Before office hours... 1) Stop by the UA ofice (W20-401) and pick up any MITOC mail 2) Bring trash can inside if outside. Beginning of office hours... 1) Check for voicemail (x8-6245, pswd:mitoc1). 2) Open the rental safe (turn to the left/counter-clockwise first, then right, then left again). 3) Using the large key chain found in the rental safe, unlock back room and and non-restricted gear cabinets (sleeping bags, tents, crampons in winter). Do not unlock restricted gear cabinets. Do not use the red “spares” key chain except as a last resort (e.g., you lock the others in the back room). Note: There are two rings on the key chain, one for the cabinets in the front room, and one for the cabinets in the back room. The keys have numbers to match the locks. 4) Always return the key chain to the rental safe immediately after using it! 5) Log into rental MS-Windows computer (not Linux server!) as admin-desk user (pswd hint: m____b____s) 6) Open the MITOC database and log into the database/Filemaker as yourself. The main page is a kiosk with three options. During office hours... * Register new members (see New Member details) * Help renters find/size gear (see Gear details) * Check out rentals in the database (see Rentals details) * Check in returns in the database (see Returns details) * Sell items (add to rental card) (see Sales details) End of office hours... 1) Exit/Close the Filemaker database and logout of windows (or just “switch user“ to lock it). 2) Make sure all checks are stamped with the MITOC “For deposit only” stamp (in upper right desk drawer). Put the stamp in the usual endorsement/signature area (left back of check). Banks are picky about this! 3) Put the checks in the appropriate payment or deposit envelope and date/initial the outside of the envelope. 4) Drop the envelope(s) in the slot in the safe on the floor under the table/desk. (Make sure they get pushed in the safe all the way.) 5) Lock all gear cabinets and the for-sale cabinet. 6) Turn off back room lights and close/secure door tightly (it should be locked). 7) Return key chain and cabin/boat key books to the rental safe and lock it. (Spin dial and try latch to be sure it is locked.) 8) Put trash/recycle bins outside if more than half full 9) Turn off lights and close door tightly when leaving (make sure it is secured/locked). General Database Tips... * To commit a change to the database click anywhere on database window outside of a field. * Mistakes - try to delete the record (may not have privileges?) - else add “delete me” note to bad rental/member records * Use the Test database (lower right corner of desktop) to play around or try things if not sure how things work. Login using your regular account/password or 'guest' (no password) account. * When in doubt, return to the “Kiosk Main Page”. Look for a link on the right (or you can always get there from the Layout drop down list on left control panel). * If you find a bug, look for the “Report Bug” button on the right of the page. New members details... 1) Click “New Member” on the database kiosk main page 2) Fill in (or let member fill in) the form with the member's contact information. Make sure that the “member affiliation” box is checked. 3) Have the new member complete and sign a waiver. (Write “any MITOC event” in the first blank.) 4) Extra waiver forms are stored behind the desk on the file cabinet. Notify desk manager if running low! 5) Store the waiver in the labeled “waiver” drawer in the file cabinet behind the desk. (Just throw on the pile as the waivers are not ordered in any way since we expect to rarely/never need them again :-)) 6) Click on “OK” to get to a blank rental form for the new member. Rentals details... 1) Click on “Rent or Buy Something” on the database kiosk, enter all or part of the member's name, and hit to look up the member. If the wrong member is displayed, there are probably multiple matched records. Scroll through them using the book/sliding bar on the left control panel to find the entry you want. Click “Go to Rental/Sales” when found. 2) Each renter is allowed no more than gear for two people. To get more gear, other trip members must join MITOC too. 3) Renter must have been approved by the appropriate chairperson for all cabin, boat or restricted gear usage. Approvals will be listed on the web site. 4) Add each item to be rented or purchased and click 'checkout all' when done. 5) Be sure to ask about and record any cabin usage, or WMNF/Winter School/climbing/kayaking trip fees. 6) See the Gear details below for specific information about specific gear items 7) Be sure to collect a deposit check for the amount tallied on the rental card! For large deposits, take multiple checks so that none is over $1000. Sales details... * Sold items are recorded on the rental card too and may be paid for when returning gear. * Be sure to indicate a quantity. * Notify the desk manager if running low on any sales item. Gear details... * Tents: -- Only one tent can be rented per member. -- Encourage tent renters to setup the tent in the office or hall to make sure all part are there and that they know how to set them up properly as we don't usually inspect them when they are returned. -- We have easy-to-set-up car-camping tents for more casual campers. -- Tents must be returned clean and dry. Wet tents will be ruined by mold quickly (last renter will pay!) * Sleeping Bags: -- Make sure sleeping bag renters do not take a lower temp rated bag then they need. 20º or higher bags are adequate for inside the cabins year round (i.e., 0º bags are not needed in the cabin). -- Save the -15º bags for extreme winter backpacking. -- Do not take white cotton bags, put bag into a smaller stuff sack. -- Leave white cotton bag in the correct spot on the shelf with the [labeled] bottom out. -- Have renter check zipper and note any problems. -- Must be clean and dry when returned. * Plastic boots and mouse boots -- hinged boots are for hiking, non-hinged boots are for ice climbing only -- mouse boots do not have individual inventory numbers (use 'mb') * Backpacks -- There are two general sizes (day pack and overnight) -- The larger overnight packs have capacity (cubic centimeters??) embroidered on them -- Instructions for adjusting packs are on the wall * Skis -- Back-country skis have metal edges and should not be used on groomed trails as they tear them up! -- Ski length sizing charts are posted on the wall -- Ski poles for skiing only, not trekking! (There is a bin of old odd ski poles for use as trekking poles.) * Climbing gear -- Ropes, straps and caribiner/belays are restricted (require climbing chair approval) -- Helmets, harnesses, rock shoes, ice boots are not restricted * Keys (cabins, boathouse) -- Camelot and Intervale cabin keys and boathouse keys can only be given to approved Camelot, Intervale, or boathouse keyholders (unless the keyholder makes special arrangements with the appropriate chairperson who has then notified mitoc-desk in advance). Check the MITOC web site for a list of authorized renters. If they are not listed (or there hasn't been a recent email sent to mitoc desk to authorize them), they should not be allowed to take a key. * Boats -- Boathouse keys are in limited supply! If renting a boat multiple consecutive weeks, the key must be returned each week and payment made in case another renter needs the key. -- For multi-week trips, consider returning the key after the boat has been taken from the boathouse and getting checking it out again to return the boat later. * Chairpersons should have updated web site with all approved renters of cabins, boats, and restricted gear. Returns details... 1) Click on “Return Gear” to look up the renter and their rental record 2) Enter first and/or last name and click OK. 3) Ask renter if all gear is clean and dry! Wet gear “cloth” will be ruined by mold very quickly (and the last renter will pay to replace it!). If dirty/wet, they must take it back home and clean/dry it. They may set up/out and leave things to dry in the office (if there is room) if they promise to return the next office hours to repack the gear. They must leave their name and contact info on the drying gear. If gear is being dried in the office, do not “check it in” until it has been dried, re-packed and re-stored. 4) Ask renter if any gear was damaged or broken. Record broken gear by clicking on the small magnifying glass next to the item on the rental card (which takes you to the gear item in the database) and changing its status from “OK” to “needs repair”. Also add a few notes about the specific problem to help the gear manager. 5) If lost or you think broken due to abuse or poor care, the renter will have to pay damages or a replacement fee. Notify the desk manager and/or gear manager (via email) for determination of the appropriate fine for the broken/damaged gear. 6) Ask renter how many days each rented item was used and enter into rental card. For official MITOC trips, zero days used (no rental fees) allowed for changes due to weather, trip cancellation, etc. (*not* just deciding not to go). See MITOC General Rental Policies for more details. 7) If gear is late, enter number of days late (= number of missed office hours) 8) If all is checked in and paid for, the rental record should say “Completed” at the top. If no, look for something that is incomplete on the card. Miscellaneous details... * To use the extra computers, login to the main computer first and open/login to the database. Then login to the other computer, start Filemaker and Open “remote” Inventory ID Cheat Sheet Camelot keys: Camelot- Intervale Keys: Intervale- Boathouse keys: Boathouse- Sea kayak: seakayak Whitewater canoe: wwcanoe Whitewater raft: WW- Flatwater canoe: canoe Kayak paddle: kpaddle Canoe paddle: cpaddle Spray skirt: sprayskirt PFD: PFD Whitewater helmet: wwhelmet Cushion: cushion Dry bag: DB- Mouseboots: MB (no number) Carabiner: Carabiner Climbing rop