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Closing Procedures Training

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Closing Procedures Training Closing Procedures Training Presentation Transcript

  • Residence Hall Closing Procedures Spring 2010 Winthrop University ~ Division of Student Life ~ Department of Residence Life
  • 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
  • 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
  • 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
  • Check Out Options Express vs. Regular What’s the difference? Winthrop University ~ Division of Student Life ~ Department of Residence Life
  • 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
  • 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
  • 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
  • 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
  • Regular Checkout (cont’d)
    • After completing their final exams, the student cleans and clears their 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
  • 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
  • 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 the 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
  • 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
  • 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:
    Winthrop University ~ Division of Student Life ~ Department of Residence Life
    • Once found, click on the “A” next to their name for their room assignment
  • RMS Winthrop University ~ Division of Student Life ~ Department of Residence Life Make sure the Spring Semester (should contain dates between January and May) 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
    • Once the student is checked in, check them out for the spring semester
    • RMS will ask to confirm the check in or check out, click yes.
    • If it asks to print a “Room Inventory Status Report”, click NO.
    1. 2.
  • Room Condition Reports Common mistakes and how to correct them Winthrop University ~ Division of Student Life ~ Department of Residence Life
  • 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.
    • 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
    Winthrop University ~ Division of Student Life ~ Department of Residence Life
  • Good Stuff! Winthrop University ~ Division of Student Life ~ Department of Residence Life Labeled reason for improper Checkout Explained what was left behind
  • Not good stuff… Winthrop University ~ Division of Student Life ~ Department of Residence Life 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 RCR
  • Good stuff…. Winthrop University ~ Division of Student Life ~ Department of Residence Life 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.
  • Not Good Stuff…. Winthrop University ~ Division of Student Life ~ Department of Residence Life Check out Condition NOT COMPLETE!!
  • Good Stuff Winthrop University ~ Division of Student Life ~ Department of Residence Life Resident’s Comments Added to RCR, notice date as well
  • Okay stuff… Winthrop University ~ Division of Student Life ~ Department of Residence Life *NOTE: This was written on the back of an RCR 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.
  • 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 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
  • 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