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Ottawa University
Resident Director Manual
REVISED JULY 1999
Table of Contents
Discipline
...
3
Keys
...
4
RD apartment
..
4
RD master
4
RA master
4
Residence Hall
.
5
Guest Room Keys
6
Health and Safety Inspections
...
6
Housing Assignments
7
Current Students
..
7
New Students
..
8
RA Selection
..8
Spring Semester
...8
During the Academic Year
..9
RD On-Call Duty
...9
Summer
...9
Academic Year
..10
Holidays and Breaks
..10
RD General Responsibilities
...11
Bomb Threats
11
Custodial Concerns
...11
Drug Possession
11
Fire
11
Hall Budgets
..11
Hall Desk
...12
Laundry
.13
Medical Emergencies
14
Maintenance Problems
..14
Room Searches
..14
Sexual Assault/Rape
..15
Theft or Vandalism
15
Weather Emergencies
15
Residence Hall
.16
Check-in
16
Check-out
..18
Room Changes
..20
Calendar of Events
..23
DISCIPLINE
Resident Directors are responsible for handling the first and second offenses of a violation that occurs in their residence hall. The Assistant Dean handles third offenses. Fourth offenses are referred to the Dean of Student Development. Resident Directors may at their discretion refer any discipline situation to the Student Development office. Disciplinary Procedures are discussed in the Student Handbook.
The RA should submit a written report of the offense within 24 hours of the occurrence. If only the RD observes the offense, then the RD prepares the report. The RD should check the report for clarity and objectivity, and if necessary, discuss the report with the RA. Reports should be objective and focused on what was actually observed.
After receiving the report, the RD should:
1. Check with the Student Development office
to see if the student has been involved in a similar offense. This
would determine if the report should be referred to the Assistant Dean
or the Dean. It will also aid in deciding on an appropriate response.
2. Send a copy of the report to each student
involved in the incident. Attach a request that the student call for an
appointment by a specified deadline.
3. Send an acknowledged voice mail to each student
informing him or her of the written report in their mailbox.
4. Meet individually with each student
involved.
5. If necessary, meet again with the RA
and witnesses for clarification.
If the resident does not contact the RD, then the resident gives up the right to appeal any decision the RD makes on the violation. However, the RD could send a second notice and give the student a second chance to make an appointment.
A decision should not be made until after meeting
with all individuals involved in the violation.
After a decision is made, the RD should:
1. Send a written response to each individual
involved in the incident.
2. Give a copy of the response to the Student
Development office.
3. If the response involves a visitation restriction,
notify the other RDs by voicemail. When receiving such a notification,
the RD should notify the RA staff immediately.
Responses should be very specific. A sample response for a male involved in a visitation violation is given below:
The sanction to your visitation violation is a two-week visitation restriction and a $20 fine. The visitation restriction will begin at noon on January 7, 1998 and extend until noon on January 21, 1998. During this time, you may not have female visitors in your room, you cannot visit in a room in Centennial Hall, and you cannot be present in a room in Brown or Price that has female guests. You may visit guests in the lobbies. Normal visitation may resume at noon on January 21, 1998.
The $20 fine is
payable at the Student Development office by 5 p.m. on January 23, 1998.
Failure to pay
the fine or to make satisfactory arrangements with the Student Development
office by 5 p.m.
on January 23, 1998 will result in an additional fine of up to $25.
Although each incident will be evaluated individually, typical responses are listed in the Student Handbook. A disciplinary response can be appealed. The appeal procedure is contained in the Student Handbook.
Warnings are not given for the offenses listed
in the handbook except for noise, trash, and candles. Warnings should
be written with specific consequences detailed if the behavior is continued.
KEYS
RD APARTMENT
Generally the keys to the RD apartments are not
included on the Hall masters. There are duplicate keys to each RD apartment
in the Student Development office. No one, including maintenance, is supposed
to enter the RD apartment except in the case of emergency or to conduct
maintenance repairs with the RDs approval.
RD MASTER KEYS
Each RD has master keys to all the residence
halls. In the past there were three masters for Centennial; however,
there is only one now for each of the halls.
Under no circumstances should a master key be given to another person. If a master key is lost, all the locks in the appropriate building will be changed. The person to whom the master key has been assigned is responsible for all costs incurred in re-keying the building.
RA MASTER KEYS
In all halls, a hall master is kept in a central
place for the RAs. This key is to be used only in the case of an
emergency. RAs should use the lockout key to key residents back
into their room.
Maintain a log for the RAs to sign when they
take a lockout key or the master key. The RD is responsible for the
master key.
Under no circumstances should an individual be let into a resident's room without the residents permission. This includes other students, parents, and faculty.
Custodians have been instructed not to key residents into any rooms. University maintenance personnel have their own masters and will key in to handle maintenance problems.
RDs and RAs have keys to some of the custodial closets. These closets contain basic cleaning supplies, brooms, dustpans and buckets. Although there should be cleaning supplies at the desk, on occasion RAs need access to these areas. Other custodial closets are accessible only to the custodians.
The lock to RA supply rooms may or may not be
on the master. The RD and RAs are issued separate keys to these areas
if they are not on the master and these keys may also gain access to the
area behind the desk.
RESIDENCE HALL KEYS
All residents receive one BEST lock key that
unlocks both the hall outside doors and one key for the residents room.
Best keys are stamped with a code. Keys are kept in the key box.
At the start of the school year, there should be three room keys per room.
The RD keeps a key inventory and code list that is updated as changes are
made. A copy of the inventory and updates should be given to the Student
Development office.
LOST KEYS
When room keys are lost, the locks should be
changed within 24-48 hours of the reported loss. Keys for outside
doors to the residence halls cost $275 and residence hall room locks cost
$50. The residents account is charged for this change. Notify the
Business office in writing of this charge.
DISTRIBUTION OF KEYS
Room keys to residents are distributed during
check-in. By signing the check-in form, the resident signs for the
key or keys. Keys or replacement keys should only be given to the
individual residents of the room. Replacement keys should be signed for.
During the year, the Admissions office and various coaches may request keys when housing various groups of prospective students. The Assistant Dean of Student Development should approve these requests. When giving room keys, have the appropriate person sign for the keys. Loss of a key is handled the same as with residents. The locks are changed and the person or department issued the keys must pay $50 per key.
KEY COLLECTION DURING CHRISTMAS AND SPRING BREAKS
As the residence halls are officially closed
during these breaks, keys are collected from the residents. Residents who
do not turn in their keys are fined $25. The RD provides the Student Development
office with a list of residents who have not turned in their keys.
This fine will not apply to a resident who, having forgotten to turn in the keys, contacts the RD or the Student Development office and then turns in the keys. If, however, the resident keeps their keys for the remainder of the break, the resident will be fined.
There are two methods to collect the keys at the beginning of a break:
1. Place key envelopes by the RDs door. Have each resident write his/her name and room number on the envelope, place the keys inside, and slip the envelope under the RDs door. This method is preferable for spring break and can be used also at Christmas Break.
2. Prepare a duty schedule for the RAs so that the Hall is covered from 8 a.m. until Midnight on the days preceding break. This method may be used at Christmas break during finals. This is helpful if the RAs are going to check the rooms at this time.
At the end of break, keys are redistributed by
the RAs. Prepare a schedule for the RAs to cover the lobby
from 2 p.m. - Midnight on the Sunday that students return.
KEY COLLECTION AT CHECK-OUT
Residents must turn in their keys at checkout.
See instructions for checkout.
GUEST ROOM KEYS
Centennial and Price Halls have guestrooms that
are frequently occupied. Guest room arrangements are made through
the Union office at ext. 5565. The union office makes arrangements
for guest room keys. Keys are picked up and returned by the guest
to the union.
Payment is made to the union or to the Business
office.
The RD distributes keys for guests using other
rooms.
HEALTH AND SAFETY INSPECTIONS
In September and February, the RD should conduct health and safety inspections of each room. Before conducting inspections, the residents should be given 24 hours notice by voice mail and hall posters.
During room inspections check for:
1. Pets.
2. Oversize refrigerators.
3. Candles or appliances with exposed elements.
4. Furniture taken from lounges or lobbies.
5. Proper multi-plug outlets with circuit breakers.
6. Halogen lamps.
7. Construction of bunk beds or lofts.
8. Other items listed under Decorating rooms
in the student handbook.
Do not open drawers, refrigerators or closets. However, look for evidence of alcoholic beverages or drugs located in plain sight. If such items are seen, there is cause to conduct a further search.
After inspecting a room, leave a form that indicates whether or not the room passed inspection. If the room did not pass inspection, the reasons for failure should be listed on the form. Contact the resident about compliance.
Room inspections are a convenient time to check
with residents about maintenance problems.
HOUSING ASSIGNMENTS
Current Students
1. In early March all current students
receive a Housing Information Booklet containing information about Fall
Semester room reservations.
2. Students must make a deposit to the
Business office before they can reserve a room.
This deposit is credited to the students Fall
Semester room charge. Students who have an account balance at the
Business office must pay off the balance before the Business office will
accept the deposit.
Students who make the deposit after the April
deadline will be charged a $5 late fee which will not be credited to their
accounts.
3. In early April the RDs conduct
hall meetings to answer questions on the housing procedure.
4. Week 1: Students wishing to reserve their
current room complete a housing contract with their RD. Students
wishing to reserve a room other than their current room must wait for the
general housing reservation period.
5. Week 2: Students who are not allowed by the
Student Development office to reserve their current residence hall room
may reserve a room.
6. Week 3: Housing selection numbers are
then posted. Housing Selection numbers are assigned on the following
basis:
a. Number of credit hours completed at OU that apply toward graduation.
b. Cumulative OU grade point average.
c. Date of birth.
These numbers are used for all housing decisions
including:
a. Room reservation times.
b. Placement on the single room waiting list.
c. Priority in determining room assignments when
two students request the same room.
7. Students who did not reserve their current
room may reserve rooms. Reservation times are posted according to
the Housing Selections Numbers. Students cannot make a reservation
until the posted time, but may reserve a room at any scheduled time thereafter.
8. Students have until May 1 to place their name
on the single room waiting list. Names placed on the list by May
1st will be in order by housing selection number. Students requesting
to be on the single room waiting list after May 1st will be added to the
end of the current list regardless of housing selection numbers.
Note: All students who request a single room
should be told that single rooms are not guaranteed.
9. Students have until June 1st to make their
housing deposit and reserve a room. The accounts of currently enrolled
students who have not paid their housing deposits by June 1st will be charged
the $50 deposit plus a $25 late charge. The $25 will not be credited
to the students account. In addition, the Student Development office will
make room reservations for these students.
10. The Student Development office will assign
a roommate to students who requested a double room but did not request
a specific roommate. Roommates must be mutually requested.
11. Single room assignments will not be made
until the Student Development office determines that there is sufficient
space to allow single rooms. This is generally done after the first day
of class each semester. Single rooms will be assigned according to the
housing selection number.
12. The deadline for canceling the housing
contract and receiving a refund of the $50
room reservation deposit is July 1st.
New Students
1. All first year students must have
a roommate for the first semester.
2. Students requesting a single room
will be placed at the end of the single room waiting list.
3. New students are asked to complete a
Commuter and Residential Student Information
sheet and a Roommate Profile. Housing Contracts
are completed at early enrollment or during Orientation.
4. Housing assignments are made based
on the information on the Roommate Profile and the Commuter and Residential
Student Information sheet by the Student Development office in cooperation
with the Resident Director of the residence hall.
5. Students are notified of room and roommate
assignments by early August. After roommate assignments are made arrival
for fall semester, students cannot change roommates until two weeks after
the fall semester begins or at the discretion of the RD.
RA SELECTION
The RA staff for the fall semester is selected the previous spring.
January
The selection process is discussed with the RA
staffs because they are in a position to know which residents would be
good candidates. The RAs are asked to encourage qualified residents
to apply for staff positions by distributing application forms.
The RDs meet to set up the dates for the group process and interviews.
Current RA staff members who wish to return are asked to complete application forms.
February and March
Week 1 - Applications
The selection process is opened to all students
and candidates receive a job description and a list of dates on which RAs
are required to be on campus.
When students return the applications, they indicate their choice of date for the group process on a sign-up sheet. Usually, the candidates have a choice of two dates for this process.
Week 2-Group Process
Current RAs who wish to return do not participate
in this process.
The group process is usually held on two consecutive nights and candidates are divided into groups of four-six people. After the group process interviews each candidate is asked to make an appointment for an interview with the RDs. Interviews with the RDs are scheduled in half-hour time blocks over a three to four day period.
The Assistant Dean informs the candidates of their status and confirms the interview time for those candidates selected to continue the process.
Week 3 - Interviews
The RD staff interviews each RA candidate. After
each interview, each RD completes an evaluation form.
Week 4 - Selection
The RD staff meets to select the RA staff and
alternates.
The Assistant Dean of Student Development notifies the students of their status and offers contracts to the RAs and Alternates that have been selected.
Week 5 - Acceptance
The candidates return their contracts indicating
that they have accepted the positions.
RA Selection during the academic year
If a RA position becomes available after the
staff has been selected, the RD of the building and the Assistant Dean
will offer the position to a RA from the alternate pool. Alternates who
refuse an offered position relinquish their position as alternates.
If no alternate is available, the position is
posted. The RD and Assistant Dean conduct interviews and make a selection
from the applicants.
RD ON-CALL DUTIES
1. SUMMER DUTY
The summer duty schedule begins the day after graduation and ends at the start of RA training.
An RD is scheduled for each evening both on weeknights and weeknights. On weeknights, the on call RD is on duty from 7 a.m. until 7 a.m. the next morning. During that time, the on-call RD cannot leave Ottawa and should carry the cellular phone when leaving the hall. RDs who are not on call should notify the Assistant Dean if they are planning to be gone from the hall overnight. During the daytime the RD on call should find another RD to cover for them if they plan to leave Ottawa.
The RD on call is responsible for all three halls. However, if an RD is available in the hall where the problem is occurring, that RD may be called first even though the RD is not on call.
Weekend duty is from 6 p.m. Friday - 7 a.m. Monday.
The on call RD cannot leave Ottawa and must carry the cellular phone when
leaving the hall. RDs not on call for weekends should notify the
Assistant Dean if they are going to be gone for the weekend and provide
a phone number where they can be reached while they are away.
2. REGULAR DUTY
During the regular academic year, the RDs schedule weekend duty as above. No specific RD is on call on weeknights. If an RD cannot be in the building overnight, the RD should make arrangements with the Assistant Dean.
3. HOLIDAY AND BREAK DUTY
Holiday and break duty is the same as summer duty.
The RDs prepare a schedule and take turns during holiday times such as
Thanksgiving and Easter breaks. During times when the halls are officially
closed such as Christmas and Spring break, the RA staff is not on duty.
The RD on call responds to non-emergency situations such as key-ins. If
the building RD is on vacation, the RD on call should walk through the
residence hall at least three times daily.
ON CALL RESPONSIBILITIES
The RD on call responds to emergencies such as
disciplinary problems, medical emergencies, and maintenance problems that
occur in all the residence halls. The number of the RD cellular phone is
only given to the RA staff, security, the Dean of Student Development and
the Assistant Dean. The RA staff is only to call the RD for emergencies.
The RA staff is instructed to contact the hall RD before contacting the
RD on call.
SECURITY AND MAINTENANCE
Call Security first for a maintenance problem.
Security personnel are available 24 hours a day on weekends, holidays and
breaks. They follow the normal schedule during the summer.
RD GENERAL RESPONSIBILITIES
DAILY RESPONSIBILITIES
1. Read the RA log.
2. Post an availability schedule on apartment
door.
3. Report maintenance concerns. Keep a
log of maintenance concerns.
4. Check with the RA on desk duty about desk
supplies.
5. Check in at the Student Development office.
6. Walk through the hall.
7. Respond to student concerns.
8. Talk with custodians if necessary.
9. Handle discipline as needed.
WEEKLY DUTIES
1. Attend the Student Development staff meeting
2. Attend the Resident Director meeting
BI-WEEKLY DUTIES
1. Hold an RA staff meeting.
2. Audit desk cash.
MONTHLY DUTIES
1. Attend or facilitate RA training session.
2. Check RA programming.
3. Meet individually with each RA.
4. Check monthly duty calendar for specific monthly
duties.
BOMB THREATS
1. Obtain as much detail as possible concerning
location of the bomb, time of detonation reason for the threat, background
noises, and callers voice.
2. Keep the caller on the line. If
the caller hangs up, leave the line open for a possible police trace.
3. Notify the police, Dean, Assistant Dean
and Campus Security.
4. If they so advise, evacuate the
building.
CUSTODIAL CONCERNS
Discuss custodial concerns with the building
custodial team. If there is an unsatisfactory response, concerns
can be reported to Barbara Milton, custodial supervisor at 5452.
DRUG POSSESSION
If you suspect that a student is using illegal
drugs, inform students that the police will be notified if drugs are found
in a students possession or in a students room. If illegal drugs
are found in a students room, seal access to the room and call the police.
FIRE
The fire alarm does not sound in the fire station.
DIAL 911.
The control panel in the boiler room indicates the location of the alarm. Do not shut off the alarm until the fire department has arrived or the OU maintenance staff has reset the alarm.
In most cases, there is not actually a fire. Candles,
cooking, hairspray or a prank may have set of the alarm; however, we still
call the fire department. It will not be possible to reset an alarm
that has been triggered by smoke or hairspray, until the smoke or hairspray
has dissipated. In these cases, silence the alarm. This procedure
silences only the alarm in the location that activated it. All the
other alarms remain active. After a waiting period, reset the alarm.
If a fire alarm has been pulled, attempt to determine
what students were in the vicinity at the time. Handle in the same manner
as other discipline situations.
HALL BUDGETS
Each hall has a budget. The Resident Director
has control of the programming, general supply, and conference budgets.
Budgets must be strictly followed. All expenditures must be approved in advance by the following: the Resident Director, the Assistant Dean, the Dean of Student Development and the Campus Business Manager.
Requests are made by purchase order (PO) requisition, check requisition or cash advance. Complete and initial the request to show your approval and give the request to the Assistant Dean for approval. If he approves the request, he will forward it to the Dean for approval and then to the Business office.
Although everyone attempts to process requests quickly, this process can take two or three days. Therefore, encourage your RA staff to submit programming requests three-five days in advance.
Major purchases, such as furniture, should be
discussed in advance with the Assistant Dean.
Most of the programming purchases by the RA staff
will be at Wal-Mart and be handled by a PO. It is best to make out
the purchase order for a little more than the RA expects to spend.
Wal-Mart will not allow expenditure over the amount stated on the PO.
Instruct new RAs in handling purchase orders at Wal-Mart. The order must be taken to the back of the store to the lay away department. The representative there will process the purchase. The RA should receive a register receipt and BOTH copies of the purchase order. As some Wal-Mart employees are not familiar with the procedure, they may not give the RA back the needed receipts. Therefore the RA should be familiar with the procedure.
After using a cash advance, the RD or RA should return any remaining cash with the expense report, and receipts to the Business office.
HALL DESK
1. Money and stamps
The desk is supplied with a $200 combination
of cash and stamps. Keep $100 in the cash box and $100 in the safe.
Do not keep the cash box behind the desk when the desk is unattended.
Students have found that it is easy to pop the glass window to gain access
to the desk.
The RA staff should not accept checks from residents. Usually, the desk operation uses about $50 - $80 in quarters per week. The RD is responsible for supplying the desk with these quarters.
Money lost in vending or laundry machines is replaced
at the desk. The RA staff should keep an accurate record of these
transactions. The RD receives a reimbursement of this money from the Student
Development office.
The RA staff is responsible for balancing the
cash at the beginning and ending of each desk duty shift, and notifying
the RD when the cash does not balance. The RD should audit the cash on
a regular basis.
At the end of the academic year, the RD should
return the $200 to the Business office.
2. Equipment
Equipment available from the desk includes a
VCR, vacuum, humidifier, pool balls and cues, sports balls, and board games.
When lending equipment, the RA should take the residents ID card and make
a record of the transaction.
3. Keys
The RA staff should keep a record of any time
they enter the key box and of the keys that are distributed.
LAUNDRY
Problems with the washing machines or dryers
should be reported directly to the laundry service. A sign with the
services 800 number is posted in each laundry room. The service prefers
that the student who discovers the problem report the problem to them directly
so that they can ask appropriate questions. However, the RD makes
the call.
Post a sign on the washing machine or dryer that is inoperable.
The laundry service is prompt but does not always
inform the RD that the repair has been made.
If a washing machine overflows and floods the
laundry room, inform maintenance first as there may be a problem with the
drain. Also, have the custodial staff clean the area.
MAINTENANCE PROBLEMS
Monday - Friday 8 a.m. to 5 p.m.: call 5550.
At other times:
1. In non-emergency situations leave a message
at 5550.
2. In emergency situations call security at 241-2004.
Security determines whether or not to call maintenance.
If you are unable to reach security or if security
refuses to call maintenance for a serious emergency situation, contact
the maintenance person on call at 241-2005. If no answer, check the
maintenance on-call list.
Security may make temporary repairs for the night
or weekend. Even though security should inform maintenance of the problem,
always leave a voice mail for maintenance as well. Major problems should
be reported by voice mail to the Assistant Dean, and if appropriate, the
Dean.
Although not required, it is helpful to record
phone calls to maintenance in a log for follow-up. Maintenance does
not always inform either the student or the RD when a repair has been made.
Check with the student to see if the situation has been addressed.
If necessary, make a written request to maintenance.
MEDICAL EMERGENCIES
The emergency room at Ransom Memorial Hospital
is open 24 hours a day.
Before 8:30 p.m., call 242-3344.
After 8:30 p.m., call 242-3347.
Ottawa Family Physicians will see people on Saturday
mornings from 8:30 1p.m.
Call 242-1620
During normal weekday hours, the school nurse
can assist the student in making a medical appointment.
If you are unsure if a situation is an emergency,
call the nurse at home or call the emergency room for advice.
If a student refuses to seek the medical attention
that you feel is needed:
1. Attempt to have the student contact
their personal physician or parents.
2. Attempt to gain the students agreement that
the decision will be made upon
consultation by
phone with the emergency room physician or university nurse.
If a student refuses to seek medical attention for a condition that you believe needs immediate emergency treatment, call an ambulance.
When aware of a medical emergency, go to the emergency room to check on the situation. If a student is taken to the hospital, notify the Dean and Assistant Dean by voice mail. Major medical problems should be reported to the Dean immediately.
The hospital may ask you for the colleges medical file on the student. Chris Huske or the school nurse, Carmela Denton, can obtain these files.
If a student is taken to the hospital by a students friends, they may neglect to inform the RD. Usually, the RA staff will become aware of these situations before the RD. Ask your RA staff to keep you informed of medical emergencies.
ROOM SEARCHES
Room searches are done if there is reasonable
cause. The student resident of the room, Provost, Dean of Student
Development, Assistant Dean of Student Development or the Resident Director
can authorize the search. Attempt to obtain permission for the search from
the resident or from your supervisor. However, as RD, you are authorized
to make a decision to search a room.
Never search a room without backup. Obtain assistance from the RA staff. If no RAs in your building are available, ask the RD or a RA from another building for assistance. The other staff members are witnesses to the search. However, all may be involved in the search.
Do not leave the door of the room open.
This will attract unnecessary attention. If the resident is in the room
at the time, have the resident sit near the door away from the contents
of the room.
Explain the necessity of the search to the resident.
Do not apologize. Handle the explanation and the search in a business-like
manner.
Search everything. Be thorough. Some hiding
places are as follows:
1. Under the ceiling tiles.
2. Outside the window.
3. Inside the air conditioner.
4. In the grooves of the bed frame.
? Do not discontinue the search at the first item
you find. If you find drugs, seal the room and notify the police.
? Make a written record of the items you are
removing from the room. Have the staff members present sign this list.
? If the residents were not present during the
room search, notify them that a search has been conducted.
? If items were found that necessitates disciplinary
action, handle the matter in the normal disciplinary procedure.
SEXUAL ASSUALT/RAPE
Encourage the student to receive medical attention
and to report the rape to the police.
If the victim decides to report, call the Rape
Crisis Line at 1-913-843-8985. Rape Victim Support Persons are familiar
with hospital, police and court procedures and are available 24 hours a
day. Help will be provided even if the victim does not wish to report
the rape.
Do not press the student for details. Notify the Assistant Dean and the Dean of Student Development. The incident has to be reported even if the student wishes it kept confidential.
THEFT OR VANDALISM
Encourage residents to report thefts or acts
of vandalism against their property to the police. Notify the Assistant
Dean and complete an incident report in the Student Development office.
WEATHER EMERGENCIES
Emergency Evacuation plans for each hall are
in the RA Manual and handbook. Become familiar with the plan for each hall.
Evacuation plans should be discussed with the RA staff during RA staff
training, and with all the students at the initial hall meeting.
Each RD has an emergency weather radio that will
provide updates on weather and sound an alarm when a weather emergency
is imminent.
TORNADO WATCH
A tornado watch means that weather conditions
are favorable for a tornado to form. Notify the RA staff when a tornado
watch is in effect. Remind the RA on duty to monitor the weather
situation on television or radio.
TORNADO WARNING
A tornado watch means that an actual tornado
has been sighted in the area. Immediately mobilize the RA staff.
Make sure that all residents have moved to the designated area in your
building. Residents should bring pillows, blankets, flashlights and if
possible, battery operated radios.
RESIDENCE HALL CHECK-IN PROCEDURE
Beginning of Fall Semester
During RA training, the RA staff should prepare check-in forms for each room. Two forms should be prepared for each room unless a room has been designated as a single room. If a room has been designated as a single, then one form may be prepared for this specific room.
There are many ways to have the RA staff perform check-in duties. The following method has been used successfully:
1. Using an RAs room as an example, the RD demonstrates the proper check-in procedure.
2. The staff and alternates are divided into pairs. Each pair is assigned a floor. Some floors have more rooms than others. Therefore, after a pair finishes the assigned floor, they are to move to another floor and help the RAs there.
Pairs can split the rooms on a floor or work together with one person checking the room and the other completing the form.
3. No names are placed on the forms at this time. Students choose the side of the room after they arrive. Also, there are always some students who decide not to come. In these cases, room assignments need to be changed.
4. The forms are left in the rooms, usually on the desk or chest of drawers.
5. Necessary repairs or other room problems are reported to the RD.
During Orientation weekend, the check-in procedure is as follows:
1. The RD does not handle the details of the actual check-in procedure. Instead, the RD remains available to handle any problems that arise with the check-in procedure. The RA staff should refer these problems to the RD.
The RD should also be in the lobby to mingle with parents and students.
2. One RA remains in the lobby at all times
to greet the new students. This
RA distributes the keys and assigns the student
to another RA for check-in.
As much as possible, students are assigned to the RA on their floor for check-in.
3. The RA handling check-in does the
following:
a. Escorts the student to the room.
b. Determines which side of the room the
student will use.
c. Explains the form.
d. Asks the student and parents if there
are any problems not noted on the form.
e. Adds these problems to the form.
f. Completes the form with the students
name and key number.
g. Signs and dates the form.
h. Obtains the students signature.
i. Gives the bottom (pink) copy to the
student.
j. Tells the student that after one week,
the RA staff will check with the student to see if there are additional
problems with the room.
4. The RA
brings the form to the RA handling the lobby. The forms are placed
in
order by room number. The students name is checked
on the Hall list.
The RD checks the completed forms and the Hall list and inform Admissions and the Student Development office of students who have not arrived.
During the first week of school, the RD makes sure that there is a form for each resident. If a form has not been completed, the wing RA is asked to complete the form with the student.
Beginning of Spring Semester
Usually, there is not a large group of new students checking in at spring semester. However, there may be a number of returning students who are switching rooms at this time.
During RA training, complete as many forms as possible. As some students may need to check out before other students can check in, it may not be possible to prepare all the forms in advance for returning students who are switching rooms. However, complete the forms for all new students.
When checking in new students, follow the same procedure as outlined for fall semester.
Most problems will occur with returning students switching rooms. As the changes have been approved, students are impatient and may switch belongings before the RA is able to complete the check-in and checkout procedure. Students may also switch keys even though the RD has informed them of the proper procedure.
The RA staff should complete the check-in and checkout forms for these room changes. The RD should check the forms during the first week of the Spring Semester to make sure that there is a check-in form for each resident. Check-in forms should be kept in a central place so that they are available to the entire Residence Hall staff. Two possible places are at the counter or in the RA closet.
During the Academic year
Students will check into rooms at times other
than the beginning of a semester. Typical reasons for room changes
are roommate differences and the availability of a single room. Occasionally,
students move into the Hall from off campus. The RD or the RA on duty checks
in these students. The check-in form is completed with the student
at the time the student moves into the room.
Completion of the Check-in Form
Completion of the check-in form in detail takes
time but makes the checkout procedure easy.
Every item should be described. Some typical
examples are given below:
Item Check-in (Describe Condition)
Door
Scratched, holes
Towel Bars Bent
Ceiling
Stained
Mattress
Stained
Desk
Large blue stain
Clothes Bars One missing
Mirror
Cracked
Closet
Tape marks, large hole
Window Three slats broken
Air Cond./Heating Unit Contact paper
The residents should be told that completion of the form is for their benefit. When they check out, they will not be held accountable for items noted on the check-in form. For this reason, residents and parents should be asked if they want anything added to the form.
RESIDENCE HALL CHECK-OUT PROCEDURE
Residents checking out of a residence hall must complete a clean checkout in order to receive a refund of their housing deposit. Residents who leave without following the checkout procedure are fined $25 for an improper checkout. Residents who leave without turning in their keys are fined $50 per key.
Residents who are checking out of a room because of a room change must also follow the checkout procedure or be fined $25 for an improper checkout. Residents who change rooms without permission from the RD or the Assistant Dean will be fined $25.
Residents checking out during the year (i.e. times other than at the end of a semester) must make prior arrangements with the RD or an RA for the checkout. If prior arrangements are not made, the Residence Hall staff may not be available to check out the resident.
Check-out Procedure at the end of a Semester
There are two ways to handle checkout procedures at the end of a semester.
I. Each RA handles checkouts for his/her
wing only.
The RA posts a schedule of
times he/she will be available. Residents from the wing sign up
for a scheduled checkout time
with that RA.
This system has four disadvantages.
1. The resident may need to check
out at a time that the RA is unavailable.
2. The resident may need to change the time for
the checkout and the RA is not available at the new time.
For example, the residents parents may arrive early and wish to leave before the scheduled time. If no RA is available, the parents may be frustrated and possibly angry even though the student had requested a different checkout time.
3. An RA who is in the hall may end up doing checkouts for several other RAs because of situations like illustrated above. In the past, RAs who were in the hall to study for finals were unable to study because they had to fill in for other RAs.
4. As there are a different number of students on each wing, there is an uneven distribution of the workload among the RAs. One RA might have to check out 28 students, another only 5. The first RA would have to schedule more hours.
II. The RA staff prepares a checkout schedule for the hall.
Under this system, the RA staff sets up an hourly
duty schedule from 8 a.m. - 11 p.m. during finals and from 8 a.m. - noon
on the day after finals. At the end of the academic year, hours will
also need to be scheduled after commencement.
Each RA works the same number of hours.
The RA on duty handles any checkouts during that scheduled time. The schedule
is posted throughout the hall. When a resident wishes to check out, the
resident contacts the RA on duty.
The advantages of this system are as follows:
1. Each RA works the same number of hours.
2. Each RA can schedule around their finals,
study time, and other commitments.
3. An RA is available at all times. Residents
can check out when they are ready to leave.
4. Although RAs may handle an unequal amount
of actual checkouts, each RA works the same number of hours. An RA may
choose to work a busy time to have more time to study earlier in the
week.
The one disadvantage of this system is that several
residents may wish to check out at the same time. In this case, the
residents may have to wait a few minutes to check out.
Completion of the Check-out Form
The RD should meet with the RA staff to discuss proper checkout procedure. Two problems that RAs encounter are as follows:
1. The RA may hurriedly check a room and miss
a damaged item.
2. The RA may be hesitant to confront a resident
about damage.
These potential problems should be discussed with the RA staff before they do check outs.
The RA should complete the checkout form in full. If the condition is the same as at the time of check-in, then the RA could write same or OK. Any differences in condition should be noted. In addition to damage of specific items, the RA should check the room for cleanliness.
Any problem with the room should be noted on the form. The RA should inform the student that there will be a charge for repairing damages or for cleaning. Facilities and Operations will determine the specific charge. Residents will be billed for the actual cost of the repair or the cleaning.
Residents must return their keys before the resident and the RA sign the checkout form. If a resident does not have their key with them at the time of checkout, the checkout procedure is not complete.
After the RA has completed the checkout form, the RA should date and sign the form and obtain the residents signature. The yellow portion of the form should be given to the resident.
Completed checkout forms should be given to the
RD.
The RD takes the checkout forms to the Student
Development office. At the end of a semester, the RD should wait and turn
all clean checkout forms into the office at one time.
There are two times when a check-out form should
be turned in immediately:
1. The resident checks out during the semester.
2. The resident did not have a clean check out.
Residents checking out during the semester will
want their deposit returned as soon as possible.
Therefore, it is important to get the forms to
the Student Development office. In addition, as the Business office
likes to enter charges as soon as possible, return checkout forms that
indicate damages or cleaning charges immediately.
ROOM CHANGES
Change to a Single Room
Each RD will have a single room waiting list which gives the order by which single rooms can be offered in that specific hall. When a room becomes available, the RD should follow the procedure below:
1. Call the student and offer the single room.
2. Quote the price of the room.
3. Set a deadline for the student to accept
or reject the offer.
4. State that if the offer is refused,
the students name will be moved to the bottom of the single room waiting
list.
5. State that the change will not be approved
until the student informs his/her roommate of the change.
If the student refuses the offer, the RD then
calls the next student on the list.
If the student accepts the offer, the student
needs to complete two forms:
1. The room change form.
2. The authorization to bill for a single room
form.
After the student accepts the offer, a deadline is set for the move.
The RD then needs to contact the roommate of the
person who has selected a single room.
The RD should:
1. Ask the roommate must select another person
to share a room.
2. Ask the roommate also needs to decide if he/she
will remain in the room or move to another room.
3. Offer a single room if possible. This
may not be possible if single rooms must be offered first to people on
the single room waiting list.
4. Set a deadline for the roommates decision.
5. Be sensitive to the roommates feelings over
the situation.
Roommate Difficulties
Most of the residents have never had to share a room before. It is difficult to adjust to a roommate as well as adjust to the new environment of college. Although the Student Development office tries to match up congenial roommates, sometimes what looks good on paper does not work in the actual situation. Also, many students do not provide us with enough specific information to make a good match.
Ideally, residents with roommate problems will immediately talk to their RA or the RD about the problems. Many minor problems can be worked out if addressed quickly.
However, the following situations may happen:
1. The resident tries to cope with the situation
without talking to the roommate. The situation builds until the resident
reaches a boiling or breaking point and then the resident no longer wants
to attempt to work it out.
2. The resident decides to solve the problem
by looking for another roommate. After finding a new roommate, the resident
approaches the RD or the RA.
3. The resident complains to his/her parents.
The parents get involved and demand a roommate change.
4. One resident does approaches the RA or RD.
The other does not see a problem or want to discuss problems.
The RA staff is in a better position than the
RD to spot potential problems. The RA staff should encourage roommate discussions
and keep the RD informed about potential problems.
Beginning of Semester:
All residents are asked to wait two weeks to make roommate changes. In talking with residents wishing to change the RD should:
1. State the policy.
2. Explain that the waiting period is for the
residents advantage. Sometimes first impressions change and the
resident may find he/she likes the roommate.
Even if the resident does change roommates, the
waiting period gives the resident time to scope out new roommate possibilities.
Making a quick change might mean that the resident ends up in a worse situation.
The waiting period gives the resident time to make a good decision.
3. Attempt to help the roommates resolve their
situation.
4. Explain the room change procedure.
However, the RD always has the right to approve
an immediate room change if it is in the best interests of the students.
Middle of the Semester:
Roommate changes usually result in a domino effect. One change leads to another. If the changes continue unrestricted, there will be a long period of chaos before everyone is settled. For this reason, there is usually a roommate change deadline. Roommate changes cannot be made after this set deadline, which is posted and announced over voice mail.
Again, the RD has the right to approve any changes
at any time if it is for the benefit of the students and the hall.
CALENDAR OF EVENTS
JULY
1. Summer daily and weekend duty alternated with
the other RDs.
2. Help plan RA training.
3. Give input to room assignments.
4. Facilitate summer conferences as requested
by the Assistant Dean.
AUGUST
1. Prepare keys in envelopes for incoming residents.
2. Final room inspection.
3. Prepare welcome packs for RAs.
4. RA Training
a. Presentations as
requested by the Assistant Dean.
b. Supervise Hall duties
performed by RAs.
(1) Room check-in sheets prepared in advance.
(2) Orientation weekend room check in schedule.
(3) Prepare semester duty and desk duty
schedule.
(4) Bulletin boards, door decks,
etc.
(5) Plan orientation hall meeting.
(6) Discuss expectations of duty and desk
duty.
(7) Select dates for RA meetings.
(8) Schedule first programming events.
5. Orientation weekend
(1) Provide breakfast for RAs on Saturday
morning.
(2) Be available all Saturday and Sunday.
(3) New student hall meeting.
(a) Icebreakers.
(b) Introduce RA staff.
(c) Emergency procedures in case
of fire and tornado.
(d) Explanation of RD and RA role.
(e) Simple explanation of important
rules.
(f) Hall tour.
6. Returning students hall meeting
7. Prepare RD on call schedule,
distribute to RA staff and security.
8. Give RA duty schedule to Student
Development office.
SEPTEMBER
1. Finalize roommate changes.
2. Maintain check-in/out file.
3. Hall Safety and Health Inspection.
4. Conduct fire drill.
5. Meet individually with each RA.
OCTOBER
1. Hall Meeting to evaluate RD and RA staff.
2. Monthly RA group training.
NOVEMBER
1. Go over evaluations with individual
Ras.
2. Monthly RA group training.
3. Have RA staff survey students to see
who is returning/not returning in January.
4. Give a list of non-returning students
to SDO.
DECEMBER
1. Plan closing the hall for Christmas Break,
schedule RAs for key collection.
2. Post 24 hour quiet hour signs.
3. Final checkout of non-returning students.
4. Plan for January RA two-day training.
5. Inform SDO of semester room changes.
6. Check with SDO about housing new students
in January.
7. Check key inventory.
JANUARY
1. Conduct RA training.
2. Prepare RA duty and desk schedule, copy to
SDO.
3. Prepare RD duty schedule, copies to RA staffs
and security.
4. Hold hall meeting.
FEBRUARY
1. Hall Safety inspections.
2. Participate in RA Selection process.
MARCH
1. Fire drill.
2. Plan closing hall for spring break.
APRIL
1. Room reservations.
2. Spring training for new RA staff.
MAY
1. Plan schedule for hall closings.
2. Post 24 hour quiet hour signs for finals.
3. Inspect each individual room for maintenance
concerns.
4. Key inventory, order needed keys for summer.
5. Prepare list of damage charges and improper
checkouts for SDO.
6. Assign fall RAs to wings and notify them of
assignments.
7. Prepare summer RD on call schedule.
JUNE
1. Assign rooms for returning students.
2. Summer on call duties.
3. Help facilitate conferences.
4. Plan RA training.
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The content on these pages was originally provided by Brian C. Steinberg, the founder of http://www.theallygroup.org and http://www.safezoneforall.com (Creater of the previous: http://www.residentassistant.com/reslifepro)
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