NSU University School Faculty, Staff and Employee Handbook

17 Always state your department/center when you answer the phone, identify yourself, and offer a greeting, for example: "Good morning, this is Mark Jones of the Office of Human Resources.” Return phone calls within 24 hours. When you are out of the office for an entire workday or longer voice mail greetings will be modified to alert callers of the absence; pertinent information must include departure and return dates, alternate contact information (such as a colleague who may be covering responsibilities), or other instructions in case of an emergency. This may not be applicable if calls are forwarded to an assistant or other individual during the absence period. Exercise care when transferring calls. Tell callers why you need to transfer them. Verify that you have the right person before connecting a call. If you aren't certain, ask the caller to wait while you check. Avoid using the word “transfer” and instead use “connect”, “put through”, or “send”. Give your caller the name and the direct number of the person to whom you are directing the call. That way, if there is a disconnect, your caller knows whom to ask for when they call back. If you have the ability, please make every effort to stay on the line and make an introduction. Email Answer email within two (2) business days from the time it arrives in your in- box. Automatic Out-Of-Office responses constitute an acceptable preliminary answer, provided it contains the pertinent information listed below. During extended absences or vacations, the Out-Of-Office email function in Outlook must be used to alert senders that the recipient is away from the office; pertinent information must include departure and return dates, alternate contact information (such as a colleague who may be covering responsibilities ), or other instructions in case of an emergency. Carefully consider if email is the best method for your message. Email is best suited to simple communications, such as quick information requests, scheduling meetings and circulating minutes or updates. Determine if the communication would be better served by phone or face-to-face. Compose emails in a simple, straight and short manner. The contents must be concise, crisp and clear. Length should not require scrolling. Use a signature with your complete contact information and use a plain professional background. Before sending, check for grammar, syntax, sentence format, punctuation. Read the email with care before hitting the ‘send’ button. PART 2: PROCEDURES/PERFORMANCE PHOTOCOPY RESTRICTIONS 1. The copy machines are available for official use only. All copy right rules apply. 2. Faculty and staff are encouraged to be particularly sensitive to the costs incurred in photocopying. Discretion should be used in determining need and quantities