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Closing walkthroughs 2017 (2)
- 1. SPRING 2017 Walkthroughs & Damage Billingof your year! The highlight
- 2. Why are we doing this? To hold students reponsible for their actions Assess damage billing and work order needs I said so. INTEGRITY Prep Buildings for New Staff Limited Time Frame to report things Need to do these ASAP!
- 3. 1 An RA 2 A dry erase board and marker 3 Spreadsheet (digital or paper) What you Need 4 Camera or smartphone 5 List of new request work orders 6 RUBLVD and WHIT - special inspection sheets 7 RCRs
- 4. RA TASKS 1. Assist RLC/RD to check all furniture and inspect room or apartment 2. Check work order sheet for open work orders 3. Confirm original damages from RCR 4. Hold dry erase board for photos
- 5. RLC/RD TASKS Fill in blank work order spreadsheet Photograph billable damages Use dry erase board to mark locations of billable damages Maintenance repairs: if you find repair needs in a space that are not billable, still document them on your spreadsheet. No photo is necessary unless you do not know how to describe it!
- 7. DAMAGES ARE BILLABLE IF... A STUDENT TOOK RESPONSIBLITY FOR BREAKING IT THEY WERE NOT ON THE RCR AT CHECK IN THEY ARE SIGNIFICANT AND IN NEED OF REPAIR IT IS NOT FROM NORMAL WEAR AND TEAR - DON'T BILL FOR THAT
- 8. W E A R & T E A R Some of our buildings are old. They are not going to look new no matter how much we want them to. Keep in mind - if it is something that cannot be fixed (scuff marks on the side of a desk), something that is not detrimental to a student's ability to live there (a chip out of a floor tile),or would cost more than necessary to fix it ($50.00 to paint an entire wall does not = a 1" paint peel) this is wear & tear. do not enter work orders for these!
- 9. P A Y C L O S E A T T E N T I O N T O C A R P E T CARPET Look for areas of damage Tears or holes Broken or missing carpet tiles Badly frayed edges of carpet in doorways Significant stains Enter carpet damage work orders into Rowan Works under general maintenance with photo attached. Assign these work orders to Ashley Shaw!
- 10. PAINT Likely larger than 2-3" SHOULD BE SIGNIFICANT TO BILL FOR AND TO PLACE A WORK ORDER. Were there already paint peels when the resident moved in? Was the wall already marked up with former repairs? EVALUATE ENTIRE WALL Do not nickle and dime students! DON'T BILL UNLESS BRAND NEW WALL OR EXTREMELY DAMAGING
- 11. Damage Billing Photos Only take pictures of carpet, things you are billing for, and things you cannot explain in a work order without the photo to help.
- 12. Dry Erase Board Building Name Location of Isssue Issue Described Useboardassizereferencewhennecessary Apartment/Room #/Bedroom Letter EVE 112 Left Wall / Right Window / Door Wall 6" paint peel / Broken Door knob
- 13. DRY ERASE BOARD EXAMPLES RUBLVD 1101 - living room RT long wall 7.5” Paint Peel EVE 101 Top bunk bed 5’ tear in mattress TRI A-32 B L window Inside glass pane broken
- 14. What should I photograph?
- 15. NEW damaged items Broken Furniture Damaged Light Fixtures Damaged Screens DamagedHardware/Fixtures Significant Wall Damage Holes Large paint chips Noticeable, student created mismatched paint Heating vents Shower Rods Faucets, toilets, sinks, control knobs Broken Appliances More than a couple of inches Brokenblinds-notwearandtear Broken cabinets
- 16. Excessive food in fridge Housekeeping Items Dishes, food, items throughout cabinets Excessive loose trash Excessive personal property or furniture Excessive tape marks/sticky stuff on walls
- 17. NOTE - EVERY ROOM IS CONSIDERED "DIRTY" H O U S E K E E P I N G Everyroomisgoingtobecleanedover thesummer. Thereisadifferencebetween "livedinfor9months" andexcessivelydirty.
- 19. NOT EXCESSIVE Any other thoughts about this photo?
- 20. Billable Damages
- 21. Billable Damages
- 22. RUBLVD/W HIT SORA INSPECTION FORMS A copy of the completed form is left by staff on the kitchen counter of each apartment.
- 23. RUBLVD/WHIT
- 24. Wear and Tear Don't bill for these!
- 25. Wear & Tear
- 26. Not Significant - Do not Bill
- 28. NAMING PHOTOS N E E D B U I L D I N G N A M E A N D R O O M # I N F I L E N A M E 2 . C T R L & C L I C K A L L P H O T O S F O R O N E R O O M 1 . U P L O A D A L L P H O T O S I N T O O P E N A R E A F O L D E R 3 . R I G H T C L I C K A N D S E L E C T " R E N A M E " 4 . T Y P E T H E B U I L D I N G & R O O M # - H I T E N T E R 5 . R E P E A T F O R E A C H R O O M
- 29. UPLOAD PHOTOS To Open Area folder "Damage Billing - Spring 2017" and label correctly AFTER WALKTHROUGHS ENTER WORK ORDERS Into Rowan Works. Each line item on your spreadsheets or data collection tool should be a separate work order, unless the issue is something like paint peels in the same space. TECH CREW Each RLC should send a spreadsheet of Tech Crew related work orders (data boxes, ethernet or cable ports, WIFI routers) to Desirae and Alyssa NON-SORA Buildings BILLABLE ITEMS enter into damage billing spreadsheet
- 30. DO NOT ENTER Housekeeping or Tech Crew issues into Rowan Works
- 31. Upload Photos To Open Area Folders, labeled correctly. A F T E R W A L K T H R O U G H S S O R A E N T E R W O R K O R D E R S ONLY FOR FURNITURE!!! T E C H C R E W I S S U E S All data box, cable, ethernet or WIFI routers need to be put on a spreadsheet and each RLC email that to Alyssa and Desirae. B I L L A B L E I T E M S Enter onto Damage Billing Spreadsheet Inspection Sheet Leave a copy on the kitchen counter of each apartment.
- 32. Mistakes to AVOID Holding your own dry erase board Not writing the building on the board Blurry photos - hold still Letting RAs take the photos - how can you insure they look good? Don't forget common area damages! Forgetting to look at the carpet