs (5 hours) Job Description/Expectations, Oversight Policy/Evaluations/Stipends, CK Staff Structure and Functions, CK Workshift Structure, Food Decision-Making, Budgets, Ordering, Inventory, Availability and Cooking/Nutrition/Cook Supervision
b. All New Officers (6 hours) Email/website, BSC Policies, Legal Obligations, Habitability, Pest Control, Fire Safety, Emergency Preparedness
c. All New Officers (6 hours) Drug & Alcohol Education, Budgets, Reimbursements, Conflict Resolution, , Anti-Discrimination, Managing Problematic Behavior
d. New Workshift Managers (5 hours) Job Duties, CL Oversight, Workshift Policies, Using the Workshift Website, CL Workshift Pool, Accommodating Members with Disabilities, Member Terminations, Mental Health Issues
e. New House Managers (5 hours) Job Duties, CL Oversight, House Lists, Move-Ins, Room Bids, New Member, Orientation, Furniture Ordering, Mental Health, Safety Training
f. New House Presidents (5 hours) Duties, CL Oversight, Meeting Facilitation, Running Elections, Mid-Semester Evaluations, Votes of Confidence, Safety Training, Leading Workshops: Community Agreements, Accessibility for Members with Disabilities, Mental Health
g. New Maintenance Managers (4 hours) Job Duties, CL Oversight, CM Structure and Information, General Inspection Procedures, Key Cutting Policy, Tool Loan Policy, Telephone Wiring Policy, BSC Vehicles & House Drivers, Room Condition Reports, Fire Alarms & Sprinklers, Emergency Shut-Off Locations, Habitability Code, Preventative Maintenance Program. Plumbing, Electrical, Locks & Keys, Doors & Windows, and Safety Training.
h. All New & Returning Officers (1.5 hours) , Team Building, Planning/Goal Setting
i. All New & Returning Workshift Managers (2 hours) Workshift Performance, Habitability and Kitchen Sanitation Training
j. New Kitchen Managers Serve Safe Certification Training (5 hours) Preparation for Safe Serve Exam

[Board approved 4/17/14.]

5. HOUSE-LEVEL OFFICER TRANSITION PROCESS

A. During weeks 14 and 15, the BSC will coordinate a transition meeting for each manager group, one meeting per group of managers. The overall intention of these meetings is to prepare incoming managers for their roles by facilitating the transfer of practical and experiential knowledge between generations of managers. We recognize that this election deadline is a limitation on unit autonomy, but feel it is a reasonable requirement inasmuch as it makes it easier to facilitate a system-wide manager transition process and promote better functioning of the units.


B. The following support staff will schedule (early in the semester) and attend the relevant manager transition meeting:
i. Presidents: Member Resources Supervisor
ii. House Managers: Member Resources Supervisor
iii. Kitchen Managers: Central Warehouse Supervisor
iv. Maintenance Managers: Central Maintenance Supervisor
v. Workshift Managers: Operations Manager


C. The meetings will be organized as follows:
i. The appropriate support staff will contact all the current managers and invite any interested managers to facilitate the appropriate transition meeting.
ii. The facilitator(s) will be responsible for preparing the agenda and leading the group through the topics. The facilitator should encourage managers to share their personal experiences dealing with the issues raised in the topics.
iii. Appropriate staff will be present to offer advice, support, and institutional memory. The facilitator will reserve a portion of the meeting for discussion without staff presence.


D. These meetings are mandatory for all outgoing and incoming managers.
i. Managers who are continuing in their position between semesters are encouraged but not required to participate in the manager transition process.
ii. Managers who are not continuing in their position but whose unit did not elect a replacement in time for the transition meeting will not be required to participate in the meetings. Instead, they will be required to prepare written answers to the topics for their transition meeting (see below) and give it to their successor when they are eventually elected.
iii. Central level support staff may distribute checklists of key issues require the incoming and outgoing manager pairs review topics in their units in advance of the meeting.
iv. Managers (both outgoing and incoming) who fail to attend or prepare in advance of the meeting will have 5% of their central level compensation withheld, unless they schedule a make-up meeting with the appropriate central level staff.


E. The Presidents meeting will address at least the following topics:
i. How to supervise other managers and maintain open channels of communication.
ii. Facilitation procedure (Robert’s Rules, Consensus, etc).
iii. Conflict mediation: identification, resolution, followup.
iv. How to run elections.
v. How to build community and encourage participation of new members.
vi. How to be accessible and present for members.
vii. How to access and use By-Laws
viii. How to facilitate a successful manager transition in their units and ensure a transfer of unit-specific history (neighbor relations, recent problems, etc).
ix. How to hold workshops on topics ranging from anti-discrimination, consent, harm reduction and emergency response (but not limited to these).
F. The House Managers meeting will address at least the following topics:
i. How to organize an efficient, cooperative, and safe move-out/move-in process.
ii. How to manage house finances.
iii. How to diffuse conflict and enforce policy on members.
iv. How to deal with major issues (i.e. substance abuse, mental health).
v. How to interact with the Central Office and what help is available.
vi. How their unit fits in to the larger BSC system.
vii. How to address issues of disability access.


G. The Kitchen Managers meeting will address at least the following topics:
i. How to place and track orders and stay organized.
ii. How to stay on budget.
iii. How to discuss and establish community food preferences.
iv. How to balance necessities and luxury items.
v. How to maintain open communication and deal with criticism.
vi. How to interact with the Central Warehouse.
vii. How to train members in kitchen and food safety.


H. The Maintenance Managers meeting will address at least the following topics:
i. How to handle the issue of preventative maintenance.
ii. How to distribute and prioritize work over the semester.
iii. How to learn about your unit’s unique maintenance situation.
iv. How to communicate with and bring problems to Central Maintenance.
v. How to organize inventory.
vi. How to manage HAPS, BAPS, and HI.


I. The Workshift Managers meeting will address at least the following topics:
i. How to prioritize workshifts in order of importance.
ii. How to manage constantly shifting member schedules.
iii. How to approach workshift fines and disputes.
iv. How to navigate the workshift website.
v. How to handle special workshifts (humor, bathroom, etc).
vi. How to fill central level workshifts.
vii. Strategies for large and small houses.
viii. How to most effectively train workshifters.


[Board approved 12/1/11; revised 4/17/14.]

III.A.2 UNIT-LEVEL MINOR MANAGER OFFICER TRAINING REQUIREMENTS

Social Managers

o Social Manager training shall be held from 6-8PM on the Thursday of the second week of the BSC contract.
o The BSC will provide training to Social Managers in the following BSC policies and forms: Party Policy, Substance Abuse Policy, Alcohol Policy, Sexual Harassment Policy, Party Security form, and Venue Policy.
o The BSC will provide training to Social Managers in the following areas: harm reduction, sexual harassment prevention, assault prevention, emergency response, security, effectively interacting with law enforcement, and conflict resolution.
o Social Managers not in attendance will be fined for 2 hours at the workshift rate.
o Units will not be allowed to hold a party or event until their Social Manager has been trained.

Social Manager Guidelines

o Must sign into BSC e-mail account by the end of the second week of the BSC contract
o Attend training as outlined in III.A.2.
o Attend BSC Council of Social Managers meetings as outlined in I.E.3.
o Organize and lead a party safety workshop with the unit’s Health Worker (if one exists) for the unit’s members prior to the unit’s first party. The Member Events Coordinator and Health Education Coordinator will provide a template. The workshop must cover BSC Party Policy, Venue Policy, emergency response, effectively interacting with law enforcement, harm reduction, sexual harassment prevention, and substance abuse prevention.
o Submit an incident report to the Member Resources Supervisor for any emergencies at the unit or police visits to the unit during a social event
o Ability to apply for funding from the `Education and Training Committee for in-unit and BSC-wide workshops
o Actively foster relationships with unit-level managers, members, and the Member Resources Department

ALL Waste Reduction Managers/Groundskeeper

o Waste Reduction Manager training shall be held from 10AM- 4PM on the last Friday of week 0 of the BSC contract.
o The BSC will provide training to Waste Reduction Managers in the following areas: general recycling/reuse guidelines, disposal and reduction practices, central-level oversight, managing waste and discussion of general waste: e-waste, special waste, compost, and other basic waste reduction duties.
o The Waste Reduction Managers not in attendance will be fined $40


Waste Reduction Manager Guidelines

o Must be elected by the unit no later than the end of the semester proceeding the term of service.
o Must be allocated a minimum of 2 hours of workshift. An increase of 2-5 hours is encouraged but up to the discretion of each unit.
o Sign into BSC e-mail account by the end of the second week of the BSC contract term of service.
o Attend required Waste Reduction Manager Training as outlined in III.A.2. Each unit is required to send a representative. If no WRM has been elected a substitute should be sent. Failure to do this will result in unit fine.
o Attend all regular WrM meetings as outlined in I.E.4. Failure to attend meetings will result in a unit fine.
o Educate unit members about in-unit recycling, compost, and trash services, encourage waste reduction behavior through presentations at council, flyers, posters, etc., as well as general principles of recycling and reuse for daily application.
o Conduct an initial walkthrough of the unit facilities with the Central-Level recycling coordinator or representative (i.e. free pile, compost, trash centers around property, etc.).
o Conduct an initial inventory of current unit waste containers and replace as necessary: recycling bins (blue 1 & 2 bins), compost bins, trash receptacles.
o Coordinate free pile pick-ups & maintain cleanliness of free pile area throughout the semester/summer.
o Maintain and monitor unit-level trash and recycling services, including acting as liaison communicating with other major managers, Waste Reduction Coordinator(s), and Central Kitchen as necessary.
o Conduct 2 unit-level or BSC-level waste audits assigned by the Waste Reduction Coordinators.
o Conduct one unit-level or central-level waste reduction/conservation project
o Maintain frequent communication with Waste Reduction Coordinator(s) or Central Kitchen throughout the semester/summer to ensure pick-ups of items to ensure efficient use of trash services, monitor trash pickup, etc.
o Maintain following areas:
a. A clean and orderly recycling area for storage of recycling/compost/trash receptacles.
b. Replace full bins with empty ones & take full recycling bins to the curb on the appropriate pickup days.
c. Break down cardboard boxes and sort materials: electronic/universal wastes, etc.
e. Outfit bathrooms & kitchen with labeled receptacles for trash, compost and paper items.
o Post weekly announcements to unit about recycling/trash efforts
o Apply for Education & Training Committee funding for in-unit and BSC-wide workshops.
o Create and maintain exit documents, noting past, current and future problems, successes, etc., in order to facilitate a smooth transition with the subsequent waste reduction manager.


Network Managers

o The Network Manager Coordinator will hold a mandatory network manager training no later than the fourth week of the semester, to be attended by the manager in each unit that is responsible for the house-level IT
o The BSC will provide training to Network Managers on their duties as a network manager, how their role interacts with the central level through BSCIT and ITCom, and basic network configuring and troubleshooting
o Network Managers not in attendance will be fined $40

Network Manager Guidelines

o Must attend network manager training at the beginning of the semester, or arrange an alternate time to meet with the Network Manager Coordinator
o Must keep their unit up to BSCIT standards, and take action to update their IT infrastructure as necessary
o Must turn in an updated Unit-Level IT documentation form to the Network Manager Coordinator before the 2nd BSCIT deadline (see BSCIT website in “Resources”)
o Must use their BSC email account

Required Topics for Network Manager Training

1. Network Manager Duties (see Network Manager Guidelines above)
2. Relationship with the central level
a. BSCIT standards
b. BSCIT procedure (how to apply for funding, emergency requests)
c. BSCIT cycle (deadlines, how projects get approved, who will notify you of ITCom’s decision)
d. ITCom general (meeting times, ITCom 5-year plan, central level IT)
3. Network Basics
a. Wireless internet setup
b. Routers, WAPs, and Switches
c. Network troubleshooting
4. Resources
a. BSCIT website (bscit.bsc.coop)
b. Semester schedule
c. Central level support (ex: CISCO WAP support)
d. Equipment documentation (ex: Aeronet/routerboard documentation)

III.A.3. CENTRAL LEVEL OVERSIGHT OF HOUSE MANAGEMENT

A. OVERSIGHT AND CENTRAL LEVEL VOC POLICY:

1. This policy applies to all the following positions or their equivalents for each unit. Standardized job descriptions with minimum performance requirements for each shall be made official and kept at central office. Managers will be informed of these guidelines during their initial and recurrent training. House-level managers will meet regularly with the following central-level liaisons:
House Manager - Member Resources Supervisor
House President - Member Resources Supervisor
Workshift Manager – Operations Manager
Kitchen Manager - Assistant CFS Supervisor
Maintenance Manager - Maintenance Supervisor
2. Each Manager will have 60% of their stipend controlled by the unit, and 40% controlled by central-level. The unit may disburse or withhold any portion of their 60% as the house council sees fit, based on VOC results.
3. Initially, the entire central-level stipend will be withheld until the manager has completed basic duties to become established in the job, (e.g. attending training, signing up for the BSC email account, and completing relevant forms for the Bookkeeping Department). See the guidelines below for the specific duties for each manager. Once these duties have been fulfilled, the first half of the central level controlled stipend (i.e. 20% of the total stipend) will be released. These initial duties must be done within the first two weeks or the stipend will not be released.
4. The remaining half of the central-level controlled stipend (i.e. 20% of the total stipend) will be withheld until the end of the semester to ensure accordance with basic guidelines, outlined below.
5. House Presidents will be compensated in workshift hours and/or rent compensation from the house’s manager payroll budget. The amount of workshift credit and monetary compensation will be determined by the house. The central level liaison is authorized to levy workshift fines against a House President in addition to or in place of withholding compensation, as stipulated in the guidelines for President review below.
6. During the academic year, managers and their corresponding central level staffer shall meet personally by week 7 and again between weeks 7 and 12. At both weeks 7 and 12, the central-level staffer will submit a report card on each manager, including a comments section, to the houses by email or house posting. 5% of the manager’s stipend (of the 2nd 20% comp, see below) will be withheld for each meeting missed.
7. After each meeting, the central level liaison will write a brief report on each manager outlining how well they have been completing their specified duties. This report shall include any official reprimands and any compensation withheld. The central level liaison will send this report to the respective House President for distribution to their unit.
8. If by week 12 they are still not meeting the guidelines, the meeting and report card will constitute an official warning that the stipend will be withheld.
9. During the Summer, managers and their corresponding central-level staffer shall meet as follows:
o House & Kitchen Managers: Once by week 3 and again by week 7.
o Maintenance & Workshift Managers: Once by week 6.
o House Presidents: Once by week 6.
10. The amount of stipend lost, if any, will be in proportion to the severity of the manager's behavior.
11. At the end of the semester, assuming a manager has met all performance guidelines, their central-level liaison will release the rest of their central-level stipend.
12. Staff decisions to not release any amount of manager stipend may be appealed to Cabinet in the semester in question and the following semester only. An appealing manager may use the services of the Member Advocate.
13. The staff is expected to facilitate the completion of these responsibilities by notifying managers at least 3 days before meetings and due dates; training dates should be announced far in advance.
14. The staff will make a reasonable effort to warn managers if their stipend is in danger of being lost, to allow them to address or make up any missed responsibilities.
15. Managers will be expected to follow and enforce BSC and House level policies, including but not limited to: Budget/financial policies, Harassment and Sexual Harassment Policy, Substance Abuse Policy, Alcohol Policy, Party Policy, Guest/Fish Policy, and any policies pertaining to safety and liability. Failure to do this will result in 5% (of the 2nd 20% stipend) withheld.

B. REMOVAL POLICY FOR CENTRAL LEVEL OVERSIGHT

1. Cabinet has the right to remove household managers from office for violations of policy or performance issues, which endanger the membership or significantly jeopardize the organization.
2. If it is reported and corroborated that any manager has violated or sanctioned the violation of BSC policy, their centrallevel liaison shall meet with them. This meeting shall constitute an official reprimand and a warning against future violations.
3. If further reports are made, the central-level liaison shall nominate the manager for removal from their position. Cabinet will hear the case. The manager in question will have one week to prepare their case. During that week, the house will be informed of the manager’s nomination for removal and, as reasonable, the reasons why. At the meeting, the centrallevel liaison will present their reasons for nominating the manager for removal. The manager will be allowed to respond. The appealing manager may use the services of the Member Advocate. Cabinet may make any decision, including removal from office. Removals by cabinet may be appealed to Board.

C. FALL & SPRING GUIDELINES FOR REVIEWS VIA CENTRAL LEVEL OVERSIGHT

House Manager Guidelines

To release initial half (20% of total):

o Initial Duties

o Attend the manager transition meeting the semester before taking office.
o Attend required House Manager trainings, including Safety Training
o Must be present at the co-op residence the Sunday before move-in day through the last day of contract, (appropriate substitutes can be appointed during mid-semester absences)
o Sign into the BSC email account

o New House Member Introductions

o Move in members and ensure that they have all of the furniture required by contract
o Report no shows
o Hold house-level New Member Orientation
o Coordinate and inform the Accountant of parking status
o Provide a list of room assignments to C.O. after room bids
o Collect emergency medical and contact information from each member

To release remaining half (20% of total), throughout the semester: o Habitability

o With the Maintenance Manager, ensure completion and submission of Room Condition Reports
o Order furniture if necessary
o Prompt and effective communication with Central Office
o Work with other major managers and the central-level to ensure the habitability and cleanliness of the co-op and compliance with inspection standards

o House Budgeting, Bills and Reimbursements

o Add yourself and update signers on the checking account
o Maintain records of the house decentralized and checking accounts
o Balance the house budget
o Pay all house bills
o Collect house bills and/or fines, if necessary
o Turn in house finance information to C.O., (e.g. receipts)
o Pick up reimbursement checks from Bookkeeping
o Deposit checks or arrange for their deposit

o External Relations Duties

o Maintain positive external relations with outside entities, such as neighbors or city officials
o File incident reports, including reporting any incidents of medical, police or other emergency interventions
o Post co-op newsletters/announcements and keep members informed of co-op resources, opportunities, and obligations

o Member Relations Duties

o Facilitate member relations and manager disputes
o Promote safe space by upholding and enforcing community agreements, standards, expectations in order to create a congenial comfortable, and cooperative living environment.
o File and Report complaints of discrimination, harassment, and sexual harassment.
o Work with the maintenance manager to maintain and improve house and apartment physical accessibility for members with disability.
o Act as an emergency contact person for any house member.

o Required Meetings

o Attend CERT Training and fulfill other disaster readiness responsibilities as outlined in section V.K. of the Policy Directory
o Attend required House Manager meetings monthly (2 hours)
o Meet with supervisors by the 7th and 12th week as required. See #5, above. Failure to attend a meeting will result in 5% of stipend withheld for each meeting.

o Emergency Service Duties

o Plan/coordinate emergency response plans in coordination with House President and other managers.
o Advertise safety tips throughout property and in common areas.
o Maintain and update emergency evacuation binders.
o Educate ADA residents on emergency response.
o Work with other coordinators to educate community members.
o Work with the House President to hold a house emergency response workshop.

o Semester Transitions

o Move out members, (and ensure they do so in a timely fashion)
o Ensure that members checking out leave their rooms in good condition and with the proper furniture and/or make plans for addressing problems before new members move in
o Turn in check-out slips for any members who leave the house owing money, within 10 days of departure and/or at the end of each semester
o Meet with the incoming House Manager to exchange email account, records, and relevant information.
o Attend the manager transition meeting the semester before leaving office.
o Maintain prompt and effective communication with Central Office.
o Follow and enforces BSC and house-level policies, including but not limited to: budget/financial policies, Harassment and Sexual Harassment Policy, Substance Abuse Policy, Alcohol Policy, Party Policy, Guest/Fish Policy, and any policies pertaining to safety and liability. Failure to do this will result in 5% of the stipend withheld. See # 14, above.

House President Guidelines

To receive workshift credit and avoid an 8 hour fine (at the workshift rate):

o Initial Duties

o Attend manager transition meeting the semester before taking office.
o Sign into the BSC email account.
o Attend required President Trainings, including Safety Training.
o Update all house-level manager information in the online records (the “Who’s Who” website)

o New House Member Introductions

o Work with the house manager to plan and carry out a house-level new member orientation.
o Make house bylaws available to every member.
o Educate members of each manager’s respective duties and responsibilities at the beginning of the semester.
o Make a copy of the BSC’s Owner Manual available to all new members, and ensure that they are familiar with its contents.
o Within first two weeks, hold community agreements meeting for all house members on the topic of house expectations and guidelines.
o Inform members about resources available in the Member Resources Department, Bookkeeping Department, and Housing Department.
o Inform members about emergency procedures fire safety, drills and earthquake preparedness.

To receive workshift credit and avoid 16 hour fine (at the workshift rate): o Councils and Minutes

o Facilitate all council meetings.
o Ensure minutes are taken and posted regularly.
o Maintain records of house meeting minutes.
o Set a house council schedule and inform all members about meetings.
o Set agenda at least 24 hours ahead of time.

o House Bylaws and Elections

o Maintain house by-laws and update them to comply with BSC policy.
o Provide a copy of the current house by-laws and/or constitution to the MRS.
o Submit house elections information in accordance with section III.A.10 of the Policy Directory. No later than one week before the end of the semester contract period.

o Workshops

o Work with relevant unit-level managers and outside resources to ensure that the following workshops are held, that all members attend, and that records are kept of those attending:
o Emergency Response (By the 4th week)
o Consent workshop (By the 10th week)
o Harm Reduction workshop (By the 10th week)
o Anti-discrimination workshop (By the 10th week)
o Disability accessibility and awareness (By the 10th week)
o Help organize any other house workshops.

o Member Relations

o Promote Safe Space by defining, discussing, upholding and enforcing community agreements, standards, expectations in order to create a congenial comfortable, and cooperative living environment.
o Provide advocacy for students with disabilities within the unit
o Facilitate member relations and manager disputes.
o Serve as a facilitation or conflict resolution resource to other units if requested.
o Field and report complaints of discrimination, harassment, and sexual harassment to MRS

o Management Team Relations

o Facilitate a manager meeting at least bi-weekly.
o Address member concerns about unit-level manager performance.
o Complete VOC’s. Process and publicize outcomes with membership and management.
o Must submit VOC results to Bookkeeping department by the end of the 15 semester during both the fall and spring semesters and by week 10 in the summer.
o Receive the reports that the central level liaison writes for each manager and make them available to the house.
o Respond to any requests for information about the central level oversight status of any manager.

o Required Meetings

o Attend required monthly House President meetings (2 hours) and others as necessary.
o Attend CERT Training and fulfill other disaster readiness responsibilities as outlined in section v.k. of the Policy Directory.
o Meet with MRS on week 7.
o Attend manager transition meeting at the end of the semester before leaving office.

o Follow and enforce BSC and house level policies, including but not limited to: budget/financial policies, Harassment and Sexual Harassment Policy, Substance Abuse Policy, Alcohol Policy, Party Policy, Guest/Fish Policy, and any policies pertaining to safety and liability.


Workshift Manager Guidelines

To release initial half (20% of total):

o Attend the manager transition meeting the semester before taking office.
o Report to required Workshift Manager Training.
o Send in updated copies of house Workshift Policy to C.O.
o Sign into the BSC email account.

To release remaining half (20% of total), throughout the semester:

o Work with other major managers and the central-level to ensure the habitability and cleanliness of the co-op and compliance with inspection standards
o Immediately report all potential workshift terminations to C.O.
o Report to CO whenever a workshifter owes 20 hours.
o Work with members with disabilities to address any necessary accommodations and/or workshift hour reductions
o Confirm CK workshift assignments.
o Communicate when workshifters can’t make a CK workshift.
o Inform CK workshifters about the CK workshift policy and guidelines.
o Report all workshift-related injuries to Central Office
o Provide documentation/evidence supporting reason behind any workshift fines being issued to members
o Regularly document up/down hours for house-level workshifts.
o If applicable, use the central-level workshift website to document workshifts
o Meet with the Operations Assistant by the 7th and 12th week as required. See #5, above. Failure to attend a meeting will result in 5% of stipend withheld for each meeting.
o Attend the manager transition meeting the semester before leaving office.
o Assist the management team with disaster readiness preparations and drill.
o Follow and enforces BSC and house-level policies, including but not limited to: budget/financial policies, Harassment and Sexual Harassment Policy, Substance Abuse Policy, Alcohol Policy, Party Policy, Guest/Fish Policy, and any policies pertaining to safety and liability. Failure to do this will result in 5% of the stipend withheld. See # 14, above.


Kitchen Manager Guidelines:

To release initial half (20% of total):
o Attend the manager transition meeting the semester before taking office.
o Attending required Kitchen Manager Trainings, including Food Certification Training
o Sign into the BSC email account
o Conduct an initial kitchen inspection and perform IKC to ensure the kitchen meets required sanitation standards before the contract period begins
o Conduct a kitchen inventory, (i.e. appliances, utensil, food, supplies, etc.)

To release remaining half (20% of total), throughout the semester:

o Fill out all food/supplies orders correctly and on time
o Maintain communication with Central Kitchen
o Work with other major managers and the central-level to ensure the habitability and cleanliness of the co-op and compliance with inspection standards
o Insure that their kitchen is in compliance with the California Restaurant Act or work actively with central level to rectify any citations
o Discuss food decision making practices at house meeting or invite the Assistant CFS Supervisor to discuss food decisions at a house meeting
o Resolving kitchen-related grievances in a timely fashion
o Attend required Kitchen Manager meetings
o Meet with supervisors by the 7th and 12th week as required. See #5, above. Failure to attend a meeting will result in 5% of stipend withheld for each meeting.
o Attend the manager transition meeting the semester before leaving office.
o Assist the management team with disaster readiness preparations and drill.
o Follow and enforces BSC and house-level policies, including but not limited to: budget/financial policies, Harassment and Sexual Harassment Policy, Substance Abuse Policy, Alcohol Policy, Party Policy, Guest/Fish Policy, and any policies pertaining to safety and liability. Failure to do this will result in 5% of the stipend withheld. See # 14, above.


Maintenance Manager Guidelines:

To release initial half (20% of total):

o Initial Duties

o Attend the manager transition meeting the semester before taking office.
o Attend required Maintenance Manager trainings, including Safety Training
o Sign into the BSC email account
o Conduct an initial walkthrough with CM to gain familiarity with the building, systems, and emergency shutoffs
o Conduct an inventory of house tools and supplies

To release remaining half (20% of total), throughout the semester:

o Work with other major managers and the central-level to ensure the habitability and cleanliness of the co-op and compliance with inspection standards
o Complete exit documents, noting past, current and future problems

o Central Level Relations

o Make reports to Central Maintenance as needed
o Maintain a good relationship with your Central Maintenance Crew person, and meet on a weekly basis
o Actively participate in the BAPs and HAPS process
o Attendance of the BAPs tour is required

o Maintenance Duties

o Ensure, with the House Manager, the completion and submission of Room Condition Reports
o Maintain written records of all maintenance work completed
o Fill out Preventative Maintenance forms and return them to Central Maintenance each month
o Purchase, pickup and keep stock of maintenance tools and supplies

oRequired Meetings

o Meet with the Maintenance Supervisor by the 7th and 12th week as required. See #5, above. Failure to attend a meeting will result in 5% of stipend withheld for each meeting.
o Attend required Maintenance Manager meetings
o Attend the manager transition meeting the semester before leaving office.

o Emergency Response and Habitability

o Work in collaboration with House Managers to maintain and improve house and apartment physical accessibility for members with disability.
o Inventory, organize, update, and order emergency supplies in collaboration with House Managers.

o Policy

o Follow and enforces BSC and house-level policies, including but not limited to: budget/financial policies, Harassment and Sexual Harassment Policy, Substance Abuse Policy, Alcohol Policy, Party Policy, Guest/Fish Policy, and any policies pertaining to safety and liability. Failure to do this will result in 5% of the stipend withheld. See # 14, above.
o Failure to do this will result in 5% of the stipend withheld. See # 14, above.

[board modified 12/1/11; revised 5/9/13, 11/29/12]

D. SUMMER GUIDELINES FOR REVIEWS VIA CENTRAL LEVEL OVERSIGHT

During the Summer all houses will be required to have the following house-level managers: President, House, Maintenance and Workshift Manager. Houses with food service or more than 30 members are also required to have a Kitchen Manager. This is a minimal requirement, (houses may have additional managers, if desired). Any combination managers (e.g. House/Workshift) must fulfill all the requirements for each position and meet with all relevant liaisons. All managers must be contracted for the entire Summer, (i.e. both contract periods).


House Manager Guidelines

To release initial half (20% of total):

o Initial Duties

o Attend the manager transition meeting the semester before taking office.
o Attend required House Manager trainings, including Safety Training
o Must be present at the co-op residence the Sunday before move-in day through the last day of contract, (appropriate substitutes can be appointed during mid-semester absences)
o Sign into the BSC email account
o Update all house-level manager information in the online records (the “Who’s Who” website)

o New House Member Introductions

o Move in members and ensure that they have all of the furniture required by contract
o Report no shows
o Hold house-level New Member Orientation
o Coordinate and inform the Accountant of parking status
o Provide a list of room assignments to C.O. after room bids
o Collect emergency medical and contact information from each member

To release remaining half (20% of total), throughout the semester: o Habitability

o Order furniture if necessary
o Work with other major managers and the central-level to ensure the habitability and cleanliness of the co-op and compliance with inspection standards

o House Budgeting, Bills and Reimbursements

o Sign on to checking account and update additional signers.
o Maintain records of the house decentralized and checking accounts
o Balance the house budget
o Pay all house bills
o Collect house bills and/or fines, if necessary
o Turn in house finance information to C.O., (e.g. receipts)
o Pick up reimbursement checks from Bookkeeping
o Deposit checks or arrange for their deposit

o External Relations Duties

o Maintain positive external relations with outside entities, such as neighbors or city officials
o File incident reports, including reporting any incidents of medical, police or other emergency interventions to the MRS
o Post co-op newsletters/announcements and keep members informed of co-op resources, opportunities, and obligations

o Member Relations Duties

o Facilitate member relations and manager disputes
o Promote safe space by upholding and enforcing community agreements, standards, expectations in order to create a congenial comfortable, and cooperative living environment.
o File and Report complaints of discrimination, harassment, and sexual harassment to the MRS
o Work with the maintenance manager to maintain and improve house and apartment physical accessibility for members with disability.
o Act as an emergency contact person for any house member.

o Required Meetings

o Attend required House Manager meetings
o Meet with MRS by the 3rd and 7th week as required. See #5, above. Failure to attend a meeting will result in 5% of stipend withheld for each meeting.

o Emergency Service Duties

o Plan/coordinate emergency response plans in coordination with House President and other managers.
o Advertise safety tips throughout property and in common areas.
o Maintain and update emergency evacuation binders.
o Educate ADA residents on emergency response.
o Work with other coordinators to educate community members.
o Work with the House President to hold a house emergency response workshop.

o Semester Transitions

o Move out members, (and ensure they do so in a timely fashion)
o Ensure that members checking out leave their rooms in good condition and with the proper furniture and/or make plans for addressing problems before new members move in
o Turn in check-out slips for any members who leave the house owing money, within 10 days of departure and/or at the end of each semester
o Meet with the incoming House Manager to exchange email account, records, and relevant information.

o Maintain prompt and effective communication with Central Office. o Follow and enforces BSC and house-level policies, including but not limited to: budget/financial policies, Harassment and Sexual Harassment Policy, Substance Abuse Policy, Alcohol Policy, Party Policy, Guest/Fish Policy, and any policies pertaining to safety and liability. Failure to do this will result in 5% of the stipend withheld. See # 14, above.

House President Guidelines

To receive workshift credit and avoid an 8 hour fine (at the workshift rate):

o Initial Duties

o Attend manager transition meeting the semester before taking office.
o Sign into the BSC email account.
o Attend required President Trainings, including Safety Training.

o New House Member Introductions

o Work with the house manager to plan and carry out a house-level new member orientation.
o Provide a copy of the house bylaws to every member.
o Educate new members of each manager’s respective duties and responsibilities at the beginning of each of the two summer sessions.
o Ensure that all new members get a copy of the BSC’s Owner Manual and are familiar with the contents.
o During week 2 and again during week 7, hold community agreements meeting for all house members on the topic of house expectations and guidelines.
o Inform members about resources available in the Member Resources Department, Bookkeeping Department, and Housing Department.
o Inform members about emergency procedures fire safety, drills and earthquake preparedness.

To receive workshift credit and avoid 16 hour fine (at the workshift rate):

o Councils and Minutes
o Facilitate all council meetings.
o Ensure minutes are taken and posted regularly.
o Maintain records of house meeting minutes.
o Set a house council schedule and inform all members about meetings.
o Set agenda at least 24 hours ahead of time.

o House Bylaws and Elections

o Maintain house by-laws and update them to comply with BSC policy.
o Provide a copy of the current house by-laws and/or constitution to the MRS.
o Submit house elections information in accordance with section III.A.10 of the Policy Directory.

o Workshops

o Work with the rest of the unit managers to educate members on the following topics through house orientation and workshops as needed:
o Emergency Response (By the 4th week)
o General Safe Space Discussion (By the 8th week)
o Help organize any other house workshops.

o Field and report complaints of discrimination, harassment, and sexual harassment to MRS. o Member Relations

o Promote Safe Space by defining, discussing, upholding and enforcing community agreements, standards, expectations in order to create a congenial comfortable, and cooperative living environment.
o Provide advocacy for students with disabilities within the unit
o Facilitate member relations and manager disputes.
o Serve as a facilitation or conflict resolution resource to other units if requested.

o Management Team Relations

o Facilitate a manager meeting at least bi-weekly.
o Address member concerns about unit-level manager performance.
o Complete VOC’s. Process and publicize outcomes with membership and management.
o Must submit VOC results to Bookkeeping department by week 10.
o Receive the reports that the central level liaison writes for each manager and make them available to the house.
o Respond to any requests for information about the central level oversight status of any manager.

o Required Meetings

o Attend required House President meetings and others as necessary.
o Meet with MRS by week 6.

o Follow and enforce BSC and house level policies, including but not limited to: budget/financial policies, Harassment and Sexual Harassment Policy, Substance Abuse Policy, Alcohol Policy, Party Policy, Guest/Fish Policy, and any policies pertaining to safety and liability.


Workshift Manager Guidelines

To release initial half (20% of total): o Attend the manager transition meeting the semester before taking office.

o Report to required Workshift Manager Training, including Safety Training
o Send in updated copies of house Workshift Policy to C.O.
o Sign into the BSC email account.
o Must attend Workshift City Safety Training

To release remaining half (20% of total), throughout the summer:

o Work with other major managers and the central-level to ensure the habitability and cleanliness of the co-op and compliance with inspection standards
o Immediately report all potential workshift terminations to C.O.
o Report to CO whenever a workshifter owes 20 hours.
o Work with members with disabilities to address any necessary accommodations and/or workshift hour reductions
o Confirm central-level workshift requirements and inform members of central-level workshift policies and guidelines
o Report all workshift-related injuries to Central Office
o Provide documentation/evidence supporting reason behind any workshift fines being issued to members.
o Regularly document up/down hours for house-level workshifts.
o If applicable, use the central-level workshift website to document workshifts.
o Meet with the Operations Assistant by week 6 as required. See #5, above. Failure to attend a meeting will result in 5% of stipend withheld for each meeting.
o Assist the management team with disaster readiness preparations and drill.
o Follow and enforce BSC and house-level policies, including but not limited to: budget/financial policies, Harassment and Sexual Harassment Policy, Substance Abuse Policy, Alcohol Policy, Party Policy, Guest/Fish Policy, and any policies pertaining to safety and liability. Failure to do this will result in 5% of the stipend withheld. See # 14, above.


Kitchen Manager Guidelines:

To release initial half (20% of total): o Attend the manager transition meeting the semester before taking office.

o Attending required Kitchen Manager Trainings, including Safety Training
o Sign into the BSC email account
o Conduct an initial kitchen inspection and perform IKC to ensure the kitchen meets required sanitation standards before the contract period begins
o Conduct a kitchen inventory, (i.e. appliances, utensil, food, supplies, etc.)

To release remaining half (20% of total), throughout the summer:

o Fill out all food and/or supplies orders correctly and on time
o Maintain communication with Central Kitchen
o Work with other major managers and the central-level to ensure the habitability and cleanliness of the co-op and compliance with inspection standards
o Insure that their kitchen is in compliance with the California Restaurant Act or work actively with Central Level to rectify any citations
o Resolving kitchen-related grievances in a timely fashion
o Attend required Kitchen Manager meetings
o Meet with the Assistant CFS Supervisor by the 3rd and 7th week as required. See #5, above. Failure to attend a meeting will result in 5% of stipend withheld for each meeting.
o Assist the management team with disaster readiness preparations and drill.
o Follow and enforces BSC and house-level policies, including but not limited to: budget/financial policies, Harassment and Sexual Harassment Policy, Substance Abuse Policy, Alcohol Policy, Party Policy, Guest/Fish Policy, and any policies pertaining to safety and liability. Failure to do this will result in 5% of the stipend withheld. See # 14, above.


'Maintenance Manager Guidelines:

To release initial half (20% of total):

o Initial Duties

o Attend the manager transition meeting the semester before taking office.
o Attend required Maintenance Manager trainings, including Safety Training
o Sign into the BSC email account
o Conduct an initial walkthrough with CM to gain familiarity with the building, systems, and emergency shutoffs
o Conduct an inventory of house tools and supplies

To release remaining half (20% of total), throughout the semester:

o Work with other major managers and the central-level to ensure the habitability and cleanliness of the co-op and compliance with inspection standards
o Complete exit documents, noting past, current and future problems

o Central Level Relations

o Make reports to Central Maintenance as needed
o Maintain a good relationship with your Central Maintenance Crew person, and meet on a weekly basis

o Maintenance Duties

o Maintain written records of all maintenance work completed
o Fill out Preventative Maintenance forms and return them to Central Maintenance each month
o Purchase, pickup and keep stock of maintenance tools and supplies

oRequired Meetings

o Meet with the Maintenance Supervisor by week 6 as required. See #5, above. Failure to attend a meeting will result in 5% of stipend withheld for each meeting.
o Attend required Maintenance Manager meetings

o Emergency Response and Habitability

o Work in collaboration with House Managers to maintain and improve house and apartment physical accessibility for members with disability.
o Inventory, organize, update, and order emergency supplies in collaboration with House Managers.
o Assist the management team with disaster readiness preparations and drill.

o Policy

o Follow and enforces BSC and house-level policies, including but not limited to: budget/financial policies, Harassment and Sexual Harassment Policy, Substance Abuse Policy, Alcohol Policy, Party Policy, Guest/Fish Policy, and any policies pertaining to safety and liability. Failure to do this will result in 5% of the stipend withheld. See # 14, above.
o Failure to do this will result in 5% of the stipend withheld. See # 14, above.

III.A.4. HOUSE LEVEL VOC POLICY

1. Houses will have at least two rounds of Votes of Confidences (VOCs). The cumulative VOC results must be submitted to the Bookkeeping Department

a. By the end of week 15 of the contract period for the Fall and Spring contract periods.
b. By the end of week 10 of the contract period for the Summer contract period.

2. The House President will administer VOCs for all unit level managers. House council may appoint a separate unit member to conduct the VOCs for the House President.

3. The total amount of stipend a house can release to a manager must be an integer multiple of 5% of the major's total stipend. That is, a house can release 0%, 5%, 10% etc up to 60% of a manager's total stipend.

4. In the case of House Presidents, the house may withhold workshift credit or levy a workshift fine in place of or in addition to withholding compensation.

5. Each house may specify the method and matter of voting in the VOC process (e.g. whether voting is online or on paper, whether voting is anonymous, whether voting is required, how much of a manager's stipend can be released in a given VOC round, etc).

6. It is recommended (though not required) that a house use the median of member votes in order to determine the amount of stipend that is released. This method will prevent a situation for instance where 0% is released if five members choose to release 0%, four members choose 55%, and four members choose 60%. It is also recommended (though not required) that not all of the stipend controlled by the house be released by only the last VOC (i.e. the first VOC has no effect on manager compensation, and the last VOC controls all 60%).

7. The House President is responsible for submitting the VOC results to the Bookkeeping Department. Failure to submit the VOC results by the specified date will result in a fine equivalent to two-hours at the work-shift rate. In extenuating circumstances, this fine may be appealed to the Bookkeeping Supervisor.

8. Managers may appeal the results to the Personnel Appeals Committee if they perceive that their stipend was withheld on the following grounds: retaliation for enforcing policy, retaliation for reporting a policy violation to the central level, or discrimination against a manager in violation of BSC policy prohibiting discrimination against people in certain legally protected classes. The Manager must submit an appeal to the BSC President at most 10 working days after the results of the VOC were communicated.

[Updated 04/25/13, 04/12/12]

III.A.5 CENTRAL LEVEL WORKSHIFT POLICY

I. General Provisions
a. Every room and board house member must do five (5) hours a week in workshifts.
b. The workshift rate of all co-op members will be set at the workshift rate set by Central Level each fiscal year. The houses may not lower this rate.
c. Each house must have a workshift policy in writing.
d. It will take an absolute majority of the house population to overturn any house level workshift policy.
II. Workshift Fines
e. Workshift fines assessed by each house shall be submitted to the Bookkeeping Department for collection. All such fines shall be placed in the unit’s Habitability Account and may only be used to address habitability issues and/or improve the general condition of the unit, in accordance with the guidelines established for Habitability Accounts.
f. To overturn workshift fines, the member must win an absolute majority of the house population. If the house denies the appeal, the member may then appeal to AdCom. However, the member must keep in mind that any workshift appeals to AdCom will require a preponderance of evidence from the member (as determined by the AdCom Screening Committee) in order to get a hearing. Disputes without evidence will be dismissed without a hearing.
g. Workshift managers may not fine members at room & board houses at a rate of more than 2x the number of hours missed
III. Workshift Termination
h. Workshift managers shall require any member who is down 10 hours to attend a house council or manager meeting to discuss the issue and develop an action plan for making up hours in order to avoid termination proceedings.
i. Termination proceedings shall be initiated for any member who is down 15 or more workshift hours.
j. Workshift Managers shall be responsible for reporting this information to the central level. The Operations Assistant will also be responsible for checking house workshift records each week to identify members that have exceeded the BSC down hour limit.
k. When a member is identified as exceeding the BSC down hour limit, the following shall occur:
i. The Operations Assistant shall issue a 15-day notice of potential termination.
ii. The member will be issued a standardized conditional contract requiring that they get to 10 down hours or less within one week and prohibiting the member from falling behind 15 or more hours for the remainder of their BSC tenure.
iii. Failure to comply with the terms of the conditional contract shall result in administrative termination of BSC membership.
l. The above process does not apply for boarders. The down hour limit for boarders is 10 hours; upon reaching this limit the boarding contract will be cancelled.
IV. Withholding of Seniority Point
a. Any member who falls 15 or more hours down shall not receive their seniority point for that term.

[Board approved 5/8/2014.]

III.A.6. WORKSHIFTERS AND DISABILITIES

a. A decrease in the number of required workshift hours per week can be granted to individual members with disabilities.
b. The member shall provide documentation of his or her disability from UC Berkeley’s Disabled Students’ Program, a medical professional, or from a disability specialist.
c. The number of hours given will be based upon the nature of the member's disabilities.
d. Workshift managers will give priority to disabled students, making it possible for disabled members to fulfill their workshift at the house level.
e. If the workshift manager and the member cannot agree on a solution, then the member will meet with the workshift manger, the Member Resources Supervisor and the Disability Access Coordinator. This group will decide by consensus on the course of action to be taken in each individual circumstance.
f. If the group cannot reach a decision by consensus, the member will perform a minimum of 3 hours of workshift in Central Office.

III.A.7. REPORTING NO-SHOWS

a. House managers must inform C.O. of a no-show within one week of the start of the person’s contract or within 3 days of notification of the person’s assignment, whichever is longer.
b. If a house manager does not report no-shows by the no-show date the house is responsible for any late fees incurred. A letter will be sent to the houses with all of the dates for reporting no shows.

III.A.8. GENERAL

a. Council action is required for the ordering of furniture and two signatures are required on the order.
b. Stickers shall be placed near all fire alarms in BSC houses announcing fines and criminal penalty for causing false fire alarms.
c. All houses will have only two keys to their fire alarm control panel; if houses have more than two keys, the alarm will be re-keyed and the house issued two keys.

III.A.9. EXTERNAL ENTITIES

The BSC thrives through community partnerships, and we benefit from collaborating with other organizations hosting events and other activities. In addition, as part of a student community, we seek to share our space with member-affiliated organizations. Members are encouraged to host community events in Unit common spaces as permitted under this policy.


a. Use of Unit Common Space by Third Parties for Educational Activities and Campus Organization Meetings

i. With approval by majority vote of their House Councils, BSC Units may authorize third parties to use specific areas of their common space for educational activities, as defined below, and campus organization meetings, as defined below, under the following conditions:
A. The educational activity or campus organization meeting is determined by the House Council to be consistent with the interests and needs of Unit residents.
B. The attendance by people who are not residents of the Unit shall not exceed the greater of 20 people or 50% of the occupancy of the Unit (or fewer at the discretion of the Unit’s House Council).
C. The House Council retains the right to terminate further use by the third party for any reason whatsoever.
D. “Educational activity” refers to a workshop, speaker presentation, a documentary or other movie screenings, roundtable discussions, forums, a demonstration of skills relevant to University students, and other educational programs.
E. “Campus organization” is limited to a group whose membership is composed of people who are pursuing higher education on a full-time basis and whose mission is to serve the needs and promote the interests of such students.


b. Other Uses of Unit Common Space by Third Parties

i. Any use of Unit common spaces by third parties not permitted under Section III.A.9.b is prohibited except with the prior written approval of the Unit’s House Council and the BSC’s External Affairs Committee. During the Summer, the BSC Cabinet will consider any such requests which would otherwise have been submitted to the External Affairs Committee.
ii. Applications of third parties to use Unit common space for purposes not permitted under Section III.A.9.b will be considered by EACom (or Cabinet in the Summer) upon submission of a copy of the vote of the House Council of the Unit authorizing that the application be submitted, a completed application form pursuant to Section III.A.9.a.iv, and a BSC Party Notification Form which discloses the third party use and names the Unit Managers who are assuming responsibility for the third party’s compliance with all BSC policies, including but not limited to the BSC Party Policy set forth in Section VII.I, for compliance with City of Berkeley laws and regulations, and for the safety of the event. Prior to any such proposed use, the third party must submit to the BSC Executive Director a Certificate of Insurance satisfactory to the Executive Director in her sole discretion, naming the BSC as an additional insured for liability insurance in an amount not less than $1 million.
iii. The proposed use must comply with all of the terms and conditions of the BSC Party Policy, except with respect to advertising permitted under Section III.a.9.c.v.
iv. Third parties are allowed to advertise the event by means of a restricted email list consisting solely of their members and by means of flyers distributed solely to BSC Units. Any other form of advertising not permitted under the Party Policy must be approved in advance by EACom (or Cabinet in the Summer). .
v. Any Unit applying for permission to allow a third party to use their common space under this policy will be responsible for any breach of BSC policy by the third party granted permission to use the Unit’s common space.


c. General Provisions. Any use of Unit common space by third parties must comply with the following provisions:

i. No Unit may charge a fee or benefit financially from the use of the Unit’s common spaces by third parties.
ii. As a condition of the use of its common space, a Unit may require a third party to make a deposit of funds to the BSC in order to cover any damages to property or housecleaning costs that the Unit may incur as a result of the third party’s use.
iii. No Unit may permit a third party to use its kitchen without the prior written approval of the Unit’s House Council, the Unit’s Kitchen Manager, the City of Berkeley Environmental Health Department, and the Central Warehouse Supervisor, and only upon providing a certificate of liability insurance naming the BSC as an additional insured in an amount not less than $1 million.
iv. Using a BSC application form created for this purpose, third parties must agree in writing prior to any use of Unit common space to comply with City of Berkeley or UC noise and social event ordinances and regulations, as appropriate for the specific unit, to comply with BSC policies, and to indemnify and hold the BSC harmless from any injury that results from the third party’s use of the space.


[Approved by Board on 11/4/2010]

III.A.10. UNIT ELECTIONS

A. Every unit must complete elections for their House-Level Officers (President, House Manager, Kitchen Manager, Maintenance Manager, and Workshift Manager) by the end of Week 13 of both the Fall and Spring contract periods.
B. Unit Presidents should make every effort to ensure that positions are filled in a timely manner, including but not limited to: encouraging individuals in their unit to run, encouraging central-level boarders to run, and consulting their membership lists and inviting members who will moving into their unit in the next contract period to run.
C. No later than one week before the end of the semester contract period 72 hours after the close of elections, House Managers must submit to the Bookkeeping Supervisor the contact information of all persons elected for house-level positions for the following semester.
D. If a unit fails to fill any House-Level Officer position(s) by the end of the contract period, it will be the responsibility of the unit President to ensure that the duties of the unelected officer(s) are carried out on a temporary basis, until the position is filled.
i. If the unit has not elected a President, then it will be the responsibility of the House Manager.
ii. If the unit has not elected either a President or a House Manager, it will be the responsibility of the elected managers to ensure that the duties of the unelected officers are carried out.
E. Units must send representation to all manager trainings, or the unit will be fined at the

standard rate for missed training.

i. If a position is filled, the officer must attend the appropriate training.
ii. If a position is not filled at the time of training, the unit must send a proxy.
iii. If a position that was not filled at the time of training is then filled by someone who did not attend the initial training, that officer is required to attend a make-up training.

[Board Approved 12/1/11]