These procedures are designed to standardize the practices of professional staff in the department and to offer you a guide to many of the decisions and situations that you will encounter during the year.  Each situation, however, is somewhat different and you will need to exercise common sense and best judgment.  It is only the most extraordinary events that may not be handled in the manner described below. 

COVID19 General Standard

While it is not required, you are always welcome to utilize face masks/face coverings, and physical distancing. If you are ever uncertain about a process or have precautions please call your supervisor for guidance and help.  University information & guidance can be located here.

After Hours Bio-Hazard Clean Ups

• 1. Graduate Residence Life Staff may contact the Maintenance Swing Shift or RLC on Duty (850-377-9060) to determine the need for contacting ABM for Bio-hazard clean ups.  RLC on Duty may also make the determination if ABM needs to be called for non-bio-hazard flood clean up assistance as well. 

  2. Staff should still follow procedures for blocking off the area or begin water extraction when needed.

  3. Contacting ABM after hours may result in a fee charged to the students involved.  When able, see if the students involved can assist with clean up. Make sure situation is documented appropriately with Work Orders and Incident Reports.

 After Hours Maintenance

• 1. Contact to the Swing Shift Employees will be made for Maintenance and Custodial Emergencies only as described in the Residence Life duty protocol/emergency procedures.

  2. Contact will be made by calling the Swing Shift cell phone (850-384-3872).

  3. Swing Shift Employee Hours:

     • Monday – Friday 4:30pm – 9pm

     • Saturday & Sunday 12:30pm – 9pm

  4. Graduate Staff on Duty contacts the Swing Shift Employee directly during the above hours. They do not have to contact the RLC on Duty (850-377-9060) first, but should always give the RLC on Duty a heads up of the situation.  In the case of a large emergency, always notify the RLC on Duty as well.

  5. Graduate Staff on Duty will meet Swing Shift Employee at the emergency site and assist with working with the residents as needed.

  6. After 9pm, call the RLC on Duty to determine if Maintenance or the Custodial Staff will be called in.

     • Always assess the situation in person before calling the RLC on Duty.

     • If after the swing shift hours, RLC should contact Facilities On call Designee.

     • University Holidays:  Maintenance Swing shift employees may not be working on Holidays.  Graduate Staff should follow the Residence Life duty protocol and procedures for contacting the RLC on Duty to determine if Maintenance or the Custodial Staff will be called in.

  7. Please always complete a work order to document the situation and track requests.

Emergency Maintenance Locations can be found here 

 After Hours Radio Protocol

• • In the event that the Swing Shift cell phone (850-384-3872) is not working, Graduate Residence Life Staff on duty will have access to a 2-way radio to contact staff. Radio and charger will be kept in the Central Housing Office.

  • Radio replacement cost is $800; please do not lose it. Contact supervisor and police as soon as the radio goes missing.

  • Radio can be left off until needed to save battery life.

  • Please make sure the radio is off when charging.

  • Radio setting should read Housing 3G when turned on and on Channel 7 (on top of radio). 

Alcohol/Drinking

Staff Policy:

• • • Grads should not drink within the 12 hours before they go on duty or while on duty.

    • Excessive drinking is not condoned in residential staff apartments or on travel for university business.

    • Drinking is not allowed when serving as an advisor during an undergraduate conference.

    • Remember that you are a role model for the university and if your behavior regarding alcohol compromises this position, you are subject to probation or termination, regardless of the physical location on or off-campus. 

    • As a student at UWF, it is expected that Graduate Staff and Student Staff abide by all policies in the Code of Conduct, Housing Handbooks, and local, state, and federal law.

    • Graduate Staff and Student Staff who are 21 years of age or older are permitted to quietly consume alcohol in moderation in their rooms. 

      • Underage persons should not be present during the consumption of any alcohol.

      • Drinking with RAs or SDAs is not allowed.

    • The Graduate Staff or Student Staff member is responsible for reporting any underage alcohol consumption.

    • It is expected that no UWF Graduate Staff or Student Staff member ever reaches the point of gross intoxication. 

    • Failure to meet any of the above expectations can result in a Staff member’s immediate termination. Graduate and Student Staff will be referred to the Office of Student Rights and Responsibilities for judicial adjudication as appropriate. The adjudication process is separate from the employment process.

Addressing underage residents are found drinking alcohol on campus:

• 1. Explain the underage drinking policies.

  2. Contact the University Police Department (UPD) at 850-474-2415.

  3. After UPD has concluded their investigation, have the resident pour out the alcohol after UPD has concluded their investigation. 

     1. • NEVER confiscate alcohol.

  4. Contact the RLC on Duty (850-377-9060) if needed.

  5. Submit an Incident Report.

Addressing any residents age 21 or over are found with hard liquor on campus:

• 1. Explain the liquor policy.

  2. Ask the resident to pour out the liquor or remove it from the space.

     1. • NEVER confiscate alcohol.

  3. Contact the RLC on Duty (850-377-9060) if needed.

  4. Submit an Incident Report. 

Alcohol Overdose

• 1. Contact the University Police Department (UPD) at 850-474-2415 so the officers can determine if transportation to a local hospital is necessary.

  2. Contact the RLC on Duty (850-377-9060).

  3. Make sure to find out to which hospital the individual will be transported: Sacred Heart, Baptist, or HCA Florida West Hospital.

  4. Submit an Incident Report.

  5. Follow protocol for Electronic Duty Log.

  6. Work with Professional Staff on completing Post Incident Support if needed

All On Call Structure

All On Call Structures exist to provide services and support in times of crisis or major concern for the campus community. All On Call Structure can be started by the AD of Residence Life, Executive Director of Housing & Residence Life, AVP or VP of Academic Engagement & Student Affairs, or University President is determined needed.

• • During which the GAs and RLC On Call will still have the Phone

  • Graduate Assistants will take the RA duty phone for their community.

    • Expected to complete 3 rounds of the community & submit a RA duty log each morning by 10am

  • Residence Life Coordinators will be on call for their communities

  • Typically RLC On Call capacities and after hours work should go to the RLC On Call

If staff need to have other staff hold the phone or need to go outside of standard duty radius, they should call up to their next immediate level and confirm.

GA Staff Attendance

• • Working hours are Monday through Friday, 10 AM – 4 PM. During this time, GAs should be present and working within their role.

  • Graduate Assistants have the option to hold some meetings digitally with students/staff and if needed in spaces outside of the office if unable to do proper physical distancing.

    • During this time you should have:

      • At least 2 “open” office hours a day in which they are present and available for students in their office.

      • Time to meet with student staff (1:1s are typically 30-45mins for RA, weekly or biweekly based on size/need of staff)

      • A time everyday to check desk logs/update payroll

      • A time once a week to walk a community round to check on the physical status of the building

      • Appropriate time to answer emails and complete administrative tasks

  • GA are expected to be present at all departmental events and training.

  • Attend at least 1 educational program put on by each of your RAs.

  • All meetings are considered mandatory unless otherwise noted by RLC/AD.

  • Failure to follow these expectations or attend required events (outside of class) will result in disciplinary action 

Bias Incidents

• 1. Call the RLC on Duty (850-377-9060).

  2. Meet with impacted student(s) to offer options and support services.

  3. Notify UPD at 850-474-2415 if assistance needed, something has been vandalized, or if the incident could possibly be considered a hate crime.

  4. If the harassment is in the form of vandalism, submit a work order after the police have taken the report.

  5. Submit an Incident Report. 

     1. • Be sure to attach a picture of any damage to your Incident Report.

  6. Assist in investigation and resolution as necessary.

  7. Consider and implement programming ideas to address community impact.

  8. Follow protocol for Electronic Duty Log.       

  9. Work with Professional Staff on completing Post Incident Support if needed

Bomb Scares

• 1. Notify UPD at 850-474-2415.

     1. • UPD will decide how to proceed.

  2. Call the RLC on Duty (850-377-9060).

  3. Keep staff informed of situation.

  4. Submit an Incident Report.

  5. Follow protocol for Electronic Duty Log.

  6. Work with Professional Staff on completing Post Incident Support  

Checkout Procedures:

• • In most cases Hall Staff will be given notice of checkouts by Housing Central Office, Assistant Director or RLC

  • In cases where a resident unexpectedly requests to check out and you were not notified ahead of time, direct the resident to complete a cancellation request form. Please inform the Business Coordinator and RLC via email.

Confronting Student Behavior

Student behavior that is in violation of the Standards of Community Living should be addressed in a direct and assertive manner. 

• • Remain calm and explain policies and processes in a firm but helpful way

  • If student refuses to comply or increases behavior contact RLC on Call for guidance or UPD if appropriate for situation

  • Submit an Incident Report

  • If on duty, follow protocol for Electronic Duty Log.

 Contacting Campus Police

• 1. Dial 850-474-2415 to reach UPD dispatch.

  2. Provide dispatcher with name, position, location, and type of assistance needed.

  3. If not on duty, alert GA on Duty of situation after contacting Campus Police 

Contacting the RLC on Duty

• • After hours, contact the RLC on Duty (850-377-9060) for questions, to follow procedures or handle emergencies such as (but not limited to):

    • COVID19 Concerns

    • Resident arrest

    • Sexual assault

    • Bias incidents

    • Assault with weapon/Assault in general -fight in severe circumstances

    • Personal harm/potential suicide

    • Student death

    • Hospital transports

    • Fire/Flood/Major facilities concerns

    • When unsure or in need of guidance 

Contacting Maintenance

• • For non-emergencies (general repairs), submit a work order

  • For emergencies (Fire, Flood, Blood, Safety & Security, other major maintenance concerns)

    • During business hours contact the Maintenance Department at 850-857-6201 immediately

      • Follow protocol for contacting the RLC on Duty

    • After Hours – Follow the After Hours Maintenance protocol

      • Submit a work order 

Counseling Referrals

• 1. Inform student that counseling appointments can be made by contacting Counseling Center at 850-474-2420.  

  2. Offer to help make the call with the student. If the counseling center will see them, you can walk the student to the Counseling Center, if needed, during business hours.

  3. If after-hours care is needed call UPD (850-474-2415) to the scene

     • UPD can contact the Counselor on duty if UPD determines it necessary. 

  4. Contact the RLC on Duty (850-377-9060).

  5. Complete a Incident Report

  6. Follow protocol for Electronic Duty Log.

  7. Work with Professional Staff on completing Post Incident Support Form if needed  

COVID19 Related Procedures

It is recommended to practice physical distancing (Ideally 6ft), sanitation, and use of face coverings when addressing situations that may involve COVID19.

Students will be nervous about what will happen to them for violating these policies. Please never guess or tell students anything related to an outcome or potential sanction. Just State: My role here is to address and document possible violations of UWF & Housing Policies. It is important that students follow the additional guidelines related to COVID19 and you should check your UWF email address for any further action or follow up needed. I appreciate you correcting the concern at this moment.

HRL Staff are not doctors and should not diagnose or guesstimate that a student is sick

Terms to Know: Isolation & Quarantine 

The information for these terms comes from the CDC

• • Isolation is used to separate people infected with the virus (those who are sick with COVID19 and those with no symptoms) from people who are not infected. People who are in isolation should stay inside until it’s safe for them to be around others. Inside, anyone sick or infected should separate themselves from others by staying in a specific room or area and using a separate bathroom (if available).

    • Who needs to isolate?   

      • People who have COVID19

        • People who have symptoms of COVID19 and are able to recover at home or in their room

        • People who have no symptoms (are asymptomatic) but have tested positive for COVID19

  • Quarantine is used to keep someone who might have been exposed to COVID19 away from others. Quarantine helps prevent spread of disease that can occur before a person knows they are sick or if they are infected with the virus without feeling symptoms. People in quarantine should stay home, separate themselves from others, monitor their health, and follow directions from their state or local health department.

    • Who needs to quarantine?

      • Anyone who has been in close contact with someone who has COVID19.

      • This includes people who previously had COVID19 and people who have taken a serologic (antibody) test and have antibodies to the virus.

      • What counts as close contact?

        • You were within 6 feet of someone who has COVID19 for at least 15 minutes

        • You provided care at home to someone who is sick with COVID19

        • You had direct physical contact with the person (touched, hugged, or kissed them)

        • You shared eating or drinking utensils

        • They sneezed, coughed, or somehow got respiratory droplets on you

If a student has tested positive, thinks they might have symptoms, or has been informed they have been in contact with a COVID19 case.

1. Call up immediately to your supervisor, GA On Call, or Professional staff member for guidance

2. Depending on the time of day, we may have the student contact Student Health Services for a screening (Professional Staff have contact information)

3. Follow any related guidance or directions given by RLC, RLC on Call, or Professional Staff

4. Staff will document that conversation, student’s information, and related details in an Informational IR

Students in Self Isolation

• Students will be required to isolate off campus if they test positive for COVID19.

• In the rare instance that a student is isolating on campus, Graduate and Professional staff have access to listed students in isolation. As staff, remember that students' privacy must be considered and protected.

Knowing who is in Isolation

• Graduate Staff may give their student staff the following information related to students in Isolation: Student Name, Room Number, and anticipated end date

• This information should never be shared to residents, other UWF staff or to other RA staff who do not work in that community. 

• All procedures above still stand as the department wishes to minimize student staff involvement with COVID-19 related situations. Staff found using this information inappropriately or not following procedures for addressing concerns will go through progressive discipline.

Damage/Vandalism

• 1. GA or RLC will assess the damage/vandalism and take pictures of the issue.

  2. Contact UPD (850-474-2415) and the RLC if the vandalism is connected to bias.

  3. If possible, determine responsible party.

  4. Submit an Incident Report (attach pictures) and a work order

  5. If on duty, follow protocol for Electronic Duty Log.

For Community Damage

• • If the responsible party is found, follow protocol for Damage Billing (Individual) and proceed with the conduct process.

  • If the responsible party is not found in 72 hours, follow protocol for Damage Billing (Group).

  • Consider and implement programming ideas to address community impact 

Damage Billing (Individual)

• • RLC will use the charge sheet to determine cost of damaged item.

  • RLCs will email the Business Coordinator with the student’s name, ID number, description of charge, and the amount to be charged.

  • If the damage is found during move-out, GAs should note the damage on the RCR. RLCs will complete the RCR with itemized charges and deliver it to the Business Coordinator.

  • The student receives a copy of the charge by email and the amount is placed on their student account.

  • If the student wishes to appeal the charge, they can use the damage appeal form on the Housing website. 

Damage Billing (Group)

• • If no individual student(s) have been found responsible, the RLC will assess if billing the entire wing/floor/building is appropriate.

  • RLCs should use the charge sheet to determine the cost of the damaged item

  • RLCs will email the Business Coordinator with the students’ names, ID numbers, description of charge, and the amount to be charged.

  • If the damage is found during move-out, GAs should note the damage on the RCR. RLCs will complete the RCR with itemized charges and deliver it to the Business Coordinator.

  • The students receive a copy of the charge by email and the amount is placed on their student accounts.

  • If the student wishes to appeal the charge, they can use the damage appeal form on the Housing website.  

Dangerous Weather (Primarily Hurricane/ Tropical Storms)

• • Read, Review, & Refer to the Tropical Weather Guide

  • Read, Review, & Refer to the Hurricane Plan

  • The HRL Leadership team will inform the Residence Life department on if the hurricane plan is to begin and specific steps to take

  • GA/RLC on Call are both responsible for staffing the University Shelter if needed.

  • Be prepared to follow instructions from Professional Staff or University officials.

  • Contact appropriate University Housing staff. 

Death in a Resident’s Family

• 1. Notify RLC or RLC on Duty (850-377-9060).

  2. Inform RA (when appropriate). Ensure that the RA does not tell the resident if the resident is unaware of the situation. The AD or Director will have this conversation with the student.

  3. If on duty, follow protocol for Electronic Duty Log.

  4. If not on duty, notify the Graduate Assistant on Duty. 

  5. Work with Professional Staff on completing Post Incident Support Form if needed

Post Incident Support if needed Death of a Resident

• 1. Contact UPD (850-474-2415)

  2. Notify RLC or RLC on Duty (850-377-9060).

  3. Work with HRL professional staff to determine next steps and appropriate documentation.

  4. Refer all calls/questions to the central Housing office.

  5. Work with Professional Staff on completing Post Incident Support Form if needed

Departmental Computers

• • Each office is equipped with an Office Computer for work related purposes.

  • Please follow the University Computing Resources Usage Agreement for appropriate computer usage.

  • Please review the ITS Help Desk Website for helpful tools and resources.

  • If you experience difficulties with your computer contact your supervisor for help to submit an IT ticket.

  • Refer to the Area Office Manual for any guidance on the area office computer.  The student desk staffs have specific computing procedures at the area desks.

  • Office materials including computers, copiers, printers, etc. are for HRL related purposes only. 

Departmental Keys

• • Departmental keys are defined as keys used for job related purposes (i.e. Building Sub-Masters, Master Keys, Office Keys, etc).

    • Do not allow anyone else access to, or use of, departmentally issued keys.

    • Staff members must have successfully completed their level two background check to be signed out or given access to departmental keys.

    • HDs & RAs have access to floor masters via the KeyWatcher Box in the area office or staff closet of their area.

      • Staff must use their Nautilus Card to access the KeyWatcher Box

      • Staff should only use the key for a limited amount of time to complete their task and then immediately return it to the KeyWatcher Box as soon as possible

        • Such as:  Lock Outs, Emergency Situations, Opening/Closing Tasks, Health & Safety Checks

      • Staff members should not have more than one key checked out at a given time from the KeyWatcher Box

      • Staff members should not take keys from the KeyWatcher Box outside of the specific residential community

      • Staff should only access keys from the KeyWatcher Box for work related purposes, staff who abuse access to keys will be subject to documentation and potentially termination

      • Lost keys should be reported immediately, cost of replacing the key can be charged to the individual who lost the key along with documentation

      • Individual Nautilus Cards are used for tracking key use, staff should never loan their Nautilus Card for other staff to use and staff should report immediately if they have lost their Nautilus Card so that access can be removed until the card is replaced. New Nautilus Cards have to be individual tied to the user at the Keywatcher box.

  • Please notify your supervisor and Housing Maintenance if keys do not work  

Duty Protocol (GA)

• • Duty is designed to serve as an after hours process to help students and staff with emergencies and needs that happen after working hours. We encourage Graduate Staff who are not on call to refer student staff to Graduate Staff & Professional Staff who are on duty for emergencies and situations that require direct guidance or action that cannot wait until individual staff return to working hours.

  • 2 Graduate Assistants will be on duty during the regular academic year, one for each duty area. An alternate duty schedule will be made for break periods and the summer.

    • Duty Area 1 consists of: Argo Hall, Pace Hall, and Heritage Hall

    • Duty Area 2 consists of: Martin Hall, Presidents Hall, Village East, and Village West.

  • It is preferred that each GA take an equal number of duty weeks in each duty area and when possible avoid scheduling two GAs on Duty a particular week who have classes at the same time.

  • GAs on Duty must carry their duty phone with them at all times, answer promptly, and respond appropriately while they are on call.

Duty radius:

• • Mon-Fri, 9am-5pm: no more than 10 miles from campus

  • Mon-Fri, 5pm-10pm: at least one GA on Duty must be on campus; if one GA needs to go off campus (10 miles or less), they must work it out with the other GA on Duty and contact the RLC On Call to approve the arrangement

  • Sat-Sun, 9am-10pm: at least one GA on Duty must be on campus; if one GA needs to go off campus (10 miles or less), they must work it out with the other GA on Duty and then email RLC supervisors about the arrangement

  • Every night, 10pm-9am: both GAs on Duty must be on campus

Duty responsibilities include:

• • Answer/respond to check-ins from each area on Slack between 5:00pm and 5:15pm

  • Locate RAs on Duty if they do not call in at required time

  • Respond to any calls with questions/emergencies received via duty phone

  • Carry duty keys when on campus

  • Call each RA on their duty phone between 8:00pm-9:00pm to see how their duty shift is going so far

  • Duty equipment includes: Duty Phone & Charger, Potentially Duty Set of Keys if Needed

  • Duty Equipment will be exchanged each Monday at the GA Staff Meeting

  • The duty phone should never be left unattended

  • Duty exchanges must be approved at least two weeks in advance through the RLCs

  • Emergency swaps must be approved by RLC on Duty 

Electronic Duty Log

• • After an evening of duty, the GA on Duty should fill out the Electronic Duty Log Form and answer all it's questions

  • Electronic duty log is due each day by 10am

  • If an off-duty GA handles a notable situation, alert the GA on Duty immediately so that the information can be included

  • Each GA should read the Electronic Duty Log emails on a daily basis and follow up with concerns or to support residents

  • Be mindful this log goes to multiple levels of staff in and outside of the department.  Keep the written comments appropriate and remember that Incident Reports are for large amounts of details 

Elevator Repair/Person Stuck in the Elevator

• 1. GA on duty should assess the situation

  2. If a person is stuck in the elevator, contact University Police

  3. Notify the RLC on Duty (850-377-9060).

  4. During business hours, contact maintenance at 850-857-6201

  5. If after hours, follow the procedures for calling Swing Shift / After Hours Maintenance

  6. Submit a Work Order

  7. Follow protocol for Electronic Duty Log

  8. Work with Professional Staff on completing Post Incident Support Form if needed 

Emergency Room Changes

• • Emergency rooms are spaces set aside for students who may need to move temporarily because their current room is unsafe.  Some typical examples of this would be:  Physical altercations between roommates, stalking situations, facilities emergencies, etc.

• 1. Please utilize the emergency room spreadsheet to identify a possible room for the student

  2. Go check the space to make sure it is acceptable for someone to live there

  3. Give the keys to the resident in need, remind them this room is temporary, and mark their information on the emergency room spreadsheet

     • If a student wants a permanent room change, please work with your RLC and Assignments staff

  4. Notify assignments staff, the RLC On Call, the HD & RLC for the community the student moved into

  5. *Student Moved Out* 

• • 1. Please notify the same list of individuals above

    2. Collect the keys

    3. Update the spreadsheet

    4. Check the room for damages or cleaning

Entering Rooms

• 1. Knock once and identify self as “Housing & Residence Life”

  2. Knock again and announce again

  3. Knock a third time before entering room, saying “Housing & Residence life, I am keying-in”

  4. After leaving, fill out a hang tag and place it in the room/apartment letting the resident know why & when you were in the room

Note

• • • Never allow anyone access to another student’s room.

    • Two Staff members must be present if a room is being keyed into.

Fight/Abuse

• 1. Call the UPD (850-474-2415) if not already on scene

  2. Call the RLC on Duty (850-377-9060)

  3. Do not put yourself in harm’s way

  4. Help provide crowd control to keep others out and away from the situation if possible

  5. Submit an Incident Report   

  6. Work with Professional Staff on completing Post Incident Support Form if needed 

Fire Alarms/Building Evacuation Procedure

• 1. Call the UPD at 850-474-2415 to verify that they know the alarm has sounded.

  2. Contact the RLC on Duty (850-377-9060) and inform them of situation.

  3. RA staff should be instructed to provide crowd control assistance and direct residents to the muster station of your area or a safe distance as directed by emergency personnel:

     1. • Pace, Argo:   Pargo (grassy area between Pace & Argo)

        • Martin:   Parking Lot (toward the dumpsters), 20-50 ft away from building

        • Heritage, Presidents:  The stairs leading to Building 79 & the College of Business

        • Village East:   Bld E/F: dumpsters by E, 20 ft away, Bld G/H: dumpsters by H, 20 ft away

        • Village West:   Bld A/B: side lot by dumpsters, 20 ft away, Bld C/D: side lot by Archaeology Museum bldg, 20 ft away

  4. Any student still in the building should be documented. Follow conduct protocol.

  5. The Fire Department or UPD should decide when the building is safe to re-enter

  6. The RLC should fill out a Fire Alarm Debriefing sheet and instruct GAs on any other necessary paperwork to document the situation.

  7. Follow protocol for Electronic Duty Log.

If an actual fire has occurred

• 1. The RLC will contact the Maintenance Superintendent immediately and let them know the extent of the damage, if any fire extinguishers have been used, and determine which staff need to respond.

  2. Administrative Staff On Call need to be notified.

  3. If the building or rooms are not safe to reenter, the ADs or Director on call will determine the next steps found in the Continuity of Operations (COOP) plan. 

Fire Drills

• Fire Drill information (Specific Dates & Times) should not be shared with student staff or residents. Residents are given written notice in advance for preparation of the drill. 

• The Division of Academic Affairs has been shared specific dates and asked to work with residents who may have been impacted by this drill if in an online class or assignment.

• Drills will be done all in one day

1.  Before the drill begins the following things need to occur:

   • Any available RA staff should come down to help with the drill and be assigned roles, wearing their staff shirts

     • Possible Roles for RA: Guide on path to muster location, help give guidance at muster location, assist in re-entry

   • Any students actively in Isolation in a community should be contacted by an RLC and given ear plugs for the drill

   • Staff should be stationed at exits with clickers to get a count of how many people leave the hall.

2. Facilities staff will oversee the pulling of the alarm

3. Residence Life Professional and Graduate Staff will oversee staff present, the count of students leaving, giving of physical fire drill notices (Failures), and re-entry

4. After the drill is completed, Professional or Graduate Staff should inform residents that this is the only drill to happen this semester, thank them for their patience and participation, and begin the graduate re-entry to the building

5. Re-entry Process

   • Students should be told to be patient

   • Staff available should be stationed to open exterior entrances

   • Graduate/Professional staff at Muster stations will dismiss students

Furniture

• • • All furniture in student rooms needs to stay in the student rooms (please refer to the Furniture policy in the Housing and Residence Life Handbook).

    • Student can request the following through a work order:

      • • Bed height adjustment

        • Ladder for Lofts or Bunk beds

        • Bed rail

        • Bunking pins

    • Bunk beds, lofts and different size refrigerators are area specific and are not available to all rooms.

    • Furniture in staff (Grad & RA) rooms/apartments must remain in the rooms.

    • RAs in Argo, Martin and Pace with two beds, but keep both beds assembled and ready for emergency occupants (beds should not be pushed together to form a “King bed”).

    • If damages exist, or new items are requested please contact your RLC and the Assistant Director.

    • Community area/Lounge furniture should stay in the designated areas.

 GA Guests

• • • Undergraduate student staff and residents are not allowed in GA apartments for any purposes.

    • GAs are to follow policies such as quiet hours and set an example for their staff and community.

    • No one shall reside in GA apartments unless approved.  Refer to the Roommate Agreement Form or your supervisor for more details. 

Harassment 

• • 1. Call the RLC on Duty (850-377-9060).

    2. Meet with the impacted student to offer options and support services. Instruct the student to keep track of any occurrences of harassment.

    3. Notify UPD at 850-474-2415 if assistance needed.

    4. If the harassment is in the form of vandalism/bias, follow protocol for a work order after the police have taken the report.

    5. Submit an Incident Report. Be sure to attach any pictures of any damage to your

    6. Assist in investigation and resolution if necessary.

    7. Consider and implement programming ideas to address harassment.

    8. Follow protocol for Electronic Duty Log.       

    9. Work with Professional Staff on completing Post Incident Support Form if needed 

 Health and Safety Inspections

• • • Health and Safety inspections will be scheduled once each semester, including summer.

      • Primary inspections done by staff should be completed between Mon-Fri from 9am-8pm

      • GA should complete follow-ups within 24 hours from 9am-8pm.

    • GAs should provide Health & Safety flyers to RAs at least 72 hours prior to the inspections.

    • RAs should post Health & Safety flyers as soon as they receive them.

    • Residents will be notified at least 48 hours in advance.

      • Residents do not need to be present during room inspections.

    • Resident Assistants and GAs will conduct inspections and leave a hang tag to notify resident they have entered the room if the residents are not home.

    • If any rooms is not found in good condition or a policy violation is found, do the following:

• • • 1. Leave notification of the H&S failure for the resident(s).

      2. Follow Incident Report procedure to document H&S failure. 

      3. If the item found is illegal, contact the police & the RLC on Duty.

         • If alcohol is found in a residence hall room or apartment common area and any resident in the room is under 21, contact the GA on Duty and UPD. Then follow the alcohol protocol.

         • If hard liquor is found and the resident is over 21, the resident should immediately pour out the alcohol & then staff should submit an IR.

         • If a prohibited item is found, follow the Confiscation/Abandoned Items protocol.

      4. Graduate Assistants will do Health & Safety follow-ups no sooner than 24 hours and no later than 1 week after the Health & Safety inspection was initially completed.

      5. If residents do not remove items within the time period, let them know they will be documented for failure to comply and complete a second Incident Report. GAs will follow up with non-compliant students.

      6. HDs will conduct Health & Safety inspections of their RAs rooms. Staff should not inspect GA or professional staff apartments.

 Heating/Air Condition Problems

• 1. Assess the situation in person.

  2. If only 1 room is affected and students are comfortable, ask if they could stay there overnight.

  3. If the students do not want to stay in the room, ask them to stay with a friend, or consult with RLC on call for emergency/empty room usage.

  4. If this happens in Village East or West, have the student turn off the AC at the thermostat for 12-24 hours This may help the system unfreeze until maintenance is able to respond.

     • VW & VE systems commonly freeze during extreme hot temperatures and if the student has the thermostat set to low.

  5. Submit a work order.

  6. If a whole building’s AC/heat is down, call the RLC on Duty (850-377-9060) and follow the procedures for contacting Maintenance.

Hostage Situation

• 1. Call the UPD (850-474-2415) if not already on scene

  2. Call the RLC on Duty (850-377-9060)

  3. Follow UPD instructions

  4. Submit an Incident Report.

Housing Interventions

• • Housing Interventions are for policy violations that do not meet the threshold of a Educational Conference or Hearing from the Office of Student Rights and Responsibilities 

  • These are typically non-violent or not drug/alcohol related housing violations

• 1. You will be assigned a case via Maxient when you need to complete a housing intervention with a student

     • Including:  Student Name, Case Number, and Housing Handbook Policy Violated

  2. Go to Maxient and then to the tab listed as "Unheard Case" and click on the file ID to pull of the case

  3. Use the "Assignment" tab within the case to schedule a time to meet with the student.  

     • Click the picture of the clock to pull up the student's class schedule

  4. Click the "Save Updates" button at the bottom to up the record

  5. From the next screen select "Letters" and then create the following:

     • 1st Attempt:  601) Housing Intervention Confirmation

     • Final Attempt: 602) Housing Intervention Confirmation - Final Attempt

  6. Meet with student to discuss the policy violation, doing the following:

     • Go over the policy

     • Listen to them about how the policy violation happened

     • Give them suggestions on how to not violate the policy again

     • Inform them that future violations could become cases with the Office of Student Rights & Responsibilities

  7. After the meeting or after sending the Final Attempt letter, go back into the case and change the Assignment to the Assistant Director of Residence Life, who will review and close the case 

Hurricane Evacuation plan

• • • Review the Hurricane plan

    • At Move in, residents will be asked to complete a form for students Hurricane Evacuation plan

    • In the case of a pending hurricane, Staff will be provided a list from the Central Housing Office, staff will be asked to verify its validity and where they will evacuate to in case of campus closure due to Hurricane/Tropical Weather.

    • If students who list the on campus shelter as an option, staff should have the student think about where they would go if the campus is closed for an extended amount of time post storm.

    • Follow the guidance of professional staff throughout the situation

    • If the campus goes to shelter, the AD of Residence Life and GA & RLC On Call Staff will report to the shelter

Improper Room Change

• 1. Submit an Incident Report.

  2. Talk with your RLC to see if the student must move back to their original space and if a charge ($50.00) should be assessed. 

  3. If the resident does not have to move back to their original assignment:

     • Notify the Contracts and Assignments Manager of the change.

     • Note the change on any printed hall roster.

Illegal Occupant (“Squatter”)

Illegal occupants are defined people who are not assigned to the room.  This is typically seen in the form of guests who stay more than 3 consecutive nights and more than 9 nights per semester.

• 1. HD should always check the rosters in Mercury for any room assignments changes before initiating the next steps

  2. HD should have the non-resident vacate immediately.  If the non-resident refuses to leave the property contact the RLC on Duty and University Police.

  3. If not the GA on Duty, notify the GA on Duty of the occupant’s name and the room number/location/name of their host.

  4. Follow Incident Report protocol to document the host.

  5. Follow the Electronic Duty Log protocol.

Illegal Substances

• 1. If a staff member suspects illegal substances, try to pinpoint the room. Do not enter the suspected room without UPD being present.

     • If illegal substances are found in a room during the course of another situation, call the UPD (850-474-2415) immediately if they are not already on scene.

  2. Call the RLC on Duty (850-377-9060).

  3. Follow UPD and RLC instructions.

  4. Submit an Incident Report.

  5. Follow protocol for Electronic Duty Log.

Incident Reports

• • Incident reports are located online through “Maxient” – use your MyUWF account or the housing website to find the Incident Report Form.

  • Incident reports should be utilized to document all handbook, contract, or code of conduct violations.

  • Incident reports should be written in the third person.

  • Incident reports should include all parties involved and their information, such as date of birth, place of residence, student/non-student, etc.

  • Incident reports should contain specific details, such as “1/3 bottle of 750 mL Smirnoff Vodka” instead of just “Vodka”.

  • Write the incident report immediately after the event, as information is the most fresh in your mind.

  • Make sure the appropriate staff write the incident report and have all of the information needed, if needed work with student staff to complete the Incident Report.

  • Incident reports will automatically be emailed to the HD and RLC of the area the incident occurred as well as several university staff members

Internet/Ethernet or Apogee (wireless)

• • Residential Rooms are equipped with either a wired or wireless connection (not always both).

  • No Routers are allowed anywhere within University Housing; if found submit and Incident Report and notify our central office staff.

  • Internet Outage

    • Individual Room – have the Student contact Apogee support

    • Building Wide – Contact your RLC or RLC on Duty (if after hours) for assistance for how to proceed

Keys

• • Every bed space has one key associated with the space.

  • Each key has a unique code that identifies it to the specific room door.

  • If a key does not work in the assigned door,  verify the code by contacting Housing Maintenance and submit a work order if applicable.

  • Keep keys organized and handle with great care; any lost keys by staff could result in a charge to the staff.

  • Keys that are bent or broken need to be turned into Housing Maintenance.

  • Keys should be put in key envelopes for check in and check out.

  • Keys should be tried in the room door before each check-in and at checkout.

  • Keys are checked out to the assigned resident (only) at check in and the code is noted on the check in paperwork.

  • Resident will turn key back in at checkout; staff must verify it is the HRL key and the code matches the check-in keycode. Codes that do not match should be verified with Housing Maintenance. If the key was turned in by the resident, but is lost by the staff, the staff member(s) could be charged a fee. Contact the RLC immediately.

  • During the semester (between move in and move out), keys for unoccupied spaces should be locked in the metal key box.

  • Refer to key policy in the Housing and Residence Life Handbook on Resident key policies.

  • Hall Directors will need to complete a key audit of keys for unoccupied spaces each month to maintain accurate key records.

Lock-Outs

• • Resident Assistants should handle the majority of lock-outs.

  • The Housing staff member will assess if the student is locked out or has lost their keys (if lost, follow Lost Key Procedure).

• 1. Check the student’s identification to be sure that they live in the room you will unlock. Verify this information with photo identification against the hall roster. 

  2. Housing staff member will indicate on the roster that the resident has had a lock-out.

  3. After the first week of the semester, the Housing staff member will fill out the electronic “Lock-Out Form” in Mercury and inform the resident that there is a charge associated with the lock-out.

  4. Do not collect any money from the residents at this time. A $10 charge will be assessed to their account.

  5. Unlock the student’s room.

Lost Keys

• 1. Inform resident of the charges that will be assessed to their student account based on the cost of parts and labor for the key repair as determined by the department.

  2. HD submits a work order online to request the new keys for the specific room/apt. The work order should include the student’s name and ID number that is to be charged, and the key code of the lost key from the check in paperwork.

  3. The staff should assist the student with being let back into their room & locking up the room as needed until the new key is made.

  4. The HD can make contact with Housing Maintenance to determine how long this process can take to keep the student informed. If it is more than 24 hours, please inform the RLC On Call.

  5. If a student’s key was stolen, have the student complete a police report if they have not done so already and submit to the Assistant Director as well as the Business Coordinator to determine if lost key fee is waived.

  6. If a student loses their key more than three times in a semester, additional charges may be incurred.

  7. In the event that a staff member loses their Departmental Keys, contact RLC or RLC on Duty.

Medical Emergency and Hospitalization

• 1. Notify UPD at 850-474-2415 so EMS can be contacted

  2. UPD or EMS will determine if transportation to a local hospital is necessary. Make sure to note which hospital the student will be transported to:  Sacred Heart, Baptist, or HCA Florida West Hospital

  3. Contact the RLC on Duty (850-377-9060).

  4. Submit an Incident Report.

  5. Follow protocol for Electronic Duty Log.

  6. Work with Professional Staff on completing Post Incident Support Form if needed 

Missing Student

• 1. Gather information from roommates, floor mates, and staff.

  2. Contact the RLC on Duty (850-377-9060).

  3. Notify UPD at 850-474-2415 if instructed by RLC.

  4. Follow protocol for Electronic Duty Log.

  5. Submit an Incident Report.

  6. Work with Professional Staff on completing Post Incident Support Form if needed 

No Contact Order

This is an order given from the Dean of Students office that states that two or more students are to no longer have any contact with one another. This includes direct and indirect contact (notes, email, text, social media, phone calls, or contact made through a third party). Students who fail to follow this request can receive conduct charges or possible suspension. A No Contact Order is not a Restraining Order as proximity is not the issue, which means there can be situations where students with No Contact Orders can be in the same class or building. If they are not interacting together then the order has not been violated.

If you have questions or think a No Contact Order has been violated

• 1. Call up to your RLC or the RLC On Call

  2. Follow the RLC's instructions

  3. Document the information including the specifics of how the person may have violated the order in an IR

Admin-Level or RLCs typically have record of these orders, but as this is a Dean of Students office procedure. They have the complete record/reasons and it is their determination if one has been violated.

No Shows/Occupancy Verification

This is the process we go through to identify the students who end up not attending the university or not living on campus and who have not notified the Central Housing Office to cancel their contract.  

• • Each semester by the 2nd day of classes at 10am, the Hall Directors must email the Contracts and Assignments Manager, the list of students who have not checked in by night of the first day of classes.

  • Resident Assistants must complete an Occupancy Verification & Hurricane Evacuation Plan with each resident.

    • Fall Semester- during check in residents will sign the Occupancy Verification Roster as provided by the Program Specialist or Business Coordinator and turned in to the Program Specialist or Business Coordinator by the second day of classes or other date given.

    • Spring Semester – RAs must have all residents (current and new) sign the Occupancy Verification roster provide by the Tuesday of the second week of school. This should be turned into the Program Specialist or Business Coordinator in the Central Housing Office.     

Office Supplies

• • HD will keep an updated inventory of all office supplies and restock by contacting their RLC.

  • If you need supplies or forms, notify your RLC so the supplies can be ordered through Office Depot.

  • Check out paper from the central office using the Paper log or the help of our Office Administrator.

Personal Information

• • Inform person requesting information that for security and privacy reasons the Department of Housing and Residence Life does not release room assignments or phone information.

Pets

• 1. Check the Animals on Campus, SAR Accommodations List

  2. Contact your RLC or the RLC on call

  3. Inform resident of the Housing pet policy and that they need to remove the animal immediately

  4. Students will be informed of options available to them to have the animal return to their student email.  

  5. Students who do not address the situation and continue to violate this policy will be subject to $150 dollar fee for the violation and $25 per additional day.

  6. Document the incident using the Incident Report protocol.

     • HD should note where pet was taken (ex: friend’s apartment off-campus).

  7. HD should work with their RLC or AD to follow-up within 24-48 hours to ensure the pet is no longer on campus.

In Case of Emergency 

• In rare occasions an animal may need to be taken from the room, professional staff may have to coordinate with emergency contacts to pick up the animal

• Utilize emergency contact lists provided by Student Accessibility Resources to make arrangements

  • Dogs must be removed within 6 hours. All other animals within 12 hours

  • No information related to the situation or reason for the need should be communicated, refer them to Case Management in the Dean of Students Office

• In a situation where the time period has passed, the emergency contacts refuse to collect the animal, and the student is not scheduled to return within the time period, professional staff should coordinate with the Escambia County Animal Control or Pensacola Humane Society to collect the animal.

Pizza Order

• • Our preferred pizza outlet is the Domino's Pizza location on Nine Mile Road.

    1. Email the location at store5159@gulfcoastdominos.com .

    2. Say that you want to order a pizza on "Trades Receivable" for UWF Housing.

       • "Trades Receivable" is an account that UWF Housing has with Domino’s that allows us to purchase pizza.

    3. Give them the number to the Central Housing Office: 474-2463 (no other numbers are valid).

    4. Stress which deal you would like:

       • $8.00 one topping large  (classified as school pizzas)

       • $7.25 one topping whole grain  (classified as school pizzas)

       • $5.99 two topping medium  (mix and match deal)

    5. Stress that we are tax exempt because it is for UWF Housing.

    6. Ask for an Itemized Receipt and always make sure you receive one.

       •  The preferred means of getting the pizza is to pick it up in person.

       • If you are having your pizza delivered, you SHOULD NOT add a tip to the receipt, it will have to be paid out of pocket. Tips will not be reimbursed.

       • You should not have to give any money to the person, it will be charged to a University account we have set up with Domino's.

    7. Sign the receipt and keep a copy to finish your purchase paperwork (Trades Receivable Template) and add to your budget. An RA can sign the receipt if absolutely necessary.

Power Outage

• 1. Attempt to fix through breaker box by flipping only one switch at a time.

  2. Contact the RLC on Duty (850-377-9060) if unable to restore power.

  3. In the event the power is not restored or the power outage is building wide, halls are equipped with emergency glow sticks of one per room to assist students.

  4. If used, notify Assistant Director to arrange replenishing the supply.

  5. Flashlights and batteries are also available at the area office for staff.

  6. Periodically check your supply of batteries and flashlights and contact Assistant Director for replacements.

  7. Follow protocol for Electronic Duty Log.

  8. Submit a work order.

Press

• • As a member of the Department of Housing and Residence Life, do not speak to members of the press or discuss department issues or residence hall matters with the press.

  • Refer all members of the press to the Central Housing Office (850-474-2463).

Prohibited & Abandom Items

• • We do not confiscate items as a housing department.

If an illegal item is found, 

• 1. call the UPD at 850-474-2415 

  2. call the RLC on Duty (850-377-9060)

  3. Follow the guidance of those two groups

If a prohibited items is found:

• • • When the resident is not present:

      1. Leave a Health & Safety form & hang tag notifying the student(s) that the HD will be back in 24 hours to make sure noted item has been removed.

      2. Submit an Incident Report

      3. Follow up with residents within 24 hours to ensure item has been removed.

    • When the resident is present:

      1. The resident needs to remove the item from the building immediately (i.e. put in car, with a friend off campus, etc…).

      2. Submit an Incident Report

      3. Follow up with resident within 24 hours to ensure item has been removed.

    • If residents do not remove items within the time period:

      1. Let them know they will be documented for failure to comply and should look for an email about a Housing Intervention, Health & Safety Class, or Conduct meeting

      2. Submit an Incident Report.

If an animal is found, follow steps listed below in Pets

• • • In case of abandoned items left in the room after room change or end of the semester:

      1. Contact the student to come pick up belongings before the staff close the building.

      2. If the student does not respond/pick up the items:

         • Work with supervisor to determine the appropriate timeline to submit a Work Order for bagging and tagging (typically 5 days after the check out).

         • RLC will communicate with the Fiscal Specialist on the removal fee

         • Submit a Work Order

         • If on duty, follow protocol for Electronic Duty Log.

Abandoned Items

Staffs should not hold lost and found items at there Area Offices.  

• • 1. Staff should work to identify the owner of property 

    2. UPD will accept the following lost property:  Identification Cards, Credit Cards, Social Security Cards, Student Id Cards, Textbooks, Jewelry, Wallets, Handbags, Electronics, Cellphones, Prescription Glasses, Currency & Coins.

    3. Staff should work with their RLC to determine the situation, many cases a work order will need to be placed for the items to be bagged and labeled

    4. Abandoned Items will be kept in designated storage area for 30 days after the end of the semester unless determined otherwise by ADs or Director.

If items abandoned are illegal follow the procedures listed above 

Probation

• • The department of Housing and Residence Life reserves the right to place a student staff member on probation.

  • A student staff member that fails to meet job performance requirements should meet with their supervisor, should fill out an action plan for improvement, and could be placed on probation.

  • A student staff member that does not maintain at least a 2.5 cumulative GPA during their appointment will be placed on academic probation and will fill out an action plan for improvement with their supervisor.

  • Student staff members who do not have a cumulative GPA of 2.5 or higher in the Spring semester will not be considered for re-application.

  • Any semester GPA below a 2.5 will be evaluated when considering academic probation or rehire.

  • Student staff members should maintain a course load of 12 hours (9 graduate hours). If a student staff member drops below the required credit hours/course load, notify the HD/RLC.

  • Templates to document performance issues can be found on the Grad Staff site under Accountability.

Program Proposals

• • RAs will fill out a program proposal online ten days before the program is scheduled to occur.

  • The HD of the area will review the program.

  • If approved, the RA can present the program.

  • If not approved, the HD will reply to the RA(s) with suggested program changes.

  • Refer to the Engagement Model section on the Grad Staff site for more on the proposal/approval process.

Program Shopping

• • HDs are responsible for organizing and shopping for all program supplies.

  • RAs should check their area to see if there are any leftover/unused materials or food before requesting more of an item.

  • RAs are prohibited from buying program supplies with their own money and will only be reimbursed with prior approval from the RLC or AD.

  • New HDs should work closely with their RLCs during the Fall semester to learn about approved shopping items and vendors.

    • Most shopping should be completed by using the P-card and should be approved by the RLC.

    • Once items are purchased:

      • HD completes all related paperwork (refer to Purchasing on Grad Staff site).

      • HD then signs the document and submits it to their RLC.

      • HD are encouraged to make a copy of the program proposal with the program shopping receipt.

Psychological Emergencies-Medical

• 1. Contact the RLC on Duty (850-377-9060).

  2. Notify UPD at 850-474-2415.

     • Police will decide if medical transport is needed. Make sure to note which hospital: Sacred Heart, Baptist, or HCA Florida West Hospital

     • UPD can contact the Counselor on duty if UPD determines it necessary. 

  3. Gather information from roommates, floor mates, and staff.

  4. Submit an Incident Report. Please note in the IR if the student was voluntarily transported or was “Baker Acted” (involuntarily transported to a psychological emergency center).

  5. Follow protocol for Electronic Duty Log.

  6. Work with Professional Staff on completing Post Incident Support Form if needed 

Psychological Situation (during business hours)

• 1. Contact UWF Counseling Center and explain nature of situation 850-474-2420.

  2. Contact supervisor.

  3. Notify campus police (850-474-2415).

     • Police will decide if medical transport is needed. Make sure to note which hospital the student will be transported to:  Sacred Heart, Baptist, or HCA Florida West Hospital.

     • UPD can contact the Counselor on duty if UPD determines it necessary. 

  4. Submit an Incident Report. Please note in the IR if the student was voluntarily transported or was “Baker Acted” (involuntarily transported to a psychological emergency center).

  5. Alert the GA on duty of the situation.

  6. If the GA on Duty, follow Electronic Duty Log protocol.

  7. Work with Professional Staff on completing Post Incident Support Form if needed 

 Psychological Situation (after business hours)

• 1. Notify campus police (850-474-2415).

     • Police will decide if transport is needed. Make sure to note which hospital the student will be transported to:  Sacred Heart, Baptist, or HCA Florida West Hospital.

     • UPD can contact the Counselor on duty if UPD determines it necessary. 

  2. Contact the RLC on Duty (850-377-9060).

  3. Submit an Incident Report. Please note in the IR if the student was voluntarily transported or was “Baker Acted” (involuntarily transported to a psychological emergency center).

  4. Follow protocol for Electronic Duty Log.

  5. Work with Professional Staff on completing Post Incident Support Form if needed 

Relationships

• • GAs are not allowed to fraternize with RAs or undergraduate residents.

  • GAs are expected to maintain professional relationships.

  • Undergraduate staff, residents, or students should never be allowed in GA Staff apartments

Restricted Items Violations

• • A list of restricted items can be found in Housing and Residence Life Handbook.

  • Follow Confiscation/Abandoned Items protocol.

Room Change

• • The Room Change Process at the beginning of each semester is managed by the Program Specialist.

    • Requests are submitted by completion of a Room Change Request Form found on our website beginning opening day. 

    • These room changes are approved when possible.

    • Students and staff are notified by the Program Specialist at the end of the 10 (business) day freeze.  

    • The Res Life Staff check these students into their new assignment and out of their old assignment. 

  • After the 10-Day Freeze, the Program Specialist will determine and communicate when the room change process will be managed by the Res Life staff.

    • Residents must fill out a room change request form online.

    • HD will process in-building room changes by the date of submission.

    • HD will email the assignments@uwf.edu immediately when room change is approved.

    • HD will contact resident to inform if change is approved or denied.

    • If approved, student must make an appointment with an RA from their old building for a check out time, as well as, a check in appointment with at their new residence hall.

    • The student has 48 hours to change rooms.

    • Generally, the HD or RA will check out and check in the resident during business hours.

    • HD makes necessary changes on any printed rosters .

    • Staff will follow the procedures for check-in and check-out paperwork and make sure paperwork is turned in within 2 business days to the Program Specialist or RLC (if charges are necessary).

 Roommate Conflict

• • RAs should encourage all residents to fill out a Roommate Agreement at the beginning of the year before any issues arise.

  • If the conflict becomes aggressive or any threats of harm/self-defense are made, staff will need to dismiss the parties and contact the next level of staff to report the situation. An incident report should be submitted. 

  • If the conflict becomes violent, contact the UWF Police Department immediately, followed by contacting the next level of staff to report the situation. An incident report should be submitted.

  • Some roommate conflicts may result in a roommate agreement or updated roommate agreement being signed by all parties while others may be resolved by one or more roommates changing rooms.

  • Document roommate conflicts with an Incident Report.

Safety Maintenance Concerns

• 1. Attempt to remedy the situation if appropriate.

  2. Follow protocol for contacting Maintenance if necessary.

  3. Submit a work order if needed.

  4. Contact the RLC on Duty (850-377-9060) if necessary.

  5. Submit an Incident Report if appropriate.

  6. Follow protocol for Electronic Duty Log.

Sexual Assault

• 1. Contact the RLC on Duty (850-377-9060).

  2. Meet with survivor and discuss support services.

  3. Contact UPD (850-474-2415) if requested by survivor.

  4. If survivor would like to follow up judicially or criminally, have them write an Incident Report.

  5. Follow protocol for Electronic Duty Log only if appropriate. 

     • Never use the survivor’s name in the duty log.

  6. Work with supervisor to determine the appropriate form of documentation.

  7. Work with Professional Staff on completing Post Incident Support Form if needed 

Staff Meetings

• • GAs are expected to attend and host several types of meetings throughout the year.

    • Residence hall staff meetings should be conducted weekly for your own staff on Monday nights at 9pm.

    • With approval by RLC, HDs may provide the RAs with a “paper/email agenda” in place of an in-person staff meeting, in the case of illness or approved vacation/holiday.

    • If needed for scheduling, closing, or emergencies, SDAs can attend the beginning of the staff meeting for any relevant information and then are dismissed

  • GAs are expected to attend all Monday Res Life Meetings, unless given prior approval from the RLC.

  • HDs are expected to host one on one meetings with their RAs on a weekly basis

Smoke Detectors

• If a resident notifies you of a smoke detector beeping in their room, common space, or community lounge, see if the smoke detector is within a safe reachable distance. 

  • If the detector is within a safe reachable distance, you can go to your community's Area Office and locate the batteries that should be placed somewhere near or in the Storm Weather box and replace the batteries. 

• Once you replace the dead batteries, please ensure the beeping stops. If the beeping stops, that means the fire detector is functioning correctly. Submit an IR under Information Only acknowledging you got a complaint and replace the batteries.

• If the detector is not within a reachable distance or the beeping does not stop once the batteries are replaced, call the GA on Call, and they will call Maintenance to resolve the concern.

Student Desk Assistant (Missing Shift)

• 1. Confirm staff followed procedures for finding coverage for the shift

  2. Make sure all items that need to be put away are put away

  3. Contact the RA on call and ask them to check on the desk at the start and end of their round (while still during desk hours)

  4. Have the RA on call place the sign signifying that staff are not at desk and to call the RA on call if help is needed

These are the procedures for undergraduate student staff finding coverage for missing a shift

• 1. Check the building’s Area Office calendar for shift changes to verify who is working the next shift (if you do not have access to the calendar, follow up with your supervisor).

  2. Once you have verified who is working the next shift, try contacting the person.

     • All student staff members will be within the Slack workspace.

  3. In the event the scheduled student staff member cannot be found, follow the procedure outlined below:

• • 1. If you can stay and cover the shift, please do so. Make sure not to go over the 20 hours per week and no more than 8 hours in a 24-hour period. However, call down the contact list to ask for coverage. 

    2. If you cannot stay, start to call down the contact list by asking your fellow SDAs of the community for coverage, then RAs when applicable.

    3. When between 10am and 4pm, contact the HD of the community

    4. When after 4pm, and the student staff and HD of the community are not available, contact the GA on duty for directions

• 4. Under no circumstances should the security information and equipment at the area office be left unattended. While at the area office, it is the staff member's responsibility to ensure that the phone, office equipment, and any other items behind the desk are accounted for at all times. Log off the computer before you leave. If any of these items are missing, inform the HD immediately.

Sprinklers Activated/Water Leak/Flood

• 1. If the sprinkler system is enacted, contact University Police to determine if a fire is present.

  2. If safe, turn off system if applicable.

  3. If during business hours, call maintenance at 850-857-6201.

  4. If after business hours, follow the After Hours Maintenance protocol.  

  5. Follow protocol for contacting the RLC on Duty (850-377-9060).

  6. Use the wet vacuum to extract excess water with RA on duty.

     • Wet Vacs are found in the custodial closet in the first floor of every hall or clubhouse.

     • Extra wet vacs can be obtained if necessary.

  7. If the sprinkler system is no longer active, a fire watch will be initiated until the system is repaired.

  8. Submit an Incident Report & WorkOrder (include cleaning the wet vac if necessary)

  9. Follow protocol for Electronic Duty Log.

  10. Work with Professional Staff on completing Post Incident Support Form if needed 

Suicide Attempt

• 1. Notify UPD at 850-474-2415.

  2. Call the RLC on Duty (850-377-9060).

  3. Contact the Counseling Center or if after hours, ask UPD to have the Counselor on call contact you.

  4. Do not leave person unattended unless your safety is in jeopardy. 

     • Have the RA on Duty or another staff member provide crowd control if needed.

  5. Campus police will determine if transportation is necessary. Make sure to note which hospital the student will be transported to:  Sacred Heart, Baptist, or HCA Florida West Hospital.

  6. Submit an Incident Report.

  7. Work with the RLC to determine ways to follow up and address any community impact.

  8. Work with Professional Staff on completing Post Incident Support Form if needed 

 Temporary Occupancy Spaces

• • Residents are removed from temporary occupancy spaces in an order determined by their paid deposit dates and will be contacted when an opportunity arises for them to move.

  • Inquiries about the status of temporary occupancy spaces should be directed to the HD.

  • Never promise residents a specific time frame for room changes to be completed.

Theft

• • Notify UPD at 850-474-2415 as appropriate.

  • Call RLC on Duty (850-377-9060) if an arrest occurs.

  • Submit an Incident Report.

  • Follow protocol for Electronic Duty Log.

  • Work with Professional Staff on completing Post Incident Support Form if needed 

Trespass Warning Issues/Warrants

Only UPD and the Office of Student Rights and Responsibilities can give students a Trespass or ban from being on campus or in housing.  Upper level housing administration can also initiate this process but will typically work with UPD or OSRR.  If you feel a students needs to be banned from campus, please speak to your supervisor or the RLC on duty

For warrants or students already given Trespass

• 1. Call the UPD (850-474-2415) if they are not already on scene.

  2. Call the RLC on Duty (850-377-9060) if the student is arrested.

  3. Submit an Incident Report.

  4. Follow protocol for Electronic Duty Log.

  5. Work with Professional Staff on completing Post Incident Support Form if needed 

Uncertain on Procedures

• 1. Call the RLC on Duty (850-377-9060) 

Van Reservation from Maintenance

• • Only the 2016 Dodge Caravan is available to reserve. 

  • All requests must be made at least 3 days in advance by filling out the reservation form. 

  • The vehicle can only be picked up and returned during regular business hours (8:00 AM to 4:30 PM). 

  • The person requesting the vehicle will be the one whom is responsible for picking up the vehicle, cleaning it, and returning it to Bldg 46.

Weapons

If a weapon or gunshots are reported on campus:

• 1. Call the UPD (850-474-2415).

  2. Follow UPD instructions.

  3. Have the resident remove the weapon from the residence halls immediately if the weapon is not confiscated by UPD.

  4. Call the RLC on Duty (850-377-9060) if the student is arrested.

  5. Submit an Incident Report.

  6. Follow protocol for Electronic Duty Log.

  7. Work with Professional Staff on completing Post Incident Support if needed 

• Note: Sometimes gunshots can be confused as fireworks. Unless someone has directly seen the fireworks, we advise treating fireworks sound reports as potential gunshots.

Wellness Check

• 1. If a parent/guardian requests a wellness check, we need to direct them to contact UPD.

  2.  If a wellness check needs to be performed, you will knock on the door to see if you can make contact. 

  3.  If you are unable to make contact, then contact UPD.

  4.  When UPD arrives, they may ask you to open up the door with the master key.

  5.  Let UPD take control of the situation and remain outside the door.

  6. Follow up with your supervisor and submit an Incident Report if necessary.

Work Orders

• • “Work Order” is for any maintenance or custodial request for University Housing.

  • Students can complete work orders through their housing portal on my.uwf.edu

  • Student Staff can do the same, but also submit work orders via Mercury for other individuals

  • If requested, Staff can submit work orders on behalf of the student requesting the work, but we encourage staff to teach residents how to submit work orders as well

  • For emergencies during business hours, contact maintenance at 850-857-6201.

  • For emergencies after hours, follow protocol for After Hours Maintenance.