Staffing the Office

• Greet the world with a smile and say out LOUD 'Hello World!'

• Open the studio/office on Tuesday and Thursday from 10am-2pm

• Turn on television to channel 15. Check for correct signal/programming. Observe the channel throughout the day.

• Check for telephone messages. Add new messages to the communications log.

• Check emails on the office computer. Add new messages to the communications log.

• Act on the new and old communications. Note actions taken on communications log.

• Show orders for DVD and VHS and placed on individual show order forms. Include as much information as possible. The show numbers are the best way to track the orders. A list of the show numbers is available online at Public.Show Numbers and Public.Show Numbers 2005

• Take orders for 'Public Service Announcements' PSA's. Use a PSA order form to record the details. There is current no charge for PSA's. PSA's should be submitted at least six weeks prior to an event for best exposure.

• All incoming transactions involving money or bank check must be recorded in Microsoft Small Business Accounting. Record as much information as possible. Include customers name, contact information and some transaction details. The customer will receive a printed copy of the transaction.

• Check for outstanding orders for shows. Duplicate shows to DVD or VHS as requested.

• Check for show submissions that need to be transferred to DVD and perform the transfer.

• Check for minimum supply levels and order if necessary on a weekly bases. Minimum levels for:
  • DVD+R media is one unopened spindle of 50 or more.
  • miniDV tapes. At least 25 blanks. (5 unopened boxes)
  • CD/DVD media labels. At least 25 sheets.
  • CD/DVD sleeves. At least 50 sleeves.
  • HP Inkjet Ink. One unopened pack of black and color.
  • Inkjet Paper. At least two reams.
  • Business Cards, at least 200 remaining.
  • Tri-Fold Flyer, at least 200 remaining.
  • Forms for show agreements, show orders, Producer access, etc. Maintain at least 25 copies.
  • Producer packets.

• The last one out must:
  • Ensure that all the production equipment has been returned to storage.
  • Checks and money are placed in the money box.
  • Ensure that the upper and lower cabinets are locked.
  • Control room equipment is turned off.
  • Control room lights are turned off.
  • Both doors to the control room are locked.
  • Only the studio 'safety' light remains on.
  • All the doors to the studio are locked.

• All people including visitors, volunteers, staff, guests, students, facility, producers, and board members must sign in on the studio access log.

• Studio access log should be filed weekly in the filing system and in the spreadsheet databased located on the office computer.

• Maintain producer guidelines kit in print and online form. It should contain the complete 'policies and procedures' document.

• Maintain all forms in print and online form. All forms should include MCTV 15 logo, contact information and mission statement.

• Add board approved changes to the policies and procedures. Update them on the website and in the Master Copy Office Binder, replace old copies in the producers kits, update in filing system and place an enlarged print version on the message board in the control room.

• All tasks both paid and volunteer should have at least three people who are trained and regularly share in the responsibility to carry them out.

• All people performing critical and paid tasks must keep a detailed log that describes tasks performed and hours spent on tasks.