Policies & Procedures

These procedures are designed to standardize the practice of all members of the department, and to offer a guide to many of the decisions and situations that may be encountered.

Each situation is somewhat unique, and you will need to use your common sense and best judgment. Procedures below are not a complete guide of every possible situation to be encountered. This should be used as a tool to assist you while in the RA position. 

In the event any situations occur during the course of the day that are considered not in the scope of the RA position, contact the Hall Director, Hall Director on-call or Residence Life Coordinator in your area or the Central Office (850-474-2463). If you have any questions, do not hesitate to contact the Graduate Assistant on Duty after 5:00 PM. 

Many situations below have steps that are intended for the HD or RLC to either do or assist in handling.

If you are not confident on how to respond, Call Up.  If you need help, guidance, or reminders, Call Up. Our department would rather you ask for help and receive it, then overlook the process.

Active Assailant

• Review the “Shots Fired on Campus” video on UPD’s website.

• Review this pocket card from the Department of Homeland Security located at each community desk.

• Remember the three responses to an active shooter situation (in preferential order):

  1. Run (Get Out)

  2. Hide (Hide Out)

  3. Fight (Take Out)

Addressing Student Behavior

• 1. Start by knocking on the door of the room you are addressing. Introduce yourself and why you are there. 

  2. If residents refuse to open the door or attempt give you the “silent treatment” in hopes you will leave:

     1. Do the Housing knock three times and announce yourself. 

     2. If that does not work, call the supervisor or on-call to assist.

  3. If residents do open the door and let you in:

     1. Try to keep yourself with clear access to the entry door.

     2. If someone tries to run out of the room, ask them to stay and try to gather their information.

  4. Keep a positive attitude—address the behavior, not the student. 

     1. There is no need for you to apologize for addressing situations and do not take the blame for the situation. 

     2. Explain the policy and make sure that everyone understands it. Let the people in the room know that you are going to document the situation.

  5. Keep confidentiality. The situation is between you, the residents, and the supervisor or on-call support. No one else should be filled in on the details of a confrontation or documentation, including other RAs.

  6. Document incidents immediately after they happen with an Incident Report. This is helpful to the supervisor or on-call support as they follow up with residents. Remember to include each person in the room on the documentation. Reports should be thorough, factual, and follow a timeline order.

Alcohol

Procedure:

If underage residents are found drinking alcohol or hard liquor on campus:

• 1. Explain the underage drinking policies.

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

  3. Contact the supervisor or on-call support.

  4. Once the police and the supervisor or on-call support arrive, follow their direction, they may have the resident open up fridges and other hiding spaces to gather and pour out the alcohol. 

     • NEVER touch or confiscate alcohol or items in the room.

  5. Take pictures of the violations with the duty phone if possible and upload the pictures when you submit the Incident Report.

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

• 1. Explain the liquor policy.

  2. Contact the supervisor or on-call support.

  3. Once the supervisor or on-call support arrives, they will ask the resident to open up fridges and other hiding spaces to gather and pour out the alcohol. NEVER touch or confiscate alcohol or items in the room.

  4. Take pictures of the violations with the duty phone if possible and upload the pictures when you submit the Incident Report.

Information to collect for the IR:

1. Residents/Students names

2. UWF ID numbers/Driver's License numbers

3. Amount, type, and quantity of alcohol present

Follow Up:

• • Refer all questions about the conduct process to the Office of Student Rights and Responsibilities 

Animals

• • Unapproved Animals:

    1. Call the supervisor or on-call support and await their help to respond to the situation.

    2. The supervisor or on-call support will ask the resident to remove an unauthorized pet immediately (humanely). Staff will check in 24 hours to make sure the pet is removed.

       • 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.

    3. Submit an Incident Report.

    4. Follow up after 24 hours to ensure the unauthorized animal is gone.

  • Unattended Animals:

    1. Animals should not be left unattended for extended periods of time, such as during Thanksgiving, Spring Break, Winter Break and other times when the University is closed.

    2. Abandonment, neglect, or mistreatment of any pet by any member of UWF will not be tolerated.

    3. In the case a resident is mistreating a pet, contact your supervisor or on-call support immediately. 

    4. Notify UPD at 850-474-2415 if instructed by the GA.

    5. Submit an Incident Report.

  • Assistance Animals or Service Animal Concerns

• • • We ask that our student staff work with their Hall Director and Residence Life Coordinator for any questions about assistance or service animals and if an animal is approved or not.

    • If an assistance or service animal is causing a disruption, does not appear to be under the control of the handler, or other issues:

      1. Call your supervisor or on-call support.

      2. If there is an immediate threat (growling at staff, biting, etc.) we recommend a call to UWF PD.

      3. Submit an Incident Report.

    • There is some expectation that animals will occasionally make sounds (i.e. bark) but if the animal is barking/whining for long periods of time or you are receiving complaints from fellow students:

      1. Call the supervisor or on-call support.

      2. Either the RA or supervisor will attempt to make contact with the student owner to inform them of the concerns and opportunity to attend to the animal.  

      3. If the student owner is unavailable or the behavior continues, the supervisor or on-call support will call up to RLC to decide the best solution.

      4. Submit an Incident Report.

 Bias Incident

A bias incident is a hostile expression that may be motivated by another’s persons race, color, disability, religion, national origin, sexual orientation, or gender identity. 

• 1. Call your supervisor or on-call support.

  2. Await the arrival of your supervisor or on-call support and their instruction.

  3. With your supervisor or on-call support, meet with impacted student(s) to offer options and support services.

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

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

  6. Submit an Incident Report. Be sure to attach a picture of any damage to your Incident Report.

  7. Discuss with your HD/RLC programming ideas to address community impact. 

Bomb Threat

• 1. If someone reports there is a bomb on campus, do not show alarm. Remain calm with the caller/reporting person, using a business tone of voice.

  2. Write down the phone number/line on which the call is received and record the time.

  3. Keep the caller on the line as long as possible. Obtain as much information as possible from the individual. Inform the individual delivering the threat, “I am not empowered to help you with this. Let me call someone who has the authority to help you.”

  4. If at all possible, signal for someone near you to call University Police immediately at 850-474-2415.

  5. If UPD was not called, contact them upon termination of the call.

  6. Discuss with the officer the feasibility of remaining at your current location. If the officer advises you to leave the building, identify an immediate location where the officer can meet you for debriefing.

  7. Do not broadcast to employees or the student body that a bomb threat has been received.

  8. Provide all information received to the responding officer.

  9. UPD will decide how to proceed.

  10. Call your supervisor or on-call support.

  11. Follow any instructions from police or HD/RLC on-call.

  12. Submit an Incident Report. 

Check-In

• 1. HD will notify the RA that a new student is moving into the community.

  2. Student will be informed about how to complete the Room Condition Report when checking in and getting their new keys.

  3. Check the student in online through the Mercury system.

  4. Students will complete the RCR online through their student portal.

  5. Notify your HD that you checked in a student.

  6. Let your fellow RA for that student know, so they can make a door dec for the resident.

Check-Out

 Check-Outs (room change or withdrawal)

• 1. Go to the student’s room and pull up the RCR and document all damages.

  2. Check to make sure the code on the student’s key matches the code on their RCR.

  3. Lock the resident’s door once the room has been checked.

  4. Put the key in a key envelope labeled with the student’s room number and turn it in to the HD.

  5. Check the student out online through the Mercury system.

  6. If the student is withdrawing, follow the same protocol. Remind students to follow up with the Central Housing Office for contractual obligations/cancellations.

Contacting the Graduate Assistant on-call

• • One (1) Graduate Assistants will be on call during the regular academic year.

  • RAs should call 850-384-4252 to reach your supervisor or on-call support.

  • After hours, contact your supervisor or on-call support for questions or immediately for emergencies or violations such as:

    • Alcohol Violation

    • Loss of Power/Heating/Cooling/Wi-Fi

    • Maintenance Concerns involving water

    • Drug Violation

    • Weapons Violation

    • Bias Incidents or Harassment

    • Resident Arrest

    • Sexual Assault

    • Missing Student

    • Theft

    • Physical or Extreme Verbal Assault

    • Mental Health Concerns

    • Personal Harm/Potential Suicide

    • Student Death

    • Hospital Transport

    • Fire/Flood/Major facilities concern

Contacting the University Police Department

• 1. Contact the University Police at 850-474-2415.

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

  3. Follow protocol for contacting your supervisor or on-call support. After business hours, follow protocol for contacting the Graduate Assistant on-call.

  4. Be available to consult with police officers when they arrive.

  5. Document the situation with an Incident Report online through the Maxient system.

     1. If possible, collect the police report number for the incident if one is being written by the officers.

Counseling and Psychological Services

• 1. Inform student that a counseling appointment can be made by contacting CAPS Counseling at 850-474-2420.

  2. Offer to help them make the call, if the counseling center will see them, you can walk the student over to CAPS during business hours.

  3. In an emergency after hours, follow protocol for Contacting the Graduate Assistant on call and follow their instruction.

  4. Always inform your Hall Director of the situation afterwards. 

Damage/Vandalism

In a community/common area:

• 1. Call your HD or your supervisor or on-call support.

  2. Your supervisor or on-call support will assess the damage/vandalism and take pictures of the issue.

  3. If possible, determine responsible party.

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

  5. Discuss with HD/RLC programming ideas to address community impact.

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

In a student room:

• 1. Follow the steps above if the damage was caused by someone other than the room occupants.

  2. If the residents of the room caused the damage through inappropriate behavior or unauthorized room modification, inform the residents of the conduct process and/or Housing damage charges (as appropriate).

  3. NEVER DISCUSS OR SPECULATE IF A RESIDENT WILL BE BILLED FOR DAMAGE OR HOW MUCH IT MIGHT BE.

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

Dangerous Weather (Primarily Hurricane/ Tropical Storms)

UWF monitors the National Weather Service and the National Hurricane Center for possible progress of storm systems throughout the year, especially during the hurricane season (June 1 to November 30). In the event of severe weather, University officials will communicate with the campus community by use of all available emergency notification systems, including UWF email, UWF website, social media outlets (Facebook and Twitter), and mobile alert text messaging system. Weather information is also available by tuning into WUWF at 88.1FM or online at wuwf.org. 

Storm Watch

Weather conditions are conducive to the development of severe weather.

• • • Students are recommended to:

      • Stay alert of their surroundings.

      • Educate themselves on what to do if a storm warning is issued by reviewing the Severe Weather Guide.

      • Tune into local weather media to stay informed.

    • UWF and UWF Housing and Residence Life will:

      • Monitor local weather conditions.

      • Issue communication and escalate to a warning if needed.

      • Depending on the severity, alerts "All Clear" by the direction of campus police once a threat has moved out of our area.

Hurricane Watch

Issued 48 hours in advance of the anticipated onset of tropical storm force winds with the possibility of hurricane conditions (sustained winds of 74 mph or higher) within the specified area.

• • • Students are recommended to:

      • Set an evacuation plan in case a warning is issued in our area.

      • Educate themselves with the Severe Weather Guide to learn how to prepare for a hurricane.

      • Tune into weather updates and check their residence hall bulletins for any updates.

    • UWF and UWF Housing and Residence Life will:

      • Monitor local weather conditions.

      • Communicate any changes in conditions or projections with our residents.

      • Post flyers of evacuation plans in hall offices and throughout the residential hall.

Tornado Watch

Tornadoes are expected to develop within the specified area.

• • • Students are recommended to:

      • Stay alert of their surroundings.

      • Educate themselves on what to do if a tornado warning is issued.

      • Tune into local weather media to stay informed.

    • UWF and UWF Housing and Residence Life will:

      • Monitor storm tracking and severity.

      • Communicate any updates with residents and guests.

      • Alerts "All Clear" by the direction of campus police once a threat has moved out of our area.

Storm Warning

Seek shelter indoors immediately. Severe weather is expected to occur or is actively occurring.

• • • Students are recommended to:

      • Safeguard to ensure personal safety of themselves and their belongings.

      • Move away from windows and locate the bottom floor of the building.

      • Tune into weather updates and alerts issued by UWF.

    • UWF and UWF Housing and Residence Life will:

      • Monitor storm tracking and severity.

      • Communicate any updates with residents and guests.

      • Alerts "All Clear" by the direction of campus police once a threat has moved out of our area.

Tropical Storm Warning

Tropical storm force winds (sustained winds of 39 to 73 mph) are forecasted within the next 24 hours, with possible heavy rains.

• • • Students are recommended to:

      • Secure their room and belongings in their residence (see Guide) and check the area office for updates.

      • Educate themselves with HRL's Severe Weather Guide for evacuation and go-bag checklists.

      • Tell us your plans: Notify RAs or HDs of your evacuation plans.

    • UWF and UWF Housing and Residence Life will:

      • Post flyers with announcements of closures at the hall offices and throughout the residential hall.

      • Host community meetings to inform residents and guest attendees of weather updates.

      • Communicate an "All Clear" by the direction of University police when the threat has moved out of our area and is clear to return to campus.

Hurricane Warning

Issued 36 hours in advance of the anticipated onset of tropical storm force winds with expected hurricane conditions (sustained winds of 74 mph or higher) within the specified area.

• • • Students are recommended to:

      • Secure their room and belongings in their residence (see Guide) and check the area office for updates.

      • Educate themselves with HRL's Severe Weather Guide for evacuation and go-bag checklists.

      • Tell us your plans: Notify RAs or HDs of your evacuation plans.

    • UWF and UWF Housing and Residence Life will:

      • Post flyers with announcements of closures at the hall offices and throughout the residential hall.

      • Host community meetings to inform residents and guest attendees of weather updates.

      • Communicate an "All Clear" by the direction of University police when the threat has moved out of our area and is clear to return to campus.

Tornado Warning

A tornado has been sighted; seek shelter immediately.

• • • Students are recommended to:

      • Seek shelter immediately and stay until an "All Clear" is issued.

      • Move away from windows, moving to the innermost hallway on the lowest floor.

      • Notify campus police via Guardian Application or dial 911 if assistance is needed.

    • UWF and UWF Housing and Residence Life will:

      • Monitor storm tracking and severity.

      • Communicate any updates with residents and guests.

      • Alerts "All Clear" by the direction of campus police once a threat has moved out of our area.

Death in Family (for resident or staff)

• 1. Notify your Hall Director or the Graduate Assistant on-call.

  2. Provide support for the resident and offer resources such as:

     • Counseling and Psychological Services (CAPS) for emotional support.

     • The Dean of Student Office for additional assistance with classes.

Death of a Resident

• 1. If you encounter a resident who appears to not be breathing, contact UPD (850-474-2415) and ask for medical help right away.

  2. Notify your HD, your supervisor, or on-call support.

  3. Do not touch anything or allow other students to enter the room.

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

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

  6. Meet with your HD/RLC to plan for community response and resources.

  7. Remember to take care of your own physical and emotional well-being. You should also consider taking advantage of campus resources such as CAPS.

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. Staff should report immediately if they have lost their Nautilus Card so that access can be removed until the card is replaced. 

  • Please notify your supervisor if keys do not work.

Drugs

Familiarize yourself with what drugs and drug paraphernalia look like – a good website to use is www.getsmartaboutdrugs.com/drugs.

Medical marijuana may be legal in the state of Florida, but it is still a violation of the UWF code of conduct. Follow the procedures below regardless of any claims of medical marijuana from residents or guests.

If you smell marijuana in the hallway: 

• 1. Try to pinpoint the room, utilize supervisor or on-call support for help if available.

  2. If you can narrow it down to an area within 2-3 rooms, you can call UPD for assistance then your supervisor or on-call support if after hours.

  3. Do not knock on the door.

If you are already in the room and you see drugs:

1. Call the UPD (850-474-2415)

2. Call your supervisor or on-call support immediately.

• 4. Follow any instructions from police and supervisor/on-call support.

  5. Do not touch the drugs or drug paraphernalia.

  6. Explain the conduct process to the student and that they should be checking their email for communication from the Office of Student Rights and Responsibilities.

  7. Gather information and submit an Incident Report. 

Elevator Issues

If the elevator breaks down during business hours:

• • 1. Contact your supervisor.

    2. Submit a work order.

    3. Place “Out of Order” signs on the elevator doors on each floor.

If the elevator breaks down after hours:

• • 1. Contact your supervisor on-call support to assess if elevator repair can wait until the morning or if maintenance needs to come right away.

    2. Submit a work order.

*NOTE: If there is only one elevator for the building, maintenance will need to respond for repair immediately (required by the American Disabilities Act).

If people are stuck in the elevator:

• • 1. Call your supervisor or on-call support and UPD.

    2. UPD and/or Housing Maintenance will assist in helping people out of the elevator.

    3. NEVER try to pry open a door or ask trapped occupants to pry open the door.

    4. Reassure the occupants that you will contact the appropriate personnel for assistance and you will communicate all information you receive. Let them know that you or another RA will not leave until they are out of the elevator. 

    5. RAs must remain with entrapped occupants until instructed to leave by a GA/RLC.

    6. On some occasions, Housing maintenance will need to call the elevator service company in to address the issue. Encourage the people in the elevator to stay calm until help arrives.

    7. Once evacuated, see if the people need medical assistance and how they are feeling.

Fight/Physical Altercation

• 1. Do not put yourself in harm’s way.

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

  3. Call your supervisor or on-call support.

  4. Help provide crowd control and calmly clear the area.

  5. Submit an Incident Report.  

Fire Alarms

• 1. If a fire alarm goes off, leave the building immediately. Do not knock on doors or put yourself in harm’s way.

     • If working the front desk, take the duty phone and office binder.

  2. Follow protocol for contacting the HD. After business hours, follow protocol for contacting the Graduate Assistant on-call.

  3. Notify campus police at 850-474-2415.

  4. RA staff should provide crowd control assistance and direct residents to the meeting point for the area:

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

     • Martin: Parking Lot, 20-50 ft away from building

     • Heritage, Presidents: Stairway to the College of Business

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

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

  5. Wait for direction from the RLC/GA.

  6. If the supervisor or on-call support is not present, the first RA to the designated meeting point would be responsible for giving direction to the other RAs as to what is needed until the supervisor or on-call support shows up.

  7. Assist fire/police officials as necessary.

  8. Follow directives of supervisor and UWF Police.

  9. Do not reenter the building until UPD has given the all clear, even if the alarms have stopped.

  10. Once back in the building, reset and secure the emergency exit doors/alarms.

  11. Document the situation through an Incident Report. 

First Aid

• 1. Res Life staff members are not trained by housing to perform first aid/CPR and are not expected to render first aid/CPR in the scope of the RA position.

  2. The role of the staff member is to report an illness, injury or accident to the appropriate personnel.

  3. If residents feel sick, they should be referred to the Student Health Services or to the nearest hospital.

  4. University Police are trained to handle medical emergencies and should be contacted if a resident needs immediate attention. UPD will also be able to determine if EMS and an ambulance should be called in to help the resident.

  5. Housing and Residence Life staff members, including Resident Assistants, are not permitted to transport residents to Student Health Services or the hospital.

Guests & Squatters

• • Student staff members and residents must follow housing policy in regards to guests.

  • No guests may be left in the building unattended, including a student staff member’s room.

  • If it comes to your attention that a guest policy is being broken or the guest is causing a problem, contact your supervisor or on-call support.

  • Guests may be asked to leave depending on the situation. If the guest is not compliant, contact UPD at 850-474-2415.

Illegal Occupant - “Squatter”

• 1. Illegal occupants are defined as guests (students or non-students) who stay more than 3 consecutive nights and/or more than 9 nights a semester.

  2. Instruct the non-resident to vacate immediately.

  3. If necessary, contact the supervisor or on-call support and UPD.

  4. Follow Incident Report protocol to document the host.          

Harassment 

• 1. Call your supervisor or on-call support.

  2. Await further instructions from your supervisor or on-call support.

  3. Meet with the impacted student to offer options and support services such as the Dean of Students, Housing community leadership, CAPS, etc. 

  4. Instruct the student to keep track of any occurrences of harassment.

  5. Notify UPD at 850-474-2415 if assistance needed and offer the student the opportunity to file a police report.

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

  7. Submit an Incident Report. Be sure to attach a picture of any damage to it.

  8. Discuss with HD/RLC programming ideas to address harassment. 

Health and Safety Checks

• • Health and Safety inspections will be scheduled once per semester.

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

  • RAs should do inspections in pairs.

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

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

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

  • If any room is found to have excessive trash/dirty or a policy violation is found, do the following:

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

    2. If the item found is illegal (such as drugs, alcohol in an underage room, etc.), contact the police & the area HD, your supervisor, or on-call support.

    3. If hard liquor is present in any room or if alcohol is found in an underage student’s room, tell the resident to pour out the alcohol after it has been documented by Housing staff/UPD. If the resident is not home, the staff should instruct the resident to remove the alcohol on the H&S form.

    4. If an animal is found that has not been approved by SAR, inform the student the animal must be removed safely and humanely.

    5. The RAs will follow up with the residents who have failed the Health & Safety Check within 24 hours to make sure the issue has been corrected.

    6. If residents do not remove items within 24 hours, let them know they will be documented for failure to comply and complete a second Incident Report. A picture should be included in the incident report showing the violation.

    7. GAs will conduct Health & Safety inspections of their staff members’ rooms. 

Hostage Situation

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

  2. Follow UPD instructions.

  3. Call the central housing office during business hours, or your supervisor or on-call support after business hours.

  4. Submit an Incident Report. 

Incident Reports

• • Incident reports are located online through “Maxient” – use your myUWF account to navigate to the Incident Report form.

  • Incident reports should be utilized to document all Housing and Conduct violations.

  • Incident reports should include specific location, date, time, and who is involved.

  • Incident reports should be written in the third person, past tense. 

  • 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”.

  • Take notes with the details of the incident while you are on the scene and then write the incident report immediately after the event, as information is the freshest in your mind.

  • Staff that responded should not be included in the involved parties section of the report.

  • Incident reports will automatically be emailed to your supervisor or on-call support of the area in which the issue occurred. 

Keying into Student Rooms

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

  • Permission to key in for non-emergency situations must be approved by the AD on-call.

  • Always have another staff member with you.

  • Knock once and identify yourself as “Housing”. Knock again and announce. Knock a third time before entering room, saying “Housing, keying-in.”

Laundry Machines

• 1. If a laundry machine is broken, contact the number of the laundry service provider to report the issue. This number is on the wall in the laundry room or on the machine itself.

  2. Submit a work order with detailed information on the problem and specific machine number.

  3. Post an “Out of Order” sign on the laundry machine. 

Locks (Broken)

• 1. In the event a student’s lock is not functioning properly, submit a work order.

  2. After business hours, follow protocol for contacting the Graduate Assistant on-call. 

Lock Outs

• 1. Assess if the student is locked out or has lost their keys (if lost, follow Lost Key procedure).

  2. Check the student’s ID to verify residence using the area roster.

  3. After the first week of the semester, the staff member should always complete a lock out form online and inform the student of the $10 lock out fee that will be charged to their student account. Do not accept cash or any other form of payment.

  4. Obtain and sign out the master key.

  5. Unlock the student’s room.

  6. Return and sign in the master key immediately. 

Lost Keys

• 1. Inform the resident of the charges that will be assessed to their student account

     • This charge is determined per community for the cost of replacing keys, locks, and labor by the department.

  2. Gather the specific room/apartment number, name of the student, Student ID number, and key code (from check in paperwork) if available.  

  3. Give this information to your supervisor or on-call support and they will submit a work order online to request the new keys for the specific room/apt. 

  4. 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.

  5. The supervisor or on-call support 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 Residence Life Coordinator or RLC on-call.

  6. If a student’s key was stolen, have the student complete a police report if they have not done so already.

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

Medical Emergency and Hospitalization

• 1. Contact your supervisor or on-call support.

  2. Notify UPD at 850-474-2415.  UPD are trained to assist as first responders and will get EMS on the scene if needed.

  3. The police will determine if transportation to local hospital is necessary. Make sure to note which hospital the student will be transported to.

  4. The student has a right to refuse medical care but encourage them to at least have UPD or EMS check them out first.

  5. If it is determined that the student needs to go to the ER but can make it there without the ambulance, the student can arrange or coordinate their own travel. Student staff members should NEVER drive residents.

  6. Submit an Incident Report.

Mental Health Concerns and Emergencies

• • Be sure to announce in your first floor meeting that you are a Campus Security Authority (CSA) and must report to the university any instances in which someone has been assaulted or situations in which someone threatens to harm themselves or others.

  • Examples of a mental health concern/emergency include:

    • Planning or acting on a suicide threat.

    • Homicidal or threatening behavior.

    • Self-injury 

    • Severely impaired by drugs or alcohol.

    • Highly erratic or unusual behavior that indicates very unpredictable behavior and/or an inability to care for themselves.

• 1. Contact your supervisor or on-call support and follow their instructions.

  2. Notify campus police (850-474-2415) as directed.

  3. UPD has access to on-call counselors that can speak with a student during non-business hours.

  4. The police will determine if transportation to local hospital is necessary. Make sure to note which hospital the student will be transported to.

  5. Submit an Incident Report under the tag “student of concern.” This tag will route the IR to a small group of administrators that can help and serve on the university’s Campus Care Team.

  6. Work with HD regarding follow up and potential community impact.

Missing Student

• 1. Contact your supervisor or on-call support.

  2. Notify UPD at 850-474-2415 if instructed by the GA.

  3. Gather information from roommates and staff regarding the student’s clothing, when they were last seen, habits, vehicles, and anything else concerning.

  4. Submit an Incident Report.

On-Call and Rounds

• • RAs are on duty from:

    • 5:00 PM until 8:00 AM Sunday Night to Friday Morning 

    • 5:00 PM to 5:00 PM Friday Night and Saturday (24hours)

      • 24 Hour duty will also happen anytime the Central Housing Office is closed and during holidays.

  • RAs are to check in on Google Spaces at 5:00 PM and change any posted signage to reflect that they are the RA on-call.

  • The RA on call should be accessible at all times via the RA duty phone and should wear their staff shirt when on rounds and responding to incidents.

  • Rounds are completed at least three times from 5:00 PM—Midnight with your duty partner.

    • Example: 7pm, 9pm, 11pm

    • One round outside the building should happen each day, weather permitting.

      • Would suggest the 1st or 2nd round

    • For non-traditional halls, rounds may be postponed or cancelled in inclement weather (i.e. thunderstorms, lightning, tornado watches). Contact your supervisor or on-call support for these exceptions.

  • During rounds, RAs should carry any duty related materials given or supplies, such as: pen with paper, RA On Call Name badge, and the duty phone. 

  • While on rounds, RAs should check for safety concerns, damage/vandalism, and policy violations.

  • Document information as necessary in the duty log. Submit work orders and submit online incident reports when appropriate.

  • Follow protocol for contacting your HD. 

    • After business hours, follow protocol for contacting the Graduate Assistant on call as necessary to resolve situations or problems beyond control or expertise.

  • Consult the HD or RLC as to any additional expectations while on duty. 

  • In situations of a sudden campus closure (e.g. emergencies, weather, etc.), Duty times may be extended to maintain coverage and support for residents.

  • It is the RAs responsibility to know their duty schedule and prepare accordingly for any limitations that being on duty for the community creates.

    • RAs must remain in the building while on call unless given permission by the Graduate Assistant on-call.

      • Fri-Sat:  RAs are allowed to leave the community for short periods but must remain on campus.  RAs should call the supervisor or on-call support to ask and give notice.  Weekend Duty RAs are expected in the community from 5pm to 8am.

    • If an RA on call needs to be off campus for some reason, they must call and gain permission from the supervisor or on-call support.  Permission is typically only allowed to the Argonaut Village or around the 9 Mile Target/Publix shopping area for a short period of time. It is preferred for the RA on call to find another RA to hold the duty phone if the RA on call needs to be off campus.

On-Call Switch/Cover

• • On-call changes must be submitted via email 48 hours in advance to your direct supervisor for approval.

  • Emergency swaps are approved by your supervisor or on-call support.

  • If another RA will be temporarily holding the duty phone for a period of time, you must post a message on Google Spaces so the on-call knows when the new RA gets the phone and then again when the phone is returned to the original RA on the schedule.

  • Please keep in mind the importance of fairness and teamwork when approaching duty switches and asking people to hold the duty phone.

Overdose

Signs & Symptoms of Overdose:

• • The person is known to have consumed large quantities of alcohol or drugs.

  • The person cannot be awakened.

  • Vomiting while conscious or unnconscious.

  • Seizures.

  • Slow breathing (fewer than eight breaths per minute).

  • Irregular breathing (10 seconds or more between breaths).

  • Hypothermia (low body temperature), bluish skin color, clamminess, paleness.

  • Mental confusion, stupor or coma.

1. If there is any suspicion of an overdose, call the University Police Department (UPD) at 850-474-2415 immediately.

2. Opioid antagonists (Narcan) is available in all residential communities for trained first responders.

3. Then contact the supervisor or on-call support.

• Don't try to guess the level of intoxication.

4. Never leave them alone to "sleep it off" or with a friend.

• Most people who die from alcohol poisoning were left alone.

5. Make sure to find out which hospital the individual will be transported to and as much information about the student as possible.

6. Submit an incident report.

Power Outages

• 1. Contact your supervisor or on-call support.

  2. Submit a Work Order online.

  3. Make use of the flashlights in the Area Office if needed.

  4. Glow sticks are located in the black and yellow emergency boxes.

  5. Determine if anyone is stuck in an elevator and follow the elevator procedure listed above.

Press/Media

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

  2. Press includes in and outside of the university, student and professional reporter, large story or campus project, in person or electronic request.

  3. Refer the press to the Housing and Residence Life Central Office at 850-474-2463.

  4. If press or media are in the community, please contact your supervisor or on-call support immediately.

Prohibited Items

We do not confiscate items.

If an illegal item is found: 

• 1. Call the UPD at 850-474-2415 

  2. Call your supervisor or on-call support before taking any further steps listed below.

If a prohibited item is found:

When the resident is not present:

• 1. Call your supervisor or on-call support.

  2. Submit an Incident Report

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

When the resident is present:

• 1. Ask the resident to immediately remove the item from the building by either putting it in their car, throwing it in an outside dumpster, or other means that will not bring it back.

  2. Submit an Incident Report.

Room Changes

• • A room freeze is in place the first 10 business days of each semester.

  • It is required that residents work with their RA, HD, or RLC for roommate concerns before a room change is approved. Commonly this involves the students to attempt a mediation.

  • Residents must request a room change via email at uwf.edu/housing.

  • The resident will then be notified through email if their room change request has been approved.

  • Contact your Hall Director if residents switch keys or change rooms on their own without approval. Unapproved room changes may result in a $50 Improper Room Change Fee and should be documented with an Incident Report.

Roommate Conflict

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

  • Should a roommate conflict arise, the RA should schedule a roommate mediation to resolve issues or concerns. The HD and/or the RLC could also facilitate the roommate mediation if needed.

  • 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 form being signed by all parties while others may be resolved by one or more roommates changing rooms.

  • Keep a signed copy of the Roommate Agreement form in the Area Office folder with the residents’ RCRs.

  • Document roommate conflicts briefly with an informational Incident Report.

Sexual Assault/Title IX

Be sure to announce in your first floor meeting that you are a Campus Security Authority (CSA) and must report to the university any instances in which someone has been assaulted or situations in which someone threatens to harm themselves or others.

• 1. If a student discloses sexual assault to you, listen supportively.

  2. Remind the student of your role as a mandatory reporter and let them know you must contact the on-call immediately.

  3. The GA/RLC will come to discuss support services, the Title IX process, “no contact” orders, etc. with the survivor.

  4. GAs and RLC will talk to the student about contacting UPD (850-474-2415) if requested by the survivor.

  5. Give any information on the situation to who will be submitting an Incident Report under the “Student of concern” category.

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. 

1. 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. 

2. Once you or the resident replaces 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 replaced the batteries.

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

Smoking (Smoke, Vapor, & Tobacco)

• See Drugs for procedures related to marijuana.

• If you see a student smoking inside the building or in the outside areas around the building, please do the following:

  1. Remind the student of the UWF policy and ask them to stop.

  2. If student gets argumentative or refuses call your supervisor or on-call support as needed.

  3. Document the situation with an incident report.

Suicide Attempt/Ideation

• 1. Notify UPD at 850-474-2415 and the supervisor or on-call support immediately.

  2. Do not leave the person unattended unless your safety is in jeopardy. Have another staff member provide crowd control if needed.

  3. If transportation is necessary, the campus police will arrange it to a local hospital. Make sure to note which hospital the student will be transported to.

  4. Submit an Incident Report under the “student of concern” tag.

  5. Work with the HD to determine ways to follow up and address any community impact.

Theft

• 1. Follow protocol for contacting your GA. After business hours, contact the on-call support.

  2. Offer to call UPD (850-474-2415) if the victim wants to file report.

  3. Document the situation online through Maxient with an Incident Report.

Trespass Warning Issues/Warrants

• 1. Pay attention to where the person is headed and what they are wearing.

  2. Do not approach the person if you believe your safety is in jeopardy.

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

  4. Call your supervisor or on-call support.

  5. Submit an Incident Report.

Weapons

• 1. If a weapon or gunshots are reported or found in a student room, call UPD (850-474-2415) and the supervisor or on-call immediately.

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

  2. Follow UPD and staff instructions.

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

  4. Submit an Incident Report under the “student conduct matter” tag.

Wellness Check

• 1. If a wellness check is requested, direct the person requesting the wellness check to call UWF police after gathering some information. You should not tell the caller if the student of concern does or does not live within our community.

     1. Student's name.

     2. Reason for concern.

     3. Last time they spoke to the student.

     4. Relationship to student.

  2. Call your supervisor or on-call support to update them with the information you already gathered.

  3. Your supervisor or on-call support may ask you to go with them to knock on the student's door to ses if you can make contact with the student. You should not key into the space.

  4. If you are able to make contact, ask the student to reach out to the person who originally called with the concern.

  5. Submit an Incident Report if necessary.

If UWF Police request a wellness check from housing staff:

1. If the police ask you to assist with a wellness check, contact your supervisor or on-call support for help.

2. If the police are not willing to wait for your supervisor or on-call support staff, get the master key and assist the police with the check on the student.

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

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

Work Orders

• 1. When something needs repair, view the problem to verify what needs to be fixed. Be specific by giving a clear description of the problem (i.e. room number and detailed locations of item to be fixed).

  2. The preference is for residents to complete the work order online themselves. Show residents how to fill out the work order under their own account if they need help.

  3. Inquiries about the status of work requests should be directed to the HD. Do not promise residents a specific time frame for work requests to be completed.

  4. For emergencies during office hours, contact your HD or RLC.

  5. For emergencies after hours, follow protocol for contacting your supervisor or on-call support.