Operations Staff Resources

General How-To

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Sign in to Front Desk Computer

Use your CAE login to open the computer

SLACK: NEVER sign out of the Front Desk account, and only use your personal Slack on your personal devices.

Sign in to EMU

  • Log in to the computer using your CAE login info
  • Go to Teamlab.engr.wisc.edu website
  • Click “EMU Login” on the top right
  • Use your netID to log in
  • Select “Card Swipe Entry”, then “Makerspace”
  • CHANGE THE DWELL TIME to 0 seconds, instead of 10 seconds. 
  • Throughout the day, make sure to refresh the page and complete #6. The page goes idle quite often, especially during slow periods of the day.

Sign in to the Maker-Contact outlook calendar, outlook email, google drive

Outlook

  • Log in to your personal wisc.edu outlook account and click maker-contact@engr.wisc.edu when prompted.
  • Click the calendar icon in the top right corner.

If after logging in it automatically opens your personal wisc.edu email, click the UW-Madison logo in the top left corner and the prompt to choose maker-contact@engr.wisc.edu should appear. Or click your personal icon in the top right corner, click “open another inbox”, and search for maker-contact@engr.wisc.edu when prompted.

Google Drive

  • Go to Google Drive and log in to your personal wisc.edu account
  • When prompted, click maker-contact@engr.wisc.edu 

This should allow you to be signed in the maker-contact@engr.wisc.edu account from Google Drive

Update slideshow on TV and Ensure TV is Working

Update slides on iCloud in “Spring 2021” album – use the iPhone as a remote (PW 0215)

Note: Only jpeg picture files can be uploaded to iCloud

There are two ways to go about this:

  1. Press Menu to go to Settings
    1. Follow Menu steps
    2. Set screensaver as “Spring 2021”
    3. Press Menu until screensaver turns on 
  2. Press Menu and go to Photos
    1. Go to album “Spring 2021”
    2. Play as slideshow 

Option #1 is more reliable! Option #2 often takes multiple tries to update!

How do you change the speed on the apple TV slideshow? In the settings menu, after you select screen saver, go to the desired transition (classic) click on it and you can adjust the time by changing the time per slide categories.

Post in #makerspace_daily on Slack

To do this, make sure to type up a draft first before assigning it to the #staff channel!

Always Include…

  • Events planned for the day (if any)
  • Link to Reservations Google Calendar
  • List of who is on staff
  • List of who is on front desk
  • List of Managers on Duty
  • Other reminders

Example Template

Happy super foggy, but kinda warm Wednesday! Catching intro to grab staff attention

On the calendar: Schedule of today’s events (not including equipment reservations). Tag people involved.

5 pm Intro to CNC Embroidery: Part 1 @Madison Edgren (1going/7interested)

Reservation Google Calendar: https://calendar.google.com/calendar/u/5/r

On Staff: Look on Outlook Calendar (deputy calendar) for everyone on staff for the day

@Claire Winter @Alex Vesel @evan.bernhagen @Grace Klage @Jacob Hoeg @Brian Foran @rymsza @Nick Ackerman @Hannah McGraw @Yash @Ayush Kumar @andrea @Madison Edgren @waddellt15 @Lauren Reeg @Rebecca Alcock

Front Desk: List front desk/operations staff

@Samantha Breen @erfuller @Sarah Akakpo @jminz @Madelyn Rose Falk

Manager on Duty: List Managers on Duty – if no MOD is listed, it’s Karl

@LaurenReeg @KarlWilliamsonon

Have a great one! Close it out!

Receive Mail

All packages and mail get delivered to the front desk

  • If for ULC, 3rd or 4th floor (packages & mail): Leave in mail bin on the left side of the front desk for Eric to pick up
  • If for the Makerspace (package):
    • If a package is for the Makerspace, open the package and inspect its contents. Often a package will have a receipt or invoice.
    • Use this invoice or receipt to locate the package on the Slack Orders Channel. Should be able to search the product or brand name.
    • After locating the order, notify the person(s) who requested the order in the respective slack thread using this template: @person’s-slack-handle, the “Item name here” has arrived and will be placed in the PRA (package receiving area). -*YOUR NAME* signing your name helps in case more information is needed about the package being delivered
    • After slacking the person(s) who requested the order, place the item in the PRA (package receiving area) which is in the tool crib by the fridge.
  • If for the Makerspace (mail): Mail is usually addressed to the Director (Lennon Rodgers) or the Shop Manager (Karl Williamson). 
    • Identify who the mail is from. If the mail is from any business advertising items such as subscriptions, calendar orders, cable tv, cruise, or any other advertisement deemed unimportant or not related to the Makerspace, please discard mail in the appropriate recycling bin
    • If mail is from a business we often place orders to such as Dynamism or Stratasys etc., the mail may be an invoice. If so, do not discard mail. Instead please give mail to the Operations Manager.
    • If you are unsure whether the mail is important, do not discard it, instead, make note of the mail in your Daily Shift Notes or consult the Operations Manager.
  • If for Wendt Library (mail): 
    • Label to take to Steenbock Memorial Library and place in outgoing mail. 
    • If mail is labeled for Wisconsin Tech Search, this mail needs to be re-mailed to 728 State St. Room #276. Place in outgoing mail.
  • If for InterEgr 170/Tracy Puccinelli (packages):
    • If a package is received for InterEgr 170, take it to the first floor and place it in Room 138. The lockbox code may change. Currently, it is 0170
  • Special Projects:
    • Locker 29 is dedicated to special projects or grants that need ordering. All of the orders will go through the Operations Manager. The people ordering should know that is where they pick packages up.
    • The code for the locker is 0170. You need to enter it to open it and enter the code again to lock it.

Complete PRE-workshop tasks

When staff want to host a workshop, they submit a request through the Workshop Submission Form

Use the Fall 2020 Workshop Submission Sheet as a checklist to prepare for the workshops 

  • Make a FB Event (need graphic)
  • Add to Google Calendar “Makerspace (ALL – For WEB)”
  • Add to Website Calendar/Today’s Event Calendar
  • Add to Workshop Questionnaire 
  • Add to Workshop Date spreadsheet (some data won’t be able to be added until after the workshop is done, so just add what you can)

Complete POST-workshop tasks

Update the Workshop Questionnaire Sheet 

  • Count the number of attendees and add to Column R
  • If they’d like to join our mailing list (Column N)
    • Copy their email addresses (can do multiple at a time)
    • Add them as a “Member” to our Google Group mailing list
    • Check it off (Column Q)
  • DO NOT TOUCH COLUMNS T-W
  • Add info from all recent workshops to Workshop Data Sheet 
    • Include the date of the workshop, the title of the workshop, description from FB, tech area, discipline cat, FB event link, Lead & support instructors, etc. using the information from…
    • Include FB “Interested” total, FB “Going” total, and actual attendance from workshop sign-in sheet for ALL workshops (including earlier workshop entries missing the above info)

IF TECHNICAL STAFF DID NOT TELL THEIR PARTICIPANTS TO FILL OUT THE WORKSHOP QUESTIONNAIRE, ASK THEM FOR A HEAD COUNT OF WHO ATTENDED AND CONTINUE

Print and Laminate

The Epson printer and paper are located in the Operations office. 

Few tips when printing: 

  • Use cardstock wisely. It is more expensive than the normal paper. We recommend using cardstock only for when posting without coverage and using normal paper for when laminating or putting in the clear envelopes on doors.
  • The printer is very temperamental. Make sure that you are patient and give yourself enough time to print. 
  • The top slot should be used for 11×17 paper, with the bottom feed being 8.5×11. 
  •  If the WIFI is having issues, you can print from a laptop using the USB. 

The laminator back flap used to guide the paper in is slightly broken. To laminate, follow these steps:

  • Turn the power on, press the 0.5 button (that matches the lamination sheets we have)
  • Position what you want to be laminated into a lamination pocket. 
  • Once laminator ‘Ready’ light turns blue, it is warm enough to start
  • Lift flap in back all the way up, then lower slightly with your fingers (it will not stay in the correct position and you will need to hold it). 
  • Insert lamination pocket SEALED SIDE FIRST into the laminator towards you. It should grab it and you will not need to force/push it in at all. 
  • Take out your laminated paper! Cut to the desired size. 

Website

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Add/Edit Page

Once you log into the UW Makerspace WiscWeb dashboard, click on the Pages menu option on the left. This will show you a full list of pages that exist within your site. To create a new page, click the Add New button at the top of the window.

The first item that you are prompted for in the New Page editor screen is the Page Title. The page title serves several purposes.

  • First, the Page Title should be used to define what content the visitors to this page should expect to see.
  • Secondly, the Page Title is the value that will be applied to a bookmarked page from your site.
  • And finally, the Page Title will also define the URL or permalink (site.wisc.edu/page‐title‐value) which will also assist with Search Engine Optimization (SEO) for your site.

Page Layouts

By default, a new page will be given a one-column layout with a text block. You can change that default to one of the three two‐column layout options (60%/40%, 40%/60%, 50%/50%).

Upper Content

The Upper Content area houses the Hero Image option. To add a Hero Image, click the blue Add Upper Content button, and choose Hero Image/Carousel.

Add/Edit a new staff member to Team Page

  1. In the main WordPress menu in the left-hand column, select Faculty/Staff Members.
  2. At the top of the Faculty/Staff Members screen, select Add New. You can also select the Add New link below the Faculty/Staff Members menu in the left column.
  3. You will be presented with the Add New Faculty/Staff Member screen. You will have the following options:
  • First Name: First Name of the new faculty/staff member.
  • Last Name: Last Name of the new faculty/staff member.
  • Headshot: Click Add Image to add the new staff member’s official staff photo.
  • Title: Undergraduate titles should be marked as “Student Staff” or “Office Assistant” until they have received an official manager title. Clarify with the staff member before adding. Graduate and full-time staff will always have a unique title. Clarify with the staff member before adding.
  • Biography: Include their major, hometown, and hobbies.
  • Faculty Types: Mark the staff members with the appropriate faculty type by utilizing the column on the right.
    • Graduate Students and Full-Time Staff will be marked as “Graduate Assistants”/”Graduate Student Staff” and “Full-Time Staff” respectively.
    • Undergrads will be marked as “Undergraduate Student Staff” and then either “Undergrad – Operations Staff” or “Undergrad – Technical Staff”
    • Undergraduate Technical Staff should also be marked under “Project Support” for the equipment they have been assigned. Clarify with the staff member before adding.
  • Click Publish to save the changes.

Add/Edit a blog post

Posts can take the form of news articles, announcements, blogs, and events. To view your posts list, click on Posts on the left side of the menu. From there, click Add New to add a new post.

Posts function similar to pages, requiring a Post Title, Content, and the ability to Publish it. Posts only have Text Block page elements to work with.

The News Link section would allow you to take a URL to another content source, like a news article from https://news.wisc.edu, and post that on your site. Some links will automatically populate the Excerpt and Post Title within the content, some will not. Be sure that if you are using the News Link section that you also use the same Post Title to assist with your own Search Engine Optimization.

The other item to be aware of when using Posts is the Categories function. Categories are a way for you to group content within your site – making only some content visible on subpages within your site. There are also other types of category functions for other content – the Events Calendar plugin, Faculty/Staff members, and Documents.

Add a page jump

  1. Log in to the Dashboard of your site.
  2. Navigate to the page that you would like to add a jump link to (or create a new page).
  3. If you haven’t added your content layouts yet, do so now.
  4. Click on the Settings Icon for the first content layout (top right corner).
  5. Make sure that a Headline has been added to the content layout. The link you are creating will jump down to this headline.
  6. Locate the RowID field.
  7. Type in an ID for the content layout with hyphens/dashes (-) between each word. This does not need to be capitalized and should reference the headline of the content layout. (Example: if the headline is “Best Food on Campus,” then the ID could be “best-food-on-campus.”)
  8. Update/Publish your page.

Using RowID Jump Links in the Same Page

These instructions will allow you to link to a content layout within the same page.

  1. Scroll to the Text Block on the page where you’d like to add your jump links. If you don’t have one, add a text block to the top of the page.
  2. Highlight the text that you’d like to link.
  3. Click on the Link Icon in the text/WYSIWYG editor.
  4. Type in a hashtag (octothorp) and then type in the ID that you created for the content layout. (Example: if your ID is “best-food-on-campus,” type “#best-food-on-campus” in the link field).
  5. Click the blue arrow to Apply the changes.
  6. Update/Publish your changes.

WEBSITE ACCESSIBILITY NOTE:

When placing images in any content area within our site, you must apply an Alt Text value to the image. This is not required by WordPress, but it is a requirement of our campus accessibility policy. The Alt Text should describe the purpose of the image or the relationship it has to the content on the page. More info here.

Social Media

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Post on Facebook

You may only post on Facebook if a Page Admin has given you editor access. Ask for assistance if you do not have access.

  • Open Facebook
  • Open the Makerspace page by going to “Pages” and clicking “UW-Madison – College of Engineering Makerspace”
  • Click “Create Post”
  • Add a photo or video, insert your caption, utilize hashtags, tag relevant users (to the post or within the caption), tag a location

Facebook Best Practices:

  • Recommend posting between 1pm-4pm (Thur-Sun)
  • Posts with images and/or videos are most successful
    • You can only add 1 video at a time
  • Post frequently (1-2x a day)
  • Tag people and businesses in a caption by typing @”Facebook Name”
  • Short posts with questions are most successful
    • Facebook doesn’t have a word maximum, so try to keep larger posts to a 1-3x a week maximum
  • External link titles are cut off at 100 characters so keep blog post and youtube video titles short
  • Utilize popular hashtags at the end of posts or within posts (e.g. instead of writing “The Makerspace is open from 9am-5pm” write “The #UWMakerspace is open from 9am-5pm”)
  • You can schedule posts on Facebook but we recommend scheduling through Hootsuite instead

Post on Instagram

Login information available here

  • Open the Instagram app on the Front Desk iPhone
  • Log in
  • Click the box with the plus sign at the top right of the home feed
  • Add a photo or video, insert your caption, utilize hashtags, tag relevant users (to the photo or within the caption), tag a location

Instagram Best Practices:

  • Recommend posting between 11am-1pm and 7pm-9pm (Mon, Wed-Thur)
  • Images and videos are required to post
    • Carousel posts with 2+ photos do best
    • However, posts with videos or carousels are hard to schedule on Hootsuite and may need to be posted manually.
  • Post frequently (1-2x a day)
  • Post stories frequently (3-5x a day)
  • Tag people and businesses in the caption or photo
  • External links are not allowed. Add links to our LinkTree and add some form of “link in bio” to the caption.
  • Utilize popular hashtags at the end of posts or within posts (e.g. instead of writing “The Makerspace is open from 9am-5pm” write “The #UWMakerspace is open from 9am-5pm”)
    • Instagram recommends utilizing 10-30 hashtags per post or story
    • If you want to hide hashtags, post them in the comments (or even comment an emoji or word and post the hashtags in a reply to that emoji or word, to be super sneaky)
  • You cannot schedule posts on Instagram though you can safe drafts
  • Instagram posts can be automatically posted to Facebook but we do not recommend it, as each post should be personalized to what works for each platform

Post on Twitter

Login information available here

  • Open the Twitter app on the Front Desk iPhone
  • Log in
  • Click the feather with the plus sign at the bottom right of the home feed
  • Add a photo, video, or gif, insert your caption, utilize hashtags, tag relevant users, tag a location

Twitter Best Practices:

  • Recommend posting between 12pm-1pm (Mon-Fri)
  • Photos, videos, or gifs are not required to post but often do best
  • Post frequently (1-3x a day)
  • External links are allowed but often take up space (be aware of links that are too long)
  • REALLY UTILIZE tagging people and businesses in the caption
  • REALLY UTILIZE popular hashtags within posts (e.g. instead of writing “The Makerspace is open from 9am-5pm” write “The #UWMakerspace is open from 9am-5pm”)
  • You cannot schedule posts on Twitter though you can safe drafts

Post on LinkedIn

You may only post on LinkedIn if a Page Admin has given you access. Ask for assistance if you do not have access.

  • Open LinkedIn
  • Open the Makerspace page by going to “Pages” and clicking “UW-Madison – College of Engineering Makerspace”
  • Click “Start a Post”
  • Add a photo or video, insert your caption, utilize hashtags, tag relevant users

LinkedIn Best Practices:

  • Recommend posting between 10am-11am (Tue-Thurs)
  • Post infrequently for more important content (1-2x a week)
  • REALLY UTILIZE tagging people and businesses in a caption by typing @”LinkedIn Name”
  • REALLY UTILIZE popular hashtags at the end of posts or within posts (e.g. instead of writing “The Makerspace is open from 9am-5pm” write “The #UWMakerspace is open from 9am-5pm”)
    • Recommend 10-30 hashtags per post
  • Be PROFESSIONAL. LinkedIn is for updating our employees and colleagues on what we’re up to (e.g. Community Makers) and not for day-to-day content (e.g. Workshop Info).

Add a Facebook editor/admin

You may only post on Facebook if a Page Admin has given you editor access. Ask for assistance if you do not have access.

Page Admins…

  • Open Facebook
  • Open the Makerspace page by going to “Pages” and clicking “UW-Madison – College of Engineering Makerspace”
  • Click “Settings”
  • Click “Page Roles”
  • Under “Assign a New Page Role”, add the name of the individual you want to add. Facebook says you can also use the email the individual used to sign up for Facebook, however, we haven’t had much luck with that in the past.

Add a LinkedIn editor/admin

You may only post on LinkedIn if a Page Admin has given you access. Ask for assistance if you do not have access.

Page Admins…

  • Open LinkedIn
  • Open the Makerspace page by going to “Pages” and clicking “UW-Madison – College of Engineering Makerspace”
  • Click “Admin Tools”
  • Click “Manage Admins”
  • Click “Add Admin” and add the name of the individual you want to add.

Add/Edit LinkTree links

Login information available here

  • Open LinkTree
  • Log in
  • Click “‘Add New Link”
  • Add the link title and link URL
  • Click the image icon to add a thumbnail (OPTIONAL)

Make sure to double-check that your link title looks okay in the preview to the right. Please edit the title if it takes up too many lines or has too many words cut off with a hyphen.

Payment Accounts

Deputy Schedule

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Monitor #schedules Slack Channel

Moderators: Karl, Maggie, and Sam

  • When a staff member posts in the #schedules Slack channel, “pin” their post to the channel to let other staff know it’s up for grabs.
  • If no staff member has claimed the shift 1-3 days in advance, open Deputy, click on the specific shift, and see who is available at that time.
    • Be aware of who is “unavailable” vs “stressed”. Someone who is “stressed” could still be available to claim the shift.
    • Reply to the initial post and tag staff that are available, to encourage one of those staff members to claim the shift.
  • Once a shift has been claimed, check to see if they have transferred ownership of the shift themselves and make the change manually if it has not been done so already.
  • Unpin the shift in the #schedules channel, and mark the initial post with the calendar emoji, to let other moderators know the shift has been filled.

Auto Build Shifts

Click on the Auto drop-down menu (Stars Icon) and click Auto Build Shift Structure.

  • Preferred Shift Lengths: In this box, you can enter the ideal shift lengths (in hours) to be created using Auto-Build. You can add more than one shift length, the order will dictate the priority.
  • Base Model: Base model refers to the primary logic you would like Auto-Build to use when building your schedule. You can select one of the three options:
    • Required Staff – Looks at the Required Staff metric you’ve built to determine the number of employees scheduled in an area (most common)
    • Learn from past worked hours – Checks for previously logged shifts in your areas
    • Minimum Coverage – Looks at openings and closing times and ensures that there’s always an employee working in each area from open until close
  • Starting Hour Block: Allows you to select whether employee shift times can start on hourly, 30-minute or 15-minute intervals.
  • Build Shifts: This button will create EMPTY shifts based on your demand signal metrics and the preferences you added into Auto-Build.

You can edit the hours the Makerspace is open when working in Schedules by going to Settings in the top right corner and clicking Edit Location and Areas, or by clicking Locations in the top menu.

Auto Fill Shifts

This function will only fill any EMPTY shifts, it will not automatically fill OPEN shifts.

Once you have your shift structure from Auto-Build or by creating empty shifts manually, click on the Auto drop-down menu (Stars Icon) and click Auto Fill Empty Shifts.

  • Cost: “Keep cost as low as possible” – Selecting this will ensure that the generated schedule will take into consideration employee costs. We mostly utilize “Not Important”.
  • Equal Hours: “Try to provide equal hours for everybody” – Selecting this will take into account the hours each employee is scheduled for and will attempt to keep hours equal amongst employees
  • Learn from Me: “Learn my preference from past schedules” – Selecting this will look at the previous instances where you have used the auto-fill function and will preference shifts based on what it has learned from the past
  • How long do you want to wait? This drop-down will give you three options:
    • A minute or less (for a good result)
    • A few minutes (for a better result)
    • As long as it takes (grab a coffee, we’ll find the near-optimum result)
  • Auto Fill Shifts: This button will fill all the empty shifts you have.

Common Questions from Users

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Where is the library/Is this where I return library books?

Wendt Library officially closed on May 18th, 2018. The CoE library resources are now in Steenbock Memorial Library. More info available on Wendt web here.

I have more questions about library services.

General questions about library services: askwendt@library.wisc.edu

Do you have a printer here?

There is a black & white printer on the 4th floor for CoE students (must have a CAE account). The next closest printer is in Union South on the second floor in the information lounge.

Do you have a scanner here?

No, the closest scanner is on the 2nd floor of Union South, or you can easily scan to most smartphones.

Where can I rent a laptop?

Locations are listed here: https://ecs.library.wisc.edu

Is there a lost and found here?

We keep one for things found in the Makerspace at the Front Desk. If something is lost on the 3rd or 4th floor, it’s most likely at the main desk on the 4th floor.

Can the laser cutter cut any type of metal?

**For most equipment questions, just have them swipe in & send them to the check-out window** No, but there is a water jet cutter in the Student Shop. (Most people are looking for a cheaper way.)

I have a product/part/equipment to donate, who should I speak to?

You can contact the Shop Manager at maker-contact@engr.wisc.edu

Do you have a fax machine?

No, but there are several apps and websites that can fax from desktops or smartphones.

Can I reserve a meeting room for a future date?

If it is for a Faculty/Academic Staff or a recognized CoE student Org – Most likely yes. Contact — maker-contact@engr.wisc.edu to add it to the calendar.

How to fill out a maintenance request?

https://facilities.engr.wisc.edu/maintenance/   

You will need confirmation from Maggie for funding string

Are UW Employees or UW Health Service Employees allowed to attend Workshops?

Anyone in the UW Community is allowed to attend the workshops, meaning any employee of the UW system (even if they aren’t alumni) can attend.

Emergency Procedures

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What is an emergency?

An emergency is an immediate threat to life and/or property that requires immediate response from police, fire, or Emergency Medical Services. Some Examples of emergencies are crimes in progress, any kind of fire or a serious injury or illness. If you are not sure if an incident falls into an emergency classification, call 911 when an immediate response is needed.

When reporting an emergency (calling 911)

  • Stay on the line with the dispatcher
  • Provide the address, location, and a description of the emergency
  • Provide phone number at your location
  • Provide a thorough description of the incident to assure appropriate resources are dispatched

Non-Emergency Phone Numbers

For all non emergency situations, you may contact these numbers which will still provide a prompt response.

UW Police…………………………………………….…………………………………(608) 264-(2677) www.uwpd@wisc.edu

Environment, Health & Safety Department…………………………………………..(608) 265-5000 www.ehs@wisc.edu

University Health Services……………………………………………………………..(608) 265-5600

Dane County 24-Hr Mental Health Crisis Line……………………………………….(608) 280-2600

Poison Control……………………………………………………………………………(800) 222-1222