Setting up the Front Desk

1. Setting up the Front Desk

2. The front desk is perhaps the first stop for many students. • It is very important to keep the area clean, organized and professional in appearance. • Customer service is a top priority in all halls; please help make the desk a friendly place for students.

3. Prior to opening the hall for the academic year, the secretary will set up and organize the front desk area.

4. Current Student Rolodex • The Rolodex information should be kept available for daily use. • Rolodex cards should be labeled and alphabetized. • Each student assigned to the hall should have a card in the Rolodex with their name, ID number, cell phone number (if they provided one), mailbox combination, FOB# and room number. • If the student is reassigned or moved for any reason within the hall the card should be updated with the new room number, FOB # and mailbox combination.

5. Forwarding Address Rolodex • Anytime a student checks out of a hall, the secretary should: • pull the student’s Rolodex card • place a forwarding address label on the back of the card • have the student complete the information on the forwarding address label • date the card (on the side of the forwarding address label) in the upper right hand when the new address becomes effective • The card should then be placed in alphabetical order in the Forwarding Address Rolodex. • All forwarding address cards should be kept for one year from the effective date before being shredded.

6. Use the campus alpha roster to verify current forwarding addresses of students who lived in the hall last year and who reside on campus in a different hall this year. • Continue to use the information on the Rolodex card as the forwarding address for those students who no longer live on campus. • Be sure to write all forwarding addresses on the envelope or package in order to assist the Post Office or Campus Post Office.

7. Student Files • Secretary may need to create a file for all students assigned to the hall late. • Current Label Plan: Secretaries can print their own labels for files and rolodex

8. These files should be alphabetized and kept in a locked file cabinet in the hall office. • The student files should not be located in the CRE’s office. • Any additional forms pertaining to the student should also be placed in the student file throughout the academic year.

9. Upon check-in each resident will complete a room inventory form and safety addendum. If an Emergency Information Sheet (formerly emergency card) has not been completed prior to the student moving in, they must complete one at their floor meeting. • RAs will be responsible for returning all Emergency Information Sheets to the hall secretary. • Once the forms are completed they should be placed in the student file.

10. Key Cards • Approximately one week prior to hall opening, secretaries should print key card labels for current year residents and place the labels on individual key cards. • Key cards are filed in alphabetical order in the key card box at the front desk. • When the resident checks in a staff person will write the date, room number, and initial the card. • The resident should read the information regarding Loaner Key Fob Set checkouts, lock change and fob replacement charges before signing the key card.

11. Mailboxes • Mailboxes must be labeled prior to move in day. • Remove all labels and/or tape from the mailbox area and clean as needed. • A current roster should be available on SharePoint approximately one week prior to hall opening for secretaries to print.

12. Secretaries should print one copy of the hall roster for the CRE. • Using double-sided tape, label the mailboxes with names of current year residents. • It is the responsibility of the secretary to keep this information updated through out the year.

13. Equipment Checkout Log • A notebook is kept at the front desk of each hall for equipment sign out. • Blank Equipment Checkout Log sheets can be printed from the Staff Portal page of the Housing web site. • When a student checks out equipment, the staff member should: • complete the form • put the student’s University ID card in the notebook • have the student sign the form

14. Return the students ID when he/she returns the equipment. • Complete the remaining information on the Equipment Checkout Log documenting the condition of the equipment when it is returned and initial the form. • Remember, the Equipment Checkout Log will be used by all desk workers, so it needs to be easily available.

15. Key/Fob Sign Out Log • The Key/Fob Sign Out Log will be taped to the front of each student key box. When the log sheet is full it should be placed in the forms notebook kept at the front desk and a new sheet posted. • The log is to be completed anytime staff or faculty need to check out a key or when an RA on Duty removes a Loaner Key Fob Set to unlock a student’s room. • CREs and Secretaries should not use the Key/Fob Sign Out Log to record checking out Loaner Key Fob Sets to students.

16. Lost and Found Log • Lost and Found Log is available on the Staff Portal page on the housing web site. • Read the Lost and Found Policy located on the web site in the Policies and Procedures for more information.