RHODE ISLAND COLLEGE

OFFICE OF RESIDENTIAL LIFE AND HOUSING

RESIDENCE HALL DIRECTOR HANDBOOK

1998 - 1999
 
 
 
 
 

Update:  July 1998
By:  Kerri-Lynn Rondeau
 
 
 
 
 
 
 
 
 

DIVISION OF STUDENT AFFAIRS

MISSION STATEMENT
 

The Student Affairs Program at Rhode Island College is an integral part of the total educational environment of the college.  It has a major responsibility for seeking out potential learners and encouraging them to take advantage of the rich offerings of the College and community, which promote growth and development of the total person.

Student Affairs program and services are designed to assist students in identifying and meeting their needs; to promote an environment conducive to intellectual, social, cultural and physical development; to enhance the learning process; and to provide opportunities for individuals to increase their potential to be contributing members of society, competent to engage in satisfying and effective living and working in a complex world.
 
 
 
 

WHAT IS A HALL DIRECTOR?

A Hall Director is a full-time professional Student Affairs administrator, employed within the Office of Residential Life and Housing.  The Office of Residential Life and Housing is composed of the Director of Residential Life and Housing, five Hall Directors, twenty Resident Assistants, and secretarial/student office staff.  The Office of Residential Life and Housing is one part of the Division of Student Affairs. The Division of Student Affairs also includes: the Dean of Student's Office, the Campus Center and Student Activities, the Counseling Center, the Career Development Center, the Office of Student Support Services, the Office of Academic Support and Information Services, Athletics and Recreation, and Health Services.  The primary responsibility of Student Affairs is to promote student development outside of the classroom; therefore, that is the primary responsibility of the Hall Directors.  They work in conjunction with the above listed offices, to provide a uniform approach to student development.  Much of their time is spent around the residence halls or in the Residential Life and Housing Office bringing resident student concerns to the appropriate officials, and to return with solutions or information.  As the primary administrator for a hall, it sometimes is essential for a Hall Director to spend more of their day outside the hall, than in it.

Each Hall Director is the college representative in their respective hall, responsible for the total administration of that hall.  Additional responsibilities are: supervision/advising residents, resource and referral functions, development of educational/cultural activities, advisor to the Hall Council, supervision of maintenance/housekeeping needs, discipline and enforcement of college and state regulations, and secondary assignments in the following areas: The Assistant Director of Residential Life and Housing, Resident Student Association, Central Desk, Special Projects Assistant, and Coordinator of Programming.

BASIC FUNCTION: Directs and administers a comprehensive student personnel and management program in a residence hall.  Responsibilities include educational, social and recreational program development, counseling, group work and supervision in a hall of 140 – 210 residents.  Shares responsibilities for the selection, training, and supervision of the student staff.

SPECIFIC DUTIES AND RESPONSIBILITIES:
? On-Call responsibilities consist of one night per week (from 5:00 p.m. to 8:30 a.m.) and one weekend      per month (from 5:00 p.m. on Friday to 8:30 am on Monday).
? Attend biweekly staff meetings with the Director of Residential Life & Housing, the Hall Director staff, and the Office Secretary.
? Hold weekly staff meeting with RAs in your assigned building.
? Serve as an Advisor to Hall Council (of your building) and attend weekly meetings.
? Accompany Security on Biweekly fire inspections within your building.
? Be available for office coverage as needed.
? Keep discipline files and incident reports up-to-date and on file regarding problems or concerns.

GENERAL DUTIES AND RESPONSIBILITIES

In the Particular Hall:
Foster and maintain a high level of student contact in order to facilitate academic, personal, and emotional growth.  Supervise and train student employees to respond to particular problems within the hall.  Develop and advise student groups within the hall (i.e., hall government).  Work with students in the hall to develop a positive atmosphere, conducive to growth with an emphasis on personal and social responsibility.  Maintain an orderly atmosphere in the hall.  Handle discipline problems and emergency situations that develop with the help of appropriate college agency.  Be involved in the administrative functioning of the hall as they relate to people and physical plant needs.  Other projects and responsibilities as assigned by the Director of Residential Life and Housing.

In Particular Function Area:
Provide day to day leadership, supervision, and service in the assigned area.  Work with individual students and groups to foster academic, personal, and emotional growth.  Participate in hiring, training, and supervision of student staff.  Establish and maintain close contact with the related campus offices.  Review the operation and assume other duties as assigned by the Director of Residential Life and Housing.
Hall Director On-Call Guidelines

Purpose:

The purpose of the Hall Director on Call system is:
To provide a professional support network for the Resident Assistants (R.A); to respond to an RA who would like        a Hall Director’s presence in the building or on rounds with them; or to be available to answer RA’s questions about     handling a situation before an RA confronts it or talk about the incident afterwards and serve as a sounding board.

To act as a central information source about what is going on in the residence halls in a specific area.

To provide the Director of Residential Life and Housing with any duty updates and reports all actions taken and situations dealt with since the last business day.

Procedures:
The Office will publish an HDOC duty schedule on a monthly basis to the RA’s, Housing staff, Campus Police.  There will be a Hall Director on call for the Campus. If a switch is made between hall directors, all procedures remain the same.

When preparing for HDOC duty, the HD should pick up the radio from the office.

The HDOC is required to be on campus Monday-Thursday from 5:00 p.m.-8:30 a.m. with the radio turned on. On weekends, the HDOC must be on campus after 5:00 p.m.  During the day hours on Saturday and Sunday the expectation would be that you be on campus for the day however if you need to leave to do errands for a short period of time this would be acceptable provided you are able to respond to campus within 5 minutes.  The radio should be on at all times during the weekend until the next business day at 8:30 a.m.  If you are contacted, you must call immediately from the nearest telephone.

The RA’s will contact the HDOC in the following situations:

The HDOC should physically respond to the following situations:
? Death on Campus
? Suicide or Suicide Attempt
? Fire
? Psychological Situation
? Life Threatening Hospitalization
? If Media personnel are in the building
? Sexual Assault
? Rape
? Harassment or Racial Incident
 

Work Order Process

Any repairs in student rooms, suites, bathrooms, lounges or hallways in the building as well as replacement of items such as lights should be submitted on a work order request form.  Please use one work order for each problem/repair.  Do not put multiple repairs/issues on one work order even if they are in the same room or area.  Once the work order is filled out, it should be submitted to the Physical Plant for repair.  The white copy should be kept by the Residence Hall Director and the rest sent to Physical Plant.

A detailed description of the problem needs to be given so the appropriate staff can be sent from Physical Plant to resolve the problem.  The form is explanatory in the information that is needed to process the work order.  All the appropriate sections should be completed.

The Residence Hall Director is responsible for keeping a log of all work orders submitted to Physical Plant.  He/she must also follow up on all work orders to insure completion within two (2) weeks.  The Residence Hall Director should contact the Director of Residential Life and Housing if a particular work order is not addressed within the two week period.  After the work order is submitted, the Residence Hall Director can contact the Physical Plant at ext. 8262 to inquire to the status of the order.

The residence Hall Director and Resident Assistants are responsible for reporting all problems in rooms, suites, bathrooms, lounges, hallways and entrance lobbies.  If a problem in a lounge or common area is not addressed, the staff member should submit a work order form.

The residents should be instructed not to call the Residential Life and Housing Office if a work order has not been completed in a timely manner.  The Residence Hall Director should follow up on the problem.

Emergency Work Order Procedures

An emergency is a situation, which presents and immediate threat to the health and safety of the residents and/or facilities.  Although some residents would consider many things to be an emergency, Physical Plant and the Office of Residential Life and Housing consider the following to be emergencies:
1. All floods and leaking pipes
2. No heat
3. No water
4. No electricity
5. Overflowing toilets
6. Broken glass in windows and doors
7. Broken doors and window locks when safety and security are involved

The staff member must take the following steps when any of the above emergencies occur:
1. The emergency should be called into the Physical Plant Office at ext. 8262 during regular hours:
Monday through Friday between 8:30am-4:30pm. Residential Life and Housing should also be contacted and made aware of the situation.
2. All emergencies are to be called into the Security and Safety Office will contact a Physical Plant staff member on duty to investigate the problem.
The staff member should note the time and date of the emergency call and provide it to the Residence Hall Director the following morning.
 

PROFESSIONAL DEVELOPMENT

Educational Pursuits
No academic classes may be taken during the first semester in the position.  A maximum of two classes per semester may be taken.  The college will pay for the tuition cost of the class only; the staff member must pay for any student fees and books.  Participation in classes or a program must be communicated to the Director of Residential Life and Housing prior to making a commitment.

Professional Issues and Development
Once a week, all of the Residence Life Professional staff members meet to discuss pertinent issues and to disseminate information.  At each weekly meeting, a current topic or issue related to the field is discussed.  The goal of the meeting is to keep residence life staff members up to date on current issues and broaden their knowledge and information base.

Residential Life and Housing subscribes to several journals and publications relevant to the field, which are made available to staff members.  The information is circulated within the department on routing slips.  It is expected that staff members will review these items and make copies of information as they find it appropriate.

Conferences
There are a number of conferences, which are regularly attended by professional staff members including the annual ACUHO-I  (Association of College and University Housing Officers-International), the annual NASPA (National Association of Student Personnel Administrators) and the annual ACPA (American College Personnel Association) conference, not to mention a wide variety of other local, state, regional and national conferences on general and specific topics.  Each professional staff member is allocated a certain amount of money for professional development.  Since this amount may vary from year to year, please consult the Director regarding the current amount.  Attending conferences and workshops should not be considered a cost but an investment in one's career, not only for knowledge and professional development but for networking and making those contacts which may greatly assist you in the future.

General Comments
Professional development should be considered as an ongoing process rather than a terminal point.  Outside of formal development, development occurs in staff meeting, in-services, performance evaluations, the experience of risk, failure and success and simply taking the time out to engage one's colleagues and pick their brains about anything.  It is important to develop relationships with colleagues, supervisors, faculty and members of the non-College community from whose knowledge, experience and contacts you can benefit.

Travel Reimbursement Policy
Yearly Allocation per staff member: $400.00
Yearly Allocation of funds is to cover costs for:
                regional and national conferences
                travel expense
Funding outside of the year allocation will be provided for drive-in/day workshops and/or Special Day Seminars.  If an individual is making a presentation at a regional or national conference, additional funding will be at the discretion of the Director.
 
 
 
 
 
 
 
 

RESIDENT ASSISTANT CRITERIA AND JOB DESCRIPTION
 

QUALIFICATIONS:

? A minimum cumulative Grade Point Average of 2.25 prior to appointment.  A 2.5 is preferred.

? Residence Hall or Group Living Experience.  At least one complete semester of hall living experience or its equivalent required.

? Sophomore or higher academic standing (at least 30 credits) as of August.  Primarily and undergraduate para-professional position.

? Must demonstrate leadership potential, dedication to and involvement in student development activities at a college/university.

? Show evidence of personal responsibility and integrity as well as genuine concern  for residents and residence life.

? Have no outstanding financial obligations to the college.

? Cannot be on a judicial probationary status as of the start date of employment.
 

RESPONSIBILITIES:

? Assist in hall programming and other student development activities.

? Serve as a positive role model for the college community.

? Assist with discipline and the resolution of resident’s concerns, complaints and conflicts.

? Assigned on call duty from 7:00 P.M. to 7:00 A.M. on designated nights; weekend duty as determined by the Hall Director.

? Attendance at staff meetings, August and January orientation, and monthly staff development sessions as determined by the Hall Director and the Office of Residential Life and Housing.

? Work scheduled building hour totaling 5 hours per week.

? Other duties as assigned by the Hall Director.
 

REMUNERATION:
Room and Board payment for the current year and a $150.00 yearly stipend.  (IRS considers this payment for the RA position to be taxable income, and thus, you will receive a W-2 form and will have to declare it as income at tax filing time.)

*** This position is considered the principle, non-academic (work) activity.  Any competing interests, activities and/or job must be discussed in advance with your Hall Director and the number of hours may have to be limited.  Heavy academic commitments must also be discussed in advance with your Hall Director.  The R.A. position is contracted for the academic year.  The Office of Residential Life and Housing reserves the right to terminate the contract when it is evident that duties are not being performed properly***

RHODE ISLAND COLLEGE RESIDENT ASSISTANT CONTRACT
   1998 – 1999

The position of Resident Assistant is contracted for the entire 1998-1999 academic year and is considered to be the principle non-academic commitment.   Resident Assistants are expected to act as positive role models and maintain the highest level of commitment towards attaining the goals established by the Office of Residential Life and Housing.   As staff members, you are charged with furthering these goals by fulfilling the terms of this agreement and by maintaining at all times exemplary standards of personal and professional conduct.

A Resident Assistant will work as a Community Developer and an Administrator for staff and students in his/her suites/rooms.  Resident Assistants are expected to recognize the needs of their residents and serve as a liaison between the resident population and the administration.   In an effort to maintain an environment conducive to personal and educational growth, Resident Assistants should confront and uphold all college/department policies for the common good of the community.  A Resident Assistant is a member of the Office of Residential Life and Housing Staff and is directly responsible to the Residence Hall Director.  However, you will also need to respond to requests of the other Residence Hall Directors and the Director of Residential Life and Housing.

A. ADMINISTRATIVE DUTIES

1. I will act as a liaison between the Residence Hall Director and the residents.
2. I will complete all administrative tasks efficiently and promptly.  Some examples are: work order requests, surveys, evaluations, reports and programming reports, etc.
3. I will assist with inventory in the Fall and Spring semesters and at times that students move in or out of the hall.
4. I will assist with the development and referral of work orders and maintenance projects.
5. I will perform secondary assignments as designated by the Residence Hall Director.
6. I will assist residents with lock-outs when Central Desk is closed and Security is unavailable.
7. I will follow the designated “chain of command” of the Office of Residential Life and Housing.

B. PERSONAL STANDARDS

1. I will respect all lifestyles and personalities of students/residents.
2.  I will respect the confidentiality of private interactions with residents and staff.  However, if a student is going to cause harm to him/herself or others, I am legally obligated to discuss the situation with my supervisor.
3. I will respond to personal concerns and difficulties of my residents on both an individual and group basis.
4. I will work with other college personnel and departments in a supportive and cooperative manner.
5. I will attain a GPA of 2.25 or higher by the end of the Spring 1998 semester and maintain at least a 2.25 GPA while registered as a full time student (12 credits or more) during my entire Resident Assistant employment period.
6. I will support and assist fellow Residential Life and Housing staff members.

C. AVAILABILITY/APPROACHABILITY

1. I will be visible and available to all residents of my Hall, especially during evening periods, both on and off duty.
2. I will actively initiate contact with students in my assigned area to develop a rapport with each of them.
3. I will assist with freshman/transfer orientation to the college as requested by the Office of Residential Life and Housing.

4. I will obtain approval from my supervisor for any outside/extracurricular activities prior to my involvement  in those activities.  Those activities include but are not limited to work (on or off-campus), internships, committees, clubs and organizations, athletics and theater.
5. I will sit at the front desk of my hall on my duty night between the hours of 7:00pm-10:00pm from Sunday through Thursday.  This schedule will be determined by the Residence Hall Director.
6. I will assist with the Hall Opening/Closing responsibilities each semester as delineated by the Residence Hall Director.  I will remain 36 hours after the official closing each semester.  I understand that I am the first to arrive and the last to leave.

D. DUTY

1. I will be on duty in my residence hall/assigned area from 7:00pm to 7:00am one night per week and one weekend per month.  When on duty, I will make regular complete rounds of the building and be totally available to residents as well as identify any problems/concerns.  I will check-in with the Hall Director On-Call at the beginning of each duty night.  While on duty, I will not leave the building at any time without the consent of the Hall Director On-Call.
2. I will make sure that the name and room number of the RA on duty each evening is posted in the building.
3. I will not consume alcoholic beverages the day of or during my twelve hour duty shift.
4. I will call the Hall Director On-Call in any emergency.
5. Changes in the Duty Schedule must first be approved by my supervisor.

E. PEER ADVISOR/RESOURCE PERSON

1. I will make referrals of students within the limits of my training and capabilities to appropriate individuals/offices on campus on academic, personal and social matters.
2. I will keep an updated variety of information about the College and the resources available to residents.
3. I will be aware of and communicate what is happening on campus with respect to academic, social and extra curricular activities to the residents.
4. I will hold meetings with my assigned area as necessary.
5. I will immediately post/distribute all notices/publicity received.
6. I will encourage students to become active in the Residence Hall Council in my area.  I will actively support the Hall Council.

F. PROGRAMMING/COMMUNITY DEVELOPMENT

1. I will assess the needs and interests of the residents in my assigned area.
2. I will initiate, plan and implement two (2) programs month: Fall semester (September, October and November) and Spring Semester (January/February, March and April) for a minimum of 6 programs per semester.  These programs must include at least two educational/cultural, two social/recreational and one co-sponsored program in conjunction with another student or community organization.   The remaining program must  deal with a current social issue.
3. I must receive prior approval from my supervisor in order to receive credit and funding for a program.  I will submit appropriate receipts for each program within 10 days of the program.  I understand that I am responsible for any unsettled expenditures.
4. I will encourage students to become more involved in programming to assist in the development of community spirit with the building.
5. I will submit an evaluation of each program within one week of the program.
6. I will work with my staff and other Resident Assistants to develop and implement an opening program in my building at the beginning of each semester.

G. STAFF DEVELOPMENT

1. Attend all staff meetings and individual meetings with the Residence Hall Director as scheduled.
2. Attend all staff training/orientation sessions held by the Office of Residential Life and Housing in August and January (usually held during the week(s) prior to hall opening).
3. Attend all staff development sessions as determined by the Office of Residential Life and Housing.
4. Returning Resident Assistants will be required to assist in the training of the new Resident Assistant Staff.
5. I will submit a weekly report to my supervisor.

H. POLICY IMPLEMENTATION

1. I will be aware of Residence Hall and College policies and procedures and inform students of them, as well as the consequences of any inappropriate behavior.
2. I  will encourage students to take responsibility for their own behavior as well as the enforcement of University policies.
3. I will enforce all Residential Life and College policies and regulations fairly and consistently.  I shall report, in writing, all violations of any College policies by residents or non-residents.
4. I will submit all incident reports by 8:30am the following morning to my Residence Hall Director and complete appropriate follow-up work with the Residence Hall Director/Director of Residential Life and Housing.
5. I will intervene if residents are creating a community problem by violating community norms or policies.

I. RESIDENCE HALL SECURITY AND SAFETY

1. I will become familiar with the fire alarm systems and evacuation procedures and implement them as needed.
2. I will educate residents about security and safety measures in the buildings and campus.
3. I will conduct periodic inspections of resident rooms and suites, giving special attention to fire hazards, especially electrical cooking equipment and health conditions.
4. I will work closely with the Office of  Security and Safety to insure the safety of the residents.
5. I realize that keys issued to me are my responsibility.  I recognize that loss or misuse of keys is considered a serious failure of my duties and responsibilities and may lead to my dismissal from the RA position.  The keys issued to me are never to be given to students.  The keys are to be used in response to emergency situations and to give a resident access to only his/her personal room.  Any other use constitutes a serious failure of my duties.

Loss of any keys must be reported immediately to my Residence Hall Director and if that individual is not available then to the Director of Residential Life and Housing.  If keys are lost after business hours I will contact the Hall Director On-Call immediately.

J. SANCTIONS FOR BREACH OF CONTRACT

1. Resident Assistants who fail to fulfill the obligations of this contract will be subject to but not limited to loss of wages, probationary  status, loss of the position and/or disciplinary action.
2. Resident Assistants who fail to comply with Rhode Island College/Residential Life and Housing policies and procedures and Rhode Island State Laws will be subject to review for possible personnel action.  This action may include, but is not limited to, immediate dismissal from the Resident Assistant position.   If dismissal or resignation occurs, the financial benefits of the position will cease immediately.
I understand that Resident Assistants are hired for one academic year only.  I understand that only a limited number of staff will be rehired.  I realize that I may be assigned to other duties/building, consistent with the spirit of this agreement during the term of this contract.   I hereby accept all responsibilities of the Resident Assistant position as outlined above.

Resident Assistant: _________________________________________________

Signature: _______________________________________________   Date: ________________
 
 
 
 
 
 
 
 
 

Programming In The Residence Halls At Rhode Island College

Our Student Affairs mission statement stresses that our programs and services are designed to assist students in identifying and meeting their intellectual, social, and cultural needs/development.  Our programs enhance the learning process and provide opportunities for residents to increase their potential to be contributing members of our community and society.  It is our responsibility to provide for out of classroom experiences that challenge and educate the resident population.  These efforts serve as a support to the academic mission of the College and the learning that takes place in the classroom.

Programming Requirements
? Will assess the needs and interests of the residents through surveys, conversations with residents, suite/floor meetings and response to personal/academic/behavioral problems that arise within the suite/floor.
? Plan and implement a minimum of 2 programs a month, for a minimum total of 6 programs per semester.  (Fall: September, October, and November; Spring: January/February, March and April)  One of the programs each month must be a community development/social program, while the other program needs to fall into on of the other five categories.  By the end of the year, each Resident Assistant should have at least 1 program in each of the five categories.  Each semester, one of the community development/ social programs for each staff member should be done over the weekend (Friday evening-Sunday evening).
? The building staff will decide who is going to program in what area each month.  The goal is to have each Resident Assistant presenting a different topic so that 4 out of the 5 categories are covered.
? A Community/Development Social program is defined as any event, planned or spontaneous, where the Resident Assistant and the majority of their residents come together for fun and socializing.
? All programs must be approved and planned 2 weeks prior to the date of the event with the program proposal and details completed.
? All program and money requests must be submitted to the Residence Hall Director for approval.  The money can be given up front as a check or the Resident Assistant can front their own money and submit the appropriate receipts for reimbursement.  A Resident Assistant will not be reimbursed for programming expenditures if it has not been approved by the Residence Hall Director.
? All receipts for program expenditures must be submitted to the Residence Hall Director no later than 7 days after the program.  Name of the vendor/organization must be written on the receipt if it is not printed on.  A Resident Assistant will not be reimbursed if a receipt cannot be produced or the staff member will be held accountable for the expenditure if they received a check up front and cannot produce the appropriate receipt(s).
? A program evaluation will be submitted to the Residence Hall Director within 7 days of the program.
? Only one program per semester can be co-sponsored with another organization/office/group on campus.  Co-sponsorship is defined as dividing the cost of the program as well as the amount of preparation work equally with a recognized organization/office/group on the RIC campus.  It does not apply to bringing in a speaker from an outside agency/organization.
? The Resident Assistant has to do their required programs on a variety of days/evenings so that the majority of their programs are not occurring on their duty night.
 
 
 
 
 
 
 
 
 
 
 

PROGRAM PLANNING GUIDE

Organized by: _______________________________________________________________________

Building: _____________________

Program Title: ______________________________________________________________________

Description of Program: _______________________________________________________________
 
 
 
 

Program Date: ________________ Time: _______  Location: ___________________________

Presenter(s): __________________________________________________________________________

Program Category:
___ Personal Wellness   ___ Human Awareness
___ Academic and Career Development    ___ Volunteerism/Community Service
___ Social/Community Development ___ Intellectual

Program Type:   ___ Active  or  ___ Passive

Planning:  ____ Speak with Residents, RHD, Staff ___ Call Presenter(s)/Get video
    ____ Secure funding (who, how much)

Notes: ________________________________________________________________________________

Preparation:  ___ Reserve room (where, when) ___ Decorations (purchase where, what)
        ___ Equipment (where, budget, dates)  ___ Refreshments (budget, where)
Notes: ________________________________________________________________________________

Advertising:  ___ Type (flyers/posters/ad in paper or newsletter)    ___ Supplies needed
        ___ Location of advertisements

Notes: ________________________________________________________________________________

Supervisor Approval: ____________________________________ Date: ___________

Not approved/Re-submit by: ______________________________

Comments: ____________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

Confirmations (a few days prior to event)
___ Presenter(s)  ___ Room  ___ Supplies  ___ Food  ___ Set-up  ___ Clean-up  ___ Equipment

Implementation
___ Set-up/Decorate  ___ Refreshments Picked Up  ___ Introduce Speaker  ___ Clean-up    ___ Student Evaluations

Follow Up
___ Thank You Letters  ___ Return Equipment  ___ Complete & Submit Paperwork

PLEASE CONTINUE ON THE BACK PAGE

PROGRAM FUNDING GUIDELINES

1. Funding Request Forms
? All expenses incurred for the same program can be processed on one form as long as each expense is payment to one person/company/organization.
? Make sure the social security number of the person requesting reimbursement/advance is written in the appropriate spot.
? Payment to a company/organization: write the name of the company, address and tax ID number or phone number.
? Payment for outside service (i.e. speaker or presentation) MUST have the legal name, SSN and street address (no P.O. Boxes). * Tax laws prohibit payment to a person for an outside service out of your own pocket.
? Who gets what form: Top copy goes to Central Office; bottom copy to Residence Hall Director.
? If ordering tickets, indicate how many you are purchasing in the appropriate spot.
? Do not write tax or tip separately, include in the total amount requested.
? Do not use short versions or nicknames or initials of person check is payable to.  Always use legal name.

2. Checks
? Check requests will be taken care of within one week from the time I get it.
? Please do not ask for a check to be rushed unless absolutely necessary.  Please no day before the program requests.
? Checks will only be released to professional staff members.
? If you do not need a check that has already been issued, it can be voided and redeposited.  Please do not write anything on the check.

3. Receipts
? Receipts should be submitted no more than 7 days after the program has occurred.
? Check advances should be submitted no less than 7 days before the program occurs.
? New Funding requests will not be processed if receipts for prior programs are outstanding.
? Only formal receipts will be accepted ( no pizza box tabs please).
? All receipts must be itemized with the purchases (no stubs or slips with just the total).
? All receipts should have the name of the business/organization on it.
? For presenters/speakers, please have the person(s) fill out the “Receipt for Services Rendered “ Form.
? Please make a copy of all receipts before submitting them.

4. Transportation
? Professional staff should be the only people who call the bus company to order a bus.  Please check with the Director to see which approved companies can be contacted.  Please make a note of the person you spoke with and the quoted price of the trip.  Fill out a funding request form with the company name, price and contact person.
? Please speak to the Director if you are interested in renting a car or van prior to making any arrangements.

5. Deposits
? Deposits should be counted and submitted to the Central Office as neat and orderly as possible.
? All deposits must be accompanied by a Financial Responsibility Form, which explains the purpose of the deposit and who is responsible for the money being deposited.  The form should have the signature of the professional staff member, not an RA.  Please also include the Student Contribution Form(s), which accurately list all students who money was received from.
? ANYTIME WE COLLECT MONEY FROM RESIDENTS (for T-shirt, ticket to an event, contribution to a dinner, etc.) WE NEED TO ITEMIZE EACH CONTRIBUTION ON THE STUDENT CONTRIBUTION FORM.
? Never use money collected from students to pay for a program!!  Deposit the money and have a check written out.  You will be reimbursed for the total amount of the program/on the receipt.
Example:  An RA takes a group of 10 to dinner and the bill comes to $100.  If the understanding is that $50 Will come from the budget and the rest comes from the participants, the RA must then submit a Funding Request with the itemized receipt, for the full $100 and deposit the $50 collected.

6. Internal Transfers

? For any payment or donation to an on campus department or organization, have the contact person call the Director directly for the budget number. (Please make sure the Director knows about the program before they get the call).

7. Monthly Programming Summary

? Submit to the Director by the first Thursday after the month in which it is listed.
 
 
 
 
 
 
 
 
 
 
 

    RHODE ISLAND COLLEGE
OFFICE OF RESIDENTIAL LIFE AND HOUSING FUNDING REQUEST FORM
 

Description of Program:  _________________________________________________________________
 
 

Date of Program: ________________________________________________________________________

Location of Program: _____________________________________________________________________

Professional Staff Member: _______________________________________________________________

Resident Assistant(s): ____________________________________________________________________

Check one:   Hall Council program   ___  Resident Assistant/Director program  ___

Residence Hall Director Approval Signature ________________________ Date _____________

Expenses

$_________ = Total planned expense/actual expense for: ________________________

______________________________________________________________________________________

______________________________________________________________________________________

Student Contribution

# of students ____ x $ per student ______ = _________ total student contribution for __________ sold.
 

Check Requisition

Payable to: ___________________________________________________________________________

Address: _____________________________________________________________________________
 

Social Security #/Tax ID # ____________________________________________

TOTAL REQUESTED  $ _____________________________

Receipts

? Receipts must be attached or provided 7 days after the event or program has occurred.
? New Funding requests will not be processed if receipts for prior programs are outstanding.
? Only formal receipts will be accepted (no pizza box tabs please).
? All receipts must be itemized receipts (no stubs or slips with just the total).
? All receipts should have the name of the business/organization on it.
? TAX LAWS PROHIBIT PAYMENT TO A PERSON FOR AN OUTSIDE SERVICE OUT OF YOUR OWN POCKET.

PROGRAM EVALUATION

Program Title: _________________________________________________________________________

Program Category:
___ Personal Wellness  ___ Human Awareness   ___Volunteerism/Community Service
___ Academic and Career Development   ___ Intellectual   ___ Social/Community Development

Program Type:  ___ Active or ___ Passive

Evaluation:

Worked Well __________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________
 

Problems _____________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

Suggested Changes _____________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________
 

Total Attendance:  ____    ( ___ Expected Less  or ___ Expected More )
Amount of Work:  ____  Small   ____  Medium   ___  Large
Were Student Evaluations passed out at the end?  ____ Yes   ____ No
Would you Do It Again?   ___ Yes   ___ No   If No, Why Not? _________________________________

______________________________________________________________________________________

______________________________________________________________________________________

FOR PROFESSIONAL STAFF USE ONLY

Received on Date:  ________

Received Students Evaluations of Program?  ___  Yes    ____ No   ___ N/A

Receipts Submitted/Received on Date: _________  or N/A
 
 
 
 
 
 
 
 

FINANCIAL RESPONSIBILITY FORM
 

Program Name: _________________________________________________ Program Date: _________

Professional Staff Member: _______________________ Resident Assistant(s): __________________

Purpose for Deposit:   ___ item/tickets sold  ___ bus/program cost

         ___ contribution for dinner ___ other  describe: __________________________

Deposit to: ____  RA Programming Account

  ____  Hall Council Account
 

Total Number of Participants: ________  Individual Cost: $ ______
(Attach Student Contribution Form)

Number of Items Complementary _____  Actual Deposit: $ ______

Number of Items Returned/Not Used: _____  Total Cash: _____
      Total Checks: _____
 

COMPLEMENTARY ITEMS – DISPERSAL RECORD

Print Name   Position   Reason
 

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________
 
 
 

Notes, Comments, Explanations: ___________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________
 
 

________________________________________________   __________________
Signature of Professional Staff Member Taking Financial Responsibility Date
 
 
 
 
 
 
 
 

GUIDELINES FOR RESIDENT ASSISTANTS TO USE THE HALL DIRECTOR ON CALL (HDOC) SYSTEM
 

IN CASE OF AN EMERGENCY

Monday-Friday from 8:30am-4:30pm an R.A. should try to contact their own Hall Director (HD) either in their apartment or by calling the Office of Residential Life at 456-8240.  After 4:30 p.m. the HDOC can be contacted by calling their apartment or the Office of Security and Safety.

The HDOC should be contacted and will respond in the following situations: (Please note that Security should be called first for dangerous or life threatening situations then the HDOC.)

? Death on Campus
? Suicide or Suicide Attempt
? Fire
? Psychological Situation
? Life Threatening Hospitalization
? If Media personnel are in the building
? Sexual Assault
? Rape
? Harassment or Racial Incident
 

The HDOC should be contacted and informed of the following situations:

? Non life threatening hospitalization whether security transports or if residents go on their own and the RA’s are informed
? Anytime Security are involved in a non emergency situation
? Fire Alarm in Building
? Power Outrage
? Any major maintenance Problem

Other Reasons to Contact the HDOC

? To get advice about handling a situation
? To serve as a resource and “sounding board”

It will always be appropriate to contact your own hall director in any of the above situations, but it is the responsibility of the RA or HD who handled the situation to contact the HDOC to inform him/her about the incident.
 

      ***WHEN IN DOUBT—CALL THE HDOC***
 
 
 
 
 
 
 
 
 
 

RHODE ISLAND COLLEGE GUIDELINES FOR THE
 IMMEDIATE CARE OF AN INTOXICATED PERSON

DON’Ts

Don’t argue with or threaten a drunk person.

Don’t give the person any drugs (not even aspirin), coffee, or other liquid stimulant to sober them up.

Don’t give the person a cold shower-the shock may cause them to pass out, injuring themselves.

Don’t “put” someone who is drunk to bed.  Intoxicated people can become so “relaxed” that they pass out and can choke on their own vomit.

Don’t attempt to constrain the person.

Don’t give over care of a drunk person to their roommate or friends.

Don’t try to walk, run or exercise the drunk person.
 

DO’s

Size up the situation.  If a person is quite intoxicated, has been mixing alcohol with other drugs, passing out, vomiting, or having difficulty breathing, under no  circumstances should they be left unattended.  Aspiration of vomited material, injury, or overdose could occur.  Medical Services or Security should be contacted immediately to evaluate the situation.  Minutes can make the difference.

Have another person with you to help disperse unnecessary bystanders and to go for extra help if a situation worsens (security,  medical).  People’s behavior when intoxicated can be erratic and their physical condition could change suddenly.

Keep the person comfortable, talk calmly and in short, simple phrases.  Avoid touching the person.  This can startle or aggravate them.

If a person phases out, place them on their side with a pillow under their head and seek immediate medical attention.

If the person is expressing suicidal thoughts, take them seriously.  People are more likely to act on suicidal feelings when intoxicated.  Call emergency mental health or security services to evaluate the person.

If the person is acting out, keep your distance, get help from security.  They are trained to handle these situations.

If, after a person is cleared medically and returns to the residence hall, their condition worsens, don’t be afraid to ask for help again.

Intoxication can be life-threatening.  If you have any concerns or doubts, contact emergency services (medical, security).  Don’t be afraid to ask for help.  If you feel concerned, chances are good you should be concerned.
 
 
 
 
 
 

NECESSARY MIDDLE OF THE NIGHT CALLS

There may well come times where you will receive information at a late hour that may need to be transmitted to other offices.  The following situations are those that will require you to contact other offices or individuals immediately.

? Report on any situations which might involve relocation of students and/or expenditure of College resources.
? Report any incidents which might require personal intervention i.e. Sexual Assault, Serious Instances of student misconduct where an immediate summary suspension may be warranted and where the student has not been arrested.
? Report any serious, life threatening injuries to students.
? Report any student deaths.
? Report any situation in which a member of the Residential Life Staff has been injured in the line of duty.
? Report any major fires (not trash barrel fires).
? Suicide Attempts.
 

SITUATIONS IN WHICH CALLS SHOULD BE HELD UNTIL MORNING

? To report that a student or students have been arrested.
? To report that a student or students have been taken ill or been injured and are receiving sufficient medical care.
? To report a physical plant problem which does not entail relocating a large number of students.
? To report a problem which can, as easily, be addressed in the morning or on Monday (i.e. roommate problems, lost keys, etc…)
? To report that a student seems to be a missing person.
 

WHO DO YOU CALL?

In the case of any of the above…

1. The first call should be to Security (if they’re not the one calling)
2. The second call should be to the Hall-Director-on-Call.
3. The third call should be to the Hall Director of the building where the incident is occurring.
Once the HDOC has been informed of an incident, that individual is responsible for handling the situation and contacting higher-ups.
 
 

WRITING REPORTS

Whenever a staff member is contacted while on duty or when involved in an incident, a report needs to be filed.  Occasionally, a report which depicts in detail what actions a staff member look in a given situation is more than can be placed on the report form.  In this case the report can be typed.  Reports are due on the Director desk by 8:30 a.m. every morning.  There are no exceptions to this guideline.  It is critical that accurate information is received concerning incidents in and around the residence halls.  Consequently, make sure that you keep a pen and paper near your phone.  When you are called concerning some situation, it is imperative that you ascertain, the date, time, the individual calling, the nature of the situation and who else has been informed.  All of this information should be included in any report that is written.
 
 

CAMPUS RESOURCES AT A GLANCE!
 

CAREER DEVELOPMENT CTR.
Craig-Lee 054  Ext. 8031

CHAPLAIN'S OFFICE
Student Union 300 Ext. 8168

COUNSELING CENTER
Craig-Lee 130   Ext. 8094

DONOVAN DINING CENTER
Mezzanine Level  Ext. 8207

FINANCIAL AID
Craig-Lee 050               Ext. 8033

HEALTH SERVICES
Browne Hall  Ext. 8055

PHYSICAL PLANT
Ext. 8262

RECREATION CENTER
Ext. 8400

SECURITY AND SAFETY
Browne Hall                    Ext. 8201

STUDENT EMPLOYMENT
Craig-Lee 054  Ext. 8032

STUDENT LIFE OFFICE
Craig-Lee 127                Ext. 8061

TUTORIAL SERVICES
Craig-Lee 154  Ext. 8183

NEW GYMNASIUM
Ext. 8007

WRITING CENTER
Craig-Lee 225  Ext. 8141
 
 
 
 
 
 
 
 
 

CAMPUS RESOURCES

Admissions
Forman Center  Extension 8234  Dean of Admissions and Financial Aid:  Dr. Holly Shadoian

This office processes all student applications (both transfers and freshmen) to the College and it also processes financial aid requests through the administration of grants and loans.

Athletics, Recreation Center/Intramural Programs
Athletics  Extension 8007               Director: Mr. Donald Tencher
Recreation Center Extension 8400/8517      Director: Mr. John Foley  Intramurals: Mr. John Taylor

The Recreation Center sponsors a wide variety of athletic activities for students throughout the year. Each student is a member of the center and can use its facilities.  Intramural teams from the residence halls can use the center.

Campus Center
Student Union  Extension 8034             Director: Mr. Brian Allen

The Campus Center provides educational, social, cultural, and recreational programming for the entire campus community.  In addition, the Campus Center houses the Information Center, the Campus Store, the game room, the Coffee Ground, the Student Community Government office, and many other student organization offices.

Career Development Center and Student Employment Services
Craig-Lee 054  Extension 8031, 8032 Director of C.D.C.: Ms. Dolores Passarelli
Student Employment Specialist: Ms. Phyllis Hunt

The Career Development Center provides information concerning job opportunities, employment search counseling, resume development assistance, and part-time employment opportunities on campus.

Chaplain's Office
Student Union 300               Catholic Chaplain: Mr. James Montavon
Extension 8168                 Protestant Chaplain: Rev. Larry Nichols

The Chaplain's Office provides programs and activities designed to enhance the spiritual component of campus life.  Retreats, lectures, films, volunteer service projects, bible study classes, and discussion groups are but a few of the services offered to students through the Chaplain's Office.

Counseling Center
Craig-Lee 130    Extension 8094          Director: Dr. Thomas Lavin

The Counseling Center's purpose is to assist all persons affiliated with Rhode Island College in matters of personal,
social, vocational, and educational concerns.  There are both male and female counselors available to those who desire to speak to an objective professional.  The services are confidential.

Donovan Dining Center
Extension 8207                        Director: Mr. Vincent Flemming

The Dining Center provides meals to residents seven days a week (three meals a day Monday through Friday, and two meals a day Saturday and Sunday).  Residents must use their RIC I.D. in order to eat at Donovan.  In addition, the Dining Center operates a snack bar for commuter students.
 
 
 

Health Services
Browne Hall   Extension 8055            Director: Dr. James Scanlan

Health Services offers free outpatient medical services to all Rhode Island College students.  All office visits are by
appointment.  In order to be treated at Health Services, students must have completed a pre-admission health card to the Health Services Office.
The office hours are as follows: Monday through Thursday: 7:30am - 9:00pm
Friday:                     7:30am - 8:00pm
Saturday and Sunday:       10:00am - 6:00pm
Holidays:                  10:00am - 6:00pm
NOTE:  Health Services is open on weekends only when the residence halls are open.

Office of Academic Support & Information Services
Craig-Lee 154  Extension 8083           Director:  Ms. Dolores Passarelli

O.A.S.I.S. is responsible for providing students with assistance in a variety of areas including "orientation", tutoring, academic skills, academic advisement and freshmen follow-up programs.

Physical Plant
Extension 8262                            Director: Mr. David George

The Physical Plant is responsible for all maintenance, housekeeping, and package deliveries on campus.  If a student has a maintenance request, Resident Assistants should notify their Hall Director immediately.  All maintenance requests must be approved and submitted by Hall Directors only.

Records Office
Roberts 120  Extension 8212                Director: Mr. Burt Cross

Students have access to their official graduate and undergraduate academic transcripts at the Records Office.  This office also oversees class registration, scheduling of academic and non-academic activities held on campus, students' academic standing, and certification to the College President as well as to the State Board of Regents for Education that all degree requirements are met each year.

Residential Life and Housing
Sweet Hall  Extension 8240              Director: Mr. John Denio

This office is responsible for housing and programming for a total of 830 students in five separate residence halls.  The office also provides current lists of available off-campus housing to those who desire them.

Security and Safety
Browne Hall  Extension 8201                   Director: Mr. Cy Cote

Open 24 hours per day, The Office of Security and Safety is responsible for criminal prevention and investigation for the entire campus.  Security also provides escorts for those who do not feel safe walking the campus in the evening.

Student Life
Craig-Lee 127  Extension 8061            Director: Mr. Dixon McCool

The Office for Student Life provides information about college policies and procedures to the academic community.  In addition, the staff advises students on how to cope with the college organization, and intervenes on behalf of students.  Other duties of the Office for Student Life include notifying faculty of extended absences, investigating disciplinary incident reports, conducting hearings on minor disciplinary matters, and assisting handicapped students with scheduling, transportation, and registration.  Assistance and development of programs for minority students as well as for Health Promotion are also coordinated through this department.
TELEPHONE HOT LINES & INFORMATION SERVICES IN R.I.

DEPARTMENT OF ELDERLY AFFAIRS - Information & Referral
160 Pine Street
Providence, RI  02903
277-2858
Referral service for elderly Operates: Monday-Friday, 8:30 - 4:00.

RAPE CRISIS CENTER
Providence, RI
421-4100
24 hour hot line (answering service) for rape victims.

WOMEN'S CENTER, INC.
44 Trenton Street
Providence, RI  02906
861-2760
24 hour information and referral, temporary shelter for women and their children.

  SAMARITANS
     2 Magee Street
     Providence, RI  02906
     272-4044      24 Hour Emergency Services

  CODAC
     (Community Organization for Drug Abuse Control)
     1052 Park Avenue
     Cranston, RI  02910
     461-5056
Monday - Thursday, 9 - 8.  Friday, 9 - 5.

 AL/AA
     (Al-Anon, Al-A-Teen)
     106 Rolfe Square
     Cranston, RI  02910
     781-0044
24 Hour Hot Line.  Office Hours:  9:30 - 4:00, Monday through Friday.  1-800-439-8860

BUTLER HOSPITAL
    345 Blackstone Blvd.
    Providence, RI  02906
    455-6215 (Patient Registration/Admission)

PROVIDENCE CENTER FOR COUNSELING AND PSYCHIATRIC SERVICES
    20 Hope Street
    Providence, RI  02906
    274-2500
Counseling and Psychiatric Services. Monday and Friday, 8-4:30. Tuesday, Wednesday, Thursday, 8-8.
24 Hour Hot Line 274-7111.

PREGNANCY TESTING IN PROVIDENCE
1.  Saint Josephs Hospital                       2. Planned Parenthood 3.  Problem Pregnancy of Providence
     Our Lady of Providence Unit                    111 Point Street                     151 Broadway
     Peace Street, Providence                           Providence, RI 02903      421-0820 (hotline)
     6th West, Pre-Natal/Gyn Services            421-9620
     456-3000
Judicial Processing

When an R.A turns in an incident report, it should be given to the Residence Hall Director no later than 8:30am the morning following the incident.  The Residence Hall Director will submit a copy of the report to the Central Office to be kept on file while retaining a copy for their records.

If the Residence Hall Director determines that he/she needs to meet with the student(s) listed on the report, they will contact the student(s) either verbally or in writing with a call for letter.  The call for letter should state a specific deadline for the student to meet with the Residence Hall Director by.  The Residence Hall Director should meet with the student(s) listed within 7 days of the incident.  If the student(s) fail to meet with the Residence Hall Director by the deadline, the Residence Hall Director should adjudicate the case without the input of the student(s).

After meeting with a student, a follow-up or sanction letter should be written, signed and a copy place in the student’s file.  Follow-up or sanction letters should include all of the following:

*  Student’s full name  *  Date the letter was written
*  Date of the incident  *  Violations that person was found responsible for
*  Date of the meeting  *  Sanction(s) with an explanation

Please make sure that the letter is not merely a summary of the meeting but that the sanction(s) are clearly stated.  In order to avoid any ambiguities, please note the following:

Fines:  Always state what they are being fined for, the total amount, where they should pay the fine and by what deadline.  All checks should be made payable to “RIC Student Housing”.

Community Service:  In giving community service note the number of hours or the project they are to perform, the contact person with a phone number and a deadline when the work must be completed.

 Housing Probation:  When placing a student on probation, state the ending date and also under what c circumstances the sanction will be violated.

Housing Removal or Suspension:  This sanction may only be given by the Director of Residential Life and Housing.  No resident student should be removed from Housing without the consultation of the Director.

Group Cases:  If more than one person is involved in an incident, and they are all receiving the same sanction, each person should get a follow-up letter written directly to them.
 
 
 
 
 

RHODE ISLAND COLLEGE OFFICE OF RESIDENTIAL LIFE AND HOUSING
INCIDENT REPORT FORM

Date of Incident _________  Time of Incident ________  Location of Incident _____________________

Name of Person Submitting Report _________________________  Date of Report __________________
Page ____ of ____ (Please use “Supplemental Page Form” if necessary)

Name of Involved Individuals   Campus Address

____________________________________  _________________

____________________________________  _________________

____________________________________  _________________

____________________________________  _________________

____________________________________  ________________  _

____________________________________  _________________

Please describe the incident.  Factually state what took place.  Please do not editorialize.  Print neatly.
 

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________
______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

____________________________________________________________________________________
 
 
 
 
 

Was Security called? ___Yes ___No   Was the Hall Director on Duty called? ___Yes ___No
 

RHODE ISLAND COLLEGE OFFICE OF RESIDENTIAL LIFE AND HOUSING
   SUPPLEMENTAL PAGE FORM
Date of Incident _________  Time of Incident ________  Location of Incident _____________________
Name of Person Submitting Report _________________________  Date of Report __________________
Page ____ of ____

Please continue description of the incident.  Factually state what took place.  Please do not editorialize.
 

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________
______________________________________________________________________________________
____________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________
 
 
 
 
 
 
 
 
 
 
 

         Date:

Dear      ,

 This letter serves as a written confirmation of the verbal warning you received for a violation of the         policy, which occurred on       .

 As we are sure you are aware, behavior such as this is not acceptable here on the campus of Rhode Island College and is a direct violation of Residence Hall/ College Policy.  We caution you to take this notice seriously, and make every effort to avoid another.  If you have any questions concerning this warning or this policy, please feel free to contact us.

Sincerely,
 
 

Resident Assistant     Phone ext.
 
 
 

Residence Hall Director    Phone ext.
 
 

Cc:  Hall Discipline File
 
 
 
 
 
 
 
 
 

        Date:

Dear       ,

The following appliance(s)           have been confiscated because their presence is in violation of the State Fire Regulations.

As directed by State Law, we will store these items in the storage room until the end of the Academic Year; at which time you may pick up your appliance(s).  Any appliances left at the end of the Academic Year will be disposed of.

Please feel free to contact us if you have any questions or concerns regarding this or any policy.

Sincerely,
 
 

Resident Assistant    Phone ext.
 
 
 

Residence Hall Director   Phone ext.
 
 
 

Cc: Hall Discipline File
 
 
 
 
 
 
 

        Date:

Dear       ,

 This letter is to confirm that on       at            ,
Your suite door was found propped open.  As you should be aware, any suite found propping it’s door open will be fined $1.00 per person.  The purpose of this policy is to insure the safety and security of all suite members and their belongings.  Since your suite has been found in violation, $1.00 will be deducted from you damage deposit.  We trust that no future problems will occur regarding this or any policy.  Please feel free to contact us if you have any questions or concerns regarding this matter.

Sincerely,
 
 

Resident Assistant     Phone ext.
 
 
 

Residence Hall Director    Phone ext.
 
 
 
 
 

Cc: Hall Discipline File
 
 
 
 
 
 
 
 
 
 

THE DISCIPLINARY CONFERENCE

The disciplinary conference, held to discuss a variety of violations and inappropriate behavior, provides the residence hall director a point of intervention with the individual student that, if successful, can be one of the most far-reaching and powerful tools available for facilitating the process of maturity.  The conference certainly doesn’t always pan out that way (it is probably safe to say that it most often doesn’t).   Few other opportunities during the life span of the hall director present the opportunity to have quite so much impact on getting a student from point A to point B in his/her development.  As such, the disciplinary conference can hardly be said to be an easy function of the position of Residence Hall Director.

The conference requires creativity and intense concentration.  The mere act of an authority figure requesting a meeting with a student to discuss a behavior problem often places a great deal of stress and duress upon the student.  While taking a father or mother figure role in discipline could be no further away in intent for the hall director, the impact on some students can be quite similar.  The reaction to that stress ranges across a wide continuum of utter passivity to outright rebellion, demanding that the hall director possess a variety of communication tools to nudge different students toward the same end.  That general goal is:
? to modify similar behavior in the future
? to assist the student in taking responsibility for that particular behavior and its consequences
? to help the student recognize why the larger community requires appropriate behavior of its citizens
? to help the student transfer that entire learning process to other behaviors, some widely dissimilar, in the process of learning self-discipline for him or herself

DISCIPLINARY CONFERENCE OUTLINE
Before the Conference-Do your homework and be prepared.  Check previous documentation regarding the student for previous violations and sanctions. Become thoroughly familiar with the incident under discussion by talking to the staff member who confronted the incident, have specific examples of behavior in mind, and know what it is that you want to change.  Attempt to maintain a balance between knowing the issues and being open-minded to new or different information about the incident that comes out in the discussion.

DURING THE CONFERENCE
1. Come to the point quickly and state the purpose of the meeting and your intentions.  Read to the student any report, which has been submitted on the incident.

2. Request that the resident tell you what took place in his/her own words…and let them.  Take note of any incongruities between what they tell you and your prior information and confront those differences.

3. Ask what the circumstances were surrounding the incident.  Who else was involved in the incident?

4. Check your current understanding of the events with them by stating clearly and specifically the behavior under discussion as you understand it.  Keep the discussion close to the behavior and not the person.

5. Clearly state that the behavior is not acceptable and why.  Keep in mind that the behavior in question is to be discussed as being unacceptable to the College community.

6. Clearly state that the behavior must change.  Give suggestions and ideas as to how to change the behavior.

7. Clearly state the sanction that this behavior has brought about.

8. Discuss and explain how the sanction is a consequence or product of the student’s own behavior.

9. Explain to the student their right to not accept the sanction and what the process is if they agree to do so.

10. Emphasize your willingness to help them in the future on this matter or unrelated matters.

11. Thank them for meeting with you and take the time to make sure that they completely understand you.
 

AFTER THE CONFERENCE
1. Follow up on administrative procedures and get the paperwork to the office in a timely manner.
2. Follow up on any monitoring processes that were discussed.
 

FURTHER NOTES

? Hold conferences in the office or in a similar professional environment.
? Be fair.  Be consistent with previous decisions.
? Your conference with the student is confidential except for those with a “need to know”.
? You may allow the student to have an advisor present or bring witnesses.  However, such is not mandatory as this conference is an informal hearing.
 
 
 
 
 

TO ALL RESIDENT STUDENTS
 

SUITE PHONE REGULATIONS:

Suite phones were installed for the convenience of suite residents.  Your cooperation is needed in the proper use and maintenance of these phones.

The following regulations will be used for our (suite) phone system.
   1.  Suite phones are like furniture--you (suite members) are responsible for any damage done to these phones.

   2.  Should a phone be damaged (ripped off the wall, etc.) the suite will be billed for damages unless charges can be
        assessed to an individual(s).  Be advised that there is a $70.00/hour labor charge for a telephone repairman to
        come out and repair the suite phones.  Suite members will be charged this labor cost, in addition to the cost of
        the items are:
Entire phone:  $85.00
Receiver:  $30.00
Cord:  $10.00

   3.  Collect or long distance calls should not be accepted or charged to a suite phone, under any circumstances!!!  In
        the event that a collect or long distance call is discovered belonging to a suite phone, one of the following will
        apply:
A)  If a single individual can be determined as responsible for the calls, that individual will be charged the         cost of the phone call(s) along with a $10.00 administrative cost.

            B)  If the long distance call(s) cannot be assessed to an individual, the suite will be billed for the call(s)
               (i.e., the cost of the call will be divided equally among suite members.)  In addition, each suite member
               will be charged an administrative cost of $5.00 per person.

   4.  In the event of excessive and continuous damage to suite phones or collect long distance calls, serious
        consideration will be given to the removal of phone service from the suite areas!
**As a parting note, please remember that pranks such as removing the transmitter, the headset, or ripping the phone off the wall not only cause inconveniences to you but will cost you in the dollars and cents as well!!!!
 
 
 
 
 
 
 

FIRE SAFETY REGULATIONS

CHRISTMAS TREES AND DECORATIONS
All Holiday Season decorations MUST comply with the provisions of the Fire Safety Code.

1.   All decorations must be certified by the manufacturer as being flame resistant.

     Note:  The Providence Fire Prevention Bureau recognizes no substance which will render a natural tree or wreath
                flame resistant.  Therefore, ONLY ARTIFICIAL trees and wreaths are permitted.

2.   Trees shall not be in direct contact with electrical wiring or equipment of any kind, nor can they be lighted by
      anything other than indirect electrical lighting.
3.   Candles (including decorative candles) and halogen lamps are forbidden at all times.

4.   The residence halls come under Section 23.28.7-15 captioned hotels and motels and the regulations read as follows:
"Decorative and acoustical material - Hotels and motels – All combustible decorative and acoustical material, including curtains, streamers, and other paper decorative material, but not including floor coverings located in all corridors, passageways, and in lobbies and other rooms or spaces for general, guest, or public use, shall be rendered and maintained flame-resistant."

HOT PLATES/PORTABLE COOKING AND HEATING UNITS

1.   All hot plates and other cooking/heating units are NOT allowed for use in the residence halls.  They are to be
      confiscated and held if found in the halls.
2.   Encourage residents to use existing cooking facilities in each hall.

POSTERS & OTHER WALL DECORATIONS

It is against the Fire Safety Code for suite walls to be decorated with flammable posters, etc.
 
 

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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