Wiki source for HolidayBreakInstructions
====Holiday Break Instructions====
===Preparations for All Staff===
- Time Off Requests should be submitted as soon as possible.
- General guidance is requests should be submitted by December 1st.
- [[PlanningforTimeOff Planning for Time Off]]
- Note that those who have not reached PTO eligibility are assumed to be in the office from 12/26-12/31 unless they otherwise request time off.
- Office calendar should update those time off requests.
- Prepare for new staff, interns, and volunteers coming in January before break.
===Incoming Communication===
Even when there is no one in the office, communication channels must be covered. This will be done through the Directors. If there is a person in the office on normal business hours during the holiday break, they are responsible for all of the phone communications. When no one is in the office during the holiday break/holidays the [[http://wiki.votesmart.org/PhoneManagement#hn_Greeting_Messages|extended absence message]] should be set for the voicemail.
- Coverage of all phone lines
- [[http://wiki.votesmart.org/Mainline|Mainline]]
- [[http://wiki.votesmart.org/HotLine|Hotline]]
- Candidate line
- Including forwarding, un-forwarding, and voicemail checks
- Coverage of all public emails
- DevComm responsible for making sure checked:
- media@
- membership@
- comments@
- Operations team responsible for making sure checked: officemgr@
- Research Directors responsible for making sure check:
- webmaster@
- research@
- politicalcourage@
- Mail
- Staff in the office during the break will be responsible for those days
- Mail can be held by the post office if no one is in the office.
-Make sure we are up to date in responding to all public requests and inquiries prior to the vacation
===In Office During Break===
During the holiday break, staff may be required to do more duties than when the office is fully staffed. These duties include development, research, and operations. They are expected to complete their normal assignments in whatever program and department they work alongside their temporary responsibilities over the holiday break. Individuals staying over the break should be trained before the break in at least the following areas:
- Opening and closing the office for normal business hours.
- These individuals will be in charge of phone lines during the workday, as determined by Directors responsible for those lines. The same is true of external-facing [[https://justfacts.votesmart.org/about/contact/ emails]]
- Snail Mail
- Count number of donation returns each day
- Email Richard (richard@votesmart.org) indicating how many returns we received: "Today we received X returns on the renewal mailing"
- The only returns you need to notify Richard about are marked "RN-1-20" on the bottom left-hand corner of the solicitation envelope. Any other returns we receive can just be bundled and put in the safe.
- Bundle mail from the day together with a sticky note indicating the date mail was received
- Put mail in the safe
- Make sure the DevComm office is locked before departing each day.
- **It's possible mail delivery is behind or delayed because of the holidays** If it's gotten to 4:15 PM and mail still hasn't been delivered, please contact our post office at 515 635 6997 and see if they can give you an update on where our carrier is. Example message "Hi, our office is set to close soon and I wanted to check the location of our mail carrier before our office is closed for the night." Be sure to send Richard an update on mail each day, regardless if we received it or not.
- Prior Development directors have noted that it is **preferable** to have Development staff checking mail to Research staff.
- Understand how to manage the [[http://wiki.votesmart.org/HeatingandCooling|temperature]] in the office.
- Know who to contact at [[http://wiki.votesmart.org/OtherContacts|Drake]] if there are emergencies (see EmergencyContacts)
- Facilities
- Maintenance problems (broken heat, bats, etc)
- Snow removal
- Public Safety: Neighborhood disturbances
- Determine whether or not a safe password, credit cards/petty cash needs, or office keys need to be provided to staff.
- Ensure office remains clean (see OfficeChores)
===Preparations for All Staff===
- Time Off Requests should be submitted as soon as possible.
- General guidance is requests should be submitted by December 1st.
- [[PlanningforTimeOff Planning for Time Off]]
- Note that those who have not reached PTO eligibility are assumed to be in the office from 12/26-12/31 unless they otherwise request time off.
- Office calendar should update those time off requests.
- Prepare for new staff, interns, and volunteers coming in January before break.
===Incoming Communication===
Even when there is no one in the office, communication channels must be covered. This will be done through the Directors. If there is a person in the office on normal business hours during the holiday break, they are responsible for all of the phone communications. When no one is in the office during the holiday break/holidays the [[http://wiki.votesmart.org/PhoneManagement#hn_Greeting_Messages|extended absence message]] should be set for the voicemail.
- Coverage of all phone lines
- [[http://wiki.votesmart.org/Mainline|Mainline]]
- [[http://wiki.votesmart.org/HotLine|Hotline]]
- Candidate line
- Including forwarding, un-forwarding, and voicemail checks
- Coverage of all public emails
- DevComm responsible for making sure checked:
- media@
- membership@
- comments@
- Operations team responsible for making sure checked: officemgr@
- Research Directors responsible for making sure check:
- webmaster@
- research@
- politicalcourage@
- Staff in the office during the break will be responsible for those days
- Mail can be held by the post office if no one is in the office.
-Make sure we are up to date in responding to all public requests and inquiries prior to the vacation
===In Office During Break===
During the holiday break, staff may be required to do more duties than when the office is fully staffed. These duties include development, research, and operations. They are expected to complete their normal assignments in whatever program and department they work alongside their temporary responsibilities over the holiday break. Individuals staying over the break should be trained before the break in at least the following areas:
- Opening and closing the office for normal business hours.
- These individuals will be in charge of phone lines during the workday, as determined by Directors responsible for those lines. The same is true of external-facing [[https://justfacts.votesmart.org/about/contact/ emails]]
- Snail Mail
- Count number of donation returns each day
- Email Richard (richard@votesmart.org) indicating how many returns we received: "Today we received X returns on the renewal mailing"
- The only returns you need to notify Richard about are marked "RN-1-20" on the bottom left-hand corner of the solicitation envelope. Any other returns we receive can just be bundled and put in the safe.
- Bundle mail from the day together with a sticky note indicating the date mail was received
- Put mail in the safe
- Make sure the DevComm office is locked before departing each day.
- **It's possible mail delivery is behind or delayed because of the holidays** If it's gotten to 4:15 PM and mail still hasn't been delivered, please contact our post office at 515 635 6997 and see if they can give you an update on where our carrier is. Example message "Hi, our office is set to close soon and I wanted to check the location of our mail carrier before our office is closed for the night." Be sure to send Richard an update on mail each day, regardless if we received it or not.
- Prior Development directors have noted that it is **preferable** to have Development staff checking mail to Research staff.
- Understand how to manage the [[http://wiki.votesmart.org/HeatingandCooling|temperature]] in the office.
- Know who to contact at [[http://wiki.votesmart.org/OtherContacts|Drake]] if there are emergencies (see EmergencyContacts)
- Facilities
- Maintenance problems (broken heat, bats, etc)
- Snow removal
- Public Safety: Neighborhood disturbances
- Determine whether or not a safe password, credit cards/petty cash needs, or office keys need to be provided to staff.
- Ensure office remains clean (see OfficeChores)
