Program Equipment and Applications

1. Ambassadors are responsible for bringing their phone to and from work, unless their Team has a specified phone storage plan.

2. Each Ambassador is responsible for keeping their assigned phone safe when off the job.

3. Each Ambassador is responsible for not allowing personal usage of their work device when off the job. This includes family, friends, etc.

4. When Ambassadors are off of work for 3 days or more, whether planned or unplanned, they are responsible for submitting their phone to their Team Lead or to the main office for safe storage.

1. Phones should be powered on at least one hour before and after your shift.

2. Phones should be fully charged upon arrival for your shift.

3. Phones are to be used only for official work business, such as text and call between teammates and the public as part of conducting their daily job duties. 

4. Phones should be safely kept in your possession at all times.

5. Ambassadors should always respond to phone calls and texts within half an hour of receiving them.

6. Ambassadors are responsible for checking their personal email, OCEIA Outlook email (if applicable), and CAP Gmail account for important messages from Human Resources, their Team Lead, or the Operations Team.

• All work phones have been pre-programmed with standard displays and settings. Ambassadors may change display settings (ex: dark mode, bold font, large font, etc.) for accessibility or notification settings (ex: ringtones, alarms, etc.), but any other settings may not be changed without approval from the CAP Manager.

• Ambassador phones may be pre-programmed with some necessary OCEIA and community partner organization contact information. If an Ambassador would like to add a new contact or resource, include the following information: first and last name, professional title, and the individual’s organization.

Location sharing settings are required for daily use of many required applications. Work phone locations will also be shared with Team Leads and the CAP Operations Team for accountability and safety reasons and may not be turned off during work hours by Ambassadors without prior permission from the CAP Manager.

To access voicemail on your work phone please follow these steps: 

1. 1. Click on “Phone” app

   2. At the right bottom click on Voicemail

   3. Click at the phone number

   4. Click play 

To change greetings of voicemail on your work phone please follow these steps: 

1. 1. Click on “Phone” app

   2. At the right bottom click on Voicemail

   3. At the left top corner click “Greetings”

   4. Click on “Custom”

   5. Click on “Record”

   6. After recording & listening click on “Save”

Voicemail Script

“Hi, this is (your name) of (your team) Team, Community Ambassadors Program. I’m currently unable to take your call. Please leave a brief message and your contact information, and I will contact you as soon as possible. Thank you.”

Reminder: If you are bilingual, please record your greetings in English and your other language.

• Phones will be collected on a quarterly basis (every 3 months) for monitoring and updates (software, apps, contacts, etc.) during monthly team meetings. 

• As stated in the Employee Handbook, your use of the internet may be monitored by departmental Information Technology staff or other City staff as necessary at any time. This may include monitoring the amount of time you spend on the Internet, the Internet websites you visit and/or the content of the information you send, receive and view using the internet. Monitoring may occur either routinely or as a result of a concern that you may be using the Internet inappropriately, and may occur at any time and without warning or notice. 

 Using your work telephone for anything other than work related matters, is prohibited by OCEIA and the City & County of San Francisco. Violation of these policies may result in the loss of equipment privileges and may possibly result in Human Resources implications impacting employment status. Personal phone usage & improper use of a City telephone are defined further in the charts below. As stated in the Employee Handbook, inappropriate uses of City resources include, but are not limited to: online gambling; viewing sports events online; playing games, streaming video or music on a work computer; viewing or distributing materials that are not related to City business or that are sexually explicit; and frequent talking on a personal cell phone or texting during work hours. All incidents of equipment damage, misuse, or abuse as listed in the CAP Handbook will be reviewed and consequential action determined by the Operations Team and supervision staff.

Create an email signature

1. Sign in to Outlook on the web

2. Go to Settings > View all Outlook settings > Compose and reply.

3. Under Email signature, type your signature and use the available formatting options to change its appearance.

1. • • Note: You can have only one signature per account.

     • If you want your signature to appear at the bottom of all new email messages that you compose, select the Automatically include my signature on new messages I compose check box.

     • If you want your signature to appear on messages that you forward or reply to, select the Automatically include my signature on messages I forward or reply to check box.

     • If you don’t select these options, you can manually add your signature to a selected message. For details, see Manually add your signature to a new message below.

4. Select Save when you're done.

• Note: You can always return to the Compose and reply page and select or clear the check box for automatically including your signature.