Probation Department Policy/Procedure Manual

5.8 Casa Loma Front Desk Closing Procedure

Location Support Services-Front Desk
Section
Subject 5.8 Casa Loma Front Desk Closing Procedure
Purpose Overview of tasks related to closing the Front Desk at Casa Loma.
Effective Date 1/1/2019
Previous Effective Date 10/31/2022

 

Lobby Closing Procedure

  • Lock the latches on the right door (same area that was unlatched during opening procedures).
  • Lock the front door.
  • Lock the handicap access door. Use hanging key on inside door to lock inside bar and Casa Loma key to lock outside door lock. 
  • Visually inspect the lobby. Remove trash and any flyers or papers, which are not approved to be posted or distributed by the Probation Department. Stack baskets and straighten clipboards on table.
  • Restock monthly report forms (MRFs).
  • Turn off lobby lights via the switch located in the common area, next to the entry to front desk area.
  • Clean tables in interview rooms and ensure lights are turned off. When entering the interview rooms, ensure that the door leading into the Probation main building (not the lobby) is closed and secure.

 

Front Desk Closing Procedure

  • Fill the fax and copy machines with paper.
  • At 4:57 PM, transfer the phone lines by pressing the “forward all” button on the keypad, then dial extension 5389. (this goes to the Juvenile Hall)

781-5300

781-5374

(If holiday weekend please refer to holiday voicemail instructions below)

 

Holiday Voicemail

Callers trying to reach the Casa Loma office during a Holiday will have the option to dial 1 if they are law enforcement (this will direct their call to the 5389 extension) or dial 2 to leave a voicemail.

The following line needs to be forwarded to voicemail prior to a holiday:

781-5300

To forward to voicemail during a holiday weekend, do the following for each line:

  • Press “forward all” on the keypad on the phone, and then press the voicemail button.

When Returning from a Holiday

  • Press “forward off” on each extension.
  • Listen to voice messages.
  1. Press the voicemail icon on the phone to listen to messages
  2. Follow the prompts to listen to voice messages. Type in the pin (1730) for the voicemail box followed by the pound sign (example: 1730#)
  3. Follow the prompts to delete or forward the messages as needed.
  4. If deleting a message, write down all pertinent details of the message prior to deleting (name, phone number, etc).