STUDENT EMPLOYEE HANDBOOK
Updated 9.24.2012
Table of Contents
Introduction
......................................................................................................................... 2
Mission Statement of University Recreation ...................................................................... 3
Goals
......................................................................................................................... 3
Vision
......................................................................................................................... 3
Wellbeing of Student Employees ....................................................................................... 3
Recreation Professional Staff Organizational Chart ........................................................... 4
University Recreation within CWU ..................................................................................... 5
Recreation Professional Staff Descriptions ........................................................................ 5
Graduate Assistants .......................................................................................................... 5
Student Staff ..................................................................................................................... 5
Volunteering ...................................................................................................................... 5
Practicum & Internships..................................................................................................... 6
Program Area Descriptions ............................................................................................... 6
NIRSA & Professional Development.................................................................................. 6
Employee Information ................................................................................................................... 7
Employee Hiring Information ............................................................................................. 7
Timesheets, Payroll, and Payday ...................................................................................... 10
Employee Standards..................................................................................................................... 12
Quality Customer Care ...................................................................................................... 12
Attendance at Work ........................................................................................................... 12
Attire
......................................................................................................................... 12
Certifications & Trainings................................................................................................... 13
Safe & Supportive Work Environment ............................................................................... 13
Drug, Alcohol, and Tobacco .............................................................................................. 14
Sexual Harassment .......................................................................................................... 14
FERPA & HIPAA ............................................................................................................... 14
Food and Beverage ........................................................................................................... 14
Homework, Studying & Reading ........................................................................................ 14
Computer and Printer Use ................................................................................................. 14
Phone Use ....................................................................................................................... 15
Email Communication........................................................................................................ 15
Media Statements and Inquiries ........................................................................................ 15
Staff Meetings/Trainings .................................................................................................... 15
Employee Evaluations ....................................................................................................... 16
Employee Guests ............................................................................................................. 16
Wellington High 5 ......................................................................................................................... 17
Accident, Injuries, and Incidents Protocol ...................................................................................... 18
Emergency\ Contact Information ....................................................................................... 18
Risk Management ............................................................................................................ 18
Accidents/Injuries .............................................................................................................. 19
Calling 911 ........................................................................................................................ 19
Reporting Accidents .......................................................................................................... 19
Reporting On-The-Job Injuries ........................................................................................ 19
Blood and Disease Transmission ...................................................................................... 20
Canceling Activities ........................................................................................................... 20
Guidelines for Lightening Safety ........................................................................................ 20
Lock Downs ....................................................................................................................... 21
Safety Audit Committee ..................................................................................................... 21
Pg. 1
Introduction
Message from the Professional Staff
Welcome! College is an exciting time in your life and it is our hope that working for University
Recreation will enhance your student experience by providing lifelong friends, great work
experiences, and incredible memories! Our goal for this handbook is for it to 1) clarify our mission
and role on campus, 2) provide context and outline our expectations for you as an employee, and
3) put in words our employee-supervisor partnership. We hope that you take the time to read
through this manual and keep us accountable as we set high standards for ourselves and those
that work with us. In a snapshot, this manual will emphasize:
1. Take pride in what you do! Many of the items in this handbook will focus on presenting
a professional appearance, acting ethically, and creating a healthy workplace. All of
these things are easier to accomplish if you take pride in your work.
2. Focus on your student success! You came to CWU to graduate with a degree and we
want to help you and all the students we serve accomplish that goal. Along the way, we
will provide programs and services that enhance the experience, but remember that
focus should not take away or distract you from the academic experience.
3. Responsible stewards of student resources! Student funds, past, present, and future,
have paid for our facilities, programs, and services. With that understanding and your
help, it is our hope that we can wisely manage those resources to remain effective and
efficient.
4. Be an effective service provider! Our hope is that you continually seek to improve the
workplace and the experience of those that engage our programs and facilities through
positive attitude and capable service.
Thank you for joining our team and we hope that your time spent with University Recreation is
enjoyable and meaningful!
Pg. 2
Mission Statement of University Recreation
University Recreation at Central Washington University is committed to offering recreation
programs that provide personal and professional development for a diverse university community.
Our nationally recognized facilities and services support the university mission by promoting an
inclusive campus environment. Our programs contribute to the wholeness and wellness of our
patrons while providing co-curricular activities that complement other avenues of learning and aid
individuals in achieving balance and well roundedness. Through excellent customer service and
care for the individual, University Recreation seeks to provide a sense of belonging that enhances
retention for students, faculty, and staff.
Goals
1. Continually provide a variety of services and activities designed to meet national standards
and the expectations of our members.
2. Provide an atmosphere of excellence both in service and safety to enhance the quality of
life for the university community we serve.
3. Offer an out-of-the classroom experience that expands an individual’s understanding of
healthy activities, while developing their interpersonal communication, leadership,
teamwork, and critical thinking by providing an opportunity to explore diverse ideas and
opinions in a positive manner.
4. Enhance leadership, involvement and social responsibility of Central Washington
University students.
5. Improve the health and wellness of the campus community.
6. Maintain, develop and improve University Recreation facilities.
7. Continue outreach programs for targeted populations.
8. Improve knowledge and professional development of University Recreation staff.
9. Manage fiscal resources diligently.
Vision
University Recreation at Central Washington University will continue to be recognized as a leader
in recreational services and facilities on campus, regionally, and nationally. We will develop
comprehensive programs that support student learning, lifelong participation, and wellness. We
value student development, collaboration and professionalism.
Wellbeing of Student Employees
We value your commitment to University Recreation as an employee, but moreover, we value
your commitment to CWU as a student and individual. Our departmental focus is to provide great
recreational services and facilities while remaining focused on your student development. As an
employer, University Recreation will place priority on the following items (in order) as we work to
fulfill our mission:
1. Students: Academic success and graduation are our first goal for you as a student
employee. We will take care to schedule and work you in the best possible manner to
ensure your success as students.
2. Wholeness and wellness of the individual: Our second goal is to help you develop as
people that enjoy healthy personal relationships and a lifelong appreciation for recreation
and wellness.
3. Employees: Our final goal is for you to mature as an employee capable to enter the
workforce as a graduate. Throughout your employment, we will provide training, feedback,
and incentives to develop your skills as an employee.
Pg. 3
Contact Name
Andy Fields
Dania Cochran
Kim Graham-Roseburg
Teresa Breckenridge
Eric Scott
Corey Sinclair
Jason Ihrke
Michael Montgomery
Ann Wittkopp
Shayne Wittkopp
Melissa Robertson
Kevin Hopper
OPR Grad Assistant
Facility GA
Sport Club GA
Intramural GA
Recreation Professional Staff
Organizational Chart
Dr. Andy Fields
Kimberly GrahamRoseburg
Director,
University Recreation
Secretary Supervisor
Nate Hill
Information Technology
Support Specialist
Email
afields@cwu.edu
cochrandk@cwu.edu
grahamrk@cwu.edu
breckent@cwu.edu
scotter@cwu.edu
sinclaic@cwu.edu
ihrkej@cwu.edu
montgomerym@cwu.edu
wittkopp@cwu.edu
wittkopps@cwu.edu
Corey Sinclair
Dania Cochran
Teresa Breckenridge
Coordinator,
Sport Clubs & Camps
Interim Assistant Director,
Facilities & Programs
Custodian 3
Rec Specialist 4
Graduate Assistant
Eric Scott
Coordinator, Intramural
Sports & Special Events
Luz Barajas
Maria BarajasGarcia
Custodian 1
Custodian 1
Graduate Assistant
Kevin Hopper
Michael Montgomery
Ann Wittkopp
Coordinator,
Membership Services & Facilities
Head Athletic Trainer,
Sports Medicine Services
Assistant Director,
OPR
Graduate Assistant
Shayne Wittkopp
Coordinator, Health Programs
Melissa Robertson
Coordinator,
Climbing Wall/Challenge
Course
Pg. 4
University Recreation within CWU
As a department, University Recreation is housed within:
Student Success > Student Development > Campus Life > University Recreation
The division of Student Success is comprised of three main areas:
1. Student Achievement
2. Student Development (University Recreation is housed here)
3. Student Living
Student Success provides all graduate and undergraduate students at CWU with the appropriate
services and programs to support and enhance their educational experience. As a partner within
Campus Life, University Recreation regularly interacts and provides program support with the
following Campus Life departments:
ASCWU Student Government
Campus Activities
Campus Radio
Publicity Center
Student Union
SURC Accounting
Westside Student Life
Please talk to your supervisor if you have any questions about the campus structure, University
Recreation’s role on campus, or the important partners that we work with.
Recreation Professional Staff Descriptions
University Recreation employs 10 full-time staff members to oversee the operations of the
facilities and services. Staff members are responsible for hiring and training students in their
program areas, but all staff members are responsible for upholding the policies of the Student
Handbook. We expect respect to be given to all members of the full-time staff and we promise to
treat all student staff with respect. The organizational chart on page 4 outlines the job titles and
roles of the full-time staff.
Graduate Assistants
University Recreation employs four graduate students annually in the areas of 1) Facility
Operations, 2) Outdoor Pursuits and Rentals, 3) Sport Clubs, and 4) Intramural Sports.
Graduate Assistants often have job duties related to their discipline and intended career field.
Most assistantships are offered for a 2-year period to coincide with their graduate studies. They
receive a tuition waiver and stipend as a condition of their assistantship and take on significant
roles within the department as staff supervisors, trainers, and other various administrative and
programmatic roles. Similar to the role of the full-time staff members, graduate assistants may
work across many different programs and interact with many groups of student employees; it is
expected that they will be given the same respect as full-time staff and it is expected that they will
work to earn your respect.
Student Staff
University Recreation is the second-largest employer on campus with over 150 student
employees annually working within the department. Hiring is accomplished as needed and at
different times throughout the year in more than 25 different job roles. While we do hire students
within the Recreation or Exercise Science majors, University Recreation employs students from a
variety of majors and interests ranging from Aviation to Theatre Arts. All student employees are
expected to maintain the same minimum standard of service as adopted in this handbook.
Pg. 5
Volunteering
Volunteering: In addition to the opportunities to work as a paid student employee, University
Recreation also provides volunteer opportunities in several of the program areas for CWU
students to receive experience in the field of Recreation. Some volunteer opportunities exist for
specific programs (5K races, event setup, etc.) while other opportunities are ongoing and require
more serious time commitments (Sport Club officer or coach). For all volunteer opportunities,
students must fill out a volunteer application and timesheet to accurately track their hours and
remain in compliance with University and State policy.
IMPORTANT: You may not volunteer additional hours to any department or employer that
has hired you for pay. You may not volunteer to do any task similar to duties you perform
anywhere on-campus for pay. Employers may not suggest or require that you volunteer,
and may not offer any reward or penalty for your volunteering or not volunteering. Report
violations to Student Employment.
Practicum & Internships: University Recreation prides itself on offering a variety of different
practicum and internship experiences in fields ranging from Sports Medicine to Outdoor
Recreation. All internships are arranged through Career Services and must be approved by both
a faculty advisor and University Recreation employee to go toward class credit. Placements are
based on time of the year, staff available, programs offered, and skill set of the individual.
University Recreation provides paid and unpaid internships based on the source of funding and
nature of internship work. All learning opportunities are arranged with Faculty Advisor approval.
Practicums can last as few as 40 hours or as many as 120 hours during each quarter; internships
typically last 400-480 hours.
Program Area Descriptions
Recreation Center/Open Recreation: Informal, unstructured use of the Recreation Center; drop-in
or by reservation. Activities include basketball, volleyball, badminton, pickleball, climbing,
weightlifting, cardiovascular training, and walking or running. The Recreation Center is located at
1006 N. Chestnut St.
Aquatics: University Recreation offers open recreation and lap swim hours in addition to fitness
activities and sport club activities at the CWU Aquatic Facility. The CWU Aquatic Facility is
located at 1510 N. Walnut St.
Intramurals: Structured, competitive and recreational sporting events throughout the academic
year. Activities involve team and individual sports and special events.
Group Fitness: Group exercise and other wellness opportunities through organized, instructor-led
classes. Classes are designed for beginner, intermediate, and advanced levels. Classes take
place in room 287 in the Recreation Center, as well as the Aquatic Facility.
Sports Medicine Services: Our Certified Athletic Trainer (ATC) can help if you are experiencing
pain related to an injury. An ATC is an allied health care professional who specializes in the
prevention, evaluation, treatment, and rehabilitation of athletic injuries.
Personal Training: Guidance and assistance in individual and team workouts by creating
personalized fitness plans unique to your fitness goals. They offer coaching through workouts and
provide motivation, education, and guidance for people of all ages and fitness levels. Training
(and Group Training classes) take place in room 284.
Pg. 6
Outdoor Pursuits and Rentals: The Outdoor Pursuits and Rentals program oversees the
operation of the climbing wall, outdoor rental shop, outdoor trip programs, and the CWU
Challenge Course facility. Through the OPR, individuals are encouraged to develop as people
through their experience in the outdoors.
Sport Clubs: The Collegiate Sport Clubs program is designed to serve individual interests in
different sport and recreational activities. Membership is open to all students and the club must
go through the student organization recognition process with the Associated Students Board of
Directors to be considered. Their interests can be competitive, recreational, or instructional in
nature, as clubs may represent CWU in intercollegiate competition or conduct interclub activities
such as practice, instruction, social and tournament play.
Camps: Youth-oriented camps, either day-camp or sport-focused and offered throughout the
year. Day-camp staff are typically Education or related majors that earn practical experience in
curriculum development. Sport-focused camps are run by Sport Club programs and support the
University mission by recruiting students to CWU.
Challenge Course: Built in 2007, the challenge course facility offers dynamic, interactive
programming that encourages team building, communication, and leadership. The elements of
the high-ropes facility include: 40-foot Alpine Tower, Odyssey Course, and Giant Swing. It is
located at the Alder Recreation Fields off 18th Street.
Climbing Wall: The 50-foot climbing wall offers weekly courses that encourage climbers of all
abilities to advance their skill through practice and education. The climbing wall offers open hours
throughout the week and can also be reserved by groups.
Peer Nutrition Education (PNE): PNE is a free, confidential service provided by CWU nutrition
students through University Recreation. PNE offers personalized nutrition education for all
Recreation Center student members.
Other On-Campus Recreational Facilities:
Nicholson Fields/Tennis Courts: These multipurpose fields are reconfigured throughout the year
to host sport club activities and intramural activities, in addition to athletic practices. These fields
are located at 801 E. Dean Nicholson Blvd next to Nicholson Pavilion; they wrap around the
baseball and softball fields.
Alder Recreation Fields (previously Community Fields): These multipurpose fields also host
multiple sport club and intramural activities throughout the year. They are located at the corner of
18th and Alder Street.
Student Employee Council
The Student Employee Council (SEC) was created for students to have another avenue in which
to ask questions and give and receive feedback. One student from each area serves on the
council. The SEC looks forward to growth in the years ahead, as they are a new organization
within University Recreation.
NIRSA & Professional Development
The National Intramural-Recreational Sports Association (NIRSA) is a non-profit membership
organization, which serves as a network for more than 4,000 professionals and students
Pg. 7
members in the recreational sports field throughout the United States. University Recreation
maintains an institutional membership, as well as professional staff memberships, within NIRSA
which provide a valuable resource for development in Recreational Sports. Contact your
supervisor if you are interested in becoming a student member of NIRSA, traveling to attend a
recreation conference, or seeing how you can be involved in statewide, regional, or national
trainings.
Employee Information
Employee Hiring Information
Student Employment Handbook
University Recreation follows the guidelines in the University’s Student Employment handbook
that can be read at the following web location: http://www.cwu.edu/student-employment/studentemployee-handbook
Please become familiar with these guidelines. Some of these guidelines are incorporated in this
manual along with additional information specific to the needs of the University Recreation
department.
SPAF (Student Personnel Action Form) and Work Study
A new form is required for each academic year and one for each summer period you work.
There are separate forms for Regular Student Employment (SPAF) and Work-Study jobs
(WSPAF). Work-Study Personnel Action Forms (WSPAF) will be mailed to eligible students who
marked on their FAFSA that they are interested in Work Study employment. They will typically be
mailed within a few weeks of your initial award package. They are also available upon request
from the Financial Aid Office in Barge 115. It must be approved by Student Employment before
you may begin working.
The SPAF and WSPAF must be completed and signed by you and your Supervisor after you
have completed the following requirements:
Authorization to Work Requirements
1. I-9 Form
The I-9 form must be completed at the Student Employment office. A federal INS form is
used to verify that you are authorized to work in the United States. Only one form is
required for all the years you work at CWU, unless you have a lapse in enrollment of more
than one quarter. If you are not enrolled at least half-time for more than one quarter,
please visit Student Employment so they can re-certify your I-9 before you begin working
again. Before you come to campus, make sure that you have proper ID. Ask at the
Recreation Center Administration desk in room 175 or at the Student Employment office
for the I-9 forms list of acceptable documentation to make sure you have sufficient ID.
Remember, you must show original documents when completing the I-9 and can use any
of the documents on the list.
2. W-4 Form
Same as the I-9 form, the W-4 must be completed at Student Employment.
3. Direct Deposit form
You are encouraged to have funds deposited directly into your checking or savings
account, and you do not have to bank locally to use this service. To sign up for direct
deposit, pick up forms at the Payroll office, 2nd Floor Mitchell Hall or ask for one at the
Pg. 8
Recreation Administration desk. Your check will be mailed to your permanent mailing
address if you do not select direct deposit.
4. Background Inquiry
This form authorizes the university to check your background to determine if you have past
criminal history related to the duties of this job. You must complete a background
inquiry to be eligible for hire on campus.
5. Driving Requirements:
Some positions will require student employees to possess a valid driving license, pass a
van certification (covered later in this handbook), and have a driving record free of DWI,
negligent driving citations, or other serious moving violations in the previous two years
6. Enrollment
You must be enrolled for 6 or more credits to be considered as an eligible student employee during
the regular academic year. Continuing students do not have to be enrolled Summer Term to work
and may be able to work up to 40 hours per week if they maintain full-time credits all terms of the
previous academic year, and are pre-registered for the upcoming Fall Term.
7. Pre-employment Work Authorization
Take this form provided by Student Employment to your Supervisor and complete the
SPAF or WSPAF. You are now eligible to begin work!
Timesheets, Payroll, and Payday
Timesheets
Once you begin work, your employer will email you an electronic time sheet. Save it to your
student N: drive or USB drive. At the end of each shift, record the hours you work on this form
and completely fill out all parts of your Time Sheet, such as # of credits, Job Title, CWU ID
Number, etc. You may log on to the computers in the Administration hallway for this purpose.
Important items to remember when filling out your timesheet:









All timesheets must accurately report your time; falsifying timesheets is cause for
termination!
You may not include estimates of time to be worked, unless asked to do so at the end of a
pay period.
Timesheets will be due the last day of the pay period.
You must turn in a timesheet no matter how many hours worked that pay period.
Check to make sure your ID # is correct and you have signed your timesheet.
Make sure to follow all instructions on the timesheet and cut off the side with the
instructions once it is completed.
Turn the Timesheet in to the folder in the Recreation Administrative Area (please ask for
directions if you are unsure of the folder).
Your supervisor must receive the Time Sheet NO LATER than 5 PM (or end of your shift if
after 5 pm) on the 15th and 31st of each month although your supervisor may request an
earlier date
To protect yourself, NEVER handle your Time Sheet after it has been signed by your
supervisor. If it is altered, you could be suspected of wrongdoing, so don't place yourself in
this position.
If you forget to turn in a timesheet:

Turn in the timesheet as soon as you realize the mistake.
Pg. 9


You cannot put the missed hours on the next timesheet. Each pay period has to be
reported separately.
Turn the timesheet in to your supervisor for review! Do not turn in a late timesheet to the
folder.
Late Time Sheets will be paid on the next payday. Do not expect your employer to make a
special payroll request if you have failed to submit your timesheet on time. It is YOUR
responsibility to make sure he or she has it when it is due, or you will have to wait until the
next pay period.
Paydates
You will be paid on the 10th and 25th of each month. There is a 10-day delay between the end of
a Pay Period and pay day. Your employer must pay you for all hours you work and cannot
withhold payment for hours worked for any reason. Federal Work Study wages may NOT be
garnished for any reason except to pay account charges to the school for bona fide educational
expenses. Other types of wages may be garnished if so ordered.
Pay Period
Each month there are two pay periods
1) the 1st to the 15th and
2) the 16th to 31st (or the end of the month)
Your supervisor must receive the time sheet NO LATER than the 15th and 31st (or last day) of
each month at the end of your shift. Timesheets are entered into the campus-wide computer
system at 9:00 a.m. the following morning. Late time sheets will be paid on the next payday or
later depending on when the time sheet is turned in.
IMPORTANT: Your first pay check may be delayed by one pay date if your timesheet for
that pay period is missed or late. Additionally, if you are hired after the first day of a pay
period, your first pay check will be delayed by 1 pay period.
To avoid this, hiring documents must be received by Student Employment by the first day of the
pay period in which you begin work. Please ask your supervisor if you have any questions about
your first pay date.
Paychecks
Paychecks for all student employees will be either paid through direct deposit or mailed to your
home address via US Mail; you must choose a method of payment when you begin employment.
You are encouraged to have funds deposited directly into your checking or savings account; you
do not have to bank locally to enjoy this service. To sign up for direct deposit see the instructions
in this handbook under Authorization to Work > Direct Deposit.
View Paychecks Online:
To view your paycheck, login to the Wildcat Connection link on the CWU home page with your
Groupwise login and password. From there click “Employee Link” on the left hand menu and
select “Self Service” in blue lettering in the middle center of the page. Continue to the pop-up
window and select “Self Service” again in the left hand menu. From there a link will appear under
“Payroll and Compensation” that reads “View Paycheck.” Select the link and options will appear
to view every paycheck you have received as an employee of CWU.
Pg. 10
Employee Standards
Probationary Period
The first quarter you are hired will be considered a probationary period. Student employees will
be evaluated by their supervisor at the end of this probationary period to determine whether or
not to continue employing said student. If you have any questions regarding the probationary
period or the evaluation process, speak to your supervisor.
Quality Customer Care
University Recreation is a service-oriented department that wants our customers to feel welcome,
feel heard, and feel important. We strive to impact the student experience and provide a friendly
campus community by responding promptly, fairly, and with empathy for the individual.
All employees are expected to be pleasant, courteous and helpful to all patrons. While on duty,
you should conduct yourself in a professional manner. Like any other business, you are expected
to serve the customer- in this case, students, faculty, staff, alumni, community members and
other facility users. With this in mind, University Recreation has set standards of customer service
that we will outline in this section.
Guidelines for Quality Customer Service:
1. Use a greeting and the customer’s name to welcome them
2. Smile
3. Look professional
4. Provide prompt service and keep attention to detail
5. Provide a closing statement: Thank you for coming, see you soon, etc.
Attendance at Work
It is very important to be prompt to work. The time on the schedule is when the shift begins. It is
expected that you should arrive 10-15 minutes prior to your shift to prepare to work at the starting
time. Any overlap of shifts built into the schedule is for staff members from one shift to update
those staff members coming on duty with any pertinent information needed for the next shift. If
you are going to be late or absent for any reason, please call as soon as you know you will be
delayed and talk to your immediate supervisor to determine a corrective course of action. Missing
a shift may lead to dismissal as it is an indication of your commitment to the job.
Attire
Each area of the department will have minor differences for their specific attire requirements.
Employees in all areas that are issued staff shirts must adhere to the following policies:
1. Staff shirts are available to check out at the Administration reception desk open 8 am to
5 pm, Monday through Friday. Staff shirts will not be issued outside of these hours and
may only be issued by trained staff.
2. All employees receiving a staff shirt will fill out an agreement at time of check out
stating:
a. Shirts are loaned to the student and must be returned.
b. Shirts will be returned during their last shift of work.
c. Items must be returned free of damage, with the exception of normal wear and
tear.
3. Replacement charges for staff shirts will be charged 1 week after the employees
departure if the items are not returned.
Pg. 11
4. Staff shirts are only allowed to be worn on shift.
5. University Recreation also sells an alternative uniform option (long-sleeve, pullover
fleece) for student staff. The cost is $38.00 and may be purchased through the OPR
shop.
All areas issued nametags have employee’s first name only. Nametags must be worn at chest
level on the front of the shirts, opposite of the University Recreation logo. No alterations may be
made to the name tags.
Some areas within the department may not require a staff shirt worn during each shift. Each
staff’s attire is outlined in the position’s job description.
Professionalism in Attire
If at any time an employee’s attire does not meet the standard of looking professional they may
be dismissed from their shift and/or may receive a substandard evaluation. Examples of
unprofessional or inappropriate attire in the workplace can include:
 Cutoff shirts
 Revealing shirts, shorts, or skirts
 Open-toe sandals in athletic and maintenance areas
 Inappropriate t-shirts (language, logos, pictures, etc.)
 Hats, beanies, or visors (Religious exceptions can be made but must be discussed with
your supervisor.)
Please consult your supervisor if you have any concerns about the appropriateness of workplace
attire.
Certifications & Trainings
All employees at University Recreation are provided the opportunity to be certified in first aid and
CPR training through the department. All employees will be required to complete those trainings
within 30 days of their hire date to remain on the work schedule. All classes are coordinated
through the Head Athletic Trainer. Please work with your supervisor to register for a class. Failure
to attend a class you are registered for will result in a $75 fine and the certification will still be
required at the employee’s expense.
Van Certification is required for some University Recreation employees and Sport Club members.
Classes are offered as needed at Jungeward building through Continuing Education. Certification
is free and expires each year. Drivers must meet requirements outlined in “Authorization to Work
Requirements.”
Certifications for several employee positions are required to ensure the best safety practices
possible for University Recreation. Supervisors, Lifeguards, Personal Trainers, Group Exercise
Instructors, Challenge Course Facilitators, Outdoor Trip Leaders, Climbing Wall Instructors and
Intramural Officials are all required to have additional certifications or trainings.
*Each staff’s specific certification requirement is outlined in their job description.
Safe & Supportive Work Environment
University Recreation strives to maintain a safe and supportive work environment.
Verbal or physical conduct, or the introduction of offensive materials constitutes harassment
when it interferes with an individual's work performance or creates an intimidating, hostile or
offensive work environment.
Pg. 12
University Recreation will not condone such behavior by its employees, members, or customers.
Individual conduct or conversation, whether intentional or unintentional, that results in sexual,
verbal or physical harassment, abuse or intimidation against any person on the basis of race,
color, gender, religion, national origin, age, disability, sexual orientation or veteran status is
prohibited. Inappropriate remarks and jokes based on these or other personal characteristics are
particularly offensive and unacceptable.
Drug, Alcohol, and Tobacco
At no time is an employee allowed to have any drugs, alcohol or tobacco with them or with their
belongings at work. No employee is allowed to be under the influence of any drugs, alcohol, or
tobacco products when at work. Impairment is an unsafe practice that puts yourself and others at
risk. Being unable to perform your job properly because of previous alcohol or drug use (i.e. hung
over) is considered under the influence. If violation of the drug, alcohol, or tobacco policy occurs,
the staff member will be sent home immediately. Violation of this policy is grounds for termination.
*Please visit the CWU Student Handbook for additional information on CWU Policies.
Sexual Harassment
University Recreation wants to insure that all employees enjoy an environment free from sexual
harassment. Sexual harassment is unlawful and impedes the realization of University
Recreation’s mission, vision and values. No employee may sexually harass another. All
employees must complete the online sexual harassment training within the first 60 days of hire.
The training can be found at http://www.cwu.edu/hr/online-training.
*Please visit the CWU Student Handbook for additional information on CWU Policies.
Injuries on the Job
If you are injured while working for University Recreation, you will need to complete an employee
accident report. Your supervisor can help you complete this should the need arise.
FERPA & HIPAA
The Federal Family Educational Rights Privacy Act (FERPA) and Health Insurance
Portability and Accountability Act (HIPAA) requires that student information be protected and
kept confidential. If you gain access, through your job, to information about other students, you
MUST keep it confidential. Sharing confidential information with others who are not authorized to
receive it (outside the scope of your job duties) is a serious federal violation and is cause for
immediate dismissal, and could lead to further disciplinary action.
*Please visit the Student Handbook for additional information on CWU Policies.
Food and Beverage
It is understood that work shifts may be scheduled both immediately before and/or after class or
other commitments. However, employees are asked to plan so that meals are not eaten while on
duty.
At NO time during a shift may an employee have food, or be eating, in sight of patrons or in the
immediate workspace. Food may be eaten in a designated area only (i.e. break room, SURC Pit).
Employees will be allowed beverages that are in a re-sealable container. Any exceptions must
be arranged with your supervisor.
Pg. 13
Food Handler’s Permit
Some positions in University Recreation may require you to obtain a food handler’s permit. All
information related to acquiring a food handler’s permit can be found at the following url:
http://www.co.kittitas.wa.us/health/programs/food.aspx.
Homework, Studying & Reading
While University Recreation values the academic experience there is also need for staff to be
engaged within job responsibilities to ensure quality customer care and safety.
Absolutely NO homework, studying, or reading will be allowed in areas of direct customer
supervision (Member Services, Weight Room, Cardio Area, Climbing Wall, Outdoor Pursuits,
Aquatic Office, Challenge Course, Intramural Sports Officials, or Supervisors)
After completion of all duties and responsibilities, light reading (newspapers, magazines, novels)
may be allowed in some areas not in direct supervision of customer care.
Computer and Printer Use
The 2 standing computer stations within the Recreation Center are email kiosks for members and
should not to be used by student employees.
The computer stations at the Access Desk, Reception Desk, Aquatic Office, Climbing Wall, and
Outdoor Pursuits and Rentals should not be used except to conduct official departmental
business.
Computer stations in the Administration hallway are made available for student employees for
official business (timesheets, checking schedules, event planning, sport club administration, etc).
No personal use of those computers for papers, games, social networking or general internet
usage is permitted at any time. Work assigned by a supervisor may allow the use of social
networking, YouTube, and other related sites. Individuals not employed by University Recreation
should not have access to those computer stations and will be asked to leave. For your own
protection: Employees should remember to always use their own username and password when
logging in and out of a computer except when provided a departmental login.
Printer and copier codes should not be shared with others outside your program area. The printer
and copier should only be used for official business.
Personal laptops are prohibited at all times in work areas.
Phone Use
Employees are not allowed to use cell phones while working. Cell phones must be kept in digital
lockers and away from the worksite. Cell phones may not be kept on an individual while on duty.
If there is a personal emergency situation which requires an employee to have their cell phone on
during their shift, the supervisor must be notified so that an exception may be made.
*Certain positions are allowed to carry and use cell phones due to job responsibilities. This should
be arranged with your supervisor.
CWU phones at work stations should be used for official business only. To reach an off-campus
phone number, you must dial “66” and then the number. To reach an out-of-area phone, you must
dial “661” and then the full phone number with area code.
Pg. 14
Email Communication
CWU Groupwise email accounts are required for student employees and will be the only email
account used between University Recreation and student employees. It is the employee’s
responsibility for checking their Groupwise (CWU) email account and understanding all
information that is sent to their CWU email account.
Student employees have the option to forward emails to a separate address, but you do so at
your own risk. Employees are responsible for the information sent to their account regardless of
errors in the forwarding process. To have your email forwarded to another account contact the
Information Help Desk at 963-2001 to receive instructions.
Media Statements and Inquiries
While at your job for University Recreation, media outlets, students creating projects, or other
interviewer may ask you or a co-worker for public statements for print or video media. As a
representative of University Recreation, we ask that should you receive a request for comment
please refuse comment AND notify your supervisor of the request immediately.
Staff Meetings/Trainings
Staff meetings are an extremely important way to communicate both with the immediate
supervisor as well as other employees within the department. All-staff meetings are considered
mandatory unless otherwise stated and will occur 1 to 2 times a year.
Employees may not miss a mandatory staff meeting except for an emergency situation. In the
case of an emergency, your immediate supervisor should be notified immediately. Each position
will differ in the frequency and length of meetings; check with your supervisor to determine
trainings and meetings needed.
Employee Evaluations
We believe an important part of the student employee experience is the opportunity for personal
development, constructive feedback, and valuable experience for your future occupation. With
that in mind, University Recreation will conduct employee evaluations at least once per year for
all student employees, beginning with your initial evaluation after your initial probationary period.
Evaluations will take place with your immediate supervisor and will remain in a personnel file for
at least 5 years. Evaluations will focus on your work performance, providing constructive
feedback and corrective actions. Your supervisor may elect to conduct evaluations on a more
frequent basis based on program schedules, employment dates, etc. Ask your supervisor if you
have questions.
You will also be given the opportunity to evaluate your supervisor on an annual basis. This
evaluation will be completely anonymous and will be sent directly to the Director of Recreation.
Participation Expectations
Participation in all University Recreation activities is encouraged with the understanding that
employees are held to a higher standard of care towards rules, regulations and respect for fellow
employees.
Employee Guests
Employees should not have guests visit them while they are on duty. If friends or guests are
using the facilities, they should not be a hindrance to the employee’s work performance.
Pg. 15
Wellington High 5
Wellington High 5 is an employee incentive program that rewards student employees for their
work that goes above what is required to meet their job requirements.
Key Areas
To identify excellent student employees, we have identified 5 characteristics that we value in our
student employees. Provided is a brief description and an example of that characteristic in
action.

Customer Service: We are looking for students that constantly and consistently exceed our
customer’s expectations of service. This could be simply greeting them by their name or it
might be helping a participant clean up a spilled backpack. Put simply, we are looking for
the students that make our department more enjoyable to our customers.

Excellence: Students rewarded for excellence are those that have a high attention to
detail, are thorough when completing projects, and are looking for better, more efficient
ways to work. Excellence may be seen in a clean work station or a smooth outdoor or
climbing trip; there are opportunities for excellence in every situation.

Teamwork: We want to employ students that everyone wants to work with. Students
rewarded for teamwork have the ability to work well within a group or to lead a group. All of
our positions require employees to work as a group to accomplish goals and tasks; our
goal is to reward those students that make teamwork enjoyable, efficient, and effective.

Character: Through the definition of character, we want to reward the personality traits and
values that distinguish an excellent employee from their peers. For some employees it
might be a bright attitude and smile, yet for others it might be thoughtfulness or honesty.
We want to reward and encourage you to bring your individual personality to help reach
our shared goals.

Safety: Employees that identify hazards in the workplace, attend trainings regularly, and
bring issues to the attention of their supervisor will be rewarded for their attention to safety.
Safety issues and responding to accidents are important job requirements and we want to
reward students that exceed our expectations of employees.
Nominations
To nominate student employees, nomination cards are held with each supervisor as well as at the
front administration desk. If you witness a demonstration of excellent service, fill out a nomination
card on behalf of the student employee. Supervisors will periodically nominate student
employees throughout the quarter.
Rewards
All nomination cards will be held at the Recreation Center Administration Desk. Drawings will be
held monthly throughout the quarter and the winner will be announced in the hall display case.
Two “honorable mentions” will also be announced, as we have several nominated student
employees each month. Rewards will be determined quarterly and will reflect seasonal and
interest changes. If you have ideas for rewards, please email rec@cwu.edu.
Pg. 16
Accident, Injuries, and Incidents Protocol
University Recreation publishes a full Emergency Action plan. The information here is neither a
substitute for reading that plan nor for receiving First Aid and CPR Certification.
Emergency\ Contact Information
Medical Emergency:
Campus Police:
Fire Department:
Kittcom (non-Emergency Dispatch) :
24 Hour Maintenance:
911
911
911
925-8534
963-3000
Risk Management/Safety Issues
University Recreation employees should make the safety of themselves and the participants the
top priority while working. Before beginning any activity or opening a facility, perform a sweep of
any areas students may use. This includes but is not limited to:
 Activity spaces
 Seating areas
 Bathrooms
 Walkways
 Fields and surrounding areas
 Any areas inside a fence where participants will be
 Any areas inside a room or gym that participants will be
Prior to each shift, every employee should make a visual inspection of the facilities and
equipment to ensure it is suitable for use. Examples of unsafe conditions that can occur include:
 water on a basketball court
 hole in a field
 object in the field of play
 non-ASA approved softball bat
 broken glass
Remember, the safety of our students and guests is our top priority. If you are unsure if an area
is unsafe, chances are it is not. Immediately stop the activity and report the situation to your
supervisor.
Important Safety Reminders
 Remember your personal safety. If the situation is unsafe for students or guest, it is also
unsafe for you.
 Check all doors to ensure students cannot gain access to areas they are not supposed to
be (i.e. custodial closets, mechanical rooms).
 Be aware of loose clothing or long hair around machines and equipment.
 Get help moving weights and machines. Know your limits and Do NOT attempt to lift
anything too heavy alone.
 Always put out a wet floor sign if the floor is wet for any reason (i.e. water fountain spills,
snow falling off shoes, mopped floors).
Pg. 17




Items in the custodial storage are for all employees to use as long as you are trained to
use the equipment and return the items after using.
Use cleaning supplies and equipment carefully. Take care to use the correct equipment for
the job and consult a custodial staff member before using.
Read labels on any cleaning product before using; if you are not sure ask a supervisor
before using.
Report chemical reactions immediately.
You are the one that is most important in locating dangerous conditions. Risk management is
everyone’s job. Please be observant and help assist in preventing injuries. Voice any concerns
you have and do everything you can to ensure the safety of our participants and staff.
Calling 911
If you need to call 911, be prepared! Please review the following lists:
Making the Call:
 911 if calling from a campus phone or from cell phone
 Or notify campus police (Kittcom) at 509-925-8534 (for non-emergencies, such as a stolen
backpack)
Providing Information:
 name, address, telephone number of caller
 nature of emergency, whether medical or non-medical *
 number of athletes
 condition of injured individual(s)
 first aid treatment initiated by first responder
 specific directions as needed to locate the emergency scene ("come to south entrance of
coliseum")
 other information as requested by dispatcher
 any medication taken and when
Make sure you do not hang up until you hear them hang up!
Reporting Accidents and On the Job Injuries
Accident reports should be filled out for each injury incurred during University Recreation
Programs. This might include a wide variety of injuries, and could potentially include, among
others:
 Potential concussion
 Lacerations/cuts
 Ankle sprain
 Heat exhaustion
 Frostbite
 Shoulder dislocation
 Patellar (kneecap) dislocation
 Broken or dislocated finger
 Torn ACL
This could include many others. It is important to include as many details as possible, and to fill
out the report as completely as possible. This accident report can be used for student
employees injured at work or students participating in URec programs, but it must be filled out
Pg. 18
ASAP, within 24 hours at most, and turned in to our Admin desk for processing. The
student/visitor accident report form can be found at http://www.cwu.edu/hr/cwu-accidentreporting. This should NOT be used for student employees (see below)!
An incident report is filled out for other events that occur during URec programs and events.
Some examples could include:






Fight on the basketball court
Child missing or running away from camp
Lightning safety response
Hostile intruder
Near drownings on the river while using our OPR equipment
Displays of vulgarity, racism, sexual harassment, discrimination, or swearing in our
facilities or during participation in our programs
This report should also be used for “near miss” situations, in which an accident or incident
COULD have occurred but didn’t. This will help University Recreation to analyze why the incident
almost happened and adjust the program accordingly to ensure it doesn’t happen in the future.
Again, as much detail as possible needs to be documented, including witnesses’ names and
contact information. These forms can be accessed from http://www.cwu.edu/hr/environmentalhealth-and-safety-general-information.
Individuals who are involved in a university-related accident or injury are asked to complete a
CWU Accident Report. All accidents, injuries, and occupational illnesses are to be reported
immediately, or as soon as possible, to a university official. Accident reports are not used to
assign fault, but to fulfill Washington State Department of Labor and Industries (L&I) reporting
requirements, to help mitigate hazards, and to enhance the health and safety of our entire
university community.
For employees:
Employees have to document any injuries they incur at work. Both student and professional
staff will fill out an employee accident report with his/her supervisor. This report must be
completed and processed by the end of that work shift. This form can be found at
http://www.cwu.edu/hr/cwu-accident-reporting.
In addition, employees that will be working with chemicals will be provided proper training in
working with those chemicals, and an MSDS book will be maintained and updated in URec’s
custodial area.
Sports Medicine will enlist the help of other URec employees in assisting with a quarterly
workplace inspection. The form can be accessed here: http://www.cwu.edu/hr/environmentalhealth-and-safety-general-information, and will include all facilities in which University Recreation
employs staff. For venues outside URec’s facilities, URec staff will make every effort to obtain
the most information available for safety procedures for that facility or venue and adjust
programming accordingly if needed.
Pg. 19
For visitors and students (other than employees):
Please complete and submit the Student/Visitor Accident Report within 8 hours of the incident.
EHS staff will distribute information appropriately and may contact you to discuss details of the
incident.
It is a regulatory requirement that serious accidents to employees (those resulting in which an
employee is admitted as an inpatient at the hospital, for example) must be reported to L&I within
eight hours.
Should a serious accident occur during normal working hours, please contact EHS immediately at
(509)963-2252.
After hours and weekends, call the 24-hour maintenance/emergency number at (509)963-3000,
provide contact information, and request notification of an EHS staff member on the contact list.
Student/Visitor accident report forms are present at all work stations and locations for
University Recreation programs. The form is intended as a reporting tool to notify the University
Safety office that an accident occurred on-campus. Forms should be filled out at the time of the
accident and turned in within 24 hours of the accident
. When filling out the form please remember:








Make sure your writing is LEGIBLE!!!!
Make sure to fill out all victim information as completely as possible
o Often, time is excluded, so make sure to complete fully.
Describe the activity that led to the injury as completely as possible, whether or not you
have any idea of the nature of the injury. Just because you can’t diagnose the injury
doesn’t mean that someone else won’t be able to from your very accurate description of
the events that occurred leading up to the injury!
Describe the injury as completely as possible within your scope of practice.
Describe in detail what exactly you provided as treatment for the victim.
Make sure to circle whether medical treatment was required, and who did/will be
performing those services.
The most updated form does not state whether 911 was called and whether the
ambulance was used. Please make sure to note at the bottom of the report whether 911
was called or not, and whether victim was transported in ambulance or not. If they refuse
an ambulance, make sure to note that as well, and make sure to note the name and
contact info of the responding EMS personnel.
Make sure to print your name and date the report. Turn it in promptly to Rec Admin desk.
Evacuation Information




Evacuate the building using the nearest exit (or alternate if nearest exit is blocked).
Do not allow anyone to re-enter the building until given the ALL CLEAR by professional
emergency response personnel. Alarm turning off is NOT an indication of ALL CLEAR.
If at any time you feel in harm’s way, leave the building immediately.
Do not use elevators.
Pg. 20




Take personal belongings (key, purses, wallets, etc.) but leave all other items behind (i.e.
equipment, towels, etc.).
Secure any hazardous materials or equipment before leaving.
Direct all students to evacuation points:
 West Entrances proceed to Science Lawn
 East Entrance proceed to Barto Lawn
DO NOT STAND OUTSIDE OF THE ENTRANCE!
Canceling Activities
If school is cancelled, it does not mean the Recreation Center is closed! You will be notified by
your supervisor if there will be no activities or programs.
If it is raining prior to an activity and activities are scheduled outside, intramural activities will be
evaluated by the supervisor for that program. If weather does not look favorable for activity,
contact your supervisor for notice.
Guidelines for Lightning Safety
Lightning can strike at any time and without warning. Make sure you are paying attention when
conditions seem favorable for lightning. In the event of an electrical storm, use the following
guidelines:
Identify locations unsafe from lightning:




Any shelter is unsafe (picnic or park shelter, sun shelter, rain shelters that are nonmetal,
storage sheds, etc.).
Open locations are unsafe-tents, dugouts, refreshment stands, gazebos, screened
porches, open garages, etc..
Tall objects (trees, poles, towers, etc) and large bodies of water (lake, pools, etc.) are
potential lightning targets and should be avoided.
Avoid using plumbing, wiring, showers, sinks, locker rooms, indoor pools, appliances, and
electronics.
Postponement and Resumption of Activities
1. Activity should be postponed or suspended if a thunderstorm appears before or during an
activity. If you can hear the thunder, it is too close. Suspend activity immediately and
move to a safe location.
2. All individuals should be moved to an identified safe location (a building) when
thunderstorms are already producing lightning and approaching the immediate location,
and when the distance between the edge of the storm and the location of the outdoor
activity reaches 5 nautical miles.
3. Activities should be suspended until 30 minutes after the last lightning strike and last
sound of thunder. This 30 minute clock should restart for each lightning flash within 5
nautical miles (about 30 seconds from flash to thunder) and each time thunder is heard.
Lock Downs
Pg. 21
In the event of a different emergency, a lock down may be necessary to ensure the safety of our
participants and staff. Each area has its own lock down procedure. You are to follow the
procedure for that area as provided by your supervisor.
In the event of a lock down:






Lock and Barricade doors
Turn off lights and close blinds
Keep calm, quiet and out of sight
Take adequate cover
If safe, dial 911
Move away from windows and doors
.
Safety Audit
University Recreation formed the safety audit in 2011 as part of our commitment to a safe and
competent workplace. The goals of the safety audit are to:



Provide safety education and training for University Recreation employees.
Evaluate and provide feedback for all student employees annually.
Ensure all members of University Recreation are capable of providing a minimum standard
of care.
For more information on safety audit scheduling or for complete safety audit information, please
contact your supervisor or the head athletic trainer.
Pg. 22
Central Washington University
Student/Visitor Accident Report
Instructions: Please Write Legibly
Students, visitors and conferees are to complete this form for accidents and injuries that
occur while involved in CWU-related activities or on CWU premises. This form is NOT
for work-related employee injuries or illnesses. Mail this report to the Environmental
Health & Safety Department (Mail Stop 7440) within 24 hours of occurrence.
Check One
Student
Name
Address
Visitor
Conferee
Phone #
Date & Time of Accident
Where did the accident occur? (Please note geographical location: building, room, floor, etc.)
Describe your activities just prior to the accident and explain how the accident happened.
In what campus activities were you participating, if any?
Describe your injuries.
What type of first aid care was provided
Was medical treatment required?
Signature
Y/N
If yes, who provided treatment?
Date
EH&S-002 (Rev. 5-99)
Pg. 23
Pg. 24