Residence HallClosing Procedures                Spring 2012Winthrop University ~ Division of Student Life ~ Department of ...
Learning Objectives• Following the presentation, Residence Life staff will  be able to:   – Summarize their role in prepar...
Closing Preparation• Schedule a Floor Meeting during the week prior to  the start of final exams   – See agenda on Blackbo...
Closing Preparation• Do what you can to prepare your  residents for successful checkouts,  this is not the time to get bac...
Check Out Options    Express vs. RegularWhat’s the difference?Winthrop University ~ Division of Student Life ~ Department ...
Express Checkout• Best for students who are not concerned about the  condition of their room   – Courtyard Residents CANNO...
Express Check out (cont’d) • After locking their room, the student will place   their key in the ECO Envelope, seal it and...
Express Checkout (cont’d)• IMPORTANT NOTE:  – Students who complete an Express Checkout are    not able to appeal any dama...
Express Checkout (cont’d) • Hall staff will put the key in the key box or seal the   ECOE with the key enclosed (this is u...
Regular Checkout• This option is best for students  who are concerned about the  condition of their room• The student sign...
Regular Checkout (cont’d) • After completing their final exams,   the student removes all of their   belongings from their...
Regular Checkout (cont’d) • The RA will go to the hall   office and pick up the   student’s RCR • The RA then takes the RC...
Regular Checkout (cont’d) • Both the student and RA sign the   RCR and the RA returns the RCR to   the hall office • The s...
Expectations• From study day until the halls are closed, the  Department of Residence Life expects the following  from the...
Using RMS during Checkout    • All residents should be checked out on RMS once their key has been      turned in (or in th...
RMSMake sure the Spring Semester (should contain dates between January andMay) is highlighted then scroll over to the chec...
Room Condition ReportsCommon mistakes and how to      correct them  Winthrop University ~ Division of Student Life ~ Depar...
Checkout Condition• Be descriptive (not everything in the room is  “GOOD”).• Use the available space on the back for notes...
Checkout Condition• DO NOT tell the resident that everything is “FINE”,  in their minds this means they will not be charge...
Good Stuff!                                                                                  Labeled                      ...
Not good stuff…                                                          Why is it an improper                            ...
Good stuff….                                                         Check in and                                         ...
Not Good Stuff….                                                       Check out                                          ...
Good Stuff                                   Resident’s Comments                                   Added to RCR, notice   ...
Okay stuff…                                                Great Detail, but when                                         ...
Which one is not like the others?     Winthrop University ~ Division of Student Life ~ Department of Residence Life
Improper Checkouts• There are only two ways to get an  improper checkout charge:  – Leaving without completing a regular o...
Thank you.           This concludes the       Closing Training Slideshow.To finalize your closing training, please    comp...
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Closing Procedures

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Closing Procedures

  1. 1. Residence HallClosing Procedures Spring 2012Winthrop University ~ Division of Student Life ~ Department of Residence Life
  2. 2. Learning Objectives• Following the presentation, Residence Life staff will be able to: – Summarize their role in preparing students for closing – Explain the Express Checkout and Regular Checkout Option – List the expectations for RL staff during Closing – Demonstrate the ability to check a student out using RMS – Demonstrate the proper way to complete an RCR – Identify the two ways a student can be charged for improper checkout Winthrop University ~ Division of Student Life ~ Department of Residence Life
  3. 3. Closing Preparation• Schedule a Floor Meeting during the week prior to the start of final exams – See agenda on Blackboard for list of topics to cover• Prepare Signage and/or bulletin boards informing your residents about closing procedures – Signs available for download on Blackboard: • Avoiding a Checkout Charge (this is on Legal Sized paper) • Checkout Disclaimer • Closing Bulletin Board • Express and Regular Check out option signs • 24 Hour Quiet Hour Sign Winthrop University ~ Division of Student Life ~ Department of Residence Life
  4. 4. Closing Preparation• Do what you can to prepare your residents for successful checkouts, this is not the time to get back at someone• Prepare residents for the trash rooms and/or kitchens or other areas to be locked if necessary• Plan your study schedule to allow for ample time to be in your building and available to your residents and for check outs Winthrop University ~ Division of Student Life ~ Department of Residence Life
  5. 5. Check Out Options Express vs. RegularWhat’s the difference?Winthrop University ~ Division of Student Life ~ Department of Residence Life
  6. 6. Express Checkout• Best for students who are not concerned about the condition of their room – Courtyard Residents CANNOT do Express Checkout. All Courtyard Residents MUST complete a Regular Checkout!• Student signs up for ECO by 11:30 p.m. on Study Day and receives an ECO Envelope• Upon completion of their finals, the student: – clears out their room – cleans it – closes and locks their door Winthrop University ~ Division of Student Life ~ Department of Residence Life
  7. 7. Express Check out (cont’d) • After locking their room, the student will place their key in the ECO Envelope, seal it and fill out the form on the front • The student should take the yellow copy of the ECO Envelope form before taking the envelope to the hall office • Hall staff will take the ECO envelope and pull the student’s key card and RCR, the student will sign the KC and RCR and they are then free to go Winthrop University ~ Division of Student Life ~ Department of Residence Life
  8. 8. Express Checkout (cont’d)• IMPORTANT NOTE: – Students who complete an Express Checkout are not able to appeal any damage charges placed on their account as a result of the final condition of their room – If a student is concerned about damage charges for their room, they should complete a REGULAR Checkout. Winthrop University ~ Division of Student Life ~ Department of Residence Life
  9. 9. Express Checkout (cont’d) • Hall staff will put the key in the key box or seal the ECOE with the key enclosed (this is up to your hall supervisor) • Hall staff will then staple the RCR, KC and ECOE together and place them in the appropriate location • The student is then checked out of RMS by the hall staff member • You (the RA) will complete room inspections for your floor on your time (should be completed within 24 hours of checkout) – Make sure you plan time each day to do your room checks – Your hall supervisor may set a deadline for completing room checks for your building Winthrop University ~ Division of Student Life ~ Department of Residence Life
  10. 10. Regular Checkout• This option is best for students who are concerned about the condition of their room• The student signs up on Regular Checkout Roster with approximate time/date for leaving (this is not an appointment) by 11:30 p.m. on Study Day Winthrop University ~ Division of Student Life ~ Department of Residence Life
  11. 11. Regular Checkout (cont’d) • After completing their final exams, the student removes all of their belongings from their room • The student will then thoroughly clean the room as if they are the last person to check out of the room • The student then contacts the hall office to let them know they are ready to checkout • An RA is contacted based on the closing on-call schedule Winthrop University ~ Division of Student Life ~ Department of Residence Life
  12. 12. Regular Checkout (cont’d) • The RA will go to the hall office and pick up the student’s RCR • The RA then takes the RCR to student’s room and goes through the RCR with the student • Once complete, the RA explains any discrepancies that may result in charges Winthrop University ~ Division of Student Life ~ Department of Residence Life
  13. 13. Regular Checkout (cont’d) • Both the student and RA sign the RCR and the RA returns the RCR to the hall office • The student takes their key to the hall office and signs their key card • The key card and RCR are filed in the appropriate locations by hall staff • The student is then checked out on RMS by the hall staff member Winthrop University ~ Division of Student Life ~ Department of Residence Life
  14. 14. Expectations• From study day until the halls are closed, the Department of Residence Life expects the following from the Resident Assistant Staff: – You are in your room and available to assist students at all times, unless you are taking a final – Treat all students with thoughtfulness and respect – Be upfront with a student about possible charges (if doing a regular checkout) – Assist your RD/RLC and fellow staff members when things are busy – Complete your express Checkouts on your down time and on time! Winthrop University ~ Division of Student Life ~ Department of Residence Life
  15. 15. Using RMS during Checkout • All residents should be checked out on RMS once their key has been turned in (or in the case of lost keys, they signed their key card verifying the lost key) • To check someone out on RMS, look them up on people search:• Once found, click on the “A” next to their name for their room assignment Winthrop University ~ Division of Student Life ~ Department of Residence Life
  16. 16. RMSMake sure the Spring Semester (should contain dates between January andMay) is highlighted then scroll over to the check in and check out section. 1. If the student is not already checked in for the spring semester, check them in 2. Once the student is checked in, check them out for the spring semester 1. 2. 3. RMS will ask to confirm the check in or check out, click yes. 4. If it asks to print a “Room Inventory Status Report”, click NO. Winthrop University ~ Division of Student Life ~ Department of Residence Life
  17. 17. Room Condition ReportsCommon mistakes and how to correct them Winthrop University ~ Division of Student Life ~ Department of Residence Life
  18. 18. Checkout Condition• Be descriptive (not everything in the room is “GOOD”).• Use the available space on the back for notes or diagrams.• Write legibly – we can’t hold a student accountable for something if we can’t tell what it says!• Just because there is a problem with the room (ie leaky faucet, moldy a/c vent) doesn’t mean the resident will be charged, but it should still be noted on the RCR and a work request should be submitted. Winthrop University ~ Division of Student Life ~ Department of Residence Life
  19. 19. Checkout Condition• DO NOT tell the resident that everything is “FINE”, in their minds this means they will not be charged for anything, instead tell them that their room check out is complete, show them what you have noted as damaged before they sign it and tell them they will be notified of any charges.• Check out date should always be clearly noted on both the RCR and Key Card• Take pictures of major damage, Microfridge issues or areas that are going to require cleaning, it is helpful to your RLC or AD if the student appeals Winthrop University ~ Division of Student Life ~ Department of Residence Life
  20. 20. Good Stuff! Labeled reason for improper CheckoutExplainedwhat wasleft behind Winthrop University ~ Division of Student Life ~ Department of Residence Life
  21. 21. Not good stuff… Why is it an improper checkout? The explanation should be included and all of this should be on the Improper Checkout line at the bottom of the RCRWinthrop University ~ Division of Student Life ~ Department of Residence Life
  22. 22. Good stuff…. Check in and Check out Conditions are both completed and any thing that is noted on the check in that is still there on check out is noted.Winthrop University ~ Division of Student Life ~ Department of Residence Life
  23. 23. Not Good Stuff…. Check out Condition NOT COMPLETE!!Winthrop University ~ Division of Student Life ~ Department of Residence Life
  24. 24. Good Stuff Resident’s Comments Added to RCR, notice date as wellWinthrop University ~ Division of Student Life ~ Department of Residence Life
  25. 25. Okay stuff… Great Detail, but when was this written? Is this from check in or check out? You should always include a date when adding additional comments by yourself or the resident on the condition of the room.*NOTE: This was written on the back of an RCR Winthrop University ~ Division of Student Life ~ Department of Residence Life
  26. 26. Which one is not like the others? Winthrop University ~ Division of Student Life ~ Department of Residence Life
  27. 27. Improper Checkouts• There are only two ways to get an improper checkout charge: – Leaving without completing a regular or express checkout or any other attempt to check out of the building properly – Leaving after the posted “closing” time for the hall (unless they have been given permission to stay, should be in writing) Winthrop University ~ Division of Student Life ~ Department of Residence Life
  28. 28. Thank you. This concludes the Closing Training Slideshow.To finalize your closing training, please complete the quiz on Blackboard.Thank you for your time and attention.If you have any questions or concerns, please see your hall supervisor or Assistant Director. Winthrop University ~ Division of Student Life ~ Department of Residence Life

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