RAs are required to perform monthly unannounced health and safety checks of student rooms. To do so, RAs must check out a master key from the office and are not allowed to perform inspections alone. During inspections, RAs look for any violations and document issues found. If a violation is present, the RA leaves a notification form and returns in 48 hours to re-inspect. Immediate fire hazards require contacting the Complex Director. Common violations include excessive trash, decor that covers walls, and prohibited items. Strict procedures around master key usage and documentation are in place.

1. Health and Safety Assessment &
Master Key Procedure
Online Resident Assistant Training

2. Health & Safety Assessments:
• Health and safety checks are unannounced
and performed at least once a month to
visually asses the condition of the student’s
room for any health, safety, sanitation, and
maintenance issues.

3. RAs Guide to Health and Safety
Assessments
• RAs must swipe out master keys from the office to perform health and
safety checks (see last slide for Master Key Procedures)
• Do not perform inspections alone for liability and safety reason
• Inform residents at the beginning of each semester that unannounced
inspections will occur
• If a student needs clarification on any of these policies, questions they can
consult the Guide to Residential Life, the Student Handbook, or their
Complex director

4. RAs Guide to Health and Safety
Assessments:
Step by step
1) Knock on the room door and announce yourself as “Housing.” give residents an
adequate amount of time to answer the door (usually 2-3 knocks).
2) If no one answers the door announce “keying in” before entering the room.
3) After gaining access to each room, apartment, common area begin a visual
inspection for potential Health and Fire Safety concerns. Look for violations in
plain site. Do NOT go through fridges, drawers, cabinets, bags, etc.
4) If there is no violation, leave a slip saying that Health and Safety Inspections were
conducted and no violations were found
5) If there was a violation, mark that on the Health and Safety triplicate

5. What should I do if a violation is
present?
• Leave a pink copy of the inspection notification form in the room. (The
form informs residents that the RAs will return within 48 hours to re-
inspect that space)
• When you re-inspect the space 48 hours later, the yellow copy of the
inspection form is to be left in the room. (If the violation is still present, an
incident report must be filed)
• The white copy is submitted to the complex director. Be sure to mark if the
violation was resolved at the time of the re-inspection

6. What should I do if I come across
an immediate danger?
• Fire hazards of immediate danger (drugs,
alcohol, Tattoo, kits, propane tanks, etc.)
contact your Complex Director during business
hours and the CD on Duty after hours and
they will give you further instructions

7. A Few Examples of Common Health
and Fire Violations
Health Violation
• Excessive trash
• Excessive laundry
• Poor cleanliness
• Excess of dirty dishes
• Glass bottle displays
• Pets other than fish in a ten
gallon tank (unless it’s a
emotional support animal)
• Clear path from each room to
door
Fire Violation
• Extension cords
• Decorative lighting
• Space heaters
• Covered smoke detectors
• blocked utility closets
• Combustible material covering
more than 10% of the wall
(tapestries, posters, etc.)

8. Master Key Procedures
• The Term “master key” refers to all keys that work on a multiple lock system, I. e. building
master, floor master, court master, Seaview/Chris Gaupp key fob
A. RAS must be mindful to treat all RA key responsibilities according to guidelines
B. The master key may only be used to accomplish RA job responsibilities and immediately
returned to lock box by the RA that retrieved the key, passing keys is strictly prohibited
C. Under no circumstances may the master key be given out of loaned to a non-residential
life staff member
D. An RAs student ID swipe, also, have “master key-like” access and should be treated as
such
E. Under no circumstances should an RAs ID swipe be given out or loaned to anyone
F. Master key usage must always be documented by the RA
A. Documentation can occur in the following ways
A. Document as lock out in StarRez
B. Document by using a health and safety form and providing a carbon coy to cd
C. Document as part of the fire drill documentation protocol
D. Document by connecting with CD on Duty