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Hall Manager Nuts & Bolts

Meeting

Dooley Room

Wednesday, May 4, 2011

OFFICE OF HOUSING305 Main Building | Notre Dame, Indiana 46556Phone: 574.631.5878 | Email: ORLH@nd.edu

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Agenda Introductions Managing a Summer Hall What is next

Who’s Here This Summer? Hall Occupancy Commitment Database

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Preparing Your Building

Inventory common areas Check rooms Location of safety equipment Meeting with housekeeping

staff/location of linen and housekeeping items/maintenance issues

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Keys

inventory summer keys immediately order missing keys from Elizabeth in

ORLH distribute room/summer keys to your

staff check-out master keys from ORLH keys checked out by coaches/counselors

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Key Inventory

use roster to determine number of keys needed (estimate 2 keys per room)

missing keys: complete maintenance request and bring to ORLH and make a note on the Group Summary Report

you will need to complete this process each time a group checks in/out

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Distributing Keys to your Staff

You are responsible for distributing keys to your staff members and collecting them at the end of the summer

Confirm moving arrangements with your staff

Know when each of your staff members will be arriving, and be there to welcome them and provide them with keys

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Master Keys Hall managers must check-out master key ring from

ORLH All staff will need to sign master key check out form Master key must be kept in secure location Master key should not leave the building Master key should not be kept on key ring with your

personal keys Sign-in/sign-out sheet for staff member using master

key while on-duty Loss of master key may result in position termination

and costs associated with re-coring building

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Safety Equipment

Do you know where fire extinguishers are located?

Do you know where fire alarm panel is located?

Do you know where exits/fire doors, etc. are located?

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Meet with Housekeeping Staff

Every day in every way! Where are emergency housekeeping

supplies? Where is emergency linen stored? Weekly touch-base meetings helpful

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Working with Program Coordinators, Coaches, Counselors

Touch base with them before every check-in/every check-out

OPEN COMMUNICATION

“Meet & Greet” meetings by constituency group

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Signs & Postings

HOW TO CONTACT STAFF – front doors, near restrooms, desk area, etc.

Desk information/hours Group information Restroom signs – male/female Campus information/resources Label staff rooms Mail information

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Desk Coverage for Check-Ins

Staff must be present and available throughout scheduled check-in!

Schedule staff according to check-in hours

Create a schedule at the beginning of summer

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When Residents are in your Building…

Desk and duty coverage

Rounds

Handling situations

Mail

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Desk and Duty Coverage

See duty information sheet for desk coverage hours and guidelines

Establish a schedule for your staff Assistant managers are scheduled

to work approximately 25 hours per week

Desk clerk hours should range between 10-15 hours per week

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Rounds

See duty and desk coverage sheet for information about rounds hours in your building

When doing rounds – check for safety hazards, policy violations, facilities issues, propped doors note issues/concerns on Rounds Sheet

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More on Rounds…

Staff should keep you informed of issues

Keep rounds sheet in binder Report maintenance and safety

concerns to ORLH in a timely fashion

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Handling Situations

Contact intern on duty NDSP Reporting incidents to ORLH

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Staff Information Staff expectations – turn in to ORLH during

Training on May 31st Staff office/communication center Weekly meeting with your staff Cell Phone usage – business use Laptop usage – business use, no

downloading Desk clerk time cards – turn in Friday no

later than 3PM Weekly manager meeting by constituency

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Hall Manager Parking

Hall Managers will be assigned a reserved space (Assistant Rector space)

Log-on to ND Cars after 12:00 PM (noon) on __________ to request a “temporary permit.”

Need to remove old permit, and surrender to Parking Services in order to get new permit.

Other staff – current tags are valid through summer

If someone needs to purchase a summer only tag – see NDSP

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Graduating Seniors

Library; go to reference desk and complete a temporary application

RecSports; passes will be in summer totes

OIT Services; valid through August 19

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Summer Staff Training Dates

All-Staff Training DatesMay 31 June 1

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Rector Meeting Schedule this meeting to take place before

Friday, May 20, 2011 Utilize “Summer Transition Meeting”

outline Take notes!!!