Because a number of different managers will usually work in the course of a single day, you need to use entries in the Log book to communicate with each other about outgoing and incoming phone and e-mail communications. Our key outgoing communications are either OFFERS of appointments to students wanting them or REMINDERS to those with appointments the following day. Key incoming messages include ACCEPTANCES or DECLINATIONS (responses to OFFERS) and CONFIRMATIONS or CANCELLATIONS (replies to REMINDERS). In the Log you need to record, in writing, on the sheets provided, the sending or receiving of all these different kinds of messages.

More specifically, when you start your shift you should first write down, on an unused line, your name, the date, and the time. Then take a moment to peruse the most recent previous Log entries. During the course of your shift you should make a brief entry for any messages sent or received. For example, for an entry on the OFFER page:

ID = your initials
TIME = when message is sent
FIRSTNAME [USERNAME] = name and username of recipient of offer
INSTRUCTOR = the Lab Tutor involved
DATE = day and time of appointment offered
RESPONSE = later someone can record whether appointment is accepted or declined


The REMINDER page works similarly, but on it possible responses would be either confirmed or cancelled.

Also please use notes in the Log to record other communications or pass on other information you think would be of value to your fellow managers.

Finally, at the very beginning of the Log, just inside the front cover, we keep a list of essential information including (but not limited to) the username and password of the office e-mail account, the office copycode, the student employment account code, and instructions for adjusting the managerial chair and fixing a malfunctioning phone.