DIVISION OF UNIVERSITY RELATIONS

STUDENT INSTRUCTION MANUAL

Published by the
Division of University Relations

First Edition
2015

Table of Contents
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Division Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
General Information

Student Dress Code. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Timesheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Answering Phones. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Transferring Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Transferring Calls and Forwarding to Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Forwarding Calls to Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Making Phone Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Intercom. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
In-Office Guest Visits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Alumni Engagement and University Events Student Assistant Duties

Morning Responsibilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Afternoon Responsibilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Acknowledgement Letters and Membership Cards Process . . . . . . . . . . . . . . . . . . . . . . . . . 10-11
Lifetime Membership Acknowledgement Letters and Cards Process. . . . . . . . . . . . . . . . . . 12-13
Filing Membership Acknowledgement Letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Deposits

Alumni . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-16
Events. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
How to Copy the Membership Cards and Checks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Marketing Communications Student Assistant Duties. . . . . . . . . . . . . . . . . . . . . 18

Pollock House/Office of the President/University Relations Student
Assistant Duties

Pollock House . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Office of the President/University Relations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Copier Instructions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20-22

YSU Website Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23-24
Board of Trustees Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Campus Emergency Procedures

General Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Fires . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Tornadoes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Medical Emergencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Water Leaks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Power Outages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Evacuations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Elevator Malfunctions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Earthquakes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reporting Bomb Threats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Bomb Threat Report Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

25
25
26
26
27
27
28
28
29
29
32

Campus Crime Procedures

Office Crime Prevention. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Reporting Crimes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Afterword. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Introduction
Welcome to the Division of University
Relations! Our division holds the offices
of Alumni Engagement, Marketing and
Communications, and University Events.
The Chief of Staff for the President
oversees our division.
This student instruction manual is
intended to train you, the student
assistant, to perform the tasks of all
student assistants in our division. You
will primarily perform the tasks of the
department you were hired under, but you
may be asked to perform tasks for other
departments. This manual will act as your
reference.
If you have any questions not answered
within the pages of this manual, feel free
to ask your supervisor.

04

Division Employees
Shannon Tirone, Chief of Staff to the President, oversees the Division of
University Relations
Catherine Cala, Director of Alumni Engagement
Heather Belgin, Assistant Director of Alumni Engagement
Ed Goist, Coordinator of Alumni Engagement
Pam Balent, Data Administration Specialist
Rita Kennehan, Secretary, Office of Alumni Engagement

Jackie LeViseur, Director of University Events

Mollie Hartup, Assistant Director of University Events

Christina Texter, Administrative Assistant, University Events
Erin DeBernardo, Administrative Assistant, University Events

Ross Morrone, Executive Director of Marketing and Communications

Ron Cole, Public Information Officer
Cindy Vinarsky, Assistant Editor
Renee Cannon, Layout Design Artist
Angela Ireland, Advertising and Publication Coordinator
Andrea Tharp, Assistant Editor Social Media
Joel Lewis, Audio Visual Production Specialist
Debbie Lowe, Administrative Assistant, Marketing and Communications

05

General Information
Student Dress Code
The Division of University Relations, and all of the departments within, does not have
a student dress code. However, exercise common sense when dressing to come to work.
Tank tops, ripped jeans, visible tattoos, and flip flops are strongly discouraged. Please look
presentable and appropriate for work.

Timesheets
Timesheets are to be submitted by 11:59 p.m. the Tuesday following the end of a pay period.
Example: Saturday March 7 ends the pay period. Timesheets are to be submitted by 11:59
p.m. on Tuesday March 10.
Follow the procedures listed in your YSU Portal in order to correctly submit your timesheet.
Prior to submitting, check for hourly input errors.
Use only the Regular Hour Input hours.
Students are not to exceed 25 hours per week or 50 hours per pay period.

Answering Phones
The following lines must be answered:
Director of Alumni Engagement (x2752)
Alumni Engagement Main Line (x3119)
University Events Main Line (x3497)
Marketing Communications Main Line (x3519)
If the Secretary, Office of Alumni Engagement is unavailable, answer the line (x3221)
Use the following greeting upon answering the phone:
Division of University Relations, Department of
. This is
speaking.
How may I help you?
Record the name of the person calling as well as the reason for calling.
If the person to whom the caller wishes to speak is out of the office, inform the caller
that the staff member is out of the office but you may take a message or send the caller to
voicemail.
When taking a message, be sure to write down a complete, accurate message with the time,
date, phone number, and name of the individual who called. Repeat the name and number
back to the caller.

06

Transferring Calls
If the caller wishes to be transferred to another line, press the transfer button on the bottom
of the phone and dial the extension of the person to whom you are transferring the caller. If
you are transferring the call within the department, stay on the line until the person answers,
tell the staff member who is calling, and then hang up to allow him or her to speak to the caller.

Transferring Calls and Forwarding to Voicemail

Transfer the caller to the line of the person for whom the caller wishes to leave the voicemail.
The line will ring, press the red button to answer the line, press the transfer button, dial the
extension again, hang up the phone.
Example: Jane Doe calls the main line to talk to Jackie, and Jackie has stepped out of
the office. The caller wishes to leave a voicemail message. Press transfer and dial Jackie's
extension. Her line will ring; press the red flashing button of her line. Press transfer and dial
her extension again. Hang up the phone.

Forwarding Calls to Voicemail

If the caller wishes to be forwarded to voicemail and he or she has called the extension of the
person to whom the caller wishes to speak, press the transfer button, dial the extension, and
hang up the phone.
Example: Jane Doe calls Catherines line and wishes to leave a voicemail message. Press
transfer, dial Catherines extension, and hang up the phone.

Making Phone Calls

For on-campus phone calls, pick up the phone and dial the 4-digit extension of the person you
are calling.
For off-campus calls, pick up the phone, dial 9, then dial the rest of the phone number of the
person you are calling.

Intercom
The intercom is used to directly speak to someone in his or her office without making a
full phone call. Located on the phone is a button labelled VC. Pick up the phone, dial the
extension of the person to whom you wish to speak, and press the VC button after dialing the
extension. Two beeps will sound to alert the person that you are on the line.

07

In-Office Guest Visits

Because the Division of University Relations is the first exposure guests have to Tod Hall
and, for many, to the Youngstown State University (YSU) campus, it is imperative to exercise
appropriate language and use a friendly disposition when greeting visitors.
Greet the visitor.
Ask the visitors name and reason for coming.
Request that the visitor have a seat while you ensure that the person whom he or she seeks
is available.
If unavailable, inform the visitor that you are capable of taking a message for him or her.
If available, guide the visitor to the office of the person he or she came to see.

Quick tip: If someone will be out of the office and wants

you to answer his or her line, he or she will notify you.
Otherwise, allow the line to ring, and the caller will be
directed to voicemail.

08

Alumni Engagement and University Events

Student Assistant Duties
Morning Arrival (8:00 a.m.) Responsibilities
Turn on computers in the student reception area.
If the double doors are not open, open them and use the door jamb to keep the far right door
open.
Unlock the four tan filing cabinets located behind the Secretary, Office of Alumni
Engagement's desk.
The key is located in the middle drawer to the left of the Secretary, Office of Alumni
Engagement computer.

Afternoon Departure (5:00 p.m.) Responsibilities

Turn off computer.
Ensure that the typewriter in the student reception area is turned off.
Ensure the coffee pot in the break room is turned off.
Clean the kitchen area and put away dishes if any are in the drying rack.
Turn off the light in the break room.
Turn off the light in the copy room.
Shut the right side door and store the door jamb on the coffee table closest to the door.
Turn off the lights in the student area.

Note: Tasks may be assigned. Assigned

tasks may be a higher priority than the
daily responsibilities.

09

Acknowledgement Letters and Membership Cards Process

Yearly membership slips are received from individuals who pay alumni membership dues. To
acknowledge the receipt of the dues and membership in YSU's Alumni Society, a letter is sent to
the alumni member.
The letter and membership application will be given to the student when ready to be copied
and mailed.
Copy the letters.
Staple the copy of the letter to the copy of the application and check. This creates the backup.
Use the computer on the left side of the student area desk to open the envelope template.
Note: This computer is used because it is the only one set up with the card printer.
Use the membership applications to input the name and address of the alumni member into
the template.
Put the envelope face down, fold side to the left in the blue slot of the bottom printer.
Press print on your computer.
Press the flashing down arrow () on the printer to feed the envelope.
Note: The arrow is only pressed when printing envelopes.
Use the application to create the membership cards.
Open the membership card template and input the following information:
Name
Expiration Date
Banner Number
Note: The expiration date will be marked on the application by an Alumni Engagement
employee.
Select the EVOLIS Pebble printer under the printer options.
Press print on the computer.
A red alumni membership card will print.
Locate an Alumni Society Member packet from the top left drawer, open the packet, remove
the paper from the glue dot, and attach the membership card to the glue dot.
Use a z-fold to fold the letter.
Put the packet with the card and the letter in the appropriate envelope.

10

Acknowledgement Letter
&
Membership Cards
Process

Acknowledgement Letters and Membership Cards Process

Acknowledgement
Letter &Membership
Application

Copy
Letters

Open Envelope Template

on computer set up with
card printer on left side of
student area desk.

Staple Copy of letter to

application copy and check

Create membership
cards.

Open membership
card template

Input name and address of

alumni member to template.
Input name

Input expiration
date

Put envelope face down and

print.
Select EVOLIS printer

Press print on computer

to produce red alumni
membership card.

Alumni Society Member Packet

Use z-fold to fold letter.

Put packet with card

& letter in appropriate
envelope

11

Input Banner
number

Life Member Acknowledgement Letters and Cards Process

Life membership cards and letters are sent to individuals who pay dues for lifetime
membership in YSU's Alumni Society.
The first 3 steps from the Yearly Membership Cards and Letters will remain the same.
Open a template for mailing labels.
Use the membership application to input the name and address of the life member.
Use the bottom printer to print the labels.
Place the labels face down in the computer paper tray.
Press print on the computer.
Attach the label in the center of a large white envelope.
Locate a Life Member card in the left middle drawer.
Place the card at the bottom of the red membership cards in the EVOLIS Pebble printer.
Open the life member card template on the computer and input the following information:
Name
Banner Number
Note: Life memberships do not expire.
Locate a life member packet, open it, remove the paper from the glue dot, and attach the life
membership card to the glue dot.
Do not fold the letter.
Mail the letter, membership packet, and Life Member certificates (generic and signed) in the
large white envelope with the correct name and address.
Seal the envelope.

Filing Membership Acknowledgement Letters

The back-ups are filed in the top drawer of the second cabinet located behind the Secretary,
Office of Alumni Engagement desk.
Green hanging files are labelled A-Z. File the back-ups alphabetically within the respective
folders.

Quick tip: Prepare extra membership packets to be ready

for quick use. It saves time to have multiple packets
prepared to send. Stick the glue dots to the card location in
the packets. Remember to keep the paper on top of the glue
dot so it won't stick to the packet itself.

12

Life Member
Acknowledgment Letters
&
Cards Process

Life Member Acknowledgement Letters and Cards Process

Acknowledgement
Letter &Membership
Application

Open template for mailing labels.

Place labels face down in

computer paper tray.

Locate Life Member card in

left middle drawer.

Place card at the bottom of

the red membership cards in
the EVOLUS Pebble printer.

Press Print on the

computer.
Copy
Letters

Open life member card

template and input
information.

Place label in the center of

large white envelope.

Staple Copy of letter to

application copy and check

Input name

Input Banner
number

Locate a life member packet, open

it, remove the paper from the glue
dot, and attach the life membership
card to the glue dot.

Do not fold letter.

Seal the envelope.
Mail the letter, membership packet, and Life
Membership certificates in large white envelopes
with correct name and address.

13

Deposits
Alumni Deposits
It is imperative that deposits are done correctly. An error in the deposit process is extremely
difficult to correct. This process is repeated for all Alumni Deposits.
You will need the following items to do a deposit:
1) The copier.
2)The adding machine.
3) The feed to finance. (A document(s) of paper detailing alumni member names and
monetary amounts received.)
4) The alumni membership slips.
5) The adding machine tape. (A slip of paper on which the total amount of money received
is tallied.)
6) A stapler.
7) A highlighter.
8) A pen.
1) Feeds get copied 2 times, 2 sided, and stapled in collated order.
For 2 sheet-feeds, select Collated; these feeds will only be on 1 sheet when copied.
For 1 sheet-feeds, do not copy 12 Sided, and do not staple.
Copy the feeds using the top feeder tray.
Select Tray 1.
Select 12 Sided.
Select 1 Staple (Portrait).
Press the 2 button.
Press Start.
2) Place the original feed, the copies, and the adding machine tape to the side. A table is on the
left side of the copy room and can be used to set your copies down.

14

3) Copy the membership slip with the check.

Place the slip face-down on the copy screen with the top left corner of the card in line
with the first large dash.
Place the check face down under the card.
Close the lid.
Press 1 to change from making 3 copies to making 1 copy.
Press Start.
The back of the membership slip does not need to be copied unless it has been written
on.
Use Tray 5 to copy the back of the slip onto the copy of the front of the slip and the
check.
Place the copy into Tray 5 face down with the top of the sheet directed toward you.
See: How to Copy the Membership Cards and Checks
When it has finished copying, paperclip the copy and the slip together.
Repeat process until all cards and checks have been copied.
4)Copy the checks.
Place 4 checks face-down on the screen between the first dash and the 11 inch mark with
the checks touching the left side of the screen.
Note: 5 standard sized checks fit on the screen.
Place the 5th check vertically beside the other 4 checks.
Close the screen.
Reduce down to 90%.
Press Start.
Repeat process until all checks have been copied.
Non-standard sized checks vary, so the way they are copied will vary. Always try to fit as
many checks per page as possible.

15

5) When everything has been copied, bring it to the desk in the back room.
Use the adding machine to add up the checks.
Match your total to the totals on the other tapes.
Redo if your amount does not match the other tapes.
Initial and date your tape.
Staple the original feed, fold it around the checks, and put it in the bag.
The Secretary, Office of Alumni Engagement will have the bag and keys on the shelf in
front of his or her desk.
Staple one feed, the copy of the checks, and the tapes together.
Highlight the date and feed number at the top of the feed to finance with the copy of the
checks.
Put the highlighted feed to finance in the far left sliding cabinet behind the Secretary,
Office of Alumni Engagement's desk.
Give the last feed to finance copy to the Coordinator of Alumni Engagement.

Event Deposits
Event deposits are different than alumni deposits because only the checks are copied. There are
no slips to copy with the checks.
Make one copy of the feed to finance.
The Coordinator of Alumni Engagement does not receive a copy of these feeds.
Copy the checks, 5 to a page, using the same process as with alumni membership deposits.
Continue the deposit process the same way as the alumni membership deposits.
Charge deposits are handled similarly; however, there are no checks to copy so only the front
and back of the slips are copied. If the Secretary, Office of Alumni Engagement includes a sheet
of paper totaling the charges, make one copy of this sheet. One copy will go in the bag with
the original feed to finance, and the other will be stapled with the back-up which is filed in the
sliding cabinet.
For cash deposits: copy as many bills as possible per page.

16

How to Copy the Membership Cards and Checks

Youngstown State University Alumni
Society Membership Renewal
This slip will contain alumni member information to
be used when creating the alumni membership card
which will be mailed with the acknowledgment letter.
Place this side face-down on the copier.

This is the back of the membership slip. The only time

the back will be copied is when additional information
is written on this side. If this side is blank, do not copy
it.

This is the check that will be copied with the

membership slip. Place the check face-down
on the copier beneath the membership slip as
shown here. Copy at the very bottom if both
sides of the slip are copied.

17

Marketing and Communications Student

Assistant Duties
Twice a month, distribute YSU Updates to campus departments.
Using the list and large inter-office envelopes, distribute the YSU Updates to each
department.
Distribute mail.
Employee mailboxes are located in the copy room.
Distribute mail to the appropriate mailboxes.
When asked, proofread the catalogue.
Answer the main line. (See: Answering Phones)
When asked, help with videos, photos, and commercials.
Direct visitors through the office. (See: In-Office Guest Visits)
Marketing projects may be assigned; however, these are not daily tasks and will be explained
as they occur.

Note: Marketing and Communications

has an entrance from the inside of
campus facing Kilcawley, and guests may
use this entrance when coming to meet
with staff members. Follow the same
guidelines for all In-Office Guest Visits.

18

Pollock House/Office of the President/

University Relations Student Assistant Duties
The duties of the Student Assistant are primarily completed under the direction of either the
Chief of Staff or the First Lady of Youngstown State University.

Pollock House
For events, you are responsible for creating and mailing the invitations.
You are responsible for the set-up of Pollock House events.
You are responsible for cleaning and set-up of events under the direction of the First Lady.
You must maintain the RSVP lists for Pollock house events.
You are responsible for allowing entrance into the Pollock house for events.
Note: This is for catering, maintenance, and cleaning access.
Following events, you are responsible for returning the house to order including removing
decorations and cleaning the house.
Following events, you are responsible for mailing the thank you gifts.
You are responsible for scheduling the cleanings of the Pollock House.
You are responsible for cleaning the house between scheduled cleanings.
You must maintain inventory of the supplies and beverages at the Pollock house.
You will order necessary items for the Pollock house.

Office of the President/Division of University Relations

Answer the phone.
Be available and have a flexible schedule.
Tasks will be assigned as they occur with instructions to follow.

19

Copier Instructions

The copier is located in the back of the office between Marketing Communications and the offices of University
Events and Alumni Engagement.
Trays 1-4 are located in the front, and Tray 5 is located to the left.
The top feeder tray is located on top. The top of the copier is lifted to reveal the copy screen.
The tray to the right is where paper exits the machine.
Additional copy paper is located in the short metal cabinet to the right of the copier.

20

Figure 1. To log in to the

copier, select the function
you wish to perform on
the touchscreen. The two
primary functions are
'Copy' and 'Email.'
Once you have selected
the function, Figure 2 will
appear on the screen.

Figure 2. Use the keypad

(Figure 3) to type the
password into the copier.

Figure 3. The keypad

is used to type in
the password on the
'Accounting' screen, to
change the number of
copies to be made on
the 'Copy' screen, and
to reduce/enlarge the
copied image.

21

Figure 4. This is the copy

home screen. On this
screen, you can adjust
the number of copies
to be made, select the
output color, reduce/
enlarge the copy, select a
copy tray, select double
sided copying, and choose
staple options.
Under 'Paper Supply,'
select 'More' for more
tray options.

Figure 5. Select additional

paper trays from this
screen.
Tray 5 is used during
deposit processes.

22

YSU Website Navigation

Figure 6. The
faculty and
staff directory
is located here
on the YSU
Homepage.
(www.ysu.edu)
Another link is
found on the
bottom of the
homepage.

Faculty/Staff
Directory link
2.

23

Figure 7. The Faculty/Staff Directory is used to locate the location, e-mail, and phone number(s) of faculty and staff
members. If you know the last name of the person whom you wish to contact, use "Faculty/Staff Directory by Last
Name." If you know the department but you are unsure to whom you must speak or do not know the last name of
the faculty/staff member, use "Department Listing."

Figure 8. At the top right of the YSU Homepage (outlined in red) is your myYSU login. In your YSU Portal, you will
click on "Access My Student Information" and select the last tab titled "Employee" to have access to your employee
information. In the employee tab, you may view your pay information, pay stub, and complete your timesheet.
Above the Faculty/Staff directory is the search tool. Search using "YSU Website From A to Z" or do a keyword
search in the search box. Board of Trustees information is found under "B" or by searching for "Board of Trustees."
24

Campus Emergency Procedures

General Information
Emergencies can occur at any moment and may be triggered by many factors. It is important to
know what to do and what not to do in an emergency. The most important thing you can do in
an emergency is remain calm and think rationally. Your first response is critical, and irrational
responses create more problems; therefore, it is important to take a moment to calm yourself so
as to respond to the situation safely and calmly.
The following information is important for campus emergencies. Stay calm, dont panic, and
never put yourself at risk.
To report an emergency, use a campus phone to dial x911. If using an off-campus phone, dial
330.941.3527.
Speak to the dispatcher in a clear voice.
State your name and location.
Give a brief description of the emergency situation.
Inform the dispatcher of any injuries.
Add any information which may be beneficial.

Fires
If the fire alarm is activated, stop what you are doing and exit the building. You may grab your
personal belongings, but you must exit the building in a timely manner.
If you are in the middle of a deposit, return the deposit and checks to the Secretary, Office of
Alumni Engagement to put away.
If allowed back in the building, resume your activities.
If locked out of the building, call campus police at 330.941.3527
Note: Do not use the elevator.

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Tornadoes
A continuous alarm sounds for a tornado.
Stay indoors.
Located in the hallway behind Marketing Communications is a set of stairs leading to the
basement.
Calmly descend the stairs to the basement and walk through the door to the basement.
The first door to your right will lead to the hallway where the tornado shelter is located.
The tornado shelter is at the end of the hall on the right hand side.
Another set of stairs leading to the basement is located at the University Plaza entrance of Tod
Hall.
Descend the stairs and enter the basement through the door.
The door to the tornado shelter hallway will be the last door on the left hand side.
Enter the hallway and walk to the end. The tornado shelter will be the last room on the right
hand side.
Remain in the tornado shelter until the all clear message is received from YSU Police or
other designated officials.
Note: Do not use the elevator.

Medical Emergencies
The following applies to an ill/injured individual who requires assistance.
Use a campus phone to dial x911.
If using an off-campus phone, dial 330.941.3527.
If an ambulance is needed, inform the dispatcher at the beginning of the conversation.
Identify the location of the person, including the building and room number.
If you do not know the room number, identify the general area and floor.
Describe the illness or injury of the person.
State if the person is conscious.
Inform the dispatcher of any other information that is known, such as existing health
conditions.
Do not hang up until you are told to do so by the dispatcher.
If you have proper training, administer first aid.
Do not move the person.
Assure the person that help is on the way.
Remain at the scene until the Police arrive.

26

Water Leaks
Contact Facilities Maintenance at extension x3232 between 7:30 a.m. and 5:00 p.m. on
weekdays.
Contact YSU Police at extension x3527 after hours or on weekends.
Give the location of the leak, the severity, and any damage that can be seen.
Remove any equipment from the area that can be safely moved; cover equipment with plastic
if it cannot be moved.
Do not attempt to remove electrical equipment from the area. These will be removed once
power is shut down in the area.
Evacuate the area if there is a threat that the water could cause harm, such as falling wet
ceiling tiles or an electrocution hazard.

Power Outages
Departments should have flashlights that are tested periodically to ensure that they work.
Flashlights can be obtained from Central Stores at extension x3248. In the event of a power
outage:
Remain calm.
Between 7:30 a.m. and 5:00 p.m. weekdays, contact Facilities Maintenance at extension
x3232.
Contact the Police after 5:00 p.m. at extension x3527.
If you have a flashlight, move to an area of the building that is lighted or has emergency
lighting.
Provide assistance to those in your area who do not have a flashlight or are unfamiliar with
your area.
Individuals with disabilities may need assistance.
Power will be restored in a short amount of time in most instances. If you are instructed to
evacuate the building, proceed with caution to the nearest exit.

27

Evacuations
Know at least 2 building exits. Also, know at least 2 different ways to leave the University
should streets and intersections be blocked.
Remain calm. Walk, do not run.
Do not use elevators.
Only take essential personal belongings such as car keys, purses, and/or bookbags when
leaving in case the building is shut down and re-entry is not possible.
Close the doors behind you as you leave.
Wait at least 200 feet from the building for further instructions from YSU Police or other
emergency response personnel.
Should the building remain closed, you will be given further instructions as to where to go to
obtain information regarding the closing.
If instructed to leave campus, follow the instructions given by YSU Police. You will be
informed if certain roads are closed and if you need to exit a certain direction.
Note: Individuals with disabilities may need assistance.

Elevator Malfunctions
If you are trapped:
Stay calm.
If the elevator has an emergency phone, pick it up. You will be connected to YSU Police
and a maintenance person will be sent to assist.
If there is no phone, press the red emergency button and let it ring until you hear
someone respond to the alarm.
Individuals confined in elevators are assisted within 15 minutes in most instances.
Note: The elevator will not fall to the bottom, and you cannot suffocate in an elevator.
Remain calm.
If you hear the emergency alarm ring in an elevator:
Go to the elevator door of the floor you are on and shout to the individual who is trapped
that you heard the alarm and will dispatch help for them.
From 7:30 a.m. to 5:00 p.m. on weekdays, call Facilities Maintenance at extension
x3232. After 5:00 p.m., call YSU Police at extension x3527.
Report the problem by giving the name of the building and location of the elevator.
Return to the elevator door and reassure the trapped individual that help is on the way.

28

Earthquakes
Earthquakes are not frequent in Ohio, but they can occur. Earthquakes are usually of a short
duration, and injury typically results from falling objects.
If inside a building:
Remain calm.
Remain in the building.
Find cover under a sturdy object such as a desk.
Watch for falling objects.
Stay away from windows and objects which may fall and hurt you.
If you are outside:
Go to an open area away from trees, power lines, and buildings.
Cover your head and watch for falling objects.
Following the earthquake:
Expect aftershocks.
Remain protected.
Follow instruction from YSU Police and evacuate if told to do so.
Walk carefully and watch for falling objects when evacuating.
Do not use elevators.
Note: Individuals with disabilities may need assistance. Seriously injured persons should
not be moved unless there is immediate danger from fire or building collapse. Do not reenter the building. Natural gas may be present in the area; do not light cigarettes, matches,
or lights or use cell phones as they may cause an explosion.

Reporting Bomb Threats

Be calm and courteous to the caller.
Listen.
Do not interrupt the caller.
Notify your supervisor immediately.
Use the Bomb Threat Report sheet.
Note: Use the form on page 30 or go to: http://web.ysu.edu/gen/ysu_generated_bin/
documents/basic_module/bomb_threat.pdf

29

Campus Crime Procedures

Office Crime Prevention
For students, do not leave your personal belongings unattended. Bags may be stored under the
student area desk, but this is done at your own risk. If you are concerned, you may store your
personal belongings in the back room or ask a staff member if you may store your belongings in
his or her office while you are at work.

Reporting Crimes
If a crime occurs on campus, contact YSU Police immediately. Dial extension x3527 on a
campus phone. Dial 911 on a campus phone if immediate police response is necessary.
Give the dispatcher the following information:
Location
Nature of incident
Description/identity of those involved
Location of perpetrators
Location of victims
Description of what occurred
Any other related, pertinent information
Note: All information will be treated with appropriate confidentiality. Identify yourself
to YSU Police. Your identity will be afforded all due confidentiality. Please report any
criminal activity promptly.

30

Congratulations! You now

know how to perform the
tasks of all student assistants
within the Division of
University Relations. You
also know how to use the
copier and respond to
campus emergencies. We
hope you will be happy here
with us!

31

Youngstown
STATE UNIVERSITY
POLICE DEPARTMENT

Instructions: Be calm. Be courteous. Listen. Do not

interrupt the caller. Notify supervisor immediately.

_____Slurred

_____Whispered

_____Ragged

_____Clearing Throat

_____Deep Breathing

_____Cracking Voice

_____Disguised

_____Accent

1. When is the bomb going to explode?

_____Familiar (If voice is familiar, who did it sound like?)

2. Where is the bomb right now?

______________________________________________

3. What does the bomb look like?

______________________________________________

4. What kind of bomb is it?

5. What will cause the bomb to explode?

BACKGROUND SOUNDS

6. Did you place the bomb?

_____Street Noises

_____Factory Machinery

7. Why?

_____Voices

_____Crockery

8. What is the address?

_____Animal Noises

_____Clear

9. What is your name?

_____PA System

_____Static

_____Music

_____House Noises

_____Long Distance

_____Local

________________________________________________

_____Motor

_____Office Machinery

________________________________________________

_____Booth

_____Other (Please specify)

EXACT WORDING OF BOMB THREAT:

________________________________________________

_____________________

________________________________________________
________________________________________________
Sex of Caller:_______

Race:______________

Age:_______

Length of call:_______

BOMB THREAT LANGUAGE

_____Well Spoken (Education)

_____Incoherent

_____Foul

_____Message Read By
Threat Maker

Telephone number at which call is received:____________

_____Taped

_____Irrational

Time call received:______________

Date call received: ___/___/______

REMARKS:__________________________________________
__________________________________________________

CALLERS VOICE

Your Name:

_____Calm

_____Nasal

__________________________________________________

_____Soft

_____Angry

Your Position:

_____Stutter

_____Loud

__________________________________________________

_____Excited

_____Lisp

Your Telephone Number:

_____Laughter

_____Slow

__________________________________________________

_____Rasp

_____Crying

_____Rapid

_____Deep

_____Normal

_____Distinct

Date Checklist Completed:_____/_____/_____

32