As a Resident Assistant you will need to become fully acquainted with and supportive of SVU’s residential living guidelines and code of conduct. Learn them well, because you will be responsible for increasing awareness of these values among your peers.

What values, codes, policies and procedures are there?

Your RA notebook contains a copy of the following:

“Student Pledge” – Part C of the Application for Admission

On-Campus Housing Agreement

The Following can be found in the Knight Student Handbook

Residential living policies
Honesty standards
Conduct Standards
Dress and Grooming standards

RA Role in Values

One of the most important aspects of your job involves Southern Virginia University’s values and standards. There are four aspects to your role concerning these values: to model, encourage, support, and enforce the values of the university.

Lead by example.

First and foremost, RAs must model the values of the University to their residents. Demonstrate what the Honor Code means by being your best self. Set a positive example of citizenship and obedience.

Encourage the Values

You will have multiple opportunities, most of them informal, to encourage residents to follow the values of the university. Try to explain why the university has chosen the values and how they are important in creating a wholesome learning environment. Ask your RD or the Dean of Students if you are confused about any of the university values.

Support the Values

If you disagree with any of the values, never discuss this in front of your residents. Discuss your concerns with your RD, the Honor VP of the Student Association, or the Dean of Students. Whatever you decide, it is important that you are always able to model and encourage the values in your speech and actions. If you do not feel that you can do so with integrity, you should step down from your position.

Enforce the Values

Whenever you encounter a values or community standards violation, you must enforce the values of the university. See “Confront violations of rules and procedures…” in section one of this handbook.

Do as I say, not as I do.

Needless to say, the effects of hypocrisy can be damaging. You will quickly lose respect and influence if you tell your residents to stop doing something that you do yourself.

Publicize, instruct, and train residents in your area regarding policy and procedures that affect the living conditions of your residence area.

You will be responsible for holding your residents accountable for the following policies and procedures:

SVU residential living policies found in the Green Handbook
Fire evacuation procedures (see “Respond to Emergencies” in Section 2 of this handbook)
Other procedures appropriate to your Building or Home. (See below, or contact your RD)

Do your best to inform them of these procedures at every appropriate instance.

Prohibited Items

Here is a summary of items that are not allowed in rooms (found on page 10 of the Knight Handbook):

Candles
Incense
Pets (except fish)
Empty (or full!) alcoholic beverage containers
Halogen lamps
Submersible heating coils
Hot plates
Space heaters
Toasters or toaster ovens
Charcoal grills
Any dangerous weapon not included below
Knives (See page 10)
Rifles and pistols (Bullet, pellet, CO2, BB)
Paintball guns

There are a few additional policies that are not covered in the Residential Living Policies section of the Knight Handbook.

Room Personalization

General Guidelines

During the course of the year (and especially at the beginning), you might get questions about how a resident can personalize his room. Here are a few guidelines to help you. Ask the Director of Housing if you have further questions.

Decoration Guidelines

Two nail holes per wall are permitted, as long as there is no damage to the wall (other than the hole itself). You must use a picture frame hook so that the nail will not be supporting the picture. Using the hook is sturdier and prevents the nail hole from getting bigger.
Residents should use only white Hold Tu plastic Adhesive, which may be purchased in the bookstore, to put up posters in the rooms.
Any other anchoring device is prohibited, especially two-sided foam tape.
Students may not border, paint, or use contact paper in their room.
Drawer liner that does not have any type of adhesive may be used.
All SVU furniture in the room must remain in the room. Residents are responsible for their furniture; removing it will result in a $25 fine or the full replacement cost.
No personal furniture may be brought into the rooms without the prior permission of the RD or Director of Housing, and must be removed at check out.

Changing Rooms

The Director of Housing must approve all room changes because it is her responsibility to update the central database, inform IT of room occupancy for voice mail purposes, and keep an updated phone list for on-campus students. The Room Change Request (RCR) must be used for all moves during the year. Have the resident fill it out, and present it to the Director of Housing for approval. If a resident does not follow proper procedure and sign an RCR, he or she will lose his or her housing deposit.

In rare circumstances, and if the Director of Housing is not available, the RD can make an emergency room change with the understanding that it is not necessarily a permanent solution. There is no $25 fee assessed when a person is asked by a member of Residence Life Staff to change rooms.

For information on signing someone out of an old room and into a new room, see “Assist with check-in and check-out under “Care for University Property”.

Visitation

Visitation Violations

Visitors of the opposite gender not allowed in a residence hall at any time.
Escort any opposite-gender visitors to the exit. Get their names and fill out an “Honor Code Complaint” form found in your RA notebook. Deliver it to your RD.

Visitation Exceptions

There are some exceptions to the rules. Between the hours of 10:00 a.m. and 7 p.m., the following opposite-gender people may visit a resident:

Parents. Parents must:

Check in with the RA.
Yell “Man on the Floor” or “Woman on the Floor” to alert residents.
Be accompanied by the resident.

Siblings. A parent who follows the above restrictions must accompany siblings.

Other Exceptions:

If a female needs a heavy item carried to or from her room by a male. See “Visitation during move-in”, and “Visitation during Move-out” below.
If a sick female needs a priesthood blessing, the males must be accompanied by an RA and visit the sick person only.
Any other exception must be approved by the RD and accompanied by a Resident Assistant at all times.

Visitation During Move-in

When is “Move-in”?

Move-in begins the first day an individual or group is allowed to return to housing in the Fall. It usually continues through a weekend, ending on a Sunday.

Opposite-gender Visitors at Move-in

During move-in, opposite-gender family may be in the room from 10 a.m. until dark without checking in.
During move-in, opposite gender non-family may be in the building, from 10 a.m. until dark, only while they are assisting with a move.

If You Encounter Violations...

If you find opposite-gender family in the halls outside of the designated times (10 a.m.–dark), politely ask them to leave the building or remain in the lobby.
If you find opposite-gender non-family in the halls assisting with a move outside of the designated times (10 a.m.–dark) or not assisting with a move (at any time) do the following:

If it is between 8 a.m. and 10 a.m. or dark and 10 p.m., politely ask the person(s) to leave the building or remain in the lobby.
If it is between 10 p.m. and 8 a.m. and they are with family, politely ask the person(s) (and any opposite-gender family) to leave the building or remain in the lobby.
If it is between 10 p.m. and 8 a.m. and they are not with family, politely ask the person(s) to leave the building or remain in the lobby. Fill out an “Honor Complaint” Form, found in your RA notebook.

Early Birds

On the first day of move-in in an area, family and guests may enter the buildings to help move at 8 a.m.

Visitation During Move-Out

When is “Move-out”?

Move-out begins on the third day of exams and continues through the Sunday after commencement.

Opposite Gender Visitors at Move-out

During move-out, opposite-gender family must check-in, but they do not need to be escorted by a staff member.
During move-out, opposite-gender non-family must check-in and be escorted by a staff member.

Issues concerning on-campus homes.

The following issues apply to the on-campus homes referred to as the “Speas”, “Brandt”, “Caputo”, “Olmo”, “Bradshaw” homes, and Modulars 1 and 2. Discuss these issues with your residents, assign duties and duty rotation, and follow up regularly during the school year.

· Cleaning of Bathrooms, including sink, toilet, and tub.

· Cleaning of hallways and living rooms, including vacuuming, emptying trash, and removing clutter.

· Cleaning of kitchens, including the sink, stove, and refrigerator.

· Trash disposal.

· Parking.

· Other issues that you see as a concern.

· Other issues that your RD or Director of Housing may see as a concern.

Hold floor meetings to keep residents informed and to develop unity.

Your First Floor Meeting

What to Include

Your first floor meeting is a very important time to set the tone for your hall community.

It’s up to you how you want to run the show and what you want to do, but there are a few things you must include:

Have an activity that will help them get to know each other.
Explain fire procedures.
Explain quiet hours.
Explain the role of an RA and RD.
Explain what to do if they are locked out of their room.

Subsequent Mandatory Meetings

At different times during the semester you will need to hold mandatory meetings to explain residence hall rules and procedures that are critical for all residents to know. All residents will be held accountable for any information discussed or distributed in the meeting whether or not they attend.

Things to discuss

Damages or maintenance needed on the floor.
Upcoming activities and programs.
Messages from the RD, Director of Housing, or Dean of Students.

The following is a suggestion for a good way to start off the year. A second-year RA submitted this idea to www.residentassistant.com.

-- My first year as an RA was spent trying to get my residents to take individual responsibility for things getting broken on the floor. This year I came up with a solution: The COMMUNITY CONTRACT!

At my first floor meeting for the year, I had all of my residents talk about what problems they could foresee happening during the course of the semester and how, as a floor, they should deal with those problems (staying within the confines of the University's policies, of course).

Some of the rules my residents came up with ranged from cleanliness ("Don't throw your junk in the hallway! Keep the trash chute clear of cardboard", etc) to serious ("Keep the noise down by the elevator!") to fun The residents really got into it, and the residents seem more concerned now with taking care of their community.

Materials: big sheet of paper
variety of color markers

I had each resident sign the contract by tracing their hands and signing their name on their hand in the color of their choice.

During each subsequent meeting, we would reevaluate our contract and make changes where the community felt an area needed improvement. It's a great tool for first year RAs and for dealing with unruly residents! ("You signed this contract, but you're not keeping up your end. How is that fair to your floormates?")

--Jessi Bounelis, Towson University
PS...I didn't come up with the idea of the Community Contract on my own, but this is my version of it!!!

http://www.residentassistant.com/advice/communitycontract.htm

Be aware of Student Association needs and activities by attending Tuesday night SA meetings.

It is important for all students to stay aware of Student Association affairs. As a student leader, RA’s can provide positive leadership and feedback at SA meetings. SA meetings are every Tuesday at 9:00. Encourage your residents to go to these meetings to voice their concerns, debate issues that concern the student body, and to be aware of upcoming events and activities. By attending these meetings yourself, you will be more able to inform and serve those who are on your floor.

Develop the skill of being a thoughtful listener for the residents in your area.

As an RA listening skills will be your most valuable asset. Often, all a resident really needs is someone with whom they can talk through their problems.

Read the following talk on Listening prepared by Professor Joe Martin, the founder and president of RealWorld University (www.rwuniversity.com) - the largest college student success center on the internet. He teaches communications and public relations at the University of West Florida in Pensacola, Florida.

Leading by Listening

"You’re not listening to me."
"Did you even hear a word that I said?"
"You’re missing the point."
"Why do I even bother trying to communicate with you?"

If you have half a pulse, and you’ve actually interacted with other human beings, then you’ve either uttered some of these words to someone in total frustration, or worse, someone has uttered them to you with equal disdain.

There are a lot of things that can cause you to go "postal" as a student leader, from irresponsible student officers to apathetic faculty members. But nothing seems to hurt us more to the core than when our ideas and concerns are blatantly ignored or attacked.

Think about it…remember the last time you came up with a suggestion that could possibly increase student involvement, save the organization money, prevent a PR nightmare, or even make an event more successful? Then what happened? You and your ideas were either ignored like last year’s losing lottery ticket or they were attacked like they were a threat to national security.

Next to breathing, being heard and sincerely listened to is one of our deepest human emotional needs. When someone really gets your message and "feels you," you feel valued and appreciated. And when they don’t listen to you, you feel unimportant and disregarded. Ever since we were kids, we’ve been striving to be heard, seen, and acknowledged. And although we don’t cry about it like babies anymore when we’re ignored, the pain is just as real today as it was then.

Ironically, when students usually ask me about becoming a more effective communicator, most want to know things like how to overcome the fear of public speaking or how to become more assertive and persuasive in a debate. To their surprise, I always tell them that the courage to speak must also be matched by the wisdom to listen.

Let’s face it, if you’re going to be an effective student leader, you must first master the art of listening before you can master the art of leadership. A leader without any followers is just a person taking a long walk…alone.

As I mentioned earlier, listening is at the core of our being; it’s also the most frequent form of communication among humans. We spend more than 75% of our waking hours listening, but less than 1% of our school time learning about it. I’m no math genius, but those numbers don’t reflect good common sense.

If you want your ideas and concerns to be heard and valued, you must first be willing to appreciate the ideas and concerns of others. It all starts with effective listening skills. The truth of the matter is that when you speak, you only know what you know, but when you listen, you learn what others know. Listed below are eight proven strategies you can use to become a more effective listener, thus improving your effectiveness as a student leader:

1. Listen with your heart, not just your head.

Some people have turned "fake listening" into an art form, with their orchestrated nods, perfectly-timed "okays," and "you’re rights." No one likes to talk to someone who’s mind is always somewhere else other than in their conversation. Listen "in the moment’ by stopping whatever you’re doing, facing the person, and giving the person direct eye contact.

2. Don’t just be interesting, be interested.

If you really want to give someone your undivided attention, listen so you can ask questions about what they’re saying. Watch how the other person responds when you demonstrate not only that you heard him, but you understood him as well.

3. Take action to avoid distractions.

Hunger cramps, fatigue, television noise, music, cold temperature, time pressures, slang, and several other factors are all considered communication barriers. Try to eliminate as many of them as possible "before" you engage someone in a conversation.

4. Persistently practice patience.

We can hear twice as fast as we speak, and this usually causes us to become easily bored. This explains why some teachers can cure insomnia. Don’t ever rush the speaker to "get to the point" (regardless how tempting it is). Try to listen for benefits that will serve you and your goals. You can start by always asking yourself, "What can I learn from this person?"

5. Keep your mind open and your mouth shut.

Nothing stops us from listening quicker than an opinion that is in total opposition to our own. Hold your judgement, and try your best to look at the situation from "their" point of view. Even a broken clock is right twice a day. You’re not always right…but they’re not always wrong either.

6. Listen between the lines.

We’ve all heard the saying, "It’s not what you say, but how you say it." To take this cliche even a step further, it’s also what they "don’t say" that can be just as important. Make sure what people say and "don’t say" to you are consistent with their body language, eye movement, tone of voice, and speaking rate.

7. Focus on the content, not just the character.

Avoid stereotyping people based on how they sound. Southerners are not "always" less intelligent, a person who speaks French is not "always" more romantic, someone who uses slang is not "always" uneducated, and so on. Listen to the person, not the dialect. If you don’t understand, ask for clarification.

8. Put your ego on hold.

The next time you find yourself in a conversation with someone, pretend you’re both on a huge stage in front of a thousand people. Whenever one of you speaks, the spotlight is focused on that person. Your goal is to keep the spotlight off you as much as possible. You can only do this by listening.

As with any other skill, listening takes practice, patience, and persistence. If you focus on mastering these eight strategies, you are well on your way to becoming a student of influence. Not every good listener is an effective leader, but believe me, every effective leader is a good listener. So get going and start leading by listening.

Report student concerns to the Resident Director and/or Dean of Students

Resident Assistants are facilitators. Your job is to be a source of strength and support for others, especially those who are assigned to your floor. At times this can be very difficult. Be sure to take time out for yourself, and be sure to remember that you are not alone. If you have a concern for a student, be sure to share your concern with your RD or the Dean of Students. He or she will work with you to help the person without breaking any confidentiality, and will guide you in the proper direction for finding more help.

See also “Help students resolve personal concerns”

Confront violations of rules and procedures and report them to the Resident Director.

As a Resident Assistant, you are an employee of the school. You will often find yourself in a situation were you witness or are made aware of an Honor Code or Housing Policy violation. It is your job to confront this behavior, to see that it stops immediately, and to report it to the RD. While part of the RA job is enforcing policy, you should not have an "I'm out to getcha" attitude. This shows through and will not help with the relationship you have with your residents.

It is not the laws or the policies that are most important to discuss, but the concern for the well-being of the individuals who are breaking the rules, or the well-being of the person or property being put in harm’s way. Admit you are concerned, and to prevent further trouble, your intervention is needed. Instill that you do not want anyone to have to get in trouble, but to think responsibly. Finally remember their choice to violate a policy is a choice - it is not who they are, likewise their response to you is a response to their lack of respect for policy - not personal.

R-E-S-P-E-C-T

Really, all of the rules have to do with respect. A good resident will remember to respect

§ Fellow Students

§ Housing Policy and SVU Honor Code

§ Themselves

§ School Property

Values Enforcement

If you encounter an honor code or housing policy violation, you must do the following:

Assess the Situation

See what is happening. In most cases you should try to contact another RA or an RD for backup. If you feel the situation is dangerous at all, contact Campus Security at 570-1927 immediately.

Take Control

After you have secured appropriate backup, calmly confront the situation.
Inform the participants that the behavior in question might be an honor code or a housing policy violation.
Depending on the situation, you might need to escort individuals away from the area or confiscate certain items.
Focus on calming the situation and ending the behavior in question.
If you feel there is any danger contact Campus Security immediately.

Gather Information

After gaining control of the situation, take your time and talk with each person involved, gathering as much information as possible. Think of yourself as an investigative reporter.

Record Information

After you have ended the situation, neatly record all of your findings on an Incident Report (see “Incident Reports”). Submit the form to your RD in an envelope.

Who’s in Charge Here?

Guess what ... you are! You are duty-bound to investigate and report any instance of an honor code and/or housing policy violation.

However, you are not a policeman – you are a resident assistant and your job is to assist and serve the residents of your facility to the very best of your ability and to refer those problems that you are unable to resolve on your own in a timely manner.

It’s Not My Fault!

If you are in doubt about whether or not a situation is a values violation, handle it as if it is, and contact an RD as soon as possible.

Remember: your role is not to decide who is guilty of what, simply to report what you observe.

Assure the resident that he or she will be given a fair hearing and a chance to give his or her side of the story.

It’s Nothing Personal

Addressing a values violation is an awkward situation. Always remain polite and businesslike.

If a resident asks you to “let me off this one time,” you can let him or her know politely that you would lose your job if you did.

Natural instinct teaches us to blame others when we get called out for doing something. Most likely when you confront a violation you will be blamed for being too strict, the school will be blamed for being too strict, or another person will be blamed as causing them to do it. Remember and remind the person that you are confronting that it is them that caused them to be in trouble, not you or the school or the rules. If they try to change the subject or point fingers, simply say, “That’s not the issue, the issue is ____, I need you to tell me everything you know.” Use this simple phrase over and over like a broken record and they will soon learn that they can’t fool you.

Don’t be shy

Ask for help! You aren’t alone, and you probably aren’t the expert. Utilize the resources on your staff, in your hall and on your campus. Think of yourself as a "Referral Agent." Know when to refer and who to refer to!

Incident Reports

There are two types of report forms to use, copies of each are located in your RA notebook.

Standards and Conduct Complaint form

Honor Code Complaint form

How do I use them?

There are some important points to remember when completing an Incident Report. Remember, this report will carry a lot of weight with the Case Review Committee or the Honor Council. Take it seriously.

Be Objective

Remember your purpose: to report what you observe. Do not make value judgments or suggest a course of action to the honor council.

Be Prompt

Complete an Incident Report within 48 hours of an incident. This might mean that you will have to begin working on the report much earlier.

Be Thorough

Include complete names of all persons involved, including witnesses.
Confiscate any evidence and turn it into Campus Security or your RD, who will give it to the Dean of Students.
Jot down details immediately after an incident so that none are forgotten by the time you complete the incident report.

Be Neat

Use the forms provided to you in your RA notebook.
Make a rough draft on plain paper, and then complete the form.
Try to keep all information on the main form. But if you need more room, write “See attached,” and continue by typing your report on a separate sheet of paper.
If you make a mistake on the form, do not use correction fluid. Mark neatly through the error.
Use ink or type.
Sign legibly and print your name beneath your signature.

Don’t Let ’em Get Away

Be sure to get all the information you need from participants and witnesses before excusing them. If a student “makes a break for it,” call Campus Security immediately.

Now What Do I Do?

When you’re finished, turn in the Incident Report to your RD.

Search Policy

Occasionally you might feel that there is a values violation or dangerous situation in a location where you need to open a locked door or conduct a search. If so, use the following guidelines and procedures.

When to Search

Searches should only be conducted when you have detected an issue using your five senses. Never conduct a search on hearsay or intuition.

How to Search

1. Get help as soon as possible from another staff member or Campus Safety.

2. Obtain a Request for Search Authorization form and a Search Authorization form from your area office. Send someone else to obtain the form if possible so that you can monitor the situation.

3. Fill out the Request for Search Authorization, and take it along with the Search Authorization form to one of the following people for authorization: an RD, the Director of Housing, the Vice President and Dean of Students, the Director of Campus Safety, or a supervisor in Campus Safety. You may send another staff member to get the form signed if you want to stay and monitor the situation.

4. Once you have the signed Search Authorization, ask another Residence Life staff member or a Campus Safety officer (depending on the situation) to go with you to search the room. The person who signed the Search Authorization should not conduct or help you conduct the search.

5. Knock on the door, state your name, and ask if you can come in. Once inside, ask for permission to search the room. (Do not use the Search Authorization until you need it.) You may use the master key to enter the room if no one answers the door, but be sure you have made a reasonable attempt at making your presence known.

6. If any contraband is found, list the items/persons on the Search Authorization form, and have all persons involved, including all witnesses, sign the form. Let the resident know that he is signing the form to confirm the items taken, not as an admission of guilt. Leave a copy of the form with the resident. If the resident is not there, leave a copy in the room.

7. If the resident violated a value, complete an Incident Report (see “Incident Reports”).

8. Always complete a Morning Report following a search.

Not by the Hair of My Chiny-Chin-Chin

If you are refused entrance into a room, politely say, “I have a Search Authorization, and I have the authority to search this room.” Wait a few seconds, then use the master key to enter, and always have someone else with you.

If you feel the situation could become threatening, call Campus Safety (2020) immediately.

Searching Without Authorization

You may search a room without a signed Search Authorization when:

any delay could constitute a danger to persons or property or could result in the destruction or disposal of contraband.
the resident gives permission.
the contraband is in plain view.

Keep open communication with the Director of Housing.

Occupancy Reports

Why Occupancy Reports are Important

Occupancy Reports give Residence Life accurate records of where every resident is living. This helps us in several ways:

It ensures accurate billing.
It assists IT in setting up voice mail.
It helps us contact the resident in the case of an emergency.
It helps identify an emergency if a resident is not in the room where he or she is expected to be.

When Occupancy Reports are Due to Your RD

Friday, 12 noon, the first day of orientation.
Monday, 4 p.m., the first day of fall classes.
Thursday, 4 p.m., of the first week of class in the fall (no signatures necessary).
Wednesday, 4 p.m., of the second week of class in the fall.
Tuesday, 9 a.m., of the first week after returning from Christmas vacation.
Occasionally throughout the year, as directed by the Resident Director.

How to Complete an Occupancy Report

Write the room numbers on the form in room number order.
Neatly print each resident’s name by her room number.
Go door-to-door, and have each resident sign the report by his name and room number.
Continue until every resident has signed the report.

The Director of Housing will begin accepting room change request forms on Wednesday of the second week of class when the RDs turn in the final occupancy reports.

Duties of the Director of Housing that may be delegated to you:

· Inventory Rooms to make sure they have the furniture that is required (see “Account for furniture in the rooms and lounges” in this handbook)

· Check dorms for necessary repairs and submit a work order if necessary to Buildings/Grounds/Maintenance and then follow up to make sure that work is completed. (See “Inform Maintenance of building repairs needed…” in this manual)

· Control key inventory. (See “Account for all room keys…” in this manual)

Other important duties of the Director of Housing:

Assign rooms for all students.
Buy furniture for the residence halls and homes.
Hire RAs and RDs for the residence halls and homes.
Prepare a student phone list.
Provide the Business Office with a list of charges for private rooms, fees, and fines.
Make request for additional keys and assess charges for lost keys.
Supervise rental apartments for married couples.
Maintain communication with all vendors on campus.
Secretarial support for the Dean of Students.
Maintain housing applications for all students
Enter data into Jenzabar program to indicate if students are on or off campus.

The Director of Housing may have questions for you that need to be answered in a timely manner. Please respond quickly to any messages that you receive from her.

Inform Maintenance of building repairs needed in a timely manner.

Included in your RA notebook are forms titled “Request for Maintenance Work Order”. This form is used for reporting necessary building repairs that you may encounter in your building. Be sure to only include one item per work order. This is necessary because one certain job may be completed by an electrician, another by Buildings and Grounds, etc., depending upon the nature of the work needed.

Enter the work order information into the “Work order Follow-up sheet” found in your RA notebook.
Bring the work order form to the Director of Housing. She will approve and deliver it to Maintenance.
Check the damaged area often to follow up.
Update the log when you find out that a work order has been completed.
The log is used to keep track of each work order that is submitted, and as a back up copy in case the Maintenance Department misplaces theirs.

Items to pay close attention to:

Any water damage can be very destructive in a residence building. Pay close attention to water damage and follow up regularly with the Maintenance Employee assigned to fix it.

Any item that affects the living conditions of one of your residents.

Help students resolve personal concerns.

The easy stuff

Lockouts

When a resident gets locked out of his room, you can assist her by using your master key. Do not simply hand them the key; walk with them to their room and open it for them. Never let the master key out of your sight.

Never let a resident into another resident’s room for any reason. If you think there is a legitimate concern, contact an RD.

Lost and Found

The Director of Housing maintains the campus lost and found. If a lost item is reported to you, take it to the Director of Housing as soon as possible. If someone comes by looking for a lost item, direct the person to the Director of Housing.

Emotional Concerns

You are not a trained counselor, but you can be thoughtful a listener and provide upperclassmen guidance. Be a friend and advocate for residents living in the hall or house. Respond kindly to students having problems. Help resolve issues amicably.

Meet with each assigned resident within the first two weeks to become acquainted with him or her. Make informal weekly visits to residents to maintain contact and discuss their concerns. You have to love the people.

“In placing people as a higher priority than projects, products, and profits, divine-centered leaders keep in mind the Lord’s injunction to “remember the worth of souls is great in the sight of God” (D&C 18:10). People are more important because they are of divine significance: they are divine beings with divine potential. Remembering the divine nature of each person leads divine-centered leaders to respect, value, and love those being led. Interpersonal interactions are never conducted for the sole benefit of the leader, or merely as a means to an end. Instead, divine-centered leaders view all with whom they interact as individuals who are eternally connected and of infinite worth.” (Divine-Centered Leadership, p.57, Michael R. McCleve and Wm. Brent Barclay.)

Often, the greatest service that you can do for your residents is to simply lend an ear to their troubles. Often, just having someone to “vent” to will help them to work things out for themselves. Yes, this applies to guys, too, although they wont admit it. You will likely have a resident on your floor who will suffer the loss of a loved one. Be there for them as well as for any other person with a concern. (See also listening skills)

As an RA your residents may need you to be there to help them develop ground rules for roommates with issues, and to help resolve conflicts should they occur. Remember the roommates’ bill of rights in the knight planner; it can be a valuable resource for roommate conflicts.

Always remember to keep things confidential. Only you and persons who are immediately involved in the situation need to know about it. It is important to your residents to see that you keep things confidential; otherwise they will not come to you for support.

On a more serious note…

Students come to college dealing with a variety of difficulties. Many have psychological disorders ranging from depression and anger management issues to anorexia and paranoia. Alcohol and drug addiction is a serious problem in any University, even at SVU, and as RA’s you will need to be aware of red flags that can make you aware that someone needs your help.

Does a resident have sparse class attendance, withdraws from social activity, is not doing well in school, etc.? These could be signs of a very serious problem. However, if you notice any of these occurring with a particular resident don't jump to conclusions at first.

Here are some common issues that students today face:

Paranoia

Anger

Depression

Anorexia

Bulimia

OCD

Addiction

More training and information will be made available to you throughout the year concerning these subjects.

See also: Emergency Procedures “Psychological Emergencies”

Tips for Helping Students with Disorders

Educate against the stigma of mental disorders and use language carefully. Words such as “crazy,” “nuts”, and “weird” have no place for inviting students with disorders into the residence hall community.
Learn how to detect “tell-tale” symptoms of typical psychological disorders seen, such as depression and anxiety, without actually trying to diagnose students themselves.
Be careful not to label someone with “eccentric” behaviors as someone who has a psychological disorder. Just because a student acts differently than the group doesn’t necessarily mean that they have a mental illness. Maybe that’s just the way they are and that’s all right!
Utilize the college or university’s student code of conduct and student disciplinary procedures for students who may be creating an unsafe environment and violating policy. Section 504 of the Rehabilitation Act of 1973 does not grant a college or university grounds to dismiss a student just because they have a mental disorder.

Know the campus and community resources; know your limits; and know when to refer students!

Maintain a safe environment in the residence halls.

The safety of the residents should be the number one concern of a Resident Assistant. Remember this when doing fire drills, when doing Health, Safety and Cleanliness Inspections, and in other interactions with your residents.

Keep doors locked

Remind your residents to lock their doors. If you find out that someone does not lock their doors regularly, find out why and encourage them to do so.

Fire Safety

Let’s avoid fires at all costs. Prevention is the key. When doing your Health, Safety, and Cleanliness Inspections, be sure to check for fire hazards such as plugs, heaters, halogen lamps, candles or evidence of candles, incense or evidence of incense, or any improper equipment. As cliché as it may sound, it really is better to be safe than sorry. For more information on Inspections, see the Inspections section under “Care for SVU property”.

It’s only a drill

When it comes to fires, being prepared will save lives. Be sure that the Residents are trained in advance (see “Your first floor meeting”) on what to do if the fire alarm goes off. There will be two fire drills per semester. The date or time cannot be announced, therefore, you must always be prepared to assist in fire drills. Account for all of the people in your floor or home, and then report to the Dean of Students once everyone is safe. It is important to do this correctly, because in the case of a real fire, rescue workers will come to you to find out where people are!

How to teach Fire Drills.

Each building has a specific meeting place for fire evacuations. Visually demonstrate the designated meeting place to each resident.

See also: “Respond to Emergencies in your Building”

Strangers in the building

Often you will see people in your building that you do not recognize. If you feel safe, ask the strangers name and if he or she needs help finding something. It may be a guest or family member of a resident. (See the “Publicize, instruct, and train residents” section for exceptions to the visitation policy). If the stranger refuses to give their name, or is acting suspiciously, contact campus security and the RD immediately. Security cell phone number is (9) 570-1927

Guests in the Residence Hall

Guests staying in a student’s room are welcome with the following stipulations:

Guests must pay for their meals eaten at the Dining Hall.
Stays are limited to two nights. Stays of greater length must be approved by the Dean of Students and will mandate a charge of $15 per night in advance.
Guest’s stay must have prior approval from the Head Resident of the Hall and from roommates.
Guest must be of the same gender as the person they are staying with.
Guests must be at least 17 years of age.
Guests are the responsibility of the student they are staying with or the Conference they are attending.
Guests will be held accountable for behaving in compliance with the Honor Code Standards.

Any guest must be approved by you (the RA) and fill out the “Visitors Information” sheet upon arrival. Blank copies are located in your RA notebook. Keep the signed sheet and give it to your RD as soon as possible. Follow up with the guest to be sure that he or she follows the guidelines listed above.

Each building has it’s own safety issues. Contact your RD for information specific to your building.

Respond to Emergencies in your building

(Ginger is working on this one)

Establish an enjoyable environment of fellowship and academic excellence.

Each life that touches ours for good,

Reflects thine own great mercy Lord.

Thou sendest blessings from above,

Through words and deeds of those who love.

What greater gift dost thou bestow,

What greater goodness can we know,

Than Christ-like friends, whose gentle ways

Strengthen our faith, enrich our days.

LDS Hymns, p. 293

The atmospheres at SVU as well as the excellent academics are the crown jewels of the SVU experience. Most students make their homes within the walls of the resident buildings at SVU with the hope and expectation that they will be part of a community of saints. The SVU experience should involve an atmosphere of love, friendship, and excellence. Resident Assistants are facilitators in ensuring that a sense of community and belonging occurs within each floor of the SVU Residence Halls.

Hall Activities

It is important to have activities and to encourage everyone to get to know each other within your floor.

See “Help Residents by sponsoring and/or coordinating positive social activities” for information on programming activities.

Aaah the Memories…

Take pictures during the academic year, especially during activities and on special days. Show these pictures for an activity near the end of the semester, perhaps as a slideshow. Be sure that everyone feels included.

Atmosphere

Discourage profanity, uncleanliness, and rude behavior. Treat everyone with respect and encourage others to do so. Have everyone take an active approach to maintaining an excellent atmosphere at SVU.

Quiet Hours

As an RA, you play a vital role in helping to facilitate a reasonably quiet environment that is conducive to study and sleep.

Quiet hours are to be enforced from 11:00 p.m. to 7:00 a.m., and 24 hours on Sunday.
A violation of quiet hours occurs when noise can be heard outside of a room.
When a resident complains to you about a quiet hours violation, first ask the resident to confront the situation himself.
After he or she has done so without satisfaction, go to the room or other area, and ask the residents to lower the noise level so that it cannot be heard outside the room.
If the response is positive and no other confrontation is needed, record the incident on your weekly report as documentation for the RD. This will not be treated as a disciplinary incident but simply as information.
If you have to confront the residents involved about noise a second time during the semester, inform them that you must file an Incident Report. Complete the Incident Report as soon as possible.
The third and subsequent violations of quiet hours will result in a $25 fine per incident.

During exam week each semester, quiet hours are 24 hours a day.

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Help residents by sponsoring and/or coordinating positive social activities.

Build your RA vocabulary

Passive Programming - Programming that does not involve the direct participation of the RA (or whoever does the program). A good example of a passive program is a bulletin board or an educational poster.

Active Programming - In contrast to passive programming, active programming is what the name implies. Some organized event or activity in which you and your residents take and active role. This could be anything from a hike to a nutrition education workshop.

Program, program, program!!

Programming is an essential part of the RA position. It is through programming, both formal and informal, that you will connect with your residents and build those critical relationships. It will help your residents in many areas of their development.

Things to remember when planning

Don't do all the work!

Utilize the resources that you already have available! Get help from as many people as possible. Don’t be afraid to delegate!

Bring in the experts!

You DON'T know everything, (sorry) so bring in someone who does. Ask a community businessperson to come in and speak about what employers are looking for, or have an employee at the health center help with your nutrition program. Again, you don't need to do all the work!

Resources:

www.residentassistant.com

http://oregonstate.edu/instruct/cssa406-506/dynamic/

http://www.wiu.edu/users/mirac/main_page.htm

Step by Step Program Planning

Step 1	Build relationships with those you are going to plan programs for - the stronger the community the more likely you will be doing things together naturally and they won't even know they just attended a program. (Don't underestimate this one!)
Step 2	Learn what you can about the group you're programming for. What have they seen in the past , what are the future directions or trend on topics they seem interested in.
Step 3	Find out what their schedules are like. Nights of the week they are around and time of the day.
Step 4	Plan a date. Spontaneous programs happen, but if you're deciding a topic or issue set a date and use your advisor or supervisor to help keep you on track.
Step 5	Brainstorm the title and method you will use to publicize it. When you get an idea it is easier to plan the rest to work with your publicity gimmicks. Plan to post your publicity 4-7 days before the event - if it is a big event, maybe a few days earlier than that.
Step 6	Make an outline of the program. What follows what and how will you transition between each part of the program. (Put a time estimate on each) What is your closure - what is your wrap up?
Step 7	Make a list of things that you will need and when you will need them.
Step 8	Make your publicity but make sure your date is confirmed with all those involved and space is reserved if necessary.
Step 9	The day before your program confirm every thing from speakers to location.
Step 10	Plan to be on site at least 30 minutes early.
Step 11	Enjoy the work put into the program!
Step 12	Evaluate the program - what went well, what didn't, and why?
Step 13	Thank those that helped you! Don't forget to do this, make it a priority.
Step 14	Fill out an evaluation form.

From:

http://www.wiu.edu/users/mirac/program_info_1.htm#Myths of Programming

Ten Deadly Myths of Programming

1		The size of the audience is EVERYTHING. If there are not 40 people, then I have failed. Numbers should never be an evaluation of success. The size of the audience is more important to your ego than to the benefit of the person present and the program.
2		All programs cost a good deal of money to succeed or Spending=Success. The amount of funds has nothing to do with the potential of the event. Speakers are almost always free and publicity supplies are provided by the department.
3		If you succeed with one kind of program then you should use it exclusively. There really is such a thing as too much of a good thing. People are not going to go to the same kind of program every time. You have a diverse floor that will need diverse programs.
4		Programming is easy and does not require much work. Looks can be deceiving. Programs that don't have a lot of work put into them will inevitably look that way. The message is that you don't care about your programs - and then people will respond to you that way. It is the program that is well thought out, organized, and publicized that looks quality.
5		Doing everything yourself is the best way to program. No one says that you have to do this all by yourself. You can involve fellow staff members or even better your own floor members. That way you receive the benefits of awarded creativity, less individual work, alternative ideas, and helping others take leadership!!
6		Planning ahead is dumb because things will change before then and besides, my residents won't plan ahead to be there. If course things will change, but you have to account for that. A well planned program can withstand those last minute changes - especially if you account for possible problems with you plan.
7		There's nothing to do on this campus. There is always something to do on a college campus. Take your residents to something they would not normally think to do like a student organization meeting or even something a bit out there like bowling becomes a great time when a group goes. Remember a strong community creates much of its own growth.
8		If the program is good the publicity isn't important or Word-of-Mouth is the best way to publicize. Publicity is vital to people responding to your program. If nobody knows the facts then nobody goes. Many great program have died in their tracks because of poor attention to publicity.
9		It's not my fault that they don't want to do anything. OK, so maybe it's not exactly your fault, but you have to work pretty hard to totally un-motivate a whole floor of residents. If you can get relationships established with your floor members and them with each other they naturally will do all kinds of activities together - are you starting to see a theme here.
10		Pizza Equals Community. It is simply not true. Think about what exactly does equal community in your eyes. If the relationships on your floor are strong then they will show up without food.

From:

http://www.wiu.edu/users/mirac/program_info_1.htm#Myths of Programming

Serve as an active member of your Residence Hall Council.

What is Hall Council?

A hall council is the governing body for the individual building that it’s members represent. The RD is the Chairperson, with the RA’s as Co-Chairs. A faculty advisor also participates. The council is made up of residents in the hall that have been elected to represent their portion of the hall, and others who have volunteered to perform important functions.

What do they do?

The biggest responsibility of a hall council is to provide programming that improves the atmosphere within the Residence Hall. They also discuss concerns and follow up on assignments that are made.

Who can participate?

Anyone and everyone can volunteer to help out their Hall Council in one capacity or another, or simply enjoy the activities that the Hall Council plans.

What is an RA’s particular role in Hall Council?

They are employees of the school, but they also know all of the people. Therefore, they are vital facilitators in ensuring an enjoyable, school-approved Residence Hall Council agenda.

Participate in all of the training activities that are made available to you including listening skills, CPR and First Aid training, and Fire Safety training.

These training activities are not only for your benefit, but for the benefit of those who are under your stewardship. Fully participation in these training seminars can literally save lives.

Talk about the schedule of training, what training is available, and what is expected. (not determined yet)

Assist with check-in and checkout.

Residence evaluation Forms.

The Residence Evaluation Form (REF) provided in your RA notebook is used to track the condition of a room for each resident of the room. The sheet serves several purposes:

It provides a means for assessing the condition of a room at check-in, midyear, and checkout.
It helps the Housing Department determine if a resident damages a room so that we can charge the resident for the damages.
It protects the resident from being charged for damages committed prior to check-in.
It has a place to mark the results of all room inspections during the year.
It helps in keeping up with door keys.

Check-In

Preparation for Check-in

Your RA notebook contains a section for each room on your floor. Be sure that it has one REF per person as well as a few extras. Go through each room beforehand if possible and record any pre-existing damages onto every REF that will be used for the damaged room.

Check-in Day Procedures

Complete the following items for each resident you check in:

The Resident will find you at your table during orientation.
Look over the signatures sheet from orientation to make sure they have completed every thing that is necessary. Do not continue to check in a resident until he or she has completed everything.
Show the resident to his or her room.
Explain the REF to the resident, pointing out and explaining the various fines. Have her sign the form.
Place the REF in the RA notebook. Remind the resident to inspect the condition of his room, look for further damages not mentioned on the sheet, and to report them to you within 24 hours.
Issue the resident her key(s).

The first weekend

Within the first few days following check-in, visit each room and get to know your residents. This will be a great time to do the following:

Inform residents of the date and time of their first hall meeting and/or program (if it is known).
Conduct your first hall meeting (see “Your First Hall Meeting”)
Follow up to see if there are any damages that were not noted on the sign-in sheet.
Fill out the room occupancy report. (See “Keep open communication with the Director of Housing”).

Check-Out: Midyear

When to Check Out

There are three occasions to complete checkout procedures:

Midyear: a resident is checking out during the academic year.
Changing Rooms: when a resident has obtained approval to move into a new room during the academic year.
Year-end: residents are checking out at the end of the academic year.

Midyear Checkout

Residents leave university housing midyear for a variety of reasons: graduation, illness, voluntary withdrawal from university housing, suspension, or expulsion.
The resident must schedule a time with his/her RA or RD to check out. The resident must have cleared out all of her belongings before being checked out.

How to Complete a Midyear Checkout

Check the room for damages or moved furniture.
If the Resident has not cleaned the room, tell them that you will come back when they do. If they choose not to, inform them that they will receive a $25 cleaning fee.
If there are any damages to the room, inform the resident that he will be charged for these damages.
Collect the resident’s key(s). Write down the number on the REF Form under “Room key Recovered”. If the resident does not turn in her key, he or se will be charged a $25 lost key fee.
Have the resident sign the Residence Evaluation Form under “Check-out Evaluation”.

Room Change

Checking Out of the Old Room

The Director of Housing will not accept room change requests until Wednesday of the second week of classes.
Work with the residents to see if you can help them to resolve issues without having to change rooms.
If the resident still wishes to move, have him or her fill out a Room Change Request Form. (Located in your RA notebook). Deliver this form to the Director of Housing and she will authorize the move.
Do not use a new REF for the new room. Change the information so that it matches the new room number and key. Leave a note explaining the date of the move and the old room number. The REF should now be stored in the notebook of the Resident’s new RA.
Collect the old key and issue the new one (or have the new RA do it).
Check for damages and inform the resident accordingly.

Check-Out: Year-end

At the end of the academic year, every resident must check out of his or her room. There are two ways a resident can check out:

Regular Check Out (RCO): the same as the midyear checkout. Be sure to make (and keep) an appointment with each RCO resident.
Express Check Out (ECO): allows a resident to leave without making an appointment for check out. Thus, the resident is not with you when you inspect his room, and he assumes responsibility for all damages you assess.

In either case, have residents sign either an Express Checkout List (give out key envelopes to ECO residents) or a Regular Checkout List, which should be posted someplace that is visible to all.
Any resident who signs up for ECO should sign his ECO envelope in your presence at this time. Give him the envelope, and instruct him to place the key in the envelope and to leave it in his room with the door locked.

How to Complete Regular Checkout

See “Mid-year checkout” above.

How to Complete Express Checkout

Same as above, except:

The resident should have left his key in a designated area. Find it and make sure that it is the correct key.
Attach the signed envelope to the REF form.

Follow Up procedures.

Sign all REFs and turn them in to your RD. Be sure that you have checked the line titled “ Deposit Return Approved” appropriately. These papers are very important because they are all that the housing office has to determine fines that should be assessed. These papers are kept on file in the Housing office for years. Often collections agencies call the office to ask about information found about theses sheets in order to determine a case. Do not take these forms lightly!

See also “DAMAGES FOUND DURING CHECK IN AND CHECK OUT” under “Account for Damages”

Run safety, security and cleanliness checks.

We want to maintain high standards of cleanliness and maintenance in our facilities. It is easy to get used to a level of mediocrity in the upkeep of the building, but please work for excellence in this area. Treat your residents’ concerns as more important than your own.

Monthly Room Inspections

Once a month, you will perform room inspections to identify health, safety, electrical, and fire hazards. Room inspections are due to the Dean of Students by the 10^th of each month. Have your inspections done by the eighth, and turn them in to your RD. This will allow time for follow up on those who do not pass the first time. It is your job to remember this, as it is due on the same date every month.

How to Perform Room Inspections

Notify your residents of the inspection at least 24 hours in advance. They do not have to be present.
Inspect each room, and note your findings on the Monthly Room Inspection Summary Sheet. If the residents are not present, enter the room with the master key.
Leave a “Room Inspection Results” Card (found in your RA notebook) if:

Neither resident was present for inspection.
The room does not pass inspection.

Check for the following, which would cause a room to fail inspection:

Clothes on floor

Excessive Clutter

Something stinks

Floor not vacuumed/swept

Fire hazards (See pg 10 of the Knight Planner)

Wall hangings are inappropriate

Removed Furniture

University Property that does not belong in the room

Damages to the room

Open food containers or packages

Overflowing trash cans

Street Signs (Remove them and report them to the Dean of Students)

Bathrooms very unsanitary (mold and mildew problems) in on-campus homes

If the room fails inspection, leave a Room Inspection Card (even if the residents are present). The residents have 24 hours to correct the problems listed on inspection slip. Recheck the room in 24 hours. If they fail again, a $25 fine will be assessed.
If there are damages, contact the residents to determine who is responsible. Fill out a maintenance work order.

Monthly Room Inspection Summary Sheet

Record every room number on it and mark the appropriate space.
If you must recheck the room, write in the date you will do so under the “Recheck” column.
Turn it in to your RD.

When you recheck rooms, fill out another Monthly Room Inspection Summary Sheet for only those rooms, and turn it in to your RD

Account for furniture in the rooms and lounges.

The Director of Housing needs to know a complete and accurate description of each room in order to assign students to their rooms. She also has the duty of ordering new furniture when it is needed and when funds are available. Thus it is very important to keep track of what furniture we have and where it is located. This is a big job, so we need the help of each RA.

Furniture inventory sheets

In your RA notebook you will find a sheet that has an inventory of all furniture located in your room. Each area has a specific sheet because each area has different amounts and types of furniture. The Director of Housing prepared this inventory during the summer according to the number of beds needed to house everybody.

How to use the Inventory Sheet

Take a moment before any students sign in to update the inventory, as there may have been a few changes since the last time inventory was taken. Provide a copy of the updated inventory to your RD, and keep the original for your records.

Use it to keep track of where furniture should be. If during room inspections or at the checkout you find that someone has moved furniture, they will be assessed a $25 fine. Be sure that they are aware of this when they move in, and remind them during the year.

Why a $25 fine?

The fine is both to discourage the moving of furniture and to cover the cost of the labor it takes to move it back to it’s original location.

Ask the RA for permission

A resident may move furniture without receiving a $25 fine if they have your permission. The reason for this is that you can update the inventory and see to it that the furniture is moved back at the end of the year.

Account for all room keys for your residence area.

When you arrive on campus at the beginning of the school year, you or your RD will receive a key box or key ring which will contain keys to be distributed among the residents in your home or floor. You will also be given a sub-master key if you live in Craton, Main or Robey.

When you distribute the keys at check-in, record the number of the key onto the sign-in sheet. At the end of the year when each person signs out, be sure to check the number to make sure that they return the same key that you issued to them.

If a student looses his or her room key, the Director of Housing can get them a new one. Whether they get a new one or not, the fee for a lost room key is $25.

Account for any damage within the residence area.

Identifying Concerns

Always be aware of the conditions of your hall or building. Whenever you notice a problem, address it as soon as possible.

Keep a maintenance list beside your door for residents to record their maintenance problems.

Vending Machine Problems

· If someone reports a problem with a vending machine, call the Director of Housing. Be prepared to describe the location of the machine and the nature of the problem. She will report it to the owner of the machine.

· If someone reports having lost money in the machine, have that person call the Director of housing for a refund.

Cable or Laundry Machine Problems

Report all cable or laundry machine problems to the Director of Housing. If you know of a laundry machine that doesn’t work, make an “out of order” sign and place it on the machine so that no one else will lose their money before the problem gets fixed.

Damages identified during check-in or checkout

There are procedures for three types of damages:

Damages identified at check-in.
Damages identified at checkout.
Damages identified at other times during the year. (See “Inform Maintenance” in the “Communicate” section of this manual.)

Damages Identified at Checkout (May not include this part)

Use your area’s camera to take a picture of any disputed damage and for every ECO damage (other than key charges).
For each resident with damage, complete a damage letter. There are four different kinds of damage letters: Express Checkout Damage Letter, Regular Checkout Damage Letter, Room Inspection Damage Letter, and Community Area Damage Letter.
For a Room Inspection or Midyear Checkout, ask your RD about the cost of each damage. At Year-end Checkout, a Damage Costs List will be made available to you.
Complete each damage letter using the damage costs provided. Check with your RD if you have questions about how to complete a letter.
Address a university envelope to each resident receiving a damage letter.
Complete the Master Damage Charge Sheet, being sure you have the correct SSN for each resident.
Submit all damage letters, envelopes, and the Master Damage Charge Sheet to your RD.

Community Damages

Your RD will help you determine if damage is to be considered community damage. If you cannot determine which resident was responsible for damage in a room, bathroom, or common area, the charge should be divided among all the residents of that room or hall. Consult your RD if you have reason to think that one or more residents should share the charges.