PROCEDURES

ADMINISTRATIVE DUTIES



SECTION 4

 Room Entry Procedures



 Resident Check-In/Check-Out



 Key Instructions



o Office and Lockbox Keys



o Lockout Procedures



 Mail Updates



 Copy Procedure



 Hall Opening



 Opening Day



 Resnet Registrations



 Transition Storage (Spring Qtr. To Summer Qtr.)



 Student Staff Time Away



 Duty Coverage Revisited



 Residence Hall Information



o Contract



o -Information



 Apartment



o Contract



o Information









Central Washington University: UH W & NSP Manual | Section 4 1

PROCEDURES: ROOM ENTRY





HOUSING PERSONNEL RESPONSE PROCEDURE



The University shall respect the student’s right to privacy. However, the University maintains the

right to enter your unit when there is reasonable cause to believe that:



 There exists an immediate threat to the health or safety of the occupants



 There exists a need to protect property (University or private)



 It is necessary for the University personnel to close and secure a unit or to repair, replace or inspect University property.



The University also reserves the right to enter an apartment/residence hall without notice during reasonable hours when necessary

to provide maintenance, service, repairs, improvements, etc., or to make inspections when no one is home. A card/note will be left

by the maintenance or UH W & NSP personnel stating when they were in your apartment or residence hall room and what was

done. The times between 9 a.m. and 5:30 p.m. have been designated as reasonable maintenance times.



When responding to a maintenance request or need, staff are to:



 Knock on the front door of the apartment or residence hall room, wait 15 to 20 seconds and knock again. If there is no

answer at the door or no indication that someone is home, they are to use a master key, open the door six or seven inches

and call out to see if anybody is home. If there is no answer, they are to proceed into the room and do the necessary work.

No one will enter if a child is home alone.



 Staff will clean up behind themselves after a job is completed.





STAFF WILL ALSO REPORT ANY BREAKAGE OR DAMAGE BEYOND NORMAL WEAR AND

TEAR FOR BILLING TO THE RESIDENT.









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Central Washington University: UH W & NSP Manual | Section 4 3

RESIDENT CHECK-IN/OUT

RAs will coordinate the check-in/out process with their supervisor. No resident can move into a room without clearance

from BECKY HUSS at the Office of University Housing, Wellness and New Student Programs. For apartment concerns,

Tracy Miller will assist.



Staff complete an inventory form for each resident upon moving in and the check-out portion of the form after the staff

inspect the room being vacated. Staff note any damages, cleaning needed, or keys not returned, broken, or

malfunctioning, and the state of the micro fridge and smoke detector. Be sure to have the resident sign the check out

form, and give a forwarding address



See Check-In and Check-Out Procedures at the end of this section.



If student is not returning to the residence halls have them complete an exit survey. If student is withdrawing from the

University remind them to go to Mitchell Hall to complete and exit interview.



Office and Lockbox Keys



Location of room and hall entrance keys:



Each hall office has a Lock Box. You will be issued a key for entry into the office and the lock box. You are responsible

for keeping both keys safe.



Access: Keys from the lockbox open specific rooms/apartments.



Authorization for use:



Hall staff only. Never loan your office/lockbox keys to anyone!!!



YOU ARE RESPONSIBLE FOR THESE KEYS; KEEP THEM SAFE.



Losing your office/lockbox keys through personal negligence is grounds for dismissal and the assessment of fines.



If you lose your keys, contact your supervisor immediately.



Keys issued to RHCs:



--U50 Key (gives access to one specific door in each Hall, excluding and Green)



--UA Key (gives access to all RHC Offices and Barto Office)



--U99 Key (gives access to master launch pads—see locations below)



--PA Key (gives access to all lockboxes including Apartment lockboxes)



Master Key Launch Pads:



Use your U99 key. Place the key in the launch pad of the building/apartment you want to access the master key.

Remove the master key. Please note your U99 key will stay in the launch pad until the master key is returned.

Return master key immediately after use for access to other staff in the event of emergencies (and to avoid

losing the key).



Location of Master Key Traps:





Central Washington University: UH W & NSP Manual | Section 4 4

-Kamola Hall RHC Office (Munson, Kamola, Sue Lombard)



--Quigley Hall RHC Office (Beck, Davies, Hitchcock, Meisner, Quigley, Sparks)



--Stephens/Whitney RHC Office (S/W, Barto, Moore, Anderson, Wilson, North, W/H)



--Almonty RHC Office (in cabinet) (Almonty, Carmody, Green, Kennedy)



--Student Village Office (Brooklane, Student Village, Getz Short, Wahle)



*the student village office is on the west side of the multipurpose building)





KEY USAGE:

With resident’s knowledge: You may unlock the door to a room for the occupant of the room ONLY. Never

under any circumstance unlock a resident’s room for someone who does not occupy that room. This includes

guests.



Always verify that the student lives in the room by checking the roster, asking for a form of identification, or

showing a key after letting the student in (always use this as a last option and verify that the key works). If the

student cannot show any of this information, we must verify that the student lives in the apartment/room.



Without resident’s knowledge: Non-emergency situations such as odors, alarms/radios/televisions left on

while resident is not present should be handled on a case-by-case basis. NOTE: You should never enter a

resident’s room without another staff member. Also, a note should be left for the resident to include: time/date

and reason for entry. An incident report should be written for the RHC. Inform the professional staff member on

call.





LOCKOUT PROCEDURE

Monday through Friday, 8:00 am - 5:00 pm



Students who are locked out follow these procedures:



1. Student should attempt to contact a staff member within the building or an apartment manager in the

assigned living area.



2. Should no staff be found, students can call the Barto Office 1323 (M-F 8 to 5) to contact an on call

staff member. Students can also call 3000 for assistance.



3. If the student contacts facilities/maintenance at 3000 for assistance, the Facilities/Maintenance staff

will contact the Barto Office (1323). If no one answers the Barto phone , facilities will contact the on

call professional at

(963-1257)





Students who are locked out follow these procedures during duty times:



1. Student will call Building Staff on Duty

Call their Apartment Manager On Call (201-0313)

If that person is unavailable, then:







Central Washington University: UH W & NSP Manual | Section 4 5

A student will call Facilities/Maintenance at 963-3000. (FMD should confirm with the student that he/she

called the building staff prior to calling FMD. This will help eliminate unnecessary calls to the Housing

On Call Staff if building staff is available to do the lock-out.) FMD will call the Housing Staff Member On

Call: 963-1257.



Only if all of these systems fail, Campus Police can be contacted by FMD.



**Custodial staff are not permitted to do lock outs at any time beginning summer 2008.



University Housing, Wellness and New Student Programs will have the option of billing occupants for repeated un-locks





UNIVERSITY HOUSING, WELLNESS, AND NEW STUDENT PROGRAMS



MAIL SERVICES UPDATES

October 1, 2007



The United States Mail Service at the Ellensburg post office is the first to receive mail sent to students living on campus.

They are responsible for sorting the mail into individual bags for each separate residence hall. They then deliver the mail

to CWU Mail Services. Once these bags are delivered, the CWU Mail Services group delivers them to hall offices. It is

then our responsibility to distribute the mail in a timely manner (the day that mail is received).



On occasion, the following occurs:



1) A bag is misdirected and delivered to the wrong hall by CWU Mail Services

2) The United States Postal Services labels a bag by the name of one hall but puts mail to a different hall in that bag

3) A piece of mail is misdirected and placed in the wrong bag



All of these situations are considered as ―LOOP MAIL‖.



Each Office has a red bin. These bins serve as the ―LOOP MAIL BINS‖. These bins will say to mail services that the mail

in these packages were misidentified and need to be delivered to the correct location. In addition, if a whole bag is in

error, they would like a call at 963-1807 to let them know a bag is waiting in a hall.



Student staff should use the same labeling process that they were taught in handling ―LOOP MAIL‖



Another common problem with mail is that packages are misaddressed by the sender and the hall staff don’t know where

these packages go so they place these packages along with mail from students who they have CONFIRMED do not live in

the hall in a pile called ―DEAD MAIL‖. The student staff then delivers this mail to the Barto Office each day. It is

important to follow through with this as CWU has mail restriction as to how many days they can hold mail.



Once the ―Re Direct‖ MAIL‖ is delivered to Barto, the Barto Secretary and Student Assistants, will pull all packages in the

―Re Direct‖ bins to confirm that the packages do not belong to someone on campus by checking Adirondack and/or

Safari. If the student lives on campus, the Barto Staff will then log the package and use our current package process for

Private Mail Carriers. If the student DOES NOT live on campus, the Barto Staff will place a label on the package (not

covering the current address) and write the word ―Housing‖ on it and place it in the ―Re Direct‖. Mail Services will then

pick up all ―Re Direct‖ to start the mail forwarding process.



Mail will be forwarded in the following way:









Central Washington University: UH W & NSP Manual | Section 4 6

1) Mail services will check to confirm that the student does not live on campus through the Adirondack system.

Adirondack is a ―real time‖ process…therefore if Adirondack is right, then the mail forwarded is correct (AND IF

IT’S WRONG, THIS MEANS ROSTERS ARE WRONG, ETC….AND IT SHOULDN’T BE)

2) If the student still lives on campus, they will then deliver this mail to the correct building

3) If the student does not live on campus, they will use the Current Mail Address that the student has on file. This

address has been taken from the student’s most current SAFARI address that they have listed…therefore, it’s

always good to remind students who are moving out to update their address in SAFARI or they may never get

their mail and it will be returned to sender.

4) If no address is on file, then the mail will be returned to sender

5) If the mail is forwarded by mail services and returned back to CWU, it will be returned to sender





COPY PROCEDURES

All future copy projects (other than what we do within our department) MUST go through the Copy Cat Shop.



If the Copy Cat Shop cannot do the copy project, an email must be sent to the Purchasing Department stating why The Copy Cat Shop

cannot do the project (too large of a project, cannot get it done soon enough, etc.)



You will need to have the copy cat shop send you an email or give you a written hard copy stating why they cannot do the project and

then forward the email/or copy to me or have the Copy Cat Shop send an email directly to me.



If the copy project can be done at a lower cost at a different location other than the Copy Cat Shop, copies of the actual cost estimates

from both the copy shop and the other location must be sent to me. I will forward all information to the Purchasing Department and

they will give permission if you can have the copy project done off campus.





HALL OPENING PROCEDURES



1. ROOMS MUST BE INSPECTED PRIOR TO THE END OF 1 ST WEEK OF TRAINING (WHEN

POSSIBLE)

Check in/out form completed

Any needed repairs reported to University Housing/Facilities

Fire alarms checked

Light fixtures checked/any burned out bulbs replaced

2. KEY BOX INVENTORIED

Usually done with hall manager/ RHC





3. STUDENT ITEMS (IN ROOM)

Additional items

Emergency card

Calendar

Give-away items

4. HALL PREPARATION

Theme

Welcome sign with theme out in front of hall

Welcome and information signs throughout hall

Direction signs (bathrooms, laundry room, lounge, dumpster, study rooms)

Door tags for every room (welcome the residents)

Bulletin boards (each floor and common areas)

Welcome packages in every room

Duty Boards





Central Washington University: UH W & NSP Manual | Section 4 7

Mail Signs

Custodial appreciation signs



5. HALL EQUIPMENT

Locate

Return to hall and inventory

Return signed inventory to Button Hall

6. COLLECTING RESIDENTS’ CHECK-IN PAPERWORK

If residents do not complete their paperwork at check in, hold their mailbox combinations and keep until their paperwork is

returned. Have a tracking system prepared in advance for logging completed paperwork.

OPENING DAY



Here is the list of tasks for opening day. Your staff or your RHC may have others to add.





1. RECEPTION AREA SET UP

Residents’ files

Keys by room (set per resident per room – 1 room key and 1 hall entrance key in envelopes).

Roster of residents

Check list for forms returned

2. ARRIVAL OF RESIDENTS

Greet

Mark roster

Escort to room

3. ARRIVAL IN ROOM

If one roommate has already arrived introduce residents

Explain check in/out form

Explain the form to residents

Go over any problem areas

Present keys

Sign form (staff and resident)

Return signed forms to check in area (file immediately in residents file)

Note: It is sometimes easier to get everything signed at check in. The emergency card is the exception. The

student may have to get information from parents.

Information available on activities for Parents.

MEDICAL INFORMATION

In an emergency, you may need to access your residents’ medical information. Residents completed the yellow personal information

cards at check-in and are kept in alphabetical order in the hall staff office. At your first floor meeting, encourage your residents to

talk to you in private about medical issues that may need attention in an emergency situation.





RESNET



Resnet Registration Checklist



To register for Resnet, you must be in a residence hall, and have the following:



 A computer







Central Washington University: UH W & NSP Manual | Section 4 8

 One standard network cable (category 5) not a “crossover” type



 Your Safari username and password



1. Plug your network cable into the jack provided in your room and into your computer.



2. If you have one, turn off the wireless card on your computer as this will prevent you connecting to someone

else’s wireless network on accident.



3. Open a web browser (Internet Explorer or Mozilla Firefox). If you are not automatically redirected, type

http://hostreg.resnet.cwu.edu into the address bar and press enter.



4. You will see a dialog which says “You are about to view pages over a secure connection” Click “Ok”.



5. You will see a page titled “Resnet Registration” into which you need to enter your username and your password.

Your username is your Safari username and your password is your Safari password.



6. Press the “Login” button.



7. Click the link to read the Acceptable Use Policy (AUP), and (for returning students) note changes that have

occurred since last year. You will need to do this in order to pass the registration quiz, which is a new

requirement for network access as of Spring 2007.



8. The registration quiz tests for a basic knowledge of:



 Resnet Policies (the Acceptable Use Policy)



 Internet Safety



 Virus and Spyware prevention



The registration quiz is designed to be relatively easy to pass.



9. Once you have passed the registration quiz, you will be asked if you accept the terms of the Acceptable Use

Policy. Once you have agreed to the Acceptable Use Policy, press the “Agree and Submit” button. Having a

computer registered on Resnet signifies acceptance of the Acceptable Use Policy. If you do not agree, do not

push the “Agree and Submit” button.



10. Wait twenty minutes, and then restart your computer.



11. This process will have to be repeated for each computer you own, including Xboxes, Playstations, etc. For

instructions on how to set up gaming consoles, please see our Resnet Registration site.



Troubleshooting



1. Make sure that your cables are firmly plugged in, but remember not to force them in either.



2. Obtain your IP address.









Central Washington University: UH W & NSP Manual | Section 4 9

3. In Windows: press “Start”, and then “Run”. In the dialog which opens, type “cmd” and press enter, and then

type “ipconfig” into the command prompt (black window) that opens and press enter again. Look for an entry

displayed marked “Local Area Connection” (or similar), and under that for the number marked “IP address”.



4. In MacOS 10.x: select the Apple Menu, and open System Properties. Click on Network, and in the window that

opens, select “Built-In Ethernet” from the “Show” drop-down box. Select the TCP/IP tab. Look for a line that is

labeled “IP Address”.



What each IP address means:



 If it starts with “172.31” This is a pre-registration address: it was probably a loose cable. Go back to the top of

the Resnet Registration Checklist and try again, and everything should be fine. If you still cannot access the

registration page, it is very likely that there is a malware infection on your computer. Go to the Barto lab with a

blank CD or thumbdrive, and ask for our spyware cleaning tools.



 If it starts with “172.30” your computer has been put on the jail network...go ahead and call us at 963-2200.



 If it starts with “169” this is an automatically configured address set by Windows when it cannot communicate

to our server. It could be a loose cable, try unplugging and reinserting both ends of your network cable, and try

again. If that still doesn’t work, you had best give us a call at 963-2200.



 If it starts with 192.168 or 10.0 These addresses are usually assigned by routers (not ours). If you have a router,

we recommend not using it immediately because we will not have time to help you configure it during the first

few weeks of the quarter. If you do not have a router, skip below to section f, and try the steps there, as you

may be using a “static” IP address. If that still doesn’t solve the problem, then something odd is going on, and

you should call us at 963-2200 to let us know, because this means someone else has probably mis-configured

their router.



 If it starts with 69.56, This is good. If you cannot get on the internet, then you could have a spyware or virus

infection that is preventing you from browsing. Bring a blank CD or thumbdrive to the Barto computer lab, and

we will provide you with tools to clean your computer with.



 If it starts with anything else: You are probably trying to use a static (permanent) address: this will not work on

our network, and you will have to configure your computer to use a non-permanent (dynamic) address assigned

by our servers.



In Windows:



 Press “Start”, and then “Control Panel”.



 If there is a heading near the top of the page which says “Pick a Category” then click on the “Internet and

Network Connections”



 Double-click on “Network Connections”. Right-click on “Local Area Connection”, and select “Properties”.



 In the box that appears, select “Internet Protocol (TCP/IP)” from the list box, and click “Properties”.









Central Washington University: UH W & NSP Manual | Section 4 10

 Select both “Obtain an IP address automatically” and “Obtain DNS server address automatically”. Click “Ok” to

close the open dialogs.



In MacOS 10.x:



 Select the Apple Menu, and open System Properties.



 Click on Network, and in the window that opens, select “Built-In Ethernet”.



 Select the TCP/IP tab. Under the “Configure IPv4” drop-down box, select “Using DHCP”.



If none of the above works, call us at 963-2200. You will be asked for your student ID number and the computer’s IP

address when you call. If asked to leave a message, please leave your full name, student ID number, and a phone

number where you can be reached.



Questions about RESNET?



http://www.resnet.cwu.edu/index.php



LIABILITY RELEASE



As a courtesy, the University will provide limited storage space for personal property of students during the transition from spring to

summer quarters provided said students are enrolled for both quarters and abide by the following terms and conditions:



1. All property will be clearly marked with the owner’s name and student identification number and stored in the approved

storage space.



2. The owner accepts full responsibility for all stored items and shall hold the University harmless for any loss or damage.



3. Items need to be claimed by the first day of summer quarter, June 16, 2009. Unclaimed items by Thursday, June 19, 2009

will become the property of the University and subject to University property disposal procedures.



____________________________ _______________________



Student Name – Please Print Student ID Number









_____________________________ ______________________



Student Signature Date





TIME AWAY



9 nights /per quarter/ per staff member RA & RHM



No more than 3 consecutive days allowed



Time must be pre-approved by the RHC to ensure adequate hall coverage



Times when staff will not have time away granted:





Central Washington University: UH W & NSP Manual | Section 4 11

Opening and closing weeks



Any days prior to an official closing (i.e., Winter and Spring break)



Designated staff training days



Any days not approved by supervisor.



VACATION COVERAGE:



On occasion Staff will be asked to provide minimal coverage on a volunteer basis. Duty will be assigned by the

Assistant Director if staff members do not volunteer for duty coverage.



DUTY COVERAGE (REVISITED)



Each hall/area will have at least one assigned staff member on duty each evening from 7:00 pm to 7:00 am the

following morning. Though other staff members will not be on duty, they are expected to be frequently visible

in the hall by spending at least three evenings per week in the hall. Evening availability of all staff members is

one of the keys to an effective residence hall program and imperative in developing relationships with your

residents. All staff members are expected to be frequently visible and available in the hall on weekends except

during arranged absences within the time away guidelines.



The staff member designated as duty person must be present and available to deal with emergencies or hall

problems. The duty person should not be away from the hall/area without arranging for another staff

member to cover. For student convenience, any staff member who is not on duty but will be away from the

hall for more than one hour should post the name, room number, and phone number of the on duty staff

member.



The name, room number, and phone number of the on-duty person will be posted each evening at the hall

office and/or lobby area. Staff is also required to leave notes on their door regarding their whereabouts in the

hall if they are not in their assigned room.



PROCEDURES



You and your staff will determine the duty calendar. When you are on duty you begin at 7:00pm and end at

7:00am the next morning. The following tasks are performed when you are on duty.



During the Day: between 3 and 5 pm



Return all dead mail to the Barto Office



Deliver all communication to Barto and place in correct boxes



Pick up all campus mail, place in correct boxes in hall





Central Washington University: UH W & NSP Manual | Section 4 12

Distribute hall mail no later than 6pm



Any money collected for programs deposited at cashier’s office (Barge Hall)



Pick up forms needed in hall office



OFFICE RESPONSIBILITIES



Time: 7:00-8:00pm in the hall office



Functions:



Provide visibility



Sort and distribute packages



Hand out garbage bags and light bulbs



Check out cleaning equipment (get meal card until equipment is returned)



Clean office



Other tasks as assigned



Update FYI bulletin boards, remove outdated flyer









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