. Notes of the OV meeting 20 March 2019

U3APP Office Volunteers Meeting

Wednesday 20 March 2019 at Mary Kehoe Centre, 3.30pm

Present:  Pauline Amos (Chair), Graham Gosling (President U3APP), Sunny Acreman, Rosie Attard, Margo Anderson, Kevin Barry, Lois Best, Fay Bock, Lu Craven, Karen English, Jennifer Fall, Cheryl Freeman, Ann Gibson, Bev Fryer, Marion Lock, Meredith Mancini, Merren Pemberton, Margaret Smith, Diana Stock, Desleigh Kent (for first part of meeting)

Apologies: Margaret Byron, Branko Colavizza, Helen Donnellan, Robyn Foy, Heather Hamilton, Barbara Hill, Jill O’Keefe, Vicki Radcliffe, Eamon Rooney, Jan Weaver

Welcome and Thank You

Graham Gosling welcomed everyone to the gathering, stressing the key importance of all the work done from the office desk and the value of the personal contacts which OVs establish with members.

Graham presented Desleigh Kent with a book voucher from the Committee of Management in appreciation for over five years of service in organising the desk roster.   As well, flowers and chocolates were given to Desleigh by Bev on behalf of the whole OVs team.

Introduction to the IT Checklist

Karen English introduced a two-page checklist which identifies the IT skills that OVs need to have.  Everyone at the meeting was invited to take two copies and complete the tick-boxes.  One copy is to be kept for personal reference, the other returned to the office – this will be a useful guide to Karen and Meredith when they are doing one-on-one coaching of OVs in second term.  The checklist covers a number of topics:  Emails; Using the U3APP website as a member; Membership tasks; Class/event tasks.

It also draws attention to things that OVs should NOT do!  Importantly, except for one-off events and excursions, do not put anyone directly into a course yourself.  Instead, encourage a member to log in personally (with your help if necessary) and do their own class registrations/withdrawals etc.  If help really is needed, you can send an email giving the details to [email protected]

See the checklist here .

The IT ‘back end’

Karen demonstrated how all the data from the electronic rolls is now aggregated into a single spreadsheet devised by Hugh Serjeant.  This gives the Enrolment Team/ITEM an overview of who is missing classes without apologising, and makes it easier to actively manage the many waitlists.  A copy of the presentation is available here.  The lesson for all OVs is to make sure that apologies are promptly recorded, whether they come to you from a member in person, by phone or via email.  It’s also important to delete emailed apologies after they have been safely entered into the Lenovo tablets.

A list of the email addresses most useful to OVs will be posted on the office notice-board.  Look for it!

The Roster & New OVs

New roster coordinator Giovanna Ranoldo introduced herself, thanking everyone for their cooperation in making the roster work.  She emphasised how much U3APP relies on a steady and helpful presence during office hours, and also the fun and satisfaction OVs get in helping as part of a team.  At present there are a couple of spots during the month which have been tricky to fill, so if any OVs can recommend likely new team members from their own classes, please let Giovanna know.  (The new members’ welcome on 22 March may bring up a few names.)

If you are unable to meet your roster commitment, please do your very best to arrange a swap with another team member or tap into the emergency list.  OVs can add Giovanna’s number to their phone contact lists – she can be reached on 0400 853 907.  Importantly, don’t forget to alert her well ahead of time if you will be away on holidays.

New Phone System

A new phone (landline) incorporating an answering machine and extra handset is now on the office desk and we hope will improve the experience of taking inward calls.  However, when you are making outgoing calls, please use the U3APP mobile phone as our plan allows for unlimited local calls.

Other things

If you realise that we are running low on any stationery items, just write your request in the exercise book on the shelving behind the desk.

Name tags are important, so please wear your own and if members come into the office without one don’t hesitate to remind them to do the same.  It is both a courtesy to others at U3APP and a safeguard in case of accident or illness while the person is at MKC.

 

The meeting closed at 5pm

Welcome to the new OV Info page

Thanks to Marg Byron's excellent suggestion, we now have a new page just for Office Volunteer Information. This is where we can keep you up-to-date with any changes to processes or events you might need to know about.

So watch this space!

Oh, and don't forget we're going to have an FAQ page. And we can't have FAQs if no one ever asks a question...