RA Duty Protocol 2016

RA on Duty--When RA Duty Starts:

Sunday – Friday at 7:00 p.m.Weekend Duty: At the discretion of your quad/supervisor

RA Duty Ends:Sunday – Thursday at 8:30 a.m.Weekend Duty: At the discretion of your quad/supervisor

Sunday at 7:00 p.m.

*Note: When the Quad Office is closed for Holidays

Duty is 24 Hours*

RA on Duty--Getting Started Office Hours7 Nights a week 7:00 p.m. - 11:00 p.m.

Preparing for DutyEat dinner or grab food before duty begins (Monday-

Friday)Put on Staff Shirt before going to College/Quad OfficeGather any materials you need from your room

Checking In for DutyUnforward Office PhoneCall RHD on Duty from Office PhoneForward Office Phone to RA Duty Cell PhoneIf RHD Duty Phone goes to voicemail--leave a

message

RA on Duty--Meals Monday-Friday (Traditional Duty)

Eat dinner or grab food before duty beginsWeekend Duty

During designated meal times, on call RAs will rotate to get food

Designated building partners as established by ADs will hold the cell phone for each other while one person gets their meal and then switch

TimesLunch 11:00 am - 1:00 pmDinner 5:00 pm - 7:00 pm

Holiday DutyProtocols are the same for weekend duty above

RA on Duty--In the Office Tasks to Perform:

RoundsClean OfficeSign out equipment/games to residentsRespond to fire alarms→ Wear safety vest, take

master key, and list of residentsMaintain welcoming environment-- lights on, no

loud music, limited guests (be cautious)Work on RA related projects-- (bulletin boards,

programming, etc.)Be friendly!Be Aware:Do not save homework for the next day for

Office Hours--residents may need you

RA on Duty--Rounds

During Rounds you do a physical walk of your building.

If applicable…Check common areas including bathroomsCheck basement areas of your buildingComplete exterior rounds of the building(s)

Apartments and areas with balconies

RA on Duty--Rounds

Greet residents--say hello and talk with themCheck fire extinguishers and exit signsInspect for any vandalismTake down and record any illegal postingsMake sure all exterior doors are locked and un-prop doorsCheck for maintenance problems, including, blown/missing

light bulbs, and water problems, etc.Listen for any excessive noiseDeliver Hand Delivery Forms to Residents

These instances will be more rareConfront violations of the Student Conduct CodeBathroom Walk-Throughs Talk with Residents

RA on Duty--Rounds Sunday/Monday/Tuesday/Wednesday7pm (First thing when you get to the office)Mid-shift (9ish)At the end of your shift (11pm)Vary this pattern a little bit

Thursday/Friday/SaturdaySame as above AND 1 round between 1:00 a.m. - 2:00

a.m.24 Hour Duty-- (Saturday, Sunday, Holidays)One extra Round to be done during the day time (before

7pm) ***Additional RAs or duty rounds may be requested

during times of major events such as homecoming, halloween and when concerts are hosted on campus***

RA CELL PHONE

RA Cell PhoneChecking In

Only call into RHD on duty from Office PhoneRHD Duty schedule will be posted to the RA

websiteAll Campus Duty Days

Text the RHD on Duty instead of calling inYou will text to the Kelly/ERQ duty phone

(631) 831-6050Cell Phone Number

Only the College/Quad Office Phone number should be posted for residents

Do NOT post RA Cell Phone Number

RA Cell PhoneCell Phone Settings

Do not change the ringtoneAll background photos must be approved by

supervisorCharging

Supervisor will designate a storage location for charger

Chargers ALWAYS remain in the College OfficeCharge phone in morning when necessary

VoicemailsRAs should check any voicemails on the phonePasswords are the last 4 digits of the

cell phone numberReport any spam calls to supervisor

RA Cell PhoneProfessional UseCell Phones should never leave the building-- unless

responding to fire alarmsTherefore→ RAs should never leave the building when on

duty, unless specifically instructed by supervisorNever make personal phone callsUtilize the text feature for…

Checking in during all campus dutyReceiving emergency text communication Emergency text to RHD when necessaryAs directed by RHD

RA Duty Log

RA Duty LogWho to Send it toRHD/ALC/ALAQDQOSMWhen to Send it8:30 a.m. every day OREnd of your duty shift ORAs specified by your QDSpring SemesterDuty log format will change

Emergencies vs Work OrdersEmergencies

Active FloodLoss of heatNo hot water or No waterActual FiresLocks/Keys not workingExterior lights not workingStudent being transported to

hospitalLoss of Power/Lights

Corridor→ No power or lights in room

Suite→ No power or lights within entire suite

Work OrdersDesk light not workingBroken furnitureA/C stops workingOne hallway lightAnything that can be fixed

during the week that would not cause harm to students or belongings

EmergenciesReporting an EmergencyCall in all emergencies to the RHD on Duty

DO NOT SHARE NUMBER

Work OrdersEntering Work Ordersh

ttp://www.stonybrook.edu/fixit/Show residents how to enter their

own work ordersThey will receive updates to their

SBU email

RSPShould be at the desk by the main

entrance to your building (may vary in location)

Hours are from 11pm – 3am

There to verify residents of the building and guests (so we know who is in the building if an emergency were to occur)

Be friendly to them! They are students too!

Key Protocol

The KeysOffice Key→ provides access to

office/area where master key box is located

Every RA will be issued one

Master Access Key→ used in the master key box to release master key

Every RA will be issued one

Master Key→ provides access to student rooms (does not provide access to maintenance, custodial, or Professional Staff spaces)

Located within building

UtilizationKeep key in a secured and easily

accessible location

DO NOT LOSE THESE KEYSLoss of Master Access Key or Office Key

results in probation status in addition to cost of replacing keys

Loss of Master Key results in termination

If key is lost or misplaced→ contact your direct supervisor immediately

UtilizationThe Master Key should be utilized for

the following approved reasons:Lockouts→ after verifying identification

with room locationCheck resident’s ID card with

updated room roster to ensure you are allowing them into the proper space

Do this everytime, even if you know the resident

Direct Supervisor approval required for the following:

Health and Safety InspectionsOpening/ClosingNoise Disturbances

QUESTIONS??