1. 1 Hall Manager Nuts & Bolts Meeting Dooley Room Wednesday, May 4, 2011 OFFICE OF HOUSING 305 Main Building | Notre Dame, Indiana 46556 Phone: 574.631.5878 | Email: ORLH@nd.edu

2. 2 Agenda  Introductions  Managing a Summer Hall  What is next

3. Who’s Here This Summer?  Hall Occupancy  Commitment Database 3

4. 4 Preparing Your Building  Inventory common areas  Check rooms  Location of safety equipment  Meeting with housekeeping staff/location of linen and housekeeping items/maintenance issues

5. 5 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

6. 6 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

7. 7 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

8. 8 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

9. 9 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?

10. 10 Meet with Housekeeping Staff  Every day in every way!  Where are emergency housekeeping supplies?  Where is emergency linen stored?  Weekly touch-base meetings helpful

11. 11 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

12. 12 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

13. 13 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

14. 14 When Residents are in your Building…  Desk and duty coverage  Rounds  Handling situations  Mail

15. 15 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

16. 16 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

17. 17 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

18. 18 Handling Situations  Contact intern on duty  NDSP  Reporting incidents to ORLH

19. 19 Staff Information  Staff expectations – turn in to ORLH during Training on May 31 st  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

20. 20 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

21. 21 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

22. 22 Summer Staff Training Dates All-Staff Training Dates May 31 June 1

23. 23 Rector Meeting  Schedule this meeting to take place before Friday, May 20, 2011  Utilize “Summer Transition Meeting” outline  Take notes!!!