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Part 1: Student and Residence Life Overview A. Office of Student Life

The Office of Student Life aims to help nurture students holistically in many areas of campus life. The office includes Campus Activities, Residence Life, Community Engagement, the Identities Project, Orientation, and many other special events. Living on campus and getting involved in the campus and local communities can be some of the most rewarding experiences of college. To be an involved student is to be a connected student and, research shows, a more successful student academically. Through the Office of Student Life, Viterbo students can connect with other students, student clubs and organizations, service opportunities, diversity programming, scholarly events like Seven Rivers and Scholars Days, and much more.

Student Life staff offices are located in the Hawk's Nest (below the southeast corner of Marian Hall), a gathering space where students can hang out with other students and play pool, ping pong, Xbox, or board games. Just below the Hawk's Nest is The Port, a 24-7 student lounge where students can study, meet with their group or organization, stash their lunch in the kitchen fridge, and enjoy some down time between classes.

Student Life Mission Statement

Our Student Life staff mission is to engage our community in intentional living and learning experiences that empower students to serve faithfully, live responsibly, and lead justly in the spirit of St. Francis.

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B. Philosophy of Residence Life

A division of the department of Student Life, Residence Life at Viterbo represents the university’s commitment to providing a safe and exciting living and learning environment for students who reside on campus. Since living on campus is an important experience, we require all traditional, full-time freshman students to live on campus unless they are commuting from home, married, or meet other qualifying circumstances. As of Fall 2019, sophomore students will also be required to live on campus.

At the core of Viterbo University’s residential experience is our friendly, close-knit community. The Office of Student Life staff is proud of the residence halls and apartments, as well as the experiences, involvement, and leadership opportunities we offer our students. Staff members in the residence halls and apartments are responsible for fostering a sense of community and mutual respect among residents. We work hard to create an atmosphere that supports academics and personal growth and development.

Diversity and Inclusion Guiding Statement

The intention of Residence Life is to create safe and welcoming residential communities that are inclusive of every individual, regardless of race, ethnicity, nationality, origin, religion, creed, gender, sexual orientation, age, or disability.

Staff Diversity The experience and knowledge of Residence Life varies among Resident Assistants (RAs) and Peer Advisors (PAs) with some returning for a second or third year on staff, and some beginning their first. Regardless of time spent on staff, each RA and PA has something to bring to the table. Each RA and PA comes from a different background, identifies differently in specific circumstances, and has different preferences. It is crucial to recognize and understand these differences as they may only serve to enhance the performance of the overall staff.

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C. Student Life Job Descriptions

Resident Assistant/Peer Advisor Position Descriptions

Resident Assistant • Builds community in assigned residence area; • Provides assistance and personal growth opportunities to enhance the

experience in residence halls; • Strives to make residence halls a “home away from home”; • Serves as a resource for information and referrals; • Offers programs throughout the year that include community service

activities, interactions with faculty, intramurals, educational speakers, and enjoyable social activities.

• Positively represents the Office of Student Life and Viterbo University.

Peer Advisor (Clare Apartments)

• Assists residents in Clare Apartments; • Serves as a resource for residents; • Plans and implements social programs; • Assists with facility and apartment change issues; • Handles dissemination of mail and packages in Clare Apartments; • Positively represents the Office of Student Life and Viterbo

University.

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D. RA/PA Expectations

The main goal of Residence Life is to provide living and learning communities that are welcoming, safe, inclusive, and enjoyable for all students. These expectations have been developed to assist RAs/PAs in their quest to meet these goals and become the best staff members they can be. RA/PAs are expected to…

1. Role Model

Act responsibly and be a positive role model for both staff and students at all times, given that they are a representative of the Office of Student Life and Viterbo University.

2. Personal Life

Stay healthy and maintain personal balance. If they need assistance with finding balance, or is feeling frustrated or overwhelmed, talk with their Area Coordinator.

If they become medically or mentally unfit for the position, counseling or other professional services may be mandatory and/or their job responsibilities may be modified. If deemed necessary by medical advice, they may be asked to consider a leave of absence or resign from the position.

Have no other work commitments exceeding 15 hours per week. These work commitments should be approved by their Area Coordinator.

Be back in their hall by 2:00 am every night. Take up to 4 nights away from their hall each month and spend

time off campus when not on duty. Not date residents of their floor. If the situation should arise, it

should be brought to the attention of their Area Coordinator.

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Not date other staff members. If the situation should arise, it should be brought to the attention of the supervising staff member(s).

Not allow significant others and/or friends to play a direct role in their floor, programs, or other job duties. Time spent on the floor by significant others or friends must allow for the residents to have access to the RA/PA as needed.

3. Academics Keep academics at the top of their priorities. Use resources available to them, including professional staff

members both in and out of Student Life. Role model good study habits. Support the academic community in their hall and facilitate a

community of learners.

4. University Policy Have a working knowledge of the Student Handbook and

understand the rationale and procedures for enforcement. Adhere to all policies and procedures of Viterbo University, as

well as state and federal laws. This expectation applies throughout the period of employment, whether on or off duty, on or off campus, in La Crosse or elsewhere.

Enforce University regulations/policies and intervene when inappropriate behavior or policy violations come to their attention.

Report to the appropriate authority any problems that he/she is aware of anywhere on campus.

5. Use of Alcohol and Other Drugs If less than 21 years of age, obey all federal, state and local laws

regarding alcohol use. If 21 years of age or older, be aware of their personal status as a

role model if choice is made to consume alcohol. Be within on-campus guidelines if choosing to consume

alcohol in their room/apartment. [No alcohol is

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permitted in Marian and Bonaventure Halls, regardless of age].

Return to campus/hall/floor and be able to respond to any situations that may arise after consuming alcohol.

Not provide alcohol to residents, regardless of age. Intervene with students regarding inappropriate use or abuse of

alcohol and hold them accountable for their behavior. Not encourage, either through job function or personal action,

alcohol-related events. Resident Assistants/Peer Advisors are encouraged to suggest alternatives to alcohol-related events. Alcohol alternative events may be eligible for more funding.

Call the Professional Staff Member On-Call if they are at a gathering on campus and alcohol is being served to minors.

Refrain from the use of illegal drugs at all times.

6. Staff Members and Teamwork Be respectful and inclusive of all members on staff. Be open and honest with other staff members. Work with all staff members as a team. Work through personal preferences and biases for the overall

betterment of the staff. Offer assistance and support to other staff members and hold each

other accountable to the expectations the staff agrees upon. Communicate through positive and constructive feedback. Address staff conflict and issues within 24 hours.

7. Community Development

Establish and maintain a rapport with each member of their floor, to include being aware of the problems, concerns, needs, and successes of each resident and being able to make appropriate referrals for the student.

Create and maintain bulletin boards and door decorations according to the community development model provided by the professional staff. Residence halls RAs should create and maintain

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a ‘floor theme’ throughout the academic year, including decorating the floor for move-in.

(RAs only) Schedule five hours per week that they will be available in their room or apartment with the door open. These hours should be posted for residents to see.

Be visible to and friendly with residents. Assess the needs of their community and provide fun and

challenging programs to help residents learn and grow. Encourage resident involvement in the planning of programs and activities; ask for feedback and/or suggestions from floor or building.

Hold floor meetings as necessary, or when instructed by the professional staff.

Take ownership of and have pride in their community. Utilize campus for its resources and programs both inside and

outside of their building. Attend and participate in Residence Hall Association (RHA)

events, as well as all other on-campus clubs and organizations (within reason).

8. Confidentiality Never, under any circumstance, promise confidentiality to a

resident. Keep information and concerns regarding students, staff members,

and incidents to themselves, unless they are communicating concerns with a professional staff member.

Though RAs may reach out to other staff members for advice, they should always omit names when discussing floor issues with other staff members.

If a conversation regarding students, staff members, or incidents is necessary, it should be held in the Office of Student Life.

9. On-Call and Emergency Response Have knowledge of emergency procedures. (RAs only) Participate in a rotational “on-call” schedule.

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Notify Pro Staff On-call immediately if unable to be on call. Commit to the full duty shift (i.e. no other obligations; no passing

or ‘holding’ the phone). Call the Pro Staff phone from the RA phone by 5 pm when on

call.

10. Administrative Duties Check students in and out of their on-campus rooms following

proper procedures & protocol. Maintain accurate floor rosters, always including up-to-date names

and room numbers of residents. Check office mailbox daily for notifications, signs, messages, and

information. Check email daily to keep aware of important

staff/building/campus information. Post signs and take down the signs after event completion. Promptly report all maintenance problems and damages through

online maintenance request website. Remain in the residence hall or apartment building until all

students have left and all closing activities and requirements have been completed.

Follow up on requests, questions, and concerns from residents, staff, and professional staff promptly.

Complete and file all forms assigned by professional staff. Complete weekly reports in a thorough and timely manner.

11. Meetings and Visiting Professional Staff

Attend and participate in weekly large and small staff meetings (allow two hours for these meetings).

Be punctual for all scheduled events, including meetings and training sessions.

Meet during scheduled one-on-one time with Area Coordinator. Stop by the office regularly, even when not on call. Respect professional staff members’ privacy at their homes.

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Do not send residents to a professional staff member’s apartment unless it is an extreme emergency. In this case, a Resident Assistant must escort the resident to the apartment.

12. On-Going Development Participate in all scheduled staff development sessions, including

Fall and Winter training and conferences.

E. Residence Life and Ethics Resident Assistants and Peer Advisors are members of our department. The decisions RAs and PAs make affect the entire Office of Student Life staff. For example, if a Resident Assistant does not follow the proper procedure for handling incidents, unnecessary work may be created for other staff members or other RAs who follow proper protocol could get the reputation of “the mean RAs.”

Staff members are not allowed to break policy as a benefit of the job. If an RA/PA is found in violation of campus policies they will face the same disciplinary action as any other student. In addition, an RA/PA found in violation of policies may be terminated from employment. There are occasions when RAs/PAs do make mistakes and violate policies. Policy violations are seldom inadvertent and “not knowing” is rarely, if ever, a viable excuse. If an RA/PA has violated a policy and is confronted about it, it is important to be upfront about the situation and to maintain open and honest communication with their supervisor(s).

In order to be more effective as a team, it is important that we, as a department, hold one another accountable for ethical behaviors and actions.

Residence Life Code of Ethics

1. Approach RA/PA responsibilities with a positive attitude, professionalism, and a willingness to learn.

2. Respect and protect privileged and confidential information.

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3. Strive for personal growth and professional development while encouraging the development of others.

4. Model ethically-responsible personal and professional behavior for students and colleagues.

5. Support departmental staff and students. 6. Demonstrate respect, concern, courtesy, and responsiveness when

interacting with others. 7. Avoid involvement in gossip, rumors, and defamation of character. 8. Create and provide an environment conducive to respecting all

kinds of diversity. 9. Hold self, department, and colleagues accountable. 10. Uphold the integrity, values, and mission statement of the Office of

Student Life, as well as Viterbo University. F. Performance Evaluations

During the first semester of employment, each RA/PA goes through a performance evaluation by their residents and Area Coordinator. Each RA/PA also does their own self-evaluation. These performance evaluations allow residents and Area Coordinator to comment on relationships with residents, job performance, staff interaction, and overall quality of performance as an RA/PA. Upon completion of the evaluation process, each RA/PA meets with their Area Coordinator to discuss results and set goals for the future. Professional Staff Members will take these evaluations into consideration when/if the RA/PA applies for another year.

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G. Disciplinary and Dismissal Procedures

Basis of Discipline Employment discipline and termination is based on progressive action. Supervisors may discuss employment actions with other professional staff members prior to taking action with the employee.

a. Progressive actions are cumulative and are considered violations or repeat violations of expectations or policies which are less serious in nature. Action taken will increase in severity with repeated violations. Violations of different rules shall be considered the same as repeated violations for the employee for purposes of progressive action.

b. Summary actions are considered violations of expectations or policies which are serious. In all cases of summary action, consultation with the Director of Student Life will occur prior to any action, including notice being taken.

Disciplinary Process & Consequences Professional Staff will normally adhere to the following progressive disciplinary process to address job-related issues unless the employee’s offense is deemed more serious, such as intentional misconduct in the position, in which more serious disciplinary action will be taken.

1. Verbal Warning

A verbal warning is used when a minor problem first occurs. The verbal warning step will still be formally documented. The purpose of a verbal warning is to:

a. Identify and understand the problem; b. Alleviate any misunderstandings; c. Clarify the direction for successful and necessary correction;

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d. Bring a concern out in the open before it becomes more serious.

Areas that my trigger a verbal warning include, but are not limited to;

Failure to fulfill administrative duties or community development expectations. This includes submitting weekly reports, submitting program proposals or evaluations, calling in to professional staff when picking up the duty phone, etc.

2. Written Warning

A written warning is given when a staff members has not satisfactorily corrected a problem as outlined during the verbal warning. A written warning may also be the initial action in cases of a more serious nature. The purpose of the written warning is to:

a. Review any prior related action taken; b. Have a conversation about the current situation; c. Outline future expectations and responsibilities; d. Document the conversation and/or agreement for personnel

file; e. Talk about consequences of specific behavior.

Areas that may trigger a written warning include (are not limited to):

i. Late for duty without prior permission from a professional staff member

ii. Inappropriate or incomplete duty rounds iii. Use of a master key while not on duty, unless it is at the

express permission or direction of a professional staff member

iv. Unapproved duty switches: all duty switches should be submitted to professional staff at least 24 hours in advance using the duty switch form in the RA Toolbox.

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f. Failure to fulfill an entire night’s duty responsibilities (i.e. returning the phone before 7:45 am, turning the phone off, passing the phone to another staff member without permission from professional staff).

g. Missing a staff meeting without approval. h. Missing a training session without approval. i. Breach of confidentiality.

3. Probation

Probation is usually preceded by verbal and written warning; however, probation may be the first step in the disciplinary process for violations that professional staff deems serious in nature. Probation is a defined period of time in which a staff member must improve upon and fulfill their job expectations. Failure to successfully perform position expectations may result in suspension or termination. The purpose of probation is to:

a. Review past and present behavior; b. Identify expectations for future performance; c. Determine a timeline for performance review; d. Document the conversation and/or agreement for personnel

file.

Areas that may trigger probation include, but are not limited to:

i. Placement on academic probation ii. Ignoring or failing to use emergency protocol and policy

iii. No show for duty iv. Incomplete programming requirements v. Missing rounds while on duty

vi. Failure to adhere to the Code of Student Conduct, Alcohol, Tobacco, and Other Drugs Policy, and/or residence life policies and procedures

vii. Misuse of master key

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viii. Breach of confidentiality

4. Suspension Suspension may be used pending the outcome of a campus or criminal hearing when there are serious allegations against an employee. This decision is made only after consultation with the Director of Student Life. When this action is taken, the employee must return all keys except room or apartment keys and is not to perform job duties during the period of suspension. Depending on the situation, the employee may be relocated; swipe access to buildings may be limited or turned off completely. The length of suspension may vary due to the situation. Suspensions are documented; a copy is placed in the employee’s personnel file and another given to the employee.

5. Termination

If a staff member’s performance has not shown marked improvement, they will be released from their position. If, in the sole discretion of the professional staff, a violation is deemed serious enough, the staff member may be immediately released from their position, bypassing all previous levels of discipline. Areas that may trigger termination include, but are not limited to:

1. More than one semester on academic probation 2. Failure to adhere to the Code of Student Conduct,

Alcohol, Tobacco, and Other Drugs Policy, and/or residence life policies and procedures

3. Loss or misuse of a master key 4. No show for duty 5. Under the influence while acting in the RA/PA role

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6. Missed rounds while on duty 7. Any type of abuse, harassment, assault of residents,

guests, or staff members 8. Breach of confidentiality 9. Misuse or mismanagement of University and/or student

fund 10. Failure to conduct oneself in a respectful and courteous

manner at all times 11. Negligence and/or withholding information 12. Insubordination 13. Other performance issues outlined by your supervisor

Please note: this list of performance problems is not all inclusive. It is possible that a staff member’s appointment could also be in jeopardy for a reason not stated above. After termination, and if approved to remain in University housing, the staff member will be relocated to a space other than their present building assignment. All fees associated with room, board, and other services will become the responsibility of the individual released from the RA/PA role.

Documentation

The employee will be provided copies of all progressive discipline documentation, including all performance improvement plans. The employee will be asked to sign copies of this documentation attesting to their receipt and understanding of the corrective action outlined in these documents. A copy is placed in the employee’s personnel file and another given to the employee.

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Standard of Proof Misconduct will be determined on the basis of preponderance of evidence; that is, whether or not it is more likely that the accused employee violated expectations. Formal rules of evidence will not apply.

Investigation

When an allegation is presented that there may have been misconduct, a Professional Staff member or a designee will lead an investigation that may include requests of written statements, witness interviews, and/or review of records, social media, documents, and other information. The investigator may consult with other Professional Staff to find out information or to determine the results of the investigation. After an investigation, the employee will be presented the results and consequences of the matter.

Appeal Process

Employees will have the opportunity to present information that may challenge information Professional Staff has used to issue disciplinary action. The purpose of this process is to provide insight into extenuating circumstances that may have contributed to the employee performance and/or conduct issues while allowing for an equitable solution. If employees are not satisfied with the disciplinary action, they may appeal up a chain of command (professional staff > Director of Student Life > Vice President of Student Affairs).

Resignation

RAs/PAs are expected to commit to the position for an entire academic year unless otherwise indicated at the time of agreement signing. A letter of resignation must be submitted to your supervisor two weeks prior to the projected end of employment.

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If the former RA/PA remains on campus, they will not be allowed to remain living on the same floor and may be asked to move to a different hall, if deemed appropriate. If a resignation does occur, the former RA/PA must following the guidelines in the Termination section on vacating of one’s room.

Reapplying and Action Plan

Resident Assistants/Peer Advisors must personally be in good conduct standing at the time of application and remain in good conduct standing with the University and Office of Student Life from the time of appointment and throughout the term of employment to be considered for another term of employment during the following academic year.

If an RA/PA fails to satisfactorily fulfill job duties, responsibilities and expectations, the supervisor will develop an action plan for the RA/PA to follow in order to be reconsidered for another term of employment during the following academic year. If the RA/PA fails to satisfactorily meet the requirements of the action plan, they will not be considered for further employment by the Office of Student Life.

NOTE: Satisfactorily meeting requirements of the position and/or action plan does not automatically guarantee employment for another year.

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Part 2: Community Development and Programming

The Residence Life Community Development Model is based on the mission statements of Viterbo University, the Division of Student Affairs and the Office of Student Life, the Student Affairs Vision, and the Viterbo University Core Values.

Student Life Mission Statement The Office of Student Life engages our community in intentional living and learning experiences that empower students to serve faithfully, live responsibly, and lead justly in the spirit of St. Francis.

Student Affairs Mission Statement

The Division of Student Affairs enhances the holistic development of students by fostering a commitment to life-long learning and wellness for lives of faithful service and ethical leadership.

Student Affairs Vision

As student-centered co-educators, the Student Affairs Division is committed to the safety, success, and holistic development of our students. Our division collaborates across campus and embodies Franciscan spirit to serve the Viterbo community and the common good.

Viterbo University Mission Statement

The Viterbo University community prepares students for faithful service and ethical leadership.

Viterbo University Core Values

In keeping with the tradition of our Franciscan founders, we hold the following core values:

• Contemplation, reflecting upon the presence of God in our lives and work • Hospitality, welcoming everyone we encounter as an honored guest • Integrity, striving for honesty in everything we say and do • Stewardship, practicing responsible use of all resources in our trust • Service, working for the common good in the spirit of humility and joy

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A. Learning Outcomes Professional staff learning outcomes distinguish between those which apply to first-year students (residence halls) and those which apply to returners (apartments). Viterbo University Residence Life Learning Outcomes (Residence Halls) Academics: Students will learn…

· to balance academic and other pursuits. · to effectively prioritize and manage their time commitments. · the skills necessary to study effectively in a residential college living

environment.

Personal: Students will learn to… · make healthy lifestyle choices. · identify and utilize appropriate campus and life resources · follow safety procedures and know the importance of such procedures · navigate mature relationships and set boundaries in living situations. · foresee the consequences of their actions. · perform basic life skills (i.e. laundry, cleaning). · understand their personal identity and reflect on how it relates to their

community.

Leadership: Students will learn to… · analyze situations from diverse perspectives. · communicate thoughts and feelings effectively. · connect to the community outside of campus housing. · seek out opportunities for campus involvement. · acknowledge the effect of past experiences on individual perspectives. · be civically-engaged leaders and develop a commitment to service.

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Viterbo University Residence Life Learning Outcomes (Apartments) Academics: Students will learn…

· to balance academic and other pursuits. · to use knowledge gained from classroom and extracurricular experiences

and apply it to everyday living. · to decide a major and make progress toward graduation. · the skills necessary to study effectively in a residential college living

environment. Personal: Students will learn to…

· make healthy lifestyle choices. · follow safety procedures and how the importance of such procedures. · navigate mature relationships and set boundaries in living situations. · effectively manage conflict and deal with the consequences. · understand their personal identity and reflect on how it relates to their

community. Leadership: Students will learn to…

· analyze situations from diverse perspectives. · recognize the role of collaboration and interdependence in community

living. · connect to the community outside of campus housing. · recognize effective leadership skills and opportunities to develop as

leaders. · engage in discussion around sensitive issues. · be civically-engaged leaders and develop a commitment to service.

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Viterbo University Residence Life Learning Outcomes (Clare Apartments) Academics: Students will learn…

· to balance academic and other pursuits. · to use knowledge gained from classroom and extracurricular experiences

and apply it to everyday living. · to make progress toward graduation and post-college plans. · the skills necessary to study effectively in an independent living

environment.

Personal: Students will learn to… · make healthy lifestyle choices. · follow safety procedures and know the importance of such procedures. · navigate mature relationships and set boundaries in living situations. · effectively manage conflict and deal with consequences. · understand their personal identity and reflect on how it relates to their

community.

Leadership: Students will learn to… · analyze situations from diverse perspectives. · recognize the role of collaboration and interdependence in community

living. · connect to the community outside of campus housing. · recognize effective leadership skills and opportunities to develop as

leaders. · engage in discussion around sensitive issues. · be civically-engaged leaders and develop a commitment to service.

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B. Relationship Building Conversations Personal conversations will continue to be important as you think about coaching your residents toward reaching their goals and succeeding in the learning outcomes area. While you will certainly have conversations with your residents as they are moving in, getting involved in orientation activities, getting settled, and going to their first days of classes, you are asked to complete a relationship-building conversation with each resident by Friday, September 27, 2019. These conversations will be as formal as you make them. Inform your residents at your first floor meeting that you want to get to know everyone and you will find a time to talk with everyone. You may choose to catch students as they are available for the first two weeks and then make appointments with residents with whom you have not met. You may choose to have a sign-up sheet at your first meeting for your available times. Find a comfortable location. For some residents that may be your room or their own room; for some it’s the lounge, a quiet spot outside, or the Student Union. You are encouraged to keep notes on your residents in order to effectively build relationships and share information with your Area Coordinator. A notebook will be provided at training. Keep these notes in a private space and do not share them with other individuals. See Appendix for rubrics created for conversations with freshmen, transfers, and returning students. Make a note about the best way to contact each student.

C. Roommate Success Plans The purpose is to allow residents of each residence hall room or apartment to set up their expectations for their living space and each other. As an RA or PA, letting them express their concerns will give you a feel for each room or apartment. The Roommate Success Plan will be available for review during the academic year if there are issues.

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Roommate Success Plan completion is required of all residents living residence halls and every apartment building except for Clare. Clare residents are encouraged to complete the Roommate Success Plan although they have an option of signing a Clare Apartments Roommate Success Plan waiver form. Inform residents at your first floor meeting that you will be setting up a time to meet with all residents of each room or apartment probably between September 23 and October 11. All Roommate Success Plans are due by Friday, October 18.

o Let them know this will benefit them in the long run because they will discuss their differences.

o Act as a mediator. Help them figure out solutions to potential issues. o It should take about 20-30 minutes. Some rooms will have questions

and want to discuss things. o Location: Access to a computer is needed. Complete in a lounge or

on someone’s personal computer. o Remind residents that no room changes will be allowed if a

Roommate Success Plan is not completed.

D. Community Success Plans Your Community Success Plan is to be created as a floor at your first floor meeting (Sunday, August 25). At the core of this plan will be at least three rules that your floor will agree on regarding respecting each other as a community and peacefully co-habituating. Please distribute and save your Community Success Plan (some RAs hang a large copy in their lounge, others post it in the floor’s facebook group or email it to everyone), and revisit it as a floor throughout the year as needed. E. Weekly Report To provide your Area Coordinator with an overview of what is happening on your floor, you will be completing an RA/PA report each week. This report should be completed in detail, as it is a crucial link between your Area Coordinator, your floor, and your residents. Please use specific names when reporting conversations,

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incidents, etc. The purpose of this report is not to target residents for misbehaving, but it is an important method of tracking behaviors and norms. A Weekly Report must be submitted to your Area Coordinator every Sunday by 8 pm, to be discussed during your weekly one-one-one. Should you and your Area Coordinator switch to bi-weekly one-on-ones, Weekly Reports will still be due at the same time each week. Weekly Reports should be submitted using the form found in the RA Toolbox. F. Floor and Building Meetings Resident Assistants are required to hold two floor meetings each semester. Peer Advisors are required to hold two building meetings each semester. The dates and information for floor and building meetings will be provided for you throughout the semester. During the floor/building meetings, please take attendance. Once your floor/building meeting has been completed, fill out the Floor or Building Meeting Evaluation form located online in the RA Toolbox. G. Passive Programming This type of programming does not involve the direct participation of the Resident Assistant, or whoever does the program. Informative or fun bulletin boards and posters are examples of passive programming.

Bulletin Boards Bulletin boards are located on each floor except in Clare Apartments. They provide an opportunity for you to post important information. Since floors have multiple bulletin boards, you will need to prepare each bulletin board at the beginning of the semester. Residence Hall RAs should use this opportunity to introduce the floor theme Use at least one bulletin board for publicity and at least one for programming. Bulletin boards should be creative, neat, organized, visually appealing, relevant, and well-maintained. Supplies to prepare bulletin boards are

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located in the RA Office. You will need to prepare two additional programming bulletin boards during the remainder of the semester, for a total of three unique bulletin boards. While you will determine the dates for your bulletin boards, please keep several things in mind:

o Every board must always be covered with no cork showing. o Think of the board as a billboard that individuals will pass by

quickly. Most residents do not stop to read small detail. o A board which relates to an event or holiday must be replaced

within a week of that event or holiday. o Plan to have three weeks between bulletin boards. o A board advertising a time-sensitive event should be up two weeks

prior to the event.

Publicity should be placed on bulletin boards or interior lounge windows (Bonaventure). Do not tape to walls. Flyers for events should be removed from your publicity board within 24 hours of the event. If you feel your floor needs to have an additional bulletin board, please let your Area Coordinator know. Door Decorations Door decorations are a great way to welcome your residents at the beginning of a semester, demonstrate your creativity, help your residents get to know each other, and decorate your floor. RAs will need to make a minimum of two sets of door decorations each semester. PAs will need to make one door decoration per semester. RA door decorations are due by 9 pm on August 21, November 1, January 10, and March 1, while PA decorations are due August 21 and January 10. Door decorations need to be made for each resident on your floor, your Area Coordinator, and your custodian. You are encouraged to make door decorations for the rest of the RA and PA staff and Student Life staff (20 RA/PAs, 6 staff members). Each door decoration should include the name

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of the individual for whom it was made. Supplies to make door decorations are located in Mugshots. While you are welcome to purchase door decoration supplies, please check Mugshots first!

Passive Social Programs PAs are asked to do two passive social programs per semester, such as providing Halloween candy in mailboxes or snacks in study rooms during midterms.

H. Active Programming Active programming consists of an organized event or activity in which the Resident Assistant or Peer Advisor and their residents take an active role. Facilitating a workshop or playing a game are examples of active programming.

Social Programs To assist with developing the community on your floor or in your building, each RA is asked to facilitate one social program each month. Two social programs per semester are to be outside of your floor, at a campus-sponsored event (RHA, Weekends at VU, Identities Project, clubs, Ethics and Leadership, intramurals). PAs are required to do one building-wide large scale program per semester. While social programs may be planned on short notice, they must be promoted to all residents. A Programming Proposal should be submitted 48 hours in advance of the program, through the RA Toolbox. A Programming Proposal must be submitted in advance of the program in order to receive any funding for the program. If you advertise an event through email, copy your Area Coordinator on the email. Within 24 hours of completion of the program, the Programming Evaluation found in the RA Toolbox must be submitted. It must be submitted before the reimbursement can be approved.

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Educational Programs Educational programs are seen as important for not only community-building, but also in helping your residents achieve their personal goals and the prescribed learning outcomes. Over the course of the academic year, each RA is expected to plan a minimum of three programs, with at least one educational program completed each semester. RAs are required to complete one educational program in each of three areas: community service, diversity, and a faculty outside speaker. PAs are required to do one community service program for the year and one additional educational program in the other semester. You are encouraged to do your community service programs in the local area. Each educational program must also address at least one Viterbo core value.

A programming proposal must be completed at least one week prior to the program. A Programming Proposal must be submitted in advance of the program in order to receive any funding for the program. If you advertise an event through email, copy your Area Coordinator on the email. A copy of the planning form is found in the Appendix, and it is available online through the RA Toolbox. Within 24 hours of completion of the program, the Programming Evaluation found in the RA Toolbox must be submitted. It must be submitted before the reimbursement can be approved. All Hall Programs To create a larger community, RAs in each building are asked to work together to create one building-wide program each year. The program may be social or educational. Each RA involved should complete a Proposal and Evaluation. Attendance As a part of your program evaluation, you will be asked to provide a list of persons in attendance. Feel free to copy the blank attendance sheet found in the Appendix.

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Your Area Coordinator will attend at least one program event per semester with your residents. If you have a specific program you would like your Area Coordinator to attend, please inform them at least a week prior to the program. Travel Policy While much of the travel policy will not pertain to your programs, there are times you will want to go farther than walking distance from the Viterbo campus. Using public transportation is generally your safest option. For your convenience, university travel policy in its entirety is located in the appendix. Collaborative Programming Working together on programs can have positive outcomes. It can provide a larger audience for a speaker and can create enthusiasm for an activity. Collaborative program plans should not:

• Combine staff primarily to make program-planning easier. • Combine a random group of RAs and PAs. • Place work on one or a few while allowing others to get a freebie.

Collaborative program plans should:

• Be discussed with your Area Coordinator both in the very early planning stages and as you near the program date.

• Have Program Proposal/Evaluation forms submitted by each staff member participating.

• Have responsibilities of each staff member clearly defined at least one week prior to the event.

Program Funding Funding for RA and PA programs comes from a fee every student living on-campus pays each semester. Students are expecting programs and deserve to have quality programs since they pay for them. Access to funds will be granted through submission of a Programming Proposal. When planning

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your programs, please aim to keep your cost per program under $25. For exceptions, check with your Area Coordinator before buying supplies. Check Requests for Over $40 For reimbursement for a floor program purchase, a check request can be made. Turn in your original receipt to your Area Coordinator and they will fill out the necessary information. Check requests received by the Vice President of Student Affairs by Friday at noon will be processed Wednesday morning. Check requests received after noon on Friday will be processed the Wednesday a week and a half later.

While you are welcome to wait and turn in all your receipts at the end of the year for one large reimbursement, it is recommended that you turn in your check requests within two weeks of your floor program to ensure you receive your money. Check requests will only be accepted by your Area Coordinator if you have completed your Program Evaluation.

Petty Cash Voucher for Under $40 If you spend $40 or less of your own personal money on a floor program, you can get reimbursed in cash. Please bring your receipt to your Area Coordinator, who will complete a petty cash voucher. You can then take it to the Business Office to get cash reimbursement. Petty cash can be reimbursed any time the Business Office is open.

Sales Tax Sales tax is not reimbursed by the University. You will need to show a tax exempt certificate avoid being taxed. A tax exempt form can be found in the back of your binder. Additional copies can be found at http://www.viterbo.edu/business-office/forms. Click on “Tax Exempt Forms.”

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Part 3: Administrative Procedures A. Residence Life Key Protocol This key protocol has been created to enhance communication and standardize key control procedures for campus housing. The Office of Student Life has established the following protocol for issues regarding master key use, lock out procedures, key replacement, and keys for alternative housing options. An RA/PA should contact their Area Coordinator if they have questions regarding these guidelines.

Retainer and Master Key Professional Staff Members have on-going access to master keys, while RAs/PAs keep a retainer key which gives access to the master keys while on duty and assisting in lock-outs. Any time a Resident Assistant plans to use a master key, their personal retainer key must be inserted into the key box to identify who has which key out at a specific time. Master keys must be returned the morning after duty by 9 am. The master key should never be used to open a resident room for anything other than a lock-out unless a Professional Staff Member or Campus Safety officer is present. Unless approved by Pro Staff, an RA must never have a master key when not on duty.

Issuing of Retainer and Master Keys

1. Each RA will be issued a numbered retainer key that will provide access to a master key located in the Office of Student Life after turning in a signed copy of the RA or PA Master Key Policy document.

2. This retainer key will correspond to a specific Master Key so the Professional staff will know at any given time who has checked out a master key.

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3. This system will provide secured Master keys in a central location while providing RAs access to Masters, minimizing the chance that a key will be lost or stolen.

4. The retainer key provides access to the office. Time spent in the office after hours should be minimal.

Lost Keys and Key Replacement Process (Residence Life Staff)

Resident Assistants, Peer Advisors, and Professional Staff Members are the only people who have access to keys in the Office of Student Life, including master keys and resident room keys. If a retainer key or master key is lost, a Professional Staff Member must be contacted immediately. If, for some reason, it is unknown who is responsible for the missing key, the entire Office of Student Life staff will be held accountable for the key loss, and the replacement cost will be divided among the staff. The cost for losing a retainer or master key could be up to $15,000.

Master Key Expectations 1. The retainer key should be stored in a very secure area in your room,

separate from your key chain. 2. Do not tell anyone what the retainer key is used for. 3. Retainer keys should only be taken out of your room when you need

access to a Master key. It should never be taken off campus or left in a book bag. The same goes for Master keys. Master keys should only be checked out from the master key box when needed and returned immediately. Master keys are never to leave the residence facilities or go off campus.

4. Each RA and PA will be issued their own retainer key with an assigned number. This key or a master key should never be loaned out to another RA or PA. You are responsible for returning the retainer key you were issued at the conclusion of the school year.

5. If a retainer key or master key is lost or misplaced, immediately inform your supervisor or one of the professional staff. This is a confidential matter and should remain confidential between you and the professional staff.

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6. At a cost of at least $75 per room to recore a lock and cut 2 new keys, a lost Master Key could result in a cost ranging upwards of $12,000.

7. Please use your retainer key wisely and for what it was designed. As a reminder, do not abuse the usage of a master key. Keying into a student’s room should only be done in appropriate cases such as maintenance emergency, during an incident, some form of health or emergency crisis, or during check-ins/check-outs.

8. Do not joke around with residents about the use of a master key or abuse the use of the key to needlessly enter resident rooms.

9. Master keys should never be used to key into buildings unless it is an emergency and a member of the pro staff has been contacted. Using one’s Master key instead of swiping into a building may result in disciplinary action.

10. RAs and PAs may be accompanied with a friend in the office to pick up materials for Student Life projects during and after work hours. Friends should not be in the office for longer than 30 minutes after office hours.

Lost Keys/ID Swipe and Key Replacement Process (Residents)

If a resident loses their room or apartment key, the RA/PA can let the resident into their room or apartment. The resident then has 24 hours to locate the missing key. The Office of Student Life needs to be notified after 24 hours if the key cannot be found. The lock will be changed, new keys will be issued, and all fees (ranging from $75 - $400) will be billed to the resident’s student account.

If a resident loses their Student ID Swipe, they can receive a temporary door card for up to 3 days. If the original ID Swipe cannot be found, they must go to the Physical Plant to get a new one and return the temporary door card. If a Resident Assistant gives a student a temporary door card, they must fill out the temporary door card form located in the Office of Student Life. Failure to return temporary door cards will result in a $20 fine.

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B. Roommate and Community Success Plans

At the beginning of the fall semester, Resident Assistants and Peer Advisors coordinate the Roommate Success Plan process with their residents. These Roommate Success Plans serve as a tool for residents to talk with their roommates about rules and the living environment in their rooms. RAs and PAs should encourage their residents to be open-minded and honest with each other while completing these roommate agreements. Later, if a conflict should occur in a room, Resident Assistants and Peer Advisors may access the residents’ contract and help the residents work through their issues to make their living environment better. The residents may choose to update their contract, in which case the RA or PA should help them. Room changes will not be approved if residents do not have a Roommate Success Plan completed. At your first floor meeting, you will create a community success plan as a floor. As a group, you will agree on at least three standards that you, as a floor, will uphold. Some RAs choose to hang this in the lounge year round, others email them to residents – the possibilities are endless. Refer to these standards throughout the year as necessary, and feel free to modify/add to them if needed.

C. Room and Meal Plan Changes

If a resident does not want to live in their current room or apartment, they can apply for a room change or trade. A resident can change rooms if they find an open spot in a different room or apartment. A resident can also trade rooms if they find someone who is willing to switch rooms or apartments. In either case, all residents in the room change or trade situation must agree. Forms for room changes and trades can be found in the Office of Residence Life and must be completed by the resident requesting the change or trade before the change or trade may occur. There is a housing change freeze for the first three weeks of each semester; changes will only occur after this

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time each semester. All changes must be approved through the Office of Residence Life. A $25 room change fee may be assessed for an improper room change. This includes moving before the approval process is finalized. Freshmen students are all on the 7 Day All Access Plan. Sophomore students may choose between the 7 Day All Access and the 15 Meals Per Week Plans. Junior and Senior students may choose from the 7 Day, the 15 Meals, or the 160 Flex meal plans. Meal plan changes are accepted via the Viterbo website for the first three weeks of classes.

D. Health and Safety Inspections

Each semester, each RA and PA, under the direction of their Area Coordinator, will conduct health and safety inspections in each room on their floor or building. All health and safety inspections will be conducted either by two RAs together, or the RA and Area Coordinator. Residents are not required to schedule the inspection, but will be notified 72 hours in advance that the RA/PA will be entering their rooms to check electronics, fire alarm equipment, cleanliness, and use of college property. This is a pass/no pass process; if an apartment or room does not pass the health and safety inspection, residents have 48 hours to address any issues. RAs/PAs are required to do any follow-up inspections after the 48 hour period.

E. Break Closing Procedure

The residence halls close at 8 p.m. on the last day of class/exams before Thanksgiving, Christmas, and spring breaks. A resident is allowed to stay on campus over breaks under certain situations. Students wishing to remain on campus during breaks are required to submit paperwork to the Office of Student Life.

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Part 4: Duty, Common Policy Violations, and Incident Procedures

A. On-Duty

On-Duty Coverage Resident Assistants are responsible for participating in a rotational on-duty schedule that will ensure that every weeknight and weekend is covered by two Resident Assistants. This is the time that Resident Assistants are able to make a positive impact throughout campus by connecting with residents, handling incidents and emergency situations, responding to calls on the RA duty phones, and completing on-duty rounds.

Resident Assistant Duty Schedule

o A three week schedule will be created during RA Training for both fall and spring semesters. Staff meetings will also be scheduled at this time.

o During the first large staff meeting, the remaining duty schedule will be completed.

o Every effort is made to ensure that the schedule is fair and consistent. o If a Resident Assistant needs to switch duty nights with another

Resident Assistant, the form in the RA toolbox must be filled out 48 hours in advance, if possible. If a sudden on-duty change is necessary, changes and notifications should be made as soon as possible to the Professional Staff and other necessary staff members.

Resident Assistant On-Duty Expectations

o Pick up the RA duty phone by 5:00 PM. o Take out a master key while on duty (use your retainer key to gain

access to a master key). o Pick up the duty bag. located in the work-study room on the wall.

Keep this with you at all times during your on-duty shift.

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If you need more supplies for the bag, please let Laurie know. Return the bag when you return the phone and key.

o Do not plan on being at the library or Mathy Center during RA duty except in emergency situations. Please contact Pro Staff if you need to use either facility. Use of the Mathy Center will be accepted from 6:00 – 7:45AM while still holding the phone.

o Complete incident reports right away. o Drop off the RA duty bag, phone, and keys at the office between 7:45

- 9:00 AM. Make sure the duty phone is on and plugged in when returned to the office.

o Any lockout slips should be placed directly in Brian’s mailbox.

Duty from Sunday – Thursday o Duty begins at 5:00 PM and ends at 7:45 AM the following morning. o Pick up the RA duty bag, cell phone, and master key by 5:00 PM.

Always call pro-staff when picking up the phone. o You have 2 hours between 5:00 – 7:00 PM for dinner on campus and

other on-campus activities within the residence life block. o The duty phone must be with you at all times.

Duty on Fridays, Saturdays and Sundays o Duty runs from 5 pm – 5 pm on Fridays-Saturdays and Saturdays-

Sundays. o Pick up the RA duty bag, cell phone, and master key by 5:00 PM each

day. Always call pro-staff when picking up the phone. o You are permitted to leave the residence life block for 2 hours each

day but you must remain on campus at all times.

Duty Changes o Duty changes must be made at least 48 hours in advance, and they

must be approved by a Professional Staff member through email. o Only the RA requesting the duty change must submit the duty change

request. The new date of duty must be indicated on the duty change form.

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o All duty schedule changes will be worked out among the 20 RAs and will not involve the Professional Staff until notification for approval or unless there is a problem that needs to be addressed.

o If an RA is unable to fulfill ALL of their duty then they must find someone to fill in the entire night.

o RAs will not be permitted to hold the phone or complete rounds for another RA without prior approval from the Professional Staff on call. This request will only be approved for extreme circumstances (family issues, illness, etc.).

On-Duty Rounds

Rounds involve walking through the entirety of each residence hall or apartment building to ensure the safety of residents. During rounds, Resident Assistants need to watch for safety hazards, assess the condition of the building, and enforce university policy. Resident Assistants are expected to complete rounds at specified times, making note of unusual circumstances and policy violations on the Duty Log and Incident Reports. If the activity level in buildings requires additional rounds, Resident Assistants ought to complete those rounds as needed.

Rounds on Sunday through Thursday (Initial rounds, 10 pm, 12 am)

o You are expected to do a minimum of 3 rounds throughout each building each evening.

o The first set of rounds may be completed at a time agreed upon by the two on-duty RAs, between 7 and 9 pm.

o You must start your second set of rounds at 10 PM and your third set of rounds at 12 AM.

o All on-campus buildings (except Clare) must be checked from basement to top floor, including storage units, laundry facilities, and lounges.

o Both RAs must swipe into each building on all three sets of rounds.

o Each set of rounds should take a minimum of 1 hour to complete.

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Rounds Friday and Saturday (10 pm, 12 am, 2 am) o You are expected to do a minimum of 3 rounds throughout each building

each evening. o The first set of rounds may be completed at a time agreed upon by the

two on-duty RAs, between 8 and 10 pm. o You must start your second set of rounds at 12 AM and third set of round

at 2 AM. o All on-campus buildings (except Clare) must be checked from basement

to top floor, including storage units, laundry facilities, and lounges. o Both RAs must swipe into each building on all three sets of rounds.

While performing a set of rounds:

o Greet residents and talk to them informally. o Confront inappropriate behavior / policy violations and document as

necessary; take notes, if needed, for when you fill out the incident report. o Check to see that residents’ guests are being properly escorted around the

buildings. o Check all bathrooms on every floor. o Check all lounges on every floor. Stoves need to off or being used by an

individual who is present. o Check all storage units in Treacy, McDonald, Canticle, and Rose. o Respond to all emergency situations. o Look for safety hazards (blocked/propped doors, broken glass, magnets over

door locks to keep them from locking) o Check fire safety equipment to insure that no tampering has occurred. o Spend some time between rounds being visible in the Student Union, Port,

floor lounges, and Hawks Nest. o On weekends, be visible in common areas of the buildings. Promote

programs or events on campus for students to attend. o If there are emergency facility issues, please call the Campus Safety Officer

on call and include a description of the problem. If there are maintenance issues that can be addressed the next day, complete a maintenance request and note in the Duty Log.

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On-Duty Phones On-Duty Phone Numbers Residence Hall On-Duty Phone 608-796-3500 Apartment On-Duty Phone 608-796-3600 Professional Staff On-Duty Phone 608-796-3400 (do not share)

Important Reminders

o These phones are to be used by the Student Life staff only. These phones are for business use only; no personal calls or

prank calls should be made. All calls should be made to on-campus numbers, unless it is an

emergency. o The camera may only be used to take pictures of evidence. o Calls may only be made to on-campus numbers.

Phone Passing Since duty is assigned in advance, please plan accordingly to accommodate for classes, tests, and club meetings. The duty phone should not be passed around, with the exception of weekend switches on Sunday evenings. Only the RAs on duty should be holding the phone. Exceptions will also be made in case of emergency, and then Professional Staff must be contacted.

Communication with Professional Staff

The Professional Staff Member on call (608-796-3400) must be contacted if any of the following occur:

• You, a student, or security calls 911. • A student is transported to the hospital or if there are other medical

emergencies/injuries. • You have a suspicion of illegal drug use. • A party containing underage students with alcohol. • A fire alarm or hall evacuation.

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• Major vandalism or damage. • Any time there is an emergency clean up (i.e. vomit in a public area,

blood/bodily fluids, excessive damage). • A student is at risk for harming themselves. • Threat of violence to you or another person. • Campus Safety Officer requests that you call. • You have any questions or need some additional support. • If you are in question as to whether to contact Pro Staff, you should

contact Pro Staff.

Working with Campus Safety Officers o Campus Safety Officers are part of the Department of Campus Safety and

Security. They are trained in ways to specifically help and interact with our students.

o Campus Safety Officers and Resident Assistants work very closely together and should maintain good working relationships.

o Campus Safety Officers have more authority in an incident than an RA. o RAs should help assist Campus Safety through an incident by observing and

taking notes. o Professional staff should be contacted before Campus Safety in an alcohol,

drug, or medical emergency incident. o Please follow Residence Life protocol at all times and always contact Pro Staff

if you are in question of the process.

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B. Room Entry Lockout Procedure

**YOU MUST FILL OUT THE LOCKOUT SLIP IN FULL: GIVE ONE COPY TO THE RESIDENT, AND PLACE THE OTHER COPY IN BRIAN’S MAILBOX RIGHT AWAY.** If a resident is locked out of their room, they are encouraged to contact the Resident Assistant On-Call. The Resident Assistant On-Call can let a student into their room and charge $5 per lockout. A form will be provided to give to the resident, instructing them to pay the $5 to the Business Office. This money will be added to program funds. Resident Assistants should never provide access to a room to someone who is not a resident of that room.

Keying In

At times, a Resident Assistant or Peer Advisor may have to enter a resident’s room or apartment without the resident’s permission. RAs and PAs must knock at least three separate times and announce themselves before keying into a resident’s room or apartment. NEVER key into a student’s room alone. Before keying into a resident’s room, the RA or PA must have another RA or PA, a Professional Staff Member, or a Campus Safety Officer present as a witness to the entry. At the same time, a Professional Staff member or Campus Safety Officer may ask an RA or PA to be their witness when they key into a resident room.

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C. Common Policy Information

Included here are very basic policies. Please familiarize yourself with the Residence Hall Policies and Procedures and the Policy on Alcohol, Tobacco, and Other Drugs sections in the Student Handbook.

Courtesy and Quiet Hours

During Quiet Hours, television, music, and conversation noise levels should be kept to a minimum. This allows students to study and relax or sleep. Courtesy Hours are in effect when quiet hours are not, and television, music, and conversations should be maintained at an appropriate noise level that allows other students to study and relax or sleep. Quiet Hours:

Sunday – Thursday 10:00pm-10:00am Friday – Saturday 12:00am-10:00am

Guest and Visitation Policy

A guest or visitor is defined as a person who is not assigned to live in a room, apartment, or theme house at Viterbo, even if he/she lives in another room, apartment, or theme house at Viterbo. A guest must be with their host resident at all times and is not allowed to occupy a student’s room, apartment, or theme house when the host resident is not present. Guests are also not allowed to borrow any resident student’s ID card or room key.

Visitation Hours (Residence Halls and Apartments other than Clare):

Sunday –Thursday 10:00am-12:00am Friday – Saturday 10:00am-2:00am

24-Hour Visitation Areas:

McDonald Terrace basement lounge, Treacy House basement lounge, Rose Terrace floor lounges and basement lounge, the Port, the Hawk’s

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Nest, and the Student Union are all areas where visitors, including opposite sex guests, are allowed anytime, as long as they are not sleeping. Clare Apartment residents are allowed to have guests 24 hours.

Opposite Gender Guests:

Opposite gender guests are not allowed to stay overnight and are not permitted in Viterbo residence hall rooms, lounges, or corridors; apartments; or storage areas at any time outside of visitation hours. The exception to this rule is the Clare apartments, where any guest may stay overnight with the consent of all apartment occupants.

Same Gender Guests:

Same gender guests are permitted to stay overnight in a residence hall, apartment, or theme house if the others living in the unit have no objections. Overnight Guest Forms must be completed and submitted to the Office of Student Life 72 hours in advance of the guest’s arrival. A resident is permitted only one guest at a time for no more than 2 consecutive nights. Overnight guests are not permitted during official break periods.

D. Alcohol, Tobacco, and Other Drugs Policy

The use, possession, sale, manufacture, or distribution of alcoholic beverages, marijuana, heroin, narcotics, prescribed drugs, and/or other controlled substances is prohibited on campus. The use, sale, advertisement, and/or distribution of tobacco products, including cigarettes, chewing tobacco, and cigars is also prohibited on campus.

Alcohol

o Alcohol and/or alcohol related paraphernalia, including beer cans, liquor bottles, shot glasses, beer pong tables, and funnels are prohibited in the entirety of Bonaventure and Marian Halls,

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including the Hawk’s Nest and Student Union and, if found, will be confiscated and not returned.

o Alcohol is permitted in university-owned apartments if, and only if, all occupants and/or guests present in the room are 21 or older.

Tobacco, Marijuana, and other Drugs Tobacco, including chewing tobacco and hookah, marijuana, and

other drugs are not permitted in any university-owned housing facilities.

The possession and use of tobacco, marijuana, and/or other drug related paraphernalia is prohibited in university-owned housing, including items used to dispense or ingest tobacco, marijuana, and/or other illegal drugs, such as bongs/funnels, e-cigs, hookahs, and pipes, and if found, will be confiscated and not returned.

E. Documentation and Incident Reports

It is vital that Resident Assistants and Peer Advisors gather details and record all information received when working with a situation or incident. RAs and PAs should be as specific as possible; it is better to have more detail than less detail. If an RA or PA is unsure if something is important to note, they should note it anyway. RAs and PAs are unable to decide what a resident’s punishment will be after the incident. If a resident asks about what will happen after being documented, the RA or PA should tell them that the incident will be reviewed by the Office of Student Life, an email will be sent to them, and they will be required to meet with a Professional Staff member. From that point on, it is up to the Professional Staff member.

Documenting Quiet Hours Violations

When an RA or PA feels the noise level on a floor at a given time could be disturbing other students, or when another resident complains, they should ask the residents to keep the noise down and/or shut their door, if applicable. If noise persists, if students do

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not satisfy the RA or PA’s request, or if the issue is an ongoing concern, the RA or PA should document quiet hours violations, being sure to write down all necessary information needed for the incident report.

Documenting Visitation Hours Violation

When a Resident Assistant becomes aware that the visitation policy is being violated, they should ask the guest to leave the area and escort them to their room/apartment or out of the building. The RA should document the visitation hours violation, being sure to write down all necessary information needed for the incident report. If the visitor has nowhere to go or no way of leaving campus, the RA should escort them to the Student Union and contact Campus Safety.

Documenting Alcohol, Tobacco, or other Drug Violation

When a Resident Assistant or Peer Advisor becomes aware that the alcohol, tobacco, or other drug policy is being violated, they must contact the Pro Staff member on call for assistance. The RA or PA should follow direction from the Pro Staff member while documenting the policy violation, being sure to write down all necessary information needed for the incident report. All occupants of a residence hall room or apartment are subject to disciplinary action if a guest or someone in the unit is violating alcohol, tobacco, and other drug policies, so all occupants of the room or apartment at the time of the incident should be documented. Complete the incident report immediately following the incident.

NOTE: Disposal of Alcohol, Tobacco, or other Drugs Remnants of alcohol should be dumped down the drain by the resident(s) of the room. Any alcohol, tobacco, or other drugs and/or alcohol, tobacco, or other drug paraphernalia, including bottles, cans, pipes, etc. should be put in a bag by the resident(s) and should be handled and disposed of by the Pro Staff member on call or Campus Safety. Resident Assistants and Peer Advisors should not handle

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resident alcohol, tobacco, or other drugs and/or any alcohol, tobacco, or other drug paraphernalia.

F. Incident Report Writing

After every incident, the Resident Assistant(s) or Peer Advisor(s) involved in the incident must write an incident report using the Maxient report form. If an RA or PA is unsure whether an incident report should be written, they should write one; it is better to have one on file than not have important information on file.

While writing an incident report, the writer must remain objective while writing in third person point of view. They should include all details from the incident, including times, locations, and persons involved. Please consult the Incident Report Writing Guide in the appendix if you are uncertain regarding what information should be included in the report.

NOTE: Definition of University Property in a Resident Room

Viterbo owns desks, dressers, beds, and closets in a resident room. Campus Safety Officers are allowed to open drawers and doors but not to sift through items. Other items in a room, such as refrigerators in the residence halls, are student possessions and cannot be looked through without permission. You may ask the resident to do so, such as saying, “can you open the fridge for me really quick?” A Resident Assistant or Peer Advisor should not attempt to open drawers or doors or look through the room without direction from Campus Safety.

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Part 5: Common Emergency Response Protocol

RAs/PAs should refer to and familiarize themselves with their Emergency Response Plan packets and/or the Emergency Response to Specific Situations section of the Student Handbook. If an RA/PA has any questions about how to respond to an emergency, they should discuss it with their Area Coordinator. RAs/PAs should know how to respond to several specific emergencies, which are listed below. If an RA/PA comes across an emergency situation and needs assistance, they are encouraged to call another RA/PA, the Pro Staff member on call, and/or Campus Safety.

Weather Emergency

If an RA/PA is concerned about weather conditions, they should listen to their weather radio. From time to time, the National Weather Service may issue a weather alert on the weather radio. The following types of alerts are most common:

a. Flash Flood Watch: A flash flood watch is usually associated with a large amount of rain. A flash flood watch means the ground is saturated to the point where a large amount of rain may cause flooding in some areas.

b. Flash Flood Warning: This warning means that some areas have received enough rain to prompt surface flooding in low lying areas. Drivers and pedestrians should be cautioned to travel safely and not attempt to cross flooded streets.

c. Severe Thunderstorm Watch: This means the current weather conditions are conducive to the development of severe thunderstorm conditions, which could include strong winds and/or hail in and close to the watch area. Monitor the weather closely and be prepared to take the necessary steps for protection.

d. Severe Thunderstorm Warning: This means that severe thunderstorm activities are approaching the area and shelter should be sought. Severe thunderstorms can include heavy rains, hail, and intense lightening, and may spawn tornado activity.

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e. Tornado Watch: This means that current weather conditions are conducive to the development of tornado conditions in and close to the watch area. Monitor the weather closely and be prepared to take the necessary steps for protection.

f. Tornado Warning: This means that a tornado or funnel cloud has been reported in the area. Shelter should be sought immediately.

Tornado Warning Procedure a. When a tornado is spotted or reported, or, if the weather is severe

enough, Professional Staff members and/or Campus Safety will begin to evacuate floors and an alarm will sound.

b. RAs/PAs should make sure all residents vacate their rooms or apartments and shut their doors.

c. Residents should move to interior hallways and away from windows. i. Bonaventure residents should go to the hallways of 1st and 2nd

floor, not Terrace Level. ii. Marian residents should go in the Port, the laundry area, and the

hallway in the basement. iii. Treacy residents should go to the storage unit hallway in the

basement. iv. La Verna residents should go to the first floor hallway. v. McDonald residents should go to the storage unit hallway in the

basement. vi. Rose residents should go to the basement.

vii. Canticle residents should go into the basement of their building. viii. People in the Student Union should go into the Student Union

bathrooms or to the hallway next to Crossroads POD. ix. Clare residents will go to the parking garage.

d. Residents should sit on the floor, covering their heads with their hands. e. Everyone should remain in an interior hallway until law enforcement,

emergency management, and/or university officials give an all clear. f. If a Resident Assistant is on duty and severe weather arises, they should

consult the Professional Staff member on call to see what actions should be taken. As information is received, the Professional Staff member on call may be in contact with each Resident Assistant on Duty.

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Tornado Drills Each spring semester, Viterbo University conducts a campus-wide tornado drill. If a resident assistant or peer advisor is on the Residence Life block at that time, they should assist as they would in the event of an actual tornado.

Fire Emergency

RAs/PAs should locate emergency exits and be aware of fire evacuation routes. It is the RA’s/PA’s responsibility to communicate exit door locations and fire evacuation routes to their residents.

Fire Alarm/ Evacuation Procedure a. RAs/PAs should never place themselves in danger. If an area is unsafe,

resident assistants and peer advisors should leave the building. b. If there is fire or smoke and an alarm has not yet sounded, pull the manual

station. c. If a fire alarm has sounded, begin emptying the building by pounding on

doors. d. In both situations:

a. Inform Campus Safety. b. Inform the Professional Staff member on call. c. Inform RA On Call.

e. Residents should congregate in the designated safe area (Parking Lot D for all residents except for Canticle residents, who go to Lot M) during a fire.

a. Resident Assistants should assist in keeping the residents in the appropriate Parking Lot.

f. The residence halls and apartment buildings are wired to notify the La Crosse Fire Department when the fire alarm is activated, and they will respond immediately.

g. The Resident Assistants on call should write an Incident Report any time after a fire alarm goes off.

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Using a Fire Extinguisher Before using a fire extinguisher, the label should be read to determine the type of fire it is designed to extinguish and if there are any special operating instructions. Class ABC fire extinguishers are located on every floor of the residence halls and apartments.

Fire Extinguisher Types 1. Class A Fires: These are ordinary combustible materials, such as

wood, paper, cloth, and trash. To fight these fires use either the “class ABC” provided in your building or water under pressure.

2. Class B Fires: These are flammable liquids, grease, oils, fuels, solvents. Use carbon dioxide or the “class ABC” extinguisher. DO NOT USE WATER.

3. Class C Fires: These are fires involving live electrical equipment. Use carbon dioxide or the “class ABC” extinguisher. DO NOT USE WATER.

4. Class D Fires: These are fires involving combustible metal and hydrides requiring special firefighting equipment.

To Operate a Fire Extinguisher Stand approximately 10-15 feet from the fire and PASS:

1. Pull the pin with a quick, firm pull. 2. Aim at the base of the fire. 3. Squeeze the trigger handle. 4. Sweep the fire with a side to side motion.

Fire Drills

Viterbo University is required by law to conduct two fire drills each fall and spring. If a resident assistant or peer advisor is in the Residence Life block during the time of a drill, they should assist as in the event of an actual fire.

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Alcohol Poisoning and Drug Overdose Symptoms

Some symptoms for alcohol poisoning include: i. Mental confusion, stupor, coma, or individual cannot be roused ii. Vomiting iii. Seizures iv. Slow breathing (fewer than 8 breaths per minute) v. Irregular breathing (10 seconds or more between breaths) vi. Hypothermia, low body temperature, bluish skin color, paleness

Some symptoms for drug overdose include:

i. Sleepiness, confusion, coma ii. Abdominal pain, nausea, vomiting, diarrhea

iii. Chest pains iv. Short, rapid, slow, deep, or shallow breathing v. Cool and sweaty or hot and dry skin

Response Protocol If suspected that a resident may have alcohol poisoning or overdosed, a RA/PA should:

a. Locate the individual and remain with the individual until professional help arrives. b. Call their direct supervisor or Professional Staff member on call and/or Security. c. Call 911 if the individual’s breathing is slow or irregular, or if their skin is cold. d. Call 911 if the individual has passed out and will not wake up. e. Roll the individual on their side. f. Keep the individual awake.

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Suicidal Threats and Attempts Suicide is when someone intentionally ends their own life. In all cases when a resident says they are feeling suicidal (whether they have a plan or not), a resident assistant or peer advisor should contact the Professional Staff member on call (or their Area Coordinator) immediately; however, if the time is not right to make a phone call, a resident assistant or peer advisor may need to remain with the student and continue talking until they has calmed down or until backup arrives.

A suicide threat is a verbal or non‐verbal communication that the individual intends to harm him/herself with the intention to die but has not acted on the behavior. If a resident makes a suicide threat, a RA/PA should:

i. Locate the individual and remain with the individual until professional help arrives. Use QPR methods to engage the individual if possible.

ii. Call their direct supervisor or Professional Staff member on call and/or Campus Safety, if needed.

iii. Never, under any circumstances, promise complete confidentiality. An RA/PA must report this to their direct supervisor.

A suicide attempt, or a suicidal act, is a potentially self-injurious behavior for which there is evidence that the person probably intended to kill themselves; a suicidal act may result in death, injuries, or no injuries. If a resident makes a suicide attempt, an RA/PA should:

i. Tell the resident what they need to do as an RA/PA, which is to report this information to a Professional Staff Member and the proper authorities.

ii. Call 911, and then notify Professional Staff. iii. Gather information about the attempt.

iv. Never, under any circumstance, promise confidentiality. An RA/PA must report this to their direct supervisor.