This page outlines the different tools we are using for communication and what are expectations are for the use of each one. The following are expectations for employees of S-CAR that fall into the Coordinating & Contributing staff categories. If other occasional staff want to communicate using these technologies they are welcome to, but it is expected that the above mentioned staff will use these technologies.
We are expecting that all staff will have a Google account either individually or in job related groups (undergrad office, Burton library) that will be shared with the main S-CAR account [email protected] and shared with other staff members. Any personal items can be marked as private so others see that you are busy but not the details. Vacation days or days out of the office when you would normally be at work should be marked on both the individuals Google calendar and the Staff Schedule Google Calendar. Meeting and other things should go on the individual’s calendar. Times when you are out for class should be on the personal calendar not the staff calendar.
The google calendar will also become a repository for deadlines, tasks and dates for the future year. As staff become aware of deadlines or dates in the future they should be added either to the appropriate calendar (Finance, Advisory Board, etc.) or they should be placed on the “recurring events” calendar. Items that don’t have times such as tasks or events without details should be added as daily events. In the title please put either exact or approx. depending on if you are estimating the date you are putting in or it is set. The staff adding should invite as guests whoever they think is responsible for that event or task and [email protected] as a guest. Under the reminders on the event, set up the appropriate timing for the reminder. The idea here is that we should be able to set up timelines leading up to deadlines that will prompt us to be proactive rather than reactive.
Goal: To have an integrated calendar system across the staff. To build a calendar moving forward of deadlines and dates.
We have a group on Yammer for S-CAR within the George Mason Network. We are expecting staff to learn how to access Yammer. Yammer should be used for passing information that should be “common knowledge” for the staff community. This might be information on a staff members schedule that is important to all “I’m out sick today” or it could be a question that you need answered that you think the answer would be useful for others. It is also a place for announcements. We do not have an expectation that everyone will check it continuously. There is a Yammer digest function that will show you what was posted in the previous day and you can recieve emails regarding messages you've been tagged in. The idea is that the information is then there if someone needs it and/or can be pulled as web content (answers to questions) when needed.
Yammer is accessible through the website, yammer.com, as well as through desktop and mobile apps.
Please note that messages should be posted to the S-CAR group, not the wider GMU network. It is easy to miss this distinction and post messages to the Mason Network, where they are much less likely to be seen by S-CAR Staff.
Goal: To facilitate communication to all staff, and to decrease the number of emails and phone calls necessary to make an announcement.
We are using Skype as an “in/out” board for staff members. Each staff member should create a Skype account and provide the address. When the staff member comes “online” for the day, be it in Arlington, Fairfax, Point of View, Malta, working from out of town, or working for home (or wherever else they may be), they will move the icon to online. When they are done and checking out for the day they will move it to away or offline. It is possible to have this automatically happen based on your activity at the computer. On the Tools menu under Settings there is a choice to have your computer say you are away when you have been inactive for 5 minutes or more, this will mean that your status will automatically change if you are not active on the computer and will show you as online when you are. This is all we are expecting in terms of Skype. It has instant message and status functions that staff can use if they choose to, but use is not an expectation.
Goal: To allow staff members to see when others are “on”.
Each staff member should have a Mason e-mail account. Student staff may also have a masonlive account. Sensitive information should be sent on the gmu.edu account versus a masonlive account. The technology and web guides on S-CAR’s web page can help you set up a web client and automatic LDAP directory to pull any Mason addresses. Our expectation is that staff are using their mason email account as their primary means of work related communication.
Goal: To have a standardized email system that allows individual email addresses to be easily identified
Each staff member will have or share an office phone at which they can be reached. Phones can be forwarded as needed. The main number in Arlington will begin with a phone tree that directs individuals to different relevant offices. It is expected that when staff members are on vacation or an office is closed an outgoing message will be on the phone line.
Goal: To have callers quickly transferred to the appropriate office.
People Finder allows individuals to find contact information for anyone in the University. The S-CAR Telecom coordinator, currently Jay Moon, will be the contact for updating information in People Finder or the Mason Director. Staff are expected to once a year check their information and update as appropriate.
People Finder http://peoplefinder.gmu.edu/
Goal: so we and other partners around the University have accurate information on the S-CAR staff.
It is expected that staff will have an account on the S-CAR Community Network and Forum. Staff should join the Admin group on the network. The Admin group contains email lists that will be updated regularly to provide a reliable way to email email particular groups of people.
Address: http://network.scar.gmu.edu
Goal: For staff to have a presence in the larger community and to use a coordinated site to track email lists.
It is expected that staff member will know how and have regular access to MESA. Off campus access can be gained by setting up a VPN account with Mason ITU. S-CAR Tech staff can then assist with setting up MESA shortcuts on non-campus computers.
MESA will be organized into two drives: scar.general and scar.secure Staff members that need access to sensitive information will be granted access to scar.secure. All members of the S-CAR community can have access to scar.general. It is expected that S-CAR related files will be saved on the MESA drive instead of on individual hard drives.
Goal: To have an archive and document sharing system that respects the sensitive nature of data when necessary but allows open access to all other information.
Much of what we do and learn from each other is from our in person contacts. When a decision is made in these contexts attention needs to be paid to documenting that decision and making it known to others. The Working on a Project sign are a mechanisms for letting others know that a staff member is not available for drop in questions but should not be overused. The white boards on office doors are useful to at a glance let others know if you are out.
Goal: to enjoy working at S-CAR and enjoy our colleagues.
Videoconferencing can be done through Skype, Google Hangouts, Facetime, or through Mason's Videoconferencing System. There is capacity to do this at Fairfax, Arlington and Point of View. Individual staff may also have this capacity on their computers. There is no expectation that individual staff need to use this technology but should know that it is available.
Mason also has advanced Video Conferencing capabilities, with enabled rooms in Fairffax and Arlington. Room 5145 of the Metropolitan Building is equipped with this technology.
In S-CAR's spaces, computer based video conferencing is available in the following locations:
Metropolitan Building, Room 5000
Metropolitan Building, Room 5183
Metropolitan Building, Room 5145
NE Module II, Conference Room
Goal: to facilitate face to face meetings across distances
We would like to have cell phone information for staff so that in an urgent situation or with an urgent question staff members can be reached. It is our expectation that before using cell phone or text messaging for other than urgent matters, staff will check with each other for permission to use personal phones or text messages for work related items.
Goal: to be able to reach someone with an urgent question (cannot wait until the next time they are available via another means) but not overload individual cell phone and messaging plans.
There is not an expectation that staff will use social media accounts for work related tasks unless they are responsible for S-CAR's outward facing Facebook and Twitter accounts. It is preferred that normal work related content go through the other communication methods listed above.