Rules and Procedures
for the Student Lab Assistsnt

Student Assistant Hiring Procedure

1. All student assistants (SA) must be cleared through the Employment Center.
2. All student assistants must be carrying at least six units of credit to be work-qualified at Los Medanos College (part of which can be Co-op Ed).
3. No student assistant can work on campus more than 20 hours per week.
4. If a student assistant thinks he/she is qualified for Work-Study, he/she should talk with the Financial Aid Office and fill out the appropriate forms.
5. If the student is on Work-Study, there are funds allotted to that student through grants given. Someone will let the supervisor know the amount of the funds available to the Work-Study student for the academic year and a suggested hours-per-week schedule. The information will be sent to the work supervisor.

Guidelines for Student Assistants

1. When a student assistant is hired, the student's class schedule and other campus work schedules should be given to the supervisor. A schedule of availability must also be included. Important information like Name, E-mail address and Phone # should be included.
2. Punctuality is very important. Student assistants are expected to arrive on time. If a student assistant is going to be late or cannot be at work, he/she must let the supervisor know as soon as possible.
3. When a student assistant cannot work, it is the student assistant's responsibility, if at all possible, to find a substitute and notify the supervisor. If the student assistant cannot find a "sub", please contact the supervisor as soon as possible.
4. Timecards should be filled out with black or blue ink for photocopying purposes and signed by the student assistant. The student assistant completes and signs his/her timecard and leaves it with the supervisor. (See attached regarding timecards)
5. The school guidelines state that student assistants who are on duty more than 4 hours will be given a break of 15 minutes. If you work 6 hours or more, you are required to take a 30 minute, unpaid, lunch break. No one works more than five and a half-hours straight. Please adhere to these school guidelines.
6. Student assistants are expected to be in the Computer Science Center at all times while working unless they notify the supervisor.
7. The Computer Science Center is not a social area. While on duty, keep visiting with friends to a minimum.
8. The area behind the counter is the Technicians Desk ("Tech Desk") and is for authorized personnel only! While working, please keep an "eye" on this area and quickly acknowledge any students in the area!
9. There will be room behind the counter, under the desk to keep "valuables" of student assistants while on duty.
10. All food and drinks for student assistants will be limited to the Tech Desk area in order to keep the area clean and to maintain a more professional atmosphere.
11. Student assistants are not to use the Tech Desk area for any purpose other than job responsibilities. This area is reserved for the Computer Technicians Only!

Student Assistant Responsibilities

1. Student assistants should be able to speak, read, and write the English language with comprehension.
2. Student assistants should have a working knowledge of and/or experience with all the equipment for students in the Computer Science Center as well as a working knowledge of at least some of the software taught in order to be able to help students.
3. Student assistants must become familiar with the manuals and textbooks in order to be prepared to show the students where to find the answers to questions they may have and in order to give correct information to the students.
4. Student assistants should become familiar with all computer programs offered in the Computer Science Center to ensure proper guidance to the students.
5. When a student assistant is on duty, the first priority is to help students. REMEMBER THAT YOUR JOB IS TO HELP THE STUDENTS LEARN THE SOFTWARE, NOT DO THE WORK FOR THEM. KEEP YOUR HANDS OFF THE KEYBOARD OR MOUSE UNLESS IT IS ABSOLUTELY NECESSARY! AND THEN INFORM THE STUDENT OF WHY YOU ARE USING THE KEYBOARD OR MOUSE.
6. If an instructor asks for a task to be performed while students need help, politely inform them that you are busy with the students and direct them to the Technician on duty.
7. Try to limit your time with a student to 5 minutes. No one student should take all of your time. Inform them that you have to help everybody and if applicable, suggest a tutor. (See "General Information #3" regarding tutoring for students.)
8. If you do not know the answer to a question, try to help, but if you cannot, try to find someone who can. REMEMBER: AS A STUDENT ASSISTANT, YOU ARE N0T EXPECTED T0 HAVE ALL THE ANSWERS - IT IS OK TO SAY "I DON'T KNOW YET". However, please do not leave the student hanging there with no answers. If someone is not available to answer the question, remember the computer number and tell him/her that you will inform the technician ASAP.
9. As you help students, you will experience computer problems that are seemingly unsolvable. When this happens, suggest the student change machines, place an "out-of-order" sign on the bad machine and *write a very descriptive explanation of the problem encountered on a sticky-note or scrap paper and place on the technicians desk. Do not forget to notify the Technician of the problem. It is important for diagnosis that this explanation is given.
   (* Important: See illustration later.)
10. When there is spare time, student assistants should orient themselves on some of the software they are unfamiliar with or see the Technician regarding tasks that he/she may need completed. KEEP BUSY! (Refer to “Tasks to complete while on duty”  below.)
11. If you have not completed a project and another student assistant comes on duty, let him/her finish the project, provided he/she does not have any other priority work.
12. Recycled Paper. Please keep the boxes for recycled paper neat and orderly. Each day when you come on duty, clean out the boxes around the room, and when the large box for recycled paper is full, empty it into the recycled paper bin outside the lab by journalism or take it to the Math Lab, located in the new Math building..
13. Printers: Please check and refill printer paper trays periodically during your shift. Also, notify the Technician of toner problems and/or replacement, and of any printer problems that cannot be easily remedied.
    (See attached regarding printers.)

Tasks to complete while on duty:

• Help students
• Answer the lab phone and take clear and complete messages
• Monitor printing in the lab, making sure that only Computer Science assignments are printed.
• Check in and out materials for student use
• Report hardware/software malfunctions
• Pick up garbage
• Remind students to not eat or drink in lab
• Clean white-boards, tables, and counters
• Clean printers, monitors, keyboards, and mice
• Check and refill paper trays in printers
• Straighten chairs, keyboards, mice, etc.
• Collect and recycle paper in bin outside the Journalism Department
• Work on learning Computer Science assignments
• Look for other jobs to keep you busy

While on duty, do NOT:

• argue with students. If a problem occurs, find the supervisor or an instructor to help you.
• get into confrontations with anyone. This includes co-workers, instructors, technicians, etc. Act professionally at all times.
• use the Computer Science phone for your personal business. This phone is not for any personal use.
• talk on the phone in the lab. If you have a cell-phone call, excuse yourself, then go outside to continue your phone conversation. Make it brief as you are at work!
• talk loudly in the lab. The lab is for students to complete homework assignments, and/or class work. Students cannot concentrate if they are listening to you talk to your friends, etc. Remember to use your “inside” voice.
• use the Computer Science Lab computers for social networking. Remember, you are not being paid to play on FaceBook, MySpace, or any other site that is not related to Computer Science/LMC coursework.
• sit around complaining. There is plenty to do in the lab. Keep yourself busy at all times.

General Lab Rules (as posted on signs throughout the lab)

1. The Computer Lab is reserved for Computer Science Homework! Due to the minimal number of computers available in comparison to the vast number of Computer Science students, we must insist that students from other departments use the computer lab located in Library. The only exception is during low usage times when we allow non-comsc to use the computers BUT ONLY for the creation of their documents. Contact the Technician immediately regarding any student refusing to abide by these guidelines.
2. If you see a student with drinks or food near the machines, please let them know that they cannot have food or drinks near the computers, and request that they remove the items. If they refuse, then let them know they could be expelled from the lab and lose all computer privileges. If they still refuse, see your supervisor or an instructor. REMEMBER: COLLEGE POLICY STATES STUDENTS ARE NOT ALLOWED TO HAVE FOOD OR DRINKS IN THE CARPETED AREAS!
3. To maintain an effective learning environment, student's children are not allowed to use the computers, nor be in the Computer Science Center while the student is making use of the lab. When necessary, please advise students of this guideline, and point out that it is posted on signs throughout the room.
4. Please notify the Technician immediately regarding any student who refuses to abide by the rules or whom you find difficult to work with. Engaging in a confrontation with a difficult student can escalate the problem and is therefore better left to be handled by the Technician or an instructor.

General Information

1. Occasionally, the Computer Science Center finds itself with an excess of students and a lack of computers. When this occurs, please have the student(s) write their name(s) on the white board found on the  wall (under the clock). We will call their name(s) when a computer becomes available. Remember, we operate on a first come, first serve basis, therefore, we cannot hold computers. The ONLY exceptions are for tutoring purposes, instructor request and pre-approved classes.
2. Remind students that free Tutoring is available to them on a weekly basis. Students wishing to receive tutoring must sign up in the Tutoring center.
3. Other students are permitted use the PC's for their classes as they have in the past. Their instructors should have provided them with instruction on how to do their assignments. If you are asked a question by these students, and you do not know the answer to it, then refer them to their instructor or the technician on duty. If they are occupying a PC that is needed for COMSC homework then politely inform them of this and ask them to relocate.
4. We have a copy of most textbooks at the desk. We will lend these books ONLY if the student provides and leaves their pictured ID card at the desk.(ie. driver's license or their Student ID card) TEXTBOOKS ARE NOT TO LEAVE THE LAB! To check out a textbook:
1. Ask the student for their pictured ID.
2. Get the checkout log clipboard from the top drawer of the white cabinet under the lost & found box behind the Technicians desk.
3. Record the following on the clipboard:
1. The date the textbook is borrowed.
2. The borrowers name.
3. The type of ID used: CDL- Calif. Drivers License or SID- Student ID).
4. The CDL #, or if they gave it: the Student ID #.
5. The name of the book borrowed. Book name abbreviations are acceptable, but remember that we have advanced and introductory copies of some books. If there is only one book for a class then the class number is acceptable as the name of the book.
4. Return the clipboard to the drawer, with their ID attached.
5. When the book is returned, then give back the ID and scratch out the name on the clipboard.
5. A "Book Swap" program has been set up in our area. Students who have books to sell simply fill out the interest card provided on the bulletin board by the door exiting the Computer Science Center. Interested students will see or be directed to these cards and respond.
6. Reference Manuals are available at the Technician's desk. Please take a moment to acquaint yourself with them as they provide a gamut of information. Please pay special attention to the binder "ASSIGNMENTS and FIRST DAY HANDOUTS". This pertains to assignments that instructors should have already given the students. It may have an alteration the instructors have made, that students may for whatever reason not be aware of.
7. Color Coded Schedules for Student Assistant's, Classes offered (in Computer Science on campus), and Instructor Lab Hours are posted at the Technician's Desk.
8. Remember, as student assistants, you are enriching your educational growth while assisting others to do the same. Please don't ever be afraid to ask questions, ask for assistance, or to say when you don't know something. We are all here to learn and try to support one another!
9. And last, but certainly not least: HAVE A GREAT SEMESTER & THANKS IN ADVANCE FOR ALL YOUR MUCH NEEDED AND WANTED HELP! IT'S GREATLY APPRECIATED!!!

Telephone Messages

When answering the telephone, please use the following protocol "Computer Science Center, your-name speaking, may I help you?" or at a minimum "Computer Science."

• - The caller's name and telephone number,
• - The date and time of call,
• - To whom the caller wants the message to go,
• - Message, or "in regards to",
• - If appropriate, best time to reach the caller,
• - If appropriate, any check boxes on form,
  (Ex: Call is to be returned).

If you are unsure of how to spell the caller's name or you don't clearly comprehend the name, ask the caller to spell it for you.

If you need to transfer a call, tell the caller you will transfer the call, and to what extension you are transferring them to in case the line becomes disconnected. Click the hang-up button (like call waiting) or "FLASH" button on portable, dial the extension, and WHEN the transfer number rings, hang up or press the "TALK" button on the portable. If the line rings "busy", click the "FLASH" button again and inform the caller of the busy line.

Student Time Cards

Effective July 1, 2000, the employee payroll period changed. Student employees will receive payroll warrants on the 10th calendar day of each month. The payroll included on the monthly payroll checks is for the period of the 21st of the month to the 20th of the month prior to the payroll date. As an example, students working the full month of July will receive a check on August 10th for the period of July 1 through July 20 only. However, from that point on, students will receive a full month's payroll check each month, and an extra check after they complete their employment.

On the 21st day of the month, you will need a new time card. Fill out the Social Security Number, Name, Beginning Month, Ending Month, Location, Dept, and sign the timecard. Use LMC for Location and COMSC for Dept. Lab Assistants are to enter a check mark in the section "Class 1", and Tutors are to enter a check mark in the section "Class 2". (See example below)

This time card is to be filled out each day you work, (don't wait until the end of the month) and stored in the appropriate spot at the Technician's desk. Fill this out legibly, and in only 1/2-hour increments. If you work 15 minutes over or under, take 15 minutes off or add to your next work assignment. ** Time cards must be turned in approximately one week before the end of the month. It is important that you take the time to fill in your time card with the hours you expect to work to the end of the month. (Adjustments can be made in the next pay period to accommodate any changes that may have occurred in that final week.)

Handling Computer & Software Failures

Occasionally, you will experience computer problems that are seemingly unsolvable. When this occurs, suggest the student change machines and place an "out-of -order" sign with a brief description of the problem on the bad machine. (See sample) It is important that you then write a very descriptive explanation of the problem encountered on a "Post-it" note (so that a diagnosis can be made) and place it on the Technician's desk.

Closing Procedures

The following is a step by step checklist of duties required for proper closure of the Computer Science Center. Although one of the Technicians will usually be present at closing time, there may be an occasion in which a student assistant will need to close the Computer Science Center without a Technician present. Please orient yourself with the following procedures in this order:

1. Neatly put away all projects.
2. "Shutdown" all PC workstation's.
3. IF TIME PERMITS:

• Empty recycled paper boxes into bin outside PTEC room.
• Put all keyboards, mice, and chairs into order.
• Discard trash laying on tables and floor.
• Clean up classrooms. Straighten chairs, clean white board, and pick up garbage.
• Check that printer paper trays are full.
• Lock all doors. Don't forget the back door in 614 (If this door is unlocked, call Police Services to have them lock it) and Rooms 620, 613,615, 616 (next door)

4. Use the 5/32 allen wrench on handicapped access doors to release locking mechanism.

Printer Information

The Computer Lab is currently using two HP LaserJet 4350 Printers, one HP LaserJet 4100 and one HP LaserJet 4000. Although you are not expected to learn everything regarding these printers, we do ask that you take the time to acquaint yourself with the following procedures.

Paper Replacement - LaserJet 4350:  

1. Do Not Overfill Trays!
2. Slide out bottom drawer of printer marked 'Letter'
3. See instructions on drawer to refill paper
4. Push drawer completely back in
5. Wait for "Warm Up"

Paper Replacement - LaserJet 4100 & 4000:

1. Do Not Overfill Trays!
2. Slide paper tray 2 and 3 out
3. Fill with paper
4. Make sure paper is under corner tabs.
5. Carefully slide tray all the way back in

Toner Replacement: LaserJet 4350:

1. Pull manual feed panel open (on front)
2. Lift up on button (right side front) & pull case open
3. Grab & gently pull cartridge out
4. Follow directions on new cartridge for replacement. This should include cleaning process, if not, then ask Technician.
5. Close case & front panel *Do not force closed. If panel doesn't close easily, check cartridge installation.
6. Print Test Page
   • Press the Menu button
   • Press down button to choose “Information”
   • Press green Check Mark button
   • Press down button to choose “Print Usage Report”
   • Press green Check Mark button
   • Insert Test Page into log binder & write Date and which printer it came from on the test page

Toner Replacement LaserJet 4100:

1. Open top panel
2. Pull out existing C42425 cartridge
3. Close case & front panel *Do not force closed.
4. Shake and install new cartridge
5. Close top panel
6. Press "Menu" button until "Information Menu" is displayed
7. Press “Item” button until “Print Supplies Status Page” is displayed
8. Press “Select” button
9. Take resulting printout and 3 hole punch it, write the date on it, and enter the printer name on it.
10. Insert the page into log binder at the Technicians desk.

Toner Replacement LaserJet 4000:

1. Open top panel
2. Pull out existing C4127X cartridge
3. Close case & front panel *Do not force closed.
4. Shake and install new cartridge
5. Close top panel
6. Press "Menu" button until "Information Menu" is displayed
7. Press "Item" button until "Print Configuration" is displayed
8. Press "Select" button
9. Take resulting printout and 3 hole punch it, write the date on it, and enter the printer name on it.
10. Insert the page into log binder at the Technicians desk.

* Put old cartridges back in box, write "Used" and date on a "Post-it" note, and place on the box. Also use tape to securely hold the note on.

** Do not replace toner until it is absolutely vital! Shake toner cartridge when showing signs of depletion. This can be done at least 8-9 times before actually replacing toner.