GETTING STARTED
Kickstart your term as a Guild representative by completing your induction tasks.
You'll also find information about using Email, Guild Office Use, Meeting Spaces, Dress Code and Guild Reception.
INDUCTION TASKS
EMAILS
Your Guild email address is where professional staff will contact you to organise meetings or discuss your ideas further.
Here's a few tips for using your Guild email address:
- Reply all. This avoids people missing important emails.
- Respond in a timely manner and respect the time of Guild support staff
- Plan ahead to avoid last minute requests from staff and other representatives
- If you're going away, put on your Out of Office notice to alert staff
GUILD OFFICE USE
The Guild Offices are located in Building 106F, the doors automatically open from 9am to 4pm.
After hours you will need your Curtin swipe card to get inside.
All office bearers are given card access although the Guild building alarm system is armed at 8pm, so please leave the office before this time.
Office hours are typically 9am to 5pm. Please be careful with office equipment and do not kick, shove, push or otherwise damage any of our cupboards, shelves or computers.
If you are the last to leave the office for the day, close any open windows and turn off any lights in your area.
Please do not keep any uncovered food items on your desk.
Take your food home, place covered food in the fridge or in the bin.
MEETING SPACES
Find out how to book a meeting space here!
The Guild has two main meeting rooms, The Bridge and The Engine Room.
Rooms need to be booked before you use them, this can be done through your Guild email in Outlook.
The Bridge
The largest meeting room upstairs, we use this space for all the Guild committee meetings (when its capacity is not restricted). Best for meetings between bigger teams of people requiring a larger space. Please do not book this room for just a quick chat between two people.
The Engine Room
A small meeting room upstairs located centrally in the staff area. This room is perfect for meetings between yourself and Guild staff members/staff teams. This meeting room is close to staff workspaces so please keep the noise to a reasonable level.
Informal meeting spaces
Our central workspace is open plan so you can interact, chat and have a laugh with the people around you, but please remember that the office is a working space and make sure you aren’t distracting other office bearers. There is also a social area behind the main office space with couches, a fridge and windows - perfect for a casual meeting, nap or a conversation over lunch with others.
DRESS CODE
Neat casual wear is acceptable with shoes required at all times in the office.
For events and photoshoots, please make sure to wear your Guild branded t-shirt that will be provided to you.
GUILD RECEPTION
This is the Guild’s central front-of-house service, staffed by a pool of 2-3 regular casual staff members and is the public face of the Guild, regularly accessed by a range of visitors.
Guild Reception is here to:
- Answer general staff and student queries
- Refer to appropriate Guild/Curtin staff or resources
- Schedule meetings, interviews, etc.
- Student Assist bookings and triage
- Coordinating BBQ bookings (Clubs and Grill the Guild)
- Look after the Equity Space
- Coordinate external and internal mail services for the Guild
- Stationery orders and building maintenance requests
- Sign in / out of office keys and equipment
- Faculty Rep and Equity Department timesheets
- General administration tasks
Reception acts as a crucial first impression of the Guild, and it is important to be mindful of presenting a favourable view of our organisation when spending time in this space.
KEY GUIDELINES
Please respect the follow these guidelines when in the reception area:
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Allow direct and easy access to the front desk at all times. Reception’s first priority is customer service for students or staff who need to make an enquiry or book an appointment. If chatting with the Reception team, or others in the area, please avoid obstructing the service counter.
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Avoid swearing, shouting or other disruptive behaviour in the public Reception area (even if done in jest), bearing in mind that we assist students from a wide range of backgrounds, many of whom may find this to be fairly confronting in an office setting. Many students who visit us also do so in search of quite serious support, and as such, it is not uncommon for them to be in a distressed or anxious state.
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Do not sit or stand behind the desk with Reception staff at any time. For a visitor, this implies that you are part of the Reception team, and it therefore reflects badly when you are unable to assist them. Students also often need to discuss confidential or sensitive issues with the Reception team, and these conversations may not always be appropriate for student reps to be privy to.
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Be mindful that even when not directly assisting a customer face-to-face, the Reception team have a high volume of other administrative functions to carry out each day. Whilst Reception staff always welcome a quick chat, please keep social conversations to a reasonable length of time, to allow the team to carry out their other duties effectively.
IMPORTANT: Reps are not permitted to assign or delegate tasks directly to Reception.
If you have a task or function that you feel would be best facilitated via Reception, please discuss this with your direct line manager and the Manager – Student Experience.
We will advise as to whether your request is able to be accommodated within Reception’s existing duties. If approved, the Manager - Student Experience will communicate the instructions directly to the Reception team.