Closing Procedures

Residence Hall
Closing Procedures
Spring 2012

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


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


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


Check Out Options

Express vs. Regular

What’s the difference?

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


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

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.


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


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


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


• 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

• 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


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!


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


RMS

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
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.


Room Condition Reports

Common mistakes and how to
correct them


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.

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

Good Stuff!
Labeled
reason for
improper
Checkout

Explained
what was
left behind


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
RCR


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.


Not Good Stuff….

Check out
Condition
NOT
COMPLETE!!


Good Stuff

Resident’s Comments
Added to RCR, notice
date as well


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


Which one is not like the others?


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)


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.


Closing Procedures

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