Attachment 2 - Division Museum SOP.docx

Attachment 2

MUSEUM STAFFING SERVICES STANDARD OPERATING PROCEEDURES (SOP)

SEPTEMBER 2021

PURPOSE: Your responsibilities and duties generally involve being the representative of the Fort Riley Museum Complex and the United States Army to the visitors coming to the Museum Complex. As such, you should conduct yourself in a professional and courteous manner at all times.

GENERAL

1. This job holds a special position and trust. You will find yourself as the “first line” representative of the U.S. Cavalry Museum, 1st Infantry Division Museum, and the Custer House. You not only represent the Museum to the general public and military personnel, you also represent the United States Army. Be pleasant and helpful to museum patrons. Learn about the history and heritage of the cavalry, Fort Riley and the surrounding communities. Put yourself in the shoes of the visitor and visualize what questions you might ask (then seek the answers) and attractions ---you would like to visit.

2. Conduct yourself in a courteous and appropriate manner at all times and ensure your appearance brings credit and respect upon yourself. Be as helpful and informative as possible to museum patrons. If they have questions or issues that are beyond your expertise, take their name, address, telephone number, email address and explain, you will pass this on to the museum staff for response. Ask what type of response they want (telephone, mail, email).

3. Keep the office area clean and orderly. Pick-up after yourself. A radio may be played at the Museum but its volume should be low as not to interfere with or distract visitors entering the building or viewing the galleries.

4. Conduct a walkthrough of the galleries at least every thirty minutes. Check cases – especially ones containing weapons – to ensure there has been no intrusion. If such has occurred, call 239-6767 (MP Desk) and ask for immediate assistance. Next, call the museum staff from the roster provided and they will come in to take over the situation.

5. Check the brochure racks in Buildings 205 and 207. Replenish as necessary. Replacement brochures are located in the administrative office of Building 205.

6. Telephone use at the Museum is for official use only. Don’t tie up the line with personal calls.

7. Parking around the museum is limited. Do not park in spaces posted for museum patrons or handicap use.

8. Periodically monitor the museum CCTV for any unusual activity.

DUTIES/RESPONSIBILITIES

1. The primary duties involved with this position include security and public relations at the U. S. Cavalry Museum (Bldg. 205), the 1st Infantry Division Museum (Bldg 207), and the Custer House (Bldg. 24A).

2. If an individual has an item they wish to possibly donate, take their name, address and telephone number or e-mail address and a staff member will contact them the following week.

3. Hours of operation for the museums is as follows:

U. S. Cavalry Museum: Monday through Saturday, 0900 to 1630 Sunday, Noon to 1630

1st Infantry Division Museum: Monday - Saturday, 1000 to 1600 Sunday, Noon to 1600

The Museum’s are open year round, closed only on New Years Day, Easter Sunday, Thanksgiving, and Christmas.

4. During periods of ice and snow, ensure sidewalks, steps, and the porch to Buildings 205 and 207 are clear.

5. Walk through the museum galleries and acquaint yourself with the story line, exhibits, and artifacts.

SCHEDULE

Workday is from 0900 to 1630 hours on Saturday and from Noon to 1630 on Sundays.

EMERGENCY PROCEDURES

Emergency situations should be handled with immediate and thoughtful reaction. Military Police - 239-6767/3053.

Medical support – 911: There is a first aid kit located in the administrative office.

Fire Department – Dial 911 or 239-4257. Make a run through of the museum and evacuate the building.

Public Works – 239-0900 (service orders). These calls would include rest room, heating/air conditioning type problems.

1. In the event of emergency action being taken, you will notify the Museum Director, using the access roster provided with this SOP. If he is not available, go through the list and call the next person on the list.

2. If this is an extreme emergency (i.e. water line break), contact the Public Works service order desk immediately and request assistance. Next, call the Museum Staff emergency list. If you are unable to reach anyone on that list, contact the Fort Riley Emergency Operations Office (239-2222) and explain the situation and request assistance and/or guidance.

3. Emergency supplies (trashcans, plastic sheeting, wet vacuum) are located in the Secretary’s office, second floor Bldg. 205.

SECURITY

1. Your security responsibilities include providing security for the museum buildings and grounds. Be alert at all times to individuals and/or instances, which might lead to vandalism or theft. Take note of the individuals and groups who visit. While such an occurrence is highly improbable, your attention and presence should deter individuals. An especially sensitive area of your responsibilities in both facilities is the security of the donation box.

2. The U. S. Cavalry Museum and 1st Infantry Division Museum have donation boxes. You should maintain awareness of the boxes location and insure no one has the opportunity to tamper with its contents.

UNUSUAL OCCURRENCES

Plumbing problems will be called into the Fire Department (239-4257). The Museum “code” is DC. They will provide you with a service order number. Record this number with a brief explanation of the problem and building number.

If you have an unusual occurrence (i.e. problems with Boy Scout troops), please determine where the troop is from, adult leadership and what the problem was. The staff will take appropriate action the next regular working day.

INSPECTIONS

At both museums, you should make your presence known to visitors. Especially at the 1st Infantry Division Museum, you should conduct a “walk through” of the galleries hourly and when there are groups touring.

OPENING/CLOSING PROCEDURES

The following procedures outline what you are to do in opening and closing; what to do in case of emergency; and other general points of emphasis.

Opening the Museums – Checklist

1. Open the staff door to the U. S. Cavalry Museum and using your PIN, access the IDS system.

2. All lights are on a sensor that detects motion and will turn on automatically.

3. Open all entrance doors and unlock automatic handicap door mechanisms on both museums.

4. Proceed through the galleries to the front door of the museum and unlock the deadbolt to this door.

5. Proceed to Bldg. 207 (1st Infantry Division Museum) and unlock the front door, use your PIN, access the IDS system.

6. Using your PIN, access the IDS system and turn the lights on to the galleries. The switches are located on the panel located in this office.

7. Check the restrooms for cleanliness and that they are functional.

8. Return to Cavalry Museum and unlock the door to the administrative office. Take up your duty station at the desk area.

Closing Procedures

1. Closing Building 207. Check the building to be sure no one is still inside. Check all exterior doors. Make sure the handicap entrance key is turned off so that the handicap entrance can’t be opened from the outside. Use your PIC/PIN to set the IDS system, wait until it says secure, then go outside and make sure door is locked.

2. Closing Building 205. Ten to fifteen minutes before closing, make a sweep through the galleries and tell museum patrons you will be closing shortly. Check the building to be sure no one is still inside. Lock the front door deadbolt. Go back through the first floor to the staff door entrance and initial and date the SF 701. Make sure the handicap entrance key is turned off so that the handicap entrance cannot be opened from the outside. Put your PIC/PIN in the IDS system, wait until it says secure, then go outside and make sure door is locked.

Staff Contacts

In case of emergency, please call these individuals in the order listed: