Safety In case of Fire or Fire Drill, please do the following: Leave your office immediately Close your office door behind you Exit by stairway ONLY
Remember In case of a fire: R – Rescue A – Alarm C – Contain E – Extinguish
P – Pull the pin A – Aim at the base of the fire S – Squeeze the trigger S – Sweep from side to side
There are fire extinguishers on each floor
4th floor extinguisher located in the small family room.
5th floor extinguisher located in the small server closet by coffee kitchen
Never use the elevator during a fire – ALWAYS use the stairs. Be aware of your surroundings as you are exiting the building. Help your neighbor exit the building with you. Brandon King will check the halls to ensure that everyone is out of the building and all doors are closed.
Room Reservations The conference rooms are available to reserve for meetings. You can reserve a room in the Room Reservation section of Microsoft Outlook. Please indicate the time and day that you will be reserving the room.
Most rooms are well equipped with audio/visual but if there is a particular piece that you require please contact Alex Acsenvil (Ext. 1749).
In addition to the rooms available on the 4th and 5th, there are also meeting rooms available for use on the main campus. These rooms are located in the Administrative Center and University Center. Be sure to let them know when you reserve the room if you will need any audio/visual equipment.
Administration Center Contact: Laura Rupp (Ext. 6004). * The Administration Center allows outside caterers and food to be used in the meeting rooms. Contact: Sarah Ralph (Ext. 1611). * The University Center does not allow outside caterers. You must use Sodexho, the University caterer. You may view their website at:http://www.umkc.edu/foodservice/
Mailroom and Mailing Procedures The mailroom is located in the copy room on the 5th floor and contains a mail slot for each employee. Mail comes Monday through Friday, except during the Christmas holiday.
Mail supplies are located in the mailroom. If a large amount of mail supplies are needed at one time, please fill out an Expense Request Form and seeLeisha Manning (Ext. 5353) to order the appropriate supplies.
A green mailbag is located in the mailroom. All outgoing mail, except FedEx items, should be placed in the mailbag to go through the University mail system. A personal letter can be included in the mailbag, but please attach the correct amount of postage to the letter.
On all outgoing mail, the appropriate mocode needs to be placed on the upper right hand corner of the envelope (in place of the stamp) and put in the green bag. If you have a large mailing, you may box up the envelopes/packages to be mailed and place the mocode, contact name and contact telephone number on the outside of the box. If there are more than 200 pieces, you will need to make sure they are sorted by zip code before boxing. The box should then be taken to Mail/Addressing Services at 4825 Troost.
For mail sent within the University please use the interoffice envelopes. Make sure you put the correct name and office on the envelope and put it in the green bag. Interoffice correspondence can also be used for communication between campuses (UMC, UMR, UMSL). Items are delivered to and from the campuses on a daily basis.
The Institute uses FedEx as its primary shipping provider. FedEx supplies are located in the mailroom and are available for anyone to use. There are also preprinted labels with the Institute’s customer number and mailing address located in the mailroom drawer. Each person/department is responsible for their FedEx packages. When the package has been prepared, you will need to contact FedEx directly (1-800-463-3339) and give them our customer number (located in the upper right of the FedEx label). If you call early enough in the day, FedEx should be able to pick up your packages that same day. You will need to place the packages that need to be picked up by the reception desk on the 5th floor.
When filling out the label, please make sure the label is filled out as completely as possible. You will need to indicate the MoCode that needs to be charged in the Internal Billing section of the label. The top copy of the label needs to be given to Leisha Manning.
If you notice the FedEx supplies running low. Please notify Leisha Manning and she will call FedEx and order additional supplies
File Retention and Storage The Institute has offsite storage located at 1520 Locust for archived files, miscellaneous equipment and supplies, and extra furniture. Financial and grant-related files should be kept 5-7 years. There is also room to store literature and books for a period of time. If there are additional storage needs, there are alternative options in addition to the basement that can be discussed. The storage of files, equipment, supplies, and furniture in the basement is managed by Brandon King (Ext.1694).
Retention and Storage Process: Obtain a storage box(es) from Brandon King/Leisha Manning. If you will need a large quantity, please notify Leisha Manning in advance so an appropriate amount can be ordered. Completely fill the box and label the appropriate side with a general overview of the contents, date of the contents and a destroy date.
Retrieval of Files or Items: There is a listing in the General Shared Folder on the F Drive with all the archived file information. The name of the file is Archived Files and is a read-only file. Please review that file to identify which box number contains the information you need. If changes to the Archived File need to be made, please see Brandon King.
It you need certain items like furniture, excess supplies or equipment that is located off site, please see Brandon King and he will make the appropriate arrangements to have the items moved.
There are two primary copiers located within the Institute. There is one copier on the 4th floor and one on the 5th. Both copiers have many features including collating, stapling, three-hole punching, booklet binding, memory, etc. There is also a black and white machine located on the 4th floor for smaller jobs.
The cost of the copying/printing is to be attributed to the specific grants it corresponds with, so please become familiar with the account codes you will be using frequently. There are account reference pages, which include the MoCode, located by each copier if you to need to reference a certain number.
From time to time you may need to make copies for personal use. Please see the instructions below on which ID number you will need to use to make personal copies, as you will be personally charged for the copies you make.
All copiers have a touch keypad, which operates the copiers. An ID and password is required to operate the copiers. To initiate the copy machine you will need to use the following steps:
Press the ID button
Insert the appropriate ID and password (the password is always 1770)
*a. Copies for a specific account – the ID is the appropriate MoCode
*b. Copies for general IHD use (to be charged to CORE) – the ID is 2 + your phone extension
*c. Copies for personal use – the ID is 9 + your phone extension (you will be charged for these copies)
Press the ID button again
You may also print to the copiers from your computer. Print the document as you would on a personal printer, but select the appropriate copier for your print job. If you need to activate or select any of the special copying features, please do so through the Properties button on the print menu. After sending the print job to the copier, you will be asked to insert the appropriate ID and password from your computer.
You are encouraged to use the black and white copiers for the majority of your copying and printing needs, including large print jobs.
Black and White: $.05
Black and white pages should not normally be printed on the color copier. However, at times these pages are included in a colored project you are printing.
All employees should help to maintain proper use of our equipment. If there are ink or toner cartridges that need to be replaced, please do not attempt to fix it yourself, unless you have had experience with copiers in the past. If you need assistance, please contact Alex Acsenvil. (Ext. 1749) Also, if you notice copier/printer supplies are becoming low, please notify Leisha Manning (Ext. 5353) so they can be reordered.
Please be considerate of other employees who have to use the equipment. If you will need to print a large job, please try to do so earlier in the morning or later in the afternoon as these times are usually the least busy. If you can, plan ahead for large print jobs that may be easier to send to local print companies.
Please help keep the copiers and copy rooms neat and organized for everyone. If you have a print job, be sure to pick it up in a timely manner. There is a pick up tray located on the wall by the copiers if any items are left on the machines. Please use the Recycle bins that are located in each of the copy rooms. The Recycle bins are for white paper, not colored paper.
If you have trash…throw it away.
If you get something out…put it back where you found it.
If you smudge it…clean it.
If you remove staples from documents…throw them away in the trashcan.
If the shredder is full…dump it.
The fax machine is located in the reception area.
*Faxes within the University: Dial the last four digits of the number
*Local Faxes: 9 + the number
*Long Distance Faxes: 9 + 1 + the area code + the number
*Faxes to the 913 area code in Kansas: 9 + 913 + the number
*Print a Confirmation Page: Program, *
Long-distance faxes must be written in the logbook located next to the fax machine. Be sure to include the appropriate account number or note if it is personal. After a period of time, you will be asked to reimburse the Institute for these personal faxes.
If you feel the need to filter through faxes, please be considerate and do not disturb others’ faxes.
Most employees are provided with an individual phone, phone number, and voice mail for office use. If you are a new employee, please check with Leisha Manning (ext. 5353) to verify the phone number you will be using.
*Calls within the University: Dial the last four digits of the number
*Local Calls: 9 + the number
*Long Distance Calls: 9 + 1 + the area code + the number
*Calls to the 913 area code in Kansas: 9 + 913 + the number
Each month, you will receive a bill of long-distance calls made on your extension. Please review the bill and note the account number where each call is to be billed. It is your responsibility to keep track of each long-distance call you make. It may be helpful to create a log for your phone if you are working off of several different accounts.
You may make personal long-distance calls from your phone. However, you will also need to keep track of these calls and note them as “personal” on your bill. After a period of time, you will be asked to reimburse the Institute for these personal calls.
The bill should be returned to Paula Shepherd (Ext. 1770).
Voice mail is provided with your phone. If you are a new employee, please contact Leisha Manning (Ext. 5353) to obtain an information packet on how to access voice mail, or if you are having problems activating your voice mail account.
*Various equipment is available for your use. These items include:
These items should be reserved in the Resource Reservation section of the IHD Intranet. If you will be reserving the equipment for only part of the day, please indicate that when making the reservation.
Computers Computers are a vital part of the Institute. You will be given access to the X Drive, which is shared by everyone in the Institute. There are two portions of the X Drive you need to be familiar with:
IHD General Shared – This houses documents that can be shared between everyone in the Institute. It contains forms, logos, pictures, project documents, grant information, etc. that are usually broken up into various project folders.
Users Folder – This folder contains folders for each individual employee in the Institute. Other employees cannot access your folder contents unless given permission to do so. This is an excellent place to save all your documents, pictures, etc. as it is backed up every night. If your computer were to crash, the information saved on the F Drive can be retrieved, and although it may not have saved the changes you just made, it will provide you with the document as it was saved the night before.
If you have any computer-related questions, please contact Alex Acsenvil. (Ext.1749)
Change of Personal and/or Office Information The University keeps a record of your personal and office information. This information needs to be kept current, as the information is used in the directory and for periodic mailings to your home and office. To make a change to any of your personal or office information, please access the MYHR site below.