Attachment_2_Division_Museum_SOP,_W911RX-18-T-0001,_Museum_Staffing,_Ft.Riley_31_Aug_17.doc

MUSEUM STAFFING SERVICES

STANDARD OPERATING PROCEEDURES (SOP)

May 2013 PURPOSE: Your responsibilities and duties basically involve being the representative of the Museum Division and the United States Army to the visitors coming to this facility. 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. If museum patrons have artifacts, books or photographs to leave, make out an inventory of the contents and provide them with a copy. Be sure all contact information (name, address, etc.) is included on both forms. Place the objects in the receptionist area and the staff will process them the next working day.

5. 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.

6. Check the brochure racks in Buildings 205 and 207. Replenish as necessary. Replacement brochures are located in the Secretary’s Office and on the third floor of Building 205.

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

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

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 a museum patron has an item(s) they wish to donate, you may accept that item(s) by filling out a temporary receipt on plain paper and having that individual and yourself sign. Provide that individual with a copy and place the receipt and object in the receptionist office. Be sure to get the individual’s address, telephone number and other information that you feel may be important. If the individual has an item they wish to possibly donate, take their name, address and telephone number and a staff member will contact them later.

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, 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.

6. Please monitor the ICE Comment computers, located near the breaker boxes on the 2nd floor of Building 205 (U. S. Cavalry Museum) and at the front entrance of Building 207, (1st Infantry Division Museum). When you make your rounds, be sure the screen is reset to the Museum comment card. Be aware – there is a Museum Gift Shop comment card that is separate from the museum one.

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 receptionist’s 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 (trash cans, plastic sheeting, wet vacuum) are located on the third floor of Building 205. Use Key #12 to access this storage area.

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 insure it will not occur. An especially sensitive area of your responsibilities in both facilities is the security of the donation box.

2. At the U. S. Cavalry Museum, the donation box is located next to the store entrance door.

In the 1st Infantry Division Museum, the donation box is above the sign in sheet as you enter the building. You should maintain awareness of this box 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 give you a service order number. 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 gift shop door to the U. S. Cavalry Museum and using your PIN, access the IDS system.

2. Turn the lights on in the breaker box, located above the computer located at that station. Exit that door and lock the dead bolt behind you.

3. Open the porch door at the opposite end and turn the interior lights to the foyer of this area. Turn the rest room lights and check for cleanliness and that they are functional. Proceed into the exhibit galleries to the Overland Trail breaker box and turn all of the breaker switches at that point.

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

5. Go upstairs to the 20th Century Gallery and turn on all breaker switches at this box.

6. Proceed to Bldg. 207 (1st Infantry Division Museum) and unlock the front door.

7. 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.

8. Turn on all hallway lights on the first floor and basement area. Turn the restroom lights on. Check the restrooms for cleanliness and that they are functional.

9. Activate the World War One interactive TV by typing control-alt-delete. The password is Password. This will bring up a screen that has Power DVD logo. Click in the center of the logo; a smaller logo with an arrow will appear. Click on the arrow and the interactive selections should appear. Turn on the DVD player and big screen TV in the World War Two gallery. Adjust sound as needed. Both of these systems will turn off in the evening when you turn off the lights.

10. Return to Cavalry Museum and unlock the door to the receptionist’s area. Take up your duty station at the receptionist area.

Closing Procedures

1. Closing Building 207. Check the building to be sure no one is still inside. Check all exterior doors. Turn off lights in the rest rooms and galleries. Use your PIN to set the IDS system. Lock the front door. Check to be sure the IDS system is set.

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. Turn off the 20th Century Gallery breaker box. Turn off the Overland Trail Gallery breaker box. Turn off lights in the receptionist office, stairwell and restrooms. Turn off the breaker lights in the Gift Shop area; initial and date the SF 701. Punch in your PIN to the IDS. Secure the backdoor deadbolt and padlock. Wait for the light to indicate that IDS is set.

Staff Contacts

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

Robert J. Smith, Museum Director

785-562-7420 Ron Doyle, Exhibits Technician

785-375-3069 Deb Clark, Museum Technician

785-761-7713

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