"Other Duties as Assigned" Nominees

Awarded to the person asked to perform the most outlandish, less than appealing, or simply unusual task for the benefit of the UGA Libraries and not already included in the nominee's job description.

Please describe the specific situation in when an employee was asked to complete an unusual task.

Shane Clayton has held the position of Security Coordinator for the Student Learning Center since August 2004. As such he is responsible for planning, coordinating and supervising the security program of the SLC. This includes providing safety of building personnel and patrons, the protection of property, and the development and coordination of emergency plans and operations. His position involves supervising security personnel, developing security policies and programs, monitoring the building and grounds, observing for fires, equipment failures, or other irregularities, responding to emergency situations, and monitoring a sophisticated intrusion and fire alarm system.

Since he began, Shane has had to report outside of normal work hours numerous (over 20 instances) for security system or door access management failures, for questions/ issues from his staff at all hours of the day or night, for flood repair work, for manning the building on football Saturdays, and for working during our 24 hour rotation for Fall and Spring semesters.

What was the nominee asked to do that fell outside of his/her job description?

In his position, Shane is included on the on-call list for after-hour emergencies. In “security lingo” this means that if an alarm goes off, the UGA Police Department may call Shane to help investigate this. This is a normal part of a Security Coordinator’s position. However, it is also assumed that one will not have to actually BE on call frequently as a normal part of the position!

The security system in the SLC uses a specific software package that automatically schedules door access (locking and unlocking doors) as well as intrusion alarms. The software, called the Continuum system, is the first iteration of this system on campus; it is being viewed by some as a system that could work throughout the campus in the future. Because the SLC is a new building and this is a new system, Shane has had to learn the idiosyncrasies of the system and take the lead in investigating, responding to, and reporting systems. Since we moved in before “all systems were go”, there have been numerous times when the software didn’t respond to a schedule change, doors just didn’t lock as programmed, alarms showed when there were no problems, there were problems when no alarms were indicated. This resulted in numerous instances (over 20 times) where the night staff would call Shane at home at 2:30 am and he would come in to troubleshoot system difficulties. This was definitely not an expected part of his job responsibilities.

When we decided in the Fall that the SLC would go 24 hours during finals and the week before finals, Shane volunteered to work several overnight shifts during both semesters. We had decided that we would contract Security from Ga 1st Security and they, along with one staff member would provide overnight security. Shane wanted to make sure that they were comfortable and knowledgeable as they began their work. Working an overnight shift was also definitely not part of Shane’s job description, yet he understood the importance of getting things off on the right foot. Because of his decision, we have an excellent working relationship with Ga 1st Security and were able to reemploy two of the same security guards we used during the Fall semester this Spring. Shane repeated his overnight tour of duty Spring semester for two nights.

It should also be noted that Shane has developed an excellent security staff. They are well-trained, knowledgeable and supported. (Because of this, we considered also nominating him for Trainer/Mentor of the Year!). There are a myriad of policies, procedures, and new situations that arise all the time – especially in a new facility, offering new services, with a new staff who are charged to secure the people and property. It should be noted that Shane is rarely out of touch with his staff. While they know their responsibilities well, they also know that they can call Shane at any time (day or night) with a question or a problem. It is no small feat for a person to truly be on call 24 hours a day.

How did the nominee overcome/complete the task?

Shane takes the middle of the night calls and the “extra tours of duty” right in stride. It is often only as an aside that his colleagues learn that he was in the building in the middle of the night. He has assumed a responsibility and caring for the SLC that far outreaches what is expected of him (although we’ve all come to rely on it!). His upbeat attitude about these “other duties as assigned” have been one big part of the success – and security – of the SLC this first academic year.

(Optional) How bad was the situation/task?

Working outside of a set schedule (even considering those others who are scheduled to work weekends and nights), more than 40 hours per week, and frequently being called upon to interrupt personal / family time might be considered by many as a “bad situation/task” – or at least, not a situation they would consider as a “good job” to have!