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

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''Social Manager Guidelines''
 
''Social Manager Guidelines''
:o Must be elected by the unit no later than the end of the semester preceding the term of serviceMust be allocated at least 2 hours of workshift per week
 
 
:o Must sign into BSC e-mail account by the end of the second week of the BSC contract
 
: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 training as outlined in III.A.2.

Revision as of 13:25, 28 July 2011

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

1. DEFINITIONS

House Level Officers include all House, Kitchen, Maintenance and Workshift Managers, along with House Presidents. House Level Officers who have only had summer training will be treated as “new” or “first time managers” with regards to any training policy requirements. “Continuing managers” must have held and been trained in the same position in the prior, nonsummer term, otherwise, they will be considered “new” managers. (March 15, 2007, BOD)

2. HOUSE OFFICER TRAINING REQUIREMENTS

a. Four days of training. Sessions will be from 9am-1pm and from 2-6pm.
b. Training will be the Saturday – Wednesday before move-in day in Fall and Spring Semesters.
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 New KMs
e. Session #2 All KMs
f. Session #3 All HMs
g. Session #4 All HMs & WMs
h. Session #5 New Managers & Presidents
i. Session #6 All Managers & Presidents
j. Session #7 All Presidents
k. Session #8 All MMs
l. Session #9 All MMs
m. Session #10 All KMs & WMs (Mandatory City Safety Training)
n. Supervisors may excuse absences due to unavoidable circumstances such as illness or death in family.
o. No returning house-level manager or officer is required to attend any training session more than twice, with the exception of the mandatory City Safety Training.

3. TRAINING SESSIONS

a. Session #1 NEW KMs: Job Description/Expectations, Oversight Policy/Evaluations/Stipends, CK Staff Structure and Functions, CK Workshift Structure, Food Politics, Budgets, Ordering, Inventory, Availability and Cooking/Nutrition/Cook Supervision.
b. Session #2 ALL KMs: Email, KM Pairs, Week 0 Ordering, Website Overview, Decentralization Reports, Recycling & Sustainability, Q&A, Monthly Meeting Schedule, and Feedback/Training Evaluations.
c. Session #3 ALL HMs: Safety Training, House Lists/ Move-Ins, Furniture Ordering, Duties, Pest Control, and Neighbor/Media Relations.
d. Session #4 All HMs & WMs: Maintenance & Habitability, Sustainability & Recycling, Member Problems & Terminations, Advice from veteran managers, Oversight Policy/Evaluations/Stipends, Duties/Accountability, Central Level Workshift Pool, How To, Workshift Website, and Accommodating Disabilities.
e. Session #5 New Managers & Presidents: Email/Website, Sexual Harassment, Safe Space, BSC Policies, Emergency Preparedness, and Fire Safety.
f. Session #6 All Managers & Presidents: Budgets, Reimbursements, Team Communication, Conflict Resolution, Member Wellness, and Party Safety & Harm Reduction.
g. Session #7 All Presidents: Elections, Website, VOCs, and Meeting Facilitation.
h. Session #8 All MMs: Plumbing, Electrical, Locks & Keys, Doors & Windows, and Safety Training.
i. Session #9 All MMs: Job Description/Expectations, Oversight Policy/Evaluations/Stipends, General Inspection Procedures, CM Contact Information, 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.
j. Session #10 Mandatory City Safety Training (All KMs & WMs): Content determined by the City. [1] Updated 5/6/10

4. SUMMER HOUSE OFFICER TRAINING REQUIREMENTS

Definitions

House Officers include all House, Kitchen, Maintenance and Workshift Managers, along with House Presidents. House Officers who have only had summer training previous to summer 2011 will be treated as “new” or “first time managers” with regards to any training policy requirements.

“Continuing managers” must have held and been trained in the same position in the prior Spring. Otherwise, they will be considered “new” managers.

Combination managers (e.g. House/Workshift, House/Maintenance, etc.) must attend all relevant training sessions.

SUMMER HOUSE OFFICER TRAINING REQUIREMENTS

1. Four days of training. Seven sessions.
2. Training will be the Monday – Thursday before move-in day in Summer Session
3. 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.
4. Session #1 Monday 9am-1pm All KMs of Room and Board Houses
5. Session #2 Monday 2pm-6pm New House Managers
6. Session #3 Tuesday 9am-1pm All Compensated Officers that have not previously attended the “Organizational Policy/Obligations Training
7. Session #4 Tuesday 2pm-6pm All Compensated Officers that have not previously attended the Organizational Policy/Obligations Training
8. Session #5 Wednesday 9am-3pm All New Maintenance Managers
9. Session #6 Wednesday 3pm-6pm New Workshift Managers
10. Session #7 Thursday 10am-2pm All Workshift & Kitchen Managers -Mandatory City Safety Training. Every house must send at least one representative.
11. Supervisors may excuse absences due to unavoidable circumstances such as documented illness or death in family.
12. No returning house-level manager or officer is required to attend any Summer training session more than twice, with the exception of the mandatory City Safety Training.

TRAINING SESSIONS

1. Session #1 ALL KMs of Room & Board Houses: Job Description/Expectations, Oversight Policy/Evaluations/Stipends, CK Staff Structure and Functions, CK Workshift Structure, Food Politics, Budgets, Ordering, Inventory, Availability and Cooking/Nutrition/Cook Supervision.
2. Session #2 New HMs: Duties/Accountability, Safety Training, House Lists/Move-Ins, Furniture Ordering, Pest Control, and Neighbor/Media Relations, Maintenance & Habitability, Mental Health, Health, Member Problems & Terminations, and Accommodating Disabilities.
3. Session #3 ALL New Officers: Email/Website, Policies, Legal Obligations, Substance Abuse, Party Safety, and Fire Safety.
4. Session #4 All New Officers: Finances/Budgeting, Reimbursements, Emergency Prep/Safety, Worker’s Compensation, Sexual Harassment Prevention, Anti-Discrimination, Conflict Resolution, and Buying Clubs.
5. Session #5 New Maintenance Managers: Job Description/Expectations, Oversight Policy/Evaluations/Stipends, General Inspection Procedures, CM Contact Information, Key Cutting Policy, Tool Loan Policy, Telephone Wiring Policy, BSC Vehicles & House Drivers, Fire Alarms & Sprinklers, Emergency Shut-Off Locations, Habitability Code, and Preventative Maintenance Program.
6. Session #6 New Workshift Managers: Job duties, Expectations, Website, Accommodating Workshifters with Disabilities, and Member Terminations.
7. Session #7 Mandatory City Safety Training (All KMs & WMs): Content determined by the City.

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, emergency response, effectively interacting with law enforcement, harm (reduction, sexual harassment prevention, and substance abuse prevention. (Venue Policy, they will not be allowed to hold party or event)*
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.

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:
1. House Manager - Member Resources Supervisor
2. Workshift Manager – Operations Manager
3. Kitchen Manager - Warehouse Supervisor
4. 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.
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. 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.
6. 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.
7. 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.
8. The amount of stipend lost, if any, will be in proportion to the severity of the manager's behavior.
9. 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.
10. Each house will be informed, through the House President (if one exists) of the central-level status of their managers before elections for the following semester. Any member may ask for a verbal or written report of their manager’s performance from the central-level.
11. It will be the responsibility of the House President to inform their house of each manager’s respective duties and responsibilities at the beginning of the semester. This practice will increase membership awareness and managerial accountability.
12. The President will also be responsible for updating the house on the progress of the managers after their meetings with the central-level staff or before the houses’ VOCs. The President will receive the report card that the centrallevel liaison writes for each manager. This will provide very basic information on how the manager is doing with respect to their central-level responsibilities. The President should also compile information from within the house,(i.e. being personally familiar with the bigger and more important duties of the managers, soliciting feedback from members of the house, and looking into the houses financial standings).
13. A list of managers and their status shall be submitted to Board at the end of the semester and posted in the houses.
14. 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.
15. 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.
16. 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.
17. 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 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 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 Provide a copy of the current house by-laws and/or constitution to C.O.
o Collect emergency medical and contact information from each member
o Sign into the BSC email account
o Update all house-level information on the Who’s Who

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

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 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 Act as contact person for any house member
o Maintain positive external relations with outside entities, such as neighbors or city officials
o Facilitate member relations and manager disputes
o File incident reports, including reporting any incidents of police or other emergency interventions and/or Sexual Harassment/Assault/Discrimination complaints
o Post co-op newsletters/announcements and keep members informed of co-op resources, opportunities, and obligations
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
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 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 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 Submit house elections information in accordance with section III.A.10 of the Policy Directory


Workshift Manager Guidelines

To release initial half (20% of total):

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 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 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 CERT Training and fulfill other disaster readiness responsibilities as outlined in section V.K. of the Policy Directory.
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 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 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 centrallevel to rectify any citations
o Discuss food politics at house meeting or invite FSC to discuss food politics 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 CERT Training and fulfill other disaster readiness responsibilities as outlined in section V.K. of the Policy Directory
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 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 Make reports to Central Maintenance as needed
o Ensure, with the House Manager, the completion and submission of Room Condition Reports
o Maintain a good relationship with your Central Maintenance Crew person, and meet on a weekly basis
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
o Actively participate in the BAPs and HAPS process
o Attendance of the BAPs tour is required
o Complete exit documents, noting past, current and future problems
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 CERT Training and fulfill other disaster readiness responsibilities as outlined in section V.K. of the

Policy Directory

o Attend required Maintenance Manager meetings
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.

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 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-summer absences)
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 Provide a copy of the current house by-laws and/or constitution to C.O.
o Collect emergency medical and contact information from each member
o Sign into the BSC email account
o Update all house-level information on the Who’s Who

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

o Report no shows for the second contract period
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 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 Act as contact person for any house member
o Maintain positive external relations with outside entities, such as neighbors or city officials
o Facilitate member relations and manager disputes
o File incident reports, including reporting any incidents of police or other emergency interventions and/or Sexual Harassment/Assault/Discrimination complaints
o Post co-op newsletters/announcements and keep members informed of co-op resources, opportunities, and obligations.
o Work with the Emergency Services Coordinator to ensure the house is educated and prepared for disasters and emergencies
o Attend required House Manager meetings
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 the summer
o Meet with the incoming House Manager to exchange email account, records, and relevant information.
o Meet with supervisors 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 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 Submit house elections information in accordance with section III.A.10 of the Policy Directory


Workshift Manager Guidelines

To release initial half (20% of total):

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 supervisors by week 6 as required. See #5, above. Failure to attend a meeting will result in 5% of stipend withheld for each meeting.
o Work with the Emergency Services Coordinator to ensure the house is educated and prepared for disasters and emergencies
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 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 supervisors 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 Work with the Emergency Services Coordinator to ensure the house is educated and prepared for disasters and emergencies
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 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 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 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 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
o Actively participate in the HAPS process
o Regularly check in with CM and communicate with the house regarding any BAPs projects
o Complete exit documents noting past, current and future problems
o Meet with 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 Work with the Emergency Services Coordinator to ensure the house is educated and prepared for disasters and emergencies
o Attend required Maintenance Manager meetings
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.

III.A.4. HOUSE LEVEL VOC POLICY

1. Houses will have at least two rounds of Votes of Confidences (VOCs). The results of the second round of VOCs The cumulative VOC results must be submitted to the Bookkeeping Department by the end of week 15 of the contract period.

2. 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.

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. 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).

5. 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 35%, and four members choose 40%. 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 40%).

6. 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.

III.A.5. BSC WORKSHIFT POLICY

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.
e. 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 shall begin termination proceedings against any member who owes 20 hours of workshifts.
h. Houses shall have the option of denying a member his/her point for that semester if s/he has fallen behind 25% of his/her workshift obligation. (Houses must notify C.O. of such action). Houses shall still have the option of additionally fining members. Apartments are not to be included in this policy.
i. Workshift managers may not fine members at room & board houses at a rate of more than 2x the number of

hours missed

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

a. All outside entities engaging in activities on BSC property must follow all city regulations and be licensed, insured, and approved by the Board of Directors.

III.A.10. MANAGER INFORMATION REPORTING

a. every unit must hold elections within a time to allow house manager to submit contact info to CO no later than one week before the end of the semester
b. No later than one week before the end of the semester contract period, House Managers must submit to the Bookkeeping Supervisor the contact information of all persons elected for house-level positions for the following semester.
f. Workshift fines collected by each house may only be used by that house to pay other co-opers to perform workshifts.