ICMARC Associate Handbook August 2016

ICMA‑RC prohibits the use of its electronic platform and Corporate Liable Devices to transmit any messages, whether originating from within or outside ICMA‑RC, that are insulting, harassing, or offensive, including those that refer to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, genetic information, matriculation, political affiliation, physical or mental disabilities, or veteran status or any other category protected by applicable law. Misuse of communications tools may result in disciplinary action up to and including termination. Texting at Work No personal texting, surfing, or emailing should be done while in meetings (including, but not limited to, scheduled or unscheduled one-on-ones, conference calls, group discussions, business conversations) or on a telephone call related to ICMA‑RC business, or if it interferes with accuracy, timeliness and productivity in completing your work. If you are expecting an urgent text of a personal nature that you will need to respond to during a meeting, notify your supervisor/manager (or the meeting organizer, when applicable) prior to the start of the meeting. Voice Mail Voice mail is an important feature of ICMA‑RC’s telephone system that allows associates to record, send and receive messages from any touch-tone telephone. It is provided to enhance associates’ telephone responsiveness and to improve client satisfaction. You should consult with your supervisor to determine how frequently voice mail messages should be checked. At a minimum, you should check voice mail once in the morning and once in the afternoon every workday. Once your messages have been retrieved, you should delete them from your voice mail box. Saved messages accumulate and may cause the system to overload. This will ultimately prevent receiving or sending additional messages. After five days the system deletes previously played messages automatically. Voice mail is provided as a business tool. Although ICMA‑RC does not customarily listen to associates’ messages, the corporation reserves the right to listen to any message. General staff distribution messages to large groups of associates place a burden on the system. These messages must be approved and coordinated through Human Resources or Telephony Administration. OUT OF OFFICE ALERT ON VOICE MAIL GREETING If you are out of the office on vacation or for an extended period of time, you should record a “vacation alert” or “out-of-office alert” as your voice mail greeting to notify clients and coworkers of your absence. Your recording should indicate the name and phone number the caller can contact for assistance or information. Refer to the back of the ICMA‑RC Associate Phonebook for guidance and tips on using voice mail, and refer to the ICMA‑RC Business & Communication Standards Guidebook for details regarding sample voice mails. That Guidebook can be found at my.icmarc.org under the Policies tab.

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