User:Jerrykern/Sandbox/PracticePage 17Jul2016

= Stonewood Family History Center Policies and Procedures =

FAMILY HISTORY CENTER ADMINISTRATION
The Center follows the Operational Guidelines for Family History Centers and other directions received  from the Church, FamilySearch and our priesthood leaders. The directors are called by their stake  presidencies to administer the Center as a resource to patrons, wards and stakes in searching out their  dead.

DIRECTOR AND ASSISTANT DIRECTOR RESPONSIBILITIES
The "directorship" will divide all of the functions and responsibilities associated with the Center. Each  director and assistant director will accept responsibility for specified functions and Center goals,  supported by the other directors and staff committees as needed. Each director/assistant is responsible  to see that items under their supervision are addressed in the directors’ meeting as needed.

WORKING WITH THE FAMILY HISTORY CENTER’S COORDINATING COUNCIL

 * 1) The directors and assistant directors are members of the Family History Center’s Coordinating Council, conducted by the Sunset Heights Stake High Councilor.
 * 2) Prior to the quarterly council meeting, each stake high councilor will be sent a quarterly report that  includes:
 * 3) * A current list of staffing needs, how many needed and on what shifts.
 * 4) * A list of wards in their stake that do not currently have one or more consultants on staff.
 * 5) * A "job description" of qualifications for staff members, as well as specialized needs.
 * 6) * The Center will report statistics for each stake as they request, such as new consultants  trained, and youth groups coming to the Center.
 * 7) An annual budget will be prepared each year so that the agent stake (Sunset Heights) can deal with  the financial matters of the Center.
 * 8) Under the direction of the agent stake high councilor, an assistant director may be directed to take  minutes and distribute them following the meeting.
 * 9) Each stake will be asked to provide the committee with their stake family history goals.
 * 10) Center goals can then be aligned with the goals of the serviced stakes.

STAFF
The Center is staffed by Ward Family History Consultants from the four stakes, as designated by the high  priest group leaders. It is preferable to have at least one assistant director on staff from each stake.

User:Jerrykern/Sandbox/PracticePage 30Jul2016

STAFF REQUIREMENTS
Numbers:

The stakes will work together to provide sufficient staffing for the Center, ideally with consultants from  each ward.

Responsibilities:

∙ Staff members have a weekly shift assignment. At least two staff members must be on duty at  all times when the Center is open. If only two staff members are present, they should be the  same gender unless they are married or related to each other. Staff members have the  responsibility to find a substitute from another shift to ensure there is appropriate staff on duty  when they need to be absent.

∙ Staff members should attend the monthly staff meeting on the second Tuesday of each month  for ongoing training to enhance their skills.

∙ Staff members should constantly work at upgrading their skills in working with Family Tree,  helping patrons to research and get names for the temple and using websites such as  FamilySearch, Ancestry, etc.

TRAINING

Initial Basic Training:

A director will provide the first orientation to the Center policy and procedures. New staff will receive  basic FHC training and mentorship from staff members on their shift. They should complete the online  consultant training, found on LDS.org.

In-service training:

Regular staff meetings will be held the 2nd Tuesday of each month (except December). Staff meetings  will keep staff members informed about Center goals, up-to-date on changes and will provide in-service  training. Staff will have a chance to discuss issues and concerns. Each staff meeting will be followed by

a summary email with handouts attached and follow up assignments and/or activities as needed. Self - study

When not helping patrons, staff members should spend some time upgrading their skills by watching  training videos, practicing research skills, and exploring the Center's resources.

STAFF SUPPORT

Call the directors or other staff members for questions you cannot answer. You can also call the  Church's family history support number, 1-866-406-1830, or go to Get Help on the  FamilySearch.org home page.

MANUALS

All leader resources are available online. Go to https://www.lds.org. Under Resources,  select Family History, next click on Family History Callings. Click on the calling where there are links to the manuals and support materials. Copies of handbooks are also found in the Center’s blue Reference Book

1. Consultant’s Guide to Temple And Family History Work

2. To Turn the Hearts Leaders Guide and videos

3. Member’s Guide to Temple and Family History Work

4. Instructor’s Guide to Temple and Family History Work and accompanying DVD.

SUBSTITUTES

If you cannot be at your scheduled shift, let other shift members know. When arranging for a substitute, coordinate with your shift. If you both need substitutes, one of the substitutes must come from the  regular staff. Or a staff member can bring along a non-staff adult to fill-in so the Center may remain  open. The non-staff assistant must be of the same gender or related. Family members, friends, etc. may be asked to help as long as a regular staff member is present. Please do not share the door code.

DRESS STANDARD

Nice casual dress is appropriate. Wear your badge so that patrons will recognize you as a  staff member.

SHIFT TEAMWORK

∙ If feasible, begin the shift with prayer. Be prayerful that you may understand the needs of the  people who come to the Center. Share your testimony when moved to do so, so the joy of  family history can strengthen and edify all.

∙ Provide a welcoming and pleasant environment for all who come to the Center. ∙ Help patrons and staff members to talk in soft tones, so they do not distract or disturb others. ∙ Work together to help each other increase family history skills. New staff members on a shift  will need extra help, which should be provided by the team.

∙ Work together with your team to find answers to questions of patrons or staff members. All can  benefit and learn from these questions.

∙ While it is appropriate to do our own research while on shift at the FHC – if there are no patrons  who need our assistance -- our priority after helping patrons is to increase our family history  knowledge and abilities. We can watch training videos, explore the Center’s many resources,  and practice skills taught at staff meetings or other training classes.

∙ Each shift will have a small housekeeping assignment, which is to be done at least once a month  and should not take more than 5 or 10 minutes to accomplish. This should be done when there  are no patrons and can be rotated between staff members if it is a one-person task.

EMERGENCIES

POLICE Non-Emergency Call 801-229-7070; SERIOUSLY ILL OR INJURED PERSON: Call 911. There is no charge for paramedic evaluation; however, there is a charge for transporting to a hospital,  which the patron can refuse.

III. PHYSICAL FACILITIES

Our Center is a convenient, welcoming, well-maintained and technologically up-to-date facility. Computers are maintained with standardized desktops and the latest versions of all the authorized  programs. HOURS OF USAGE

∙ The hours the Center is open to the public are posted on the Center’s blog, in the Center and by  the outside door.

∙ Staff members may use the Center on their own when it is closed to the public, but should  comply with Church policies for building usage: between 6 am and 11 pm Tuesday thru  Thursday; 6 am to 11:30 pm on Fridays and Saturdays; closed on Monday nights after 6 p.m.

∙ Ward groups use of the Center requires the presence of a staff member or a ward consultant. The Center must be scheduled. Consult the Center’s blog at

http://sunsetheightsfhc.wordpress.com/ under Scheduling Groups.

∙ All users, both during regular hours and at other times, need to sign in and follow Center  procedures.

∙ A schedule of the days the Center will be closed is posted on the Center’s blog under About US.

ACCESS TO THE CENTER

∙ Door codes are used for the outside door and the door to Center. The key for the auxiliary  room is kept in the main Center room.

∙ The directors are the only ones authorized to share the door codes with staff members and  family history workers who use the Center.

∙ The auxiliary room should be locked when not in use.

∙ Patrons should not be in the Center without a staff member present.

∙ The Family History Center outside entrance is intended for Center use. Instruct others who  come to the door to access the building through the other doors, i.e. 12-Step Meeting  members, should enter through the south door.

∙ Should someone need to use the restroom or the phone, they should be monitored  until they leave the building.

∙ Transients or individuals seeking aid should be directed to the Transition Services Office, located  at the Deseret Industries, open 10 am-4 pm Monday thru Friday. After 4 PM, direct them to the  Provo Police Department, 48 South 300 West, Provo, UT. The police will assist getting them  services if they have a photo ID.

OPENING AND CLOSING THE CENTER

∙ Arrive a few minutes before the Center is scheduled to open. Turn on the lights. ∙ The temperature is set to be comfortable during normal hours. The thermostat is on the wall  by the door.

∙ Fifteen minutes before the scheduled closing time, announce that the Center will be closing in  15 minutes. This will allow time for the patrons to end their research and save their work. ∙ Turn off all the computers.

∙ Make sure the auxiliary room is locked.

∙ Turn off the fan and the lights.

∙ Make sure to push the Center lock button in the key pad, and check that the Center door and  outside door are locked.

SIGNING IN and OUT

∙ All staff and patrons should sign in and out on the computers, even for only a few minutes. ∙ If you help a patron over the Center's phone, make sure you note that call when you sign out as a staff member.

∙ Weekdays from 7 a.m. to 3 p.m. all staff and patrons need a parking pass for their car to  avoid being towed. Offer patrons a hanging pass and ask them to return it when they  leave. Staff members get permit stickers for their cars.

∙ Remind patrons to check for all their USB drives, bags and books.

IV. CENTER RESOURCES

COMPUTERS

Turning Computers On and Off

∙ Startup computers.

∙ Shut down all computers except the server when closing the Center.

∙ The server in the auxiliary room is always left on.

∙ The last shift on Monday should to start the virus scan program that will run through the  night. Tuesday morning’s shift will note any virus alerts in the computer problem logbook  and note it in the computer log book.

∙ Computers do not need to be turned off between the morning and afternoon shifts. If there are computer problems that you don't know how to solve:  ∙ Call Brent or Sharlene Gardner (801-226-1443, c: 801-592-7443) before calling the stake  computer specialist, Walter Nichols (C-801-319-5317, H-801-224-0668).

∙ Record problems in the computer problem logbook.

If there is NO INTERNET

∙ Call Brent or Sharlene Gardner so that they are aware of the problem. They will call Walter  Nichols or the Internet Services to determine what might be the problem. If the Internet is  down for a long period of time, you may leave after putting a sign on the outside door  explaining that the Internet is down.

Portable USB Drives

Portable USB drives are a good way to transfer work between home and the Center. Before  removing a USB drive or similar device, click on the hardware icon at the bottom right on  the taskbar to safely remove hardware, and follow the instructions for removing the device. Saving Patron Genealogical Data on Center Computers

It is preferable for the patrons to save their files on a portable USB drive. Patrons may save  files on the Center computers but the staff should not suggest this. If they need to do so  follow the following guidelines.

∙ Computer users (patrons and staff) may save their GENEALOGICAL DATA files on the  Center's computers on a short term basis. Unused files may be deleted by the staff after  one year, so keep your own copy.

∙ Patron files are NOT saved in My Documents nor on the Desktop

∙ Patron files MAY be saved on the network drive (U:\) (currently called "User Data on FHC ...  (U:)"). This drive can be accessed by all the computers. Create a folder with the patron’s  surname alphabetically in folders named, "Patron Files a…z ... "

∙ All files saved on the computer are subject to review by the director for appropriateness,  and may be deleted at any time.

∙ All computer users are responsible for maintaining their own files and keeping backup  copies of their files. The Family History Center and its workers cannot be held responsible  for patron files. Appropriate Use of the Internet

∙ The Center's computers are for genealogy, history, gospel and related topics, and not to be  used for entertainment, online shopping, banking, sports, games, etc.

∙ People may connect their notebook computers to the internet through the FHC's system  using the Center's wireless access point (password required)

∙ The password for the wireless network is 8012220455.

∙ Laptops can be set up to use our printers. Instructions are in the blog under Instructional  Helps> Using the FHC Equipment

PREMIUM SUBSCRIPTION WEB SITES available through FamilySearch portal Ancestry.com

Library Version Patrons may use library version of Ancestry.com which is different from the  home version. This is accessed through the Church portal webpage. If the portal is not open click  the icon. Use right click, and select to “new window”, so that if the patron moves to another site  they may again access the library edition of Ancestry.com.

Personal subscriptions. Patrons may choose to sign on to their personal accounts to access  additional databases. The patrons need to sign off when they are done.

Heritage Quest and World Vital Records

At the Center: Click the appropriate icon on the desktop.

Orem Library Access. Patrons may access Heritage Quest at home with their library card. Go to the  Orem Library Web page, selecting Online Resources, Genealogical Databases, and then go to Heritage  Quest or World Vital Records. When asked, the patron will enter his library card number and password. If no password was set up it usually is the last four digits of the card number.

PRINTING and SCANNING

Copyright Protection for Printers, Copiers, and Scanners Use

Printers, copiers and scanners are available for staff and patron use. Each person is responsible to  follow the Church's guidelines for respecting copyrights. The copyright warning and an additional  procedure page is posted in the Center.

Copy Costs

∙ A reasonable number, about 10 copies, of personal family history are free to staff and patrons. ∙ Staff may print class handouts as needed.

∙ Multiple copies, quantity printing, manuals, booklets, and non-family history related materials  are not to be printed at the Center. We cannot accept money to do so. Patrons with large printing needs should copy the materials to a flash drive and print at home or at a copy shop. ∙ The Lexmark Main printer scans to a file on the desktop or a thumb drive.

MICROFILMS

∙ Microfilm and fiche readers are available for patron and staff use.

∙ Microfilms are ordered online by patrons, at https://www.familysearch.org/films/. ∙ Staff can demonstrate how to order a film, but need to step away when charge card  information is entered by the patron. ∙ If a patron doesn’t have a credit card, suggest they buy a cash card (Visa or MasterCard) at  Wal-Mart. Do not accept cash and use your own credit card.

∙ Fiche are permanently kept at the Center. Films may be ordered for short term loan (2 ½  months) and extended loans (kept permanently). Films that are renewed short term never  become long term. Films must be renewed at the full price of extended loan to remain in the  Center indefinitely.

∙ A director checks a film in online, puts it into the top drawer of the microfilm cabinet entitled  “short term loans.”

∙ Patrons will be notified of a film that has come in either by email or phone.

∙ A note on the film will indicate when it will be returned.

BOOKS

Books may be only used at the Center and may not be checked out, except when discussed with a  director. They should be returned to the location they came from on the shelves.

V. SERVING PATRONS

Our patrons should feel welcome, comfortable asking questions, and receive timely, accurate, quality  one-on-one help. Their positive experiences will provide word of mouth advertising of our services.

The purpose of the Center is to help patrons identify their ancestors. Although it is impossible for the  staff members to know everything, we can do our best, and trust that the Lord will help us beyond our  normal capacities. By continually striving to improve our skills we are better able to help patrons and  serve the Lord.

∙ Greet each person as they come in, making them feel welcome and ask if they need a parking  pass.

∙ Ask the patron to sign in.

∙ Ask each patron if they would like help. Use focus questions and a research log if they do. ∙ When they request help, they should be given your full attention.

∙ If they choose to work independently, convey your willingness to help any time they need you. ∙ Answer questions, help, teach, demonstrate, and guide, but let the patron do the work  themselves.

∙ If you do not know the answer to research questions, please call the help line or refer them to a  more knowledgeable staff member.

∙ Eliminate distractions such as social chatter so that our patrons have a quiet and pleasant  atmosphere to learn and work.

∙ The overflow room is a good place to problem-solve on the phone so as to not distract patrons. Utilize the two rooms as necessary when there are classes or other potentially distracting  activities.

PUBLICITY

∙ Monthly emails are sent to our wards and stakes, advertising the Center, our unique services,  our hours of operation etc. Included in these mailings are ward bulletin and newsletter editors,  stake leadership, high priest group leaders, ward consultants, staff members and others who  sign up for emails.

∙ We rely on the ward leadership, our staff members acting as liaisons in their own wards, and  satisfied patrons to help us spread the word. ∙ Additionally, we update our website and the FamilySearch and Wiki website with current  calendar and class information as well as hours of operation, staff lists, and shifts, at least monthly.

∙ We reach out to the community with our classes and also post community Family History  opportunities.

HELPING WARD PRIESTHOOD LEADERS

We invite ward and stake priesthood leaders to use the Family History Center as a resource, as they do  their own family history work and as they address ward/stake needs and goals in the work for the  salvation of both living and the dead.

Through regular emails we keep ward and stake priesthood leaders and news and bulletin personnel  informed about the Center resources, including our classes, free subscription website access, our unique  one-on-one learning opportunities, and all the resources available from home on FamilySearch.org,

WARD CONSULTANT TRAINING

All consultants should do the online training on FamilySearch.org. The Family History Center will assist  with additional training but it is best if consultants complete the online training first.

GROUP SCHEDULING PROCEDURE

If a patron at the Center or in a phone call asks about group scheduling refer then to our blog at  http://sunsetheightsfhc.wordpress.com/ under Scheduling Groups.

CLASSES AND ONE-ON-ONE INSTRUCTION

We offer BASIC HELP any time we are open in 3 areas:

∙ Getting started with your Family Tree

∙ Using Family Tree

∙ Using FamilySearch

Classes are taught the 1st and 3rd Tuesdays of the month at 11 am and repeated at 7 pm. Topics will primarily include Family Tree or FamilySearch instruction, beyond the basics, as well as  research tips or lessons on using the partner sites.

Individuals and groups can request specific instruction.

Lesson plans and handouts are accessed in the Instructional Helps>Lesson Plans and Handouts on the  blog.

LOST AND FOUND

Personal items left at the Center are put in the lost and found. Coats and sweaters are put in the book  closet. These items are periodically discarded.