University of South Alabamas Housing & Residence Life

RESIDENT ASSISTANT
TRAINING MANUAL
2014-2015

CommunityConnectionCommunication

Acknowledgements and Dedication:

Information contained in this resource has been shared by former employees of other programs
for the purpose of a successful Housing & Residence Life program at the University of South
Alabama. This handbook is therefore dedicated to the student staff who will serve South
Alabama students in their pursuit of academic achievement and personal growth.

Mission, Expectations, and Community

Mission Statement/Core Values
RA Job Description/Expectations/Agreement/Confidentiality
RA Evaluation/Job Action
1 to1s/Staff Meeting Checklist
RA Bi-Weekly 1 to 1s Report

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COMMUNITY DEVELOPMENT:

First Floor/I AM SOUTH/Building Meeting Agenda

Issues College Students Face
Residence Education Framework
Res Ed Curriculum Guidelines
5 Ways to Create Community
Understanding Your Community Members
First-Year Student Members
Transfer Student and Non-Traditional Student Members
International Student Members
Working with Positive and Negative Influences on the Floor
Secrets of Good Publicity/Publicity Types
Events Forms: Event Checklist
Event Proposal
Event Inventory
Activity Report
Community Development: Roommates
Roommate Agreement
Responding to Roommate Conflicts
How to Conduct a Mediation
Mediation Agreement

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Duty and Operations

RA on Duty Responsibilities
Procedure for Entering a Students Room
RA on Duty Log
Duty: Documentation Procedures
Maxient Incident Reports
Staff Contact Sheets
Duty: Emergency Procedures
Call the CDOC When
Protocol Per Incident Type
Alcohol
Assault/Battery

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Death of Student/Guest
Fire
Floods
Hate Incident
Maintenance Emergency
Medical Emergency
Mental Health Concerns
Missing Student
Riot- Public Unrest
Sexual Assault
Vandalism/Theft
Vandalism/Theft of a Students Personal Property
Weather
Severe Weather: Building Protocol
Storm Safety Reminders
Staff Key Control Policy
Key Procedures:
Accounting
Master Keys
Specialty Keys
Access to Room Keys by USA Authorized Personnel
Lost Keys
Key Audits
Managing Keys in the Area Office
Back-Up Key Protocol
Lock Changes
RA Procedures: Lock-Outs and Lost Keys
Room Condition Form Procedures
Room Condition Form Comments
Check-In/Check-Out Process
Express Check Out Form
Fall Semester: RA Checklist
Health and Safety Inspections
Health and Safety Inspection Form
Good Going Form
Overnight Guest Request Form
Spring Close Out RA Checklist

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MISSION STATEMENT:
The University of South Alabamas Department of Housing & Residence Life is
committed to providing safe, reasonably priced, well maintained residence halls and
interacting with students in a courteous and efficient manner. We endeavor to support
the academic mission of the University by creating purposeful residential communities
which are conducive to academic and personal success of students.

Core Values:

Student Centeredness
Integrity
Student Development
Communication
Customer Service
Diversity/Multiculturalism
Teamwork

INTRODUCTION
The purpose of the RA Manual is to establish consistent expectations for performance
of the responsibilities of the RA position. You should read, understand, and comply
with all policies and procedures contained within this RA Manual. No manual can
anticipate every circumstance, question, or situation. As USA Housing & Residence
Life continues to grow and evolve, the need may arise to revise, supplement, or
rescind any policy or portion of this manual; therefore, USA Housing & Residence Life
reserves the right to do so, as we deem appropriate, in our sole and absolute
discretion. RAs will, of course, be notified of such changes, as they occur.

University of South Alabamas Housing & Residence Life

RESIDENT ASSISTANT
Job Description
Qualifications
Currently enrolled at the University of South Alabama
Minimum of 2.50 cumulative institutional G.P.A.
At least 12.0 semester hours completed at USA by the time of employment
Must enroll in at least 12 credit hours at USA each semester of employment
Residence hall living and/or student leadership experience (at USA) required
Must have a Residence Hall Contract with the $150.00 pre-payment on file
Summary
The Resident Assistant is a paraprofessional member of Housing & Residence Life at the University of
South Alabama; the RA is responsible first to their supervisor, the Community Director, second, to the Area
Coordinator, and third, to the Associate Director. As a representative of USAs Residence Life staff, the RA
is responsible for positively contributing to a high quality living experience for our residents.
Basic RA Job Description
A Resident Assistant (RA) is the student staff member for a section (building, floor, etc.) of a residence hall
Community. The RA is a student leader among their peers. The major responsibilities of the RA include:
promoting community; developing relationships; helping to establish and maintain a healthy residential
environment conducive to academic and personal growth; assisting in disciplinary procedures as necessary;
implementing University and Housing policies; and assisting with individual student needs. The RA will rolemodel leadership qualities such as effective communication and adherence to policies and expectations.
The RA must honestly commit to and respect the services, goals, and values that enhance the students
abilities to learn and develop the life skills necessary to become a productive and caring member of our
global society.
Specific RA Duties
Be willing to commit for the entire academic year - Fall and Spring Semesters
Commit to return to campus prior to Fall/Spring Check-In for all training workshops
Remain on campus after semester exams for administrative responsibilities
Serve as the on-call staff member for a residential Community throughout the semester and holiday breaks
as scheduled
Commit to less than 15 hours of extracurricular activities and/or work per week each semester
Recognize that the RA position is your primary out-of-class obligation
Demonstrate the characteristics of an RA Servant-Leader
Facilitate Community success by encouraging programming efforts and resident engagement
Administer the procedures and policies of Housing & Residence Life
Serve as a resource to residents
Assist with emergency situations
Report and follow-up with maintenance concerns
Be available and present for your residents as needed
Assist in the opening and closing procedures of the building as necessary
Serve as a liaison to the residential Community
Plan, promote, & implement community events and activities as directed by the supervisor and support other
campus events and activities by personal attendance
Support the Residence Hall Association (RHA)
Communicate campus information as needed
Attend all area staff meetings (Thursdays @ 9:00 p.m.), training, workshops, & all USA sponsored events as
scheduled
Perform other duties as assigned
RA Compensation
Residence Hall Room, meal plan, local telephone service, voicemail, campus cable, high-speed Internet
(fraternity houses excluded), unlimited laundry access, and a campus post office box; valued at $7,800 per
academic year.

The University of South Alabama

Department of Housing & Residence Life
RESIDENT ASSISTANT
Job Expectations
The Resident Assistant (RA) within Housing & Residence Life is a live-in position that requires the RA to reside in
his/her Community of responsibility. The RA is responsible for a residential community ranging from 20 to 80
residents. The RA works under the immediate direction of a Community Director.
STAFF DEVELOPMENT
Return before hall opening in fall and spring semesters to participate in training workshops and programs.
Attend and contribute to RA training, workshops, and In-Service sessions.
Attend and contribute to weekly residential Community staff meetings held on Thursdays at 9:00 p.m.
Attend and contribute to periodic area-wide meetings with your AC as needed.
Participate in the Residence Life staff selection process.
Attend and contribute to Residence Life staff meetings as required.
Act as a supportive resource to Residence Hall Association (RHA) representatives.
Maintain frequent contact with the Community Director (CD) and the Area Coordinator (AC).
Attend required semester in-service workshops (Fall & Spring). Failure to meet the in-service requirements may
result in the supervisor activating the job action protocol.
Check personalized RA box, email, and voicemail on a daily basis (minimum).
STUDENT DEVELOPMENT & PROGRAMMING
Assist students in maintaining an environment conducive to studying.
Organize and conduct floor/section meetings including but not limited to the opening floor meeting, which should
take place the Saturday night of opening weekend. These meetings should help residents understand the goals
and responsibilities of the RA, CD and AC; University policies and Housing & Residence Life policies and
procedures.
Develop a strong sense of Community in your respective Community by planning and/or attending activities,
meetings, events, bulletin boards, etc each semester.
Contribute and assist the RHA Representatives and residents with at least one (1) community-wide program,
ultimately overseen by the CD, each semester.
Promote Community development and involvement among your residents by implementing the Community
Involvement Model as directed by your supervisor and support the Community building efforts of other staff
members.
Counsel and advise individual students and serve as a resource and referral agent.
ADMINISTRATION
Assist the CD in ensuring accuracy of Community rosters by knowing who is assigned to the floor/section and
making sure they are residing in their proper room assignments.
Handle administrative paperwork and procedures neatly and promptly for residents checking in and out of the
residential community.
Act as a liaison between the University administration and the students residing in the Community on all matters
of mutual concern.
Post all Community information promptly
Utilize effective communication, planning, scheduling, and organizational skills as they relate to job
responsibilities.
Assist the CD in maintaining key inventory for the community and report any discrepancies. Any missing or
unaccounted keys that cannot be traced back to students will be the responsibility of all staff members to find
the missing keys.
Notify the CD of any residents who are assigned to the community but are apparently not living in the assigned
space or of residents living in the community but not assigned.
Participate in departmental research projects (ACUHO-I surveys, etc...) and apply the results in practice.

TIME COMMITTMENTS
Attend and participate in all staff meetings and bi-weekly individual meetings with supervisor (one-to-ones).
Bring your calendar to all meetings, this will eliminate a lot of unnecessary commitment conflicts!
Will be required to work during community opening and closing to assist with resident check-in or check-out.
Be reasonably available to residents in the evening hours and on weekends. There will be a 2AM curfew that
staff members will be required to meet when they are not on duty and have not declared that day as one of their
off days.
Each RA is granted 12 nights away per academic semester and usually no more than four nights away per
academic month. Nights away are not permitted during final exams, hall opening, closing and special events
(i.e. USA Day, etc.). Weekday overnight leave and weekends away must be scheduled and approved (in
writing) in advance by the Community Director.
Receive prior approval from supervisor for any involvement in time commitments outside of academics. Other
than personal welfare, only academic requirements shall take priority over RA job duties and responsibilities.
Receive prior approval from supervisor for additional employment beyond the RA position (not to exceed fifteen
hours per week).
There will be certain weekends that will be deemed closed weekends and all staff will be required to remain in
the halls that weekend. Typically, closed weekends are the weekends prior to hall closing each semester;
however, the Associate Director holds the right to declare a closed weekend at any time.
Remain in the residential community up to 48 hours after closing of each semester to assist with the closing of
the residential community.
During your duty days (as assigned by CD), work on-duty responsibilities in the community by serving as the
staff contact person for the community. Duty times consist of 4:45 p.m. to 8 a.m. of the following day. Weekend
duty will be determined by your CD. Duty times for weekends consist of 4:45 p.m. Friday to 4:45 p.m. Sunday.
Reside in your assigned space/community every night including during duty and/or closed weekends.
Work during holidays that the residential communities are open. Holiday duty will be divided among all staff
members and everyone will take their appropriate days of holiday duty.
MAINTENANCE
Know the physical make-up of your community. Maintenance needs should not come up as a surprise to you.
Know the custodial staff on a first name basis and develop a good working relationship with them.
Report custodial concerns to the CD.
Make regular visual inspections of the condition of the facilities for communication with the CD, AC, or Housing
Maintenance Office.
COUNSELING
Develop a non-judgmental, supportive reputation that is founded in the belief of Social Justice. We should
Celebrate, not just Tolerate
Contact/communicate with all residents on a weekly basis as a means of establishing friendly relations,
identifying problem areas, imparting and obtaining information, and answering questions.
Use of an open door policy is encouraged while the RA is in his/her room.
Function as a resource referral person for students with emotional, health, or academic concerns by directing
them to the appropriate office on campus and follow through with appropriate notification to CD.
Confidentiality is a must ethically and legally!
COMMUNITY DEVELOPMENT
Know each of your residents by his or her first name.
Know something about each of your residents
Make purposeful contact with each resident bi-weekly (minimum). Purposeful contact does not mean just saying
hello to your residents. Make an effort to know everyone in your personal community. Take the time to knock
on your residents doors and talk to them.
Be sensitive to their needs. Take a proactive role.
Be available. Spend free time in the community so that residents will get to know you and feel comfortable
coming to you with questions and concerns.
Maintain a relatively neat room so that residents will feel comfortable entering your room.
Develop and maintain a positive working relationship with residents.
Encourage students to contribute to and participate in campus educational/recreational events and activities.

Maintain weekly communication with a variety of your residents.

Discuss and clarify on an on-going basis residential rules, regulations, policies and procedures to all residents.
Encourage residents to take responsibility for what happens in their community. (Global Citizens!)
Encourage and assist residents with creating/updating Roommate Agreements.
Foster an environment in which peoples rights and differences are respected.
Mediate conflicts between residents and roommates. Keep supervisor informed of conflicts and the status of
mediations. Seek guidance/involvement from supervisor before conflict escalates.
Have a working knowledge of the contractual terms and conditions for residential living.
Conduct Health & Safety Inspections as outlined in the RA Manual, or as directed by supervisor.
Serve as a positive role model by conducting self in a mature and responsible manner in the presence of
residents, both within and away from South Alabama campus, and abiding by the standards set forth in the USA
Code of Student Conduct and the Residence Life Handbook.
STUDENT DISCIPLINE
Observe and guide the general behavior of the residents in the community in terms of expected levels of
behavior as established by the residents, Department of Housing & Residence Life, and the University.
Document all disciplinary concerns and refer all incidents to the appropriate supervisor.
Submit all documentation via email to the CD & AC by 8 a.m. the following morning.
Use approved methods and procedures for confronting behavior and residents in a manner consistent with an
educational focus on the effects of inappropriate behavior on community living.
If needed, serve as a witness or provide testimony for the validation of judicial documentation.
QUALIFICATIONS
The RA candidate must have and maintain a 2.50 cumulative institutional GPA, as determined by the Registrars
Office at the University of South Alabama. In the event an RAs GPA should fall below the 2.50 limit, the RA may
be given one semester in which to raise his/her overall GPA back to a 2.50. If the RA is unable to raise the
cumulative institutional GPA back to the 2.50 limit, he/she will be ineligible to continue employment.
RAs must have completed a minimum of 12 semester hours completed at USA prior to employment.
The RA must be enrolled in at least 12 credit hours at USA (undergraduate) throughout the entire semester.
The RA must be able to work effectively with University students in a residential community environment.
The RA must demonstrate a sense of job responsibility and maturity.
The RA must be a good role model and follow University and residence hall policies.
The RA must show evidence of leadership skills.
The RA must live in the residence hall room assigned for the duration of employment with Housing & Residence
Life. Leaving employment with the Department will result in removal from that room, floor, and, in most
circumstances, that residential community.
Every RA will be required to go through the re-application process each year during the Spring semester.
RAs should participate in the Spring Room Registration process even if he/she is anticipating returning as an RA
the following year and will be required to pay the $150.00 pre-payment before RA assignments can be made.

RESIDENT ASSISTANT TERMS OF EMPLOYMENT & AGREEMENT

UNIVERSITY OF SOUTH ALABAMA
HOUSING & RESIDENCE LIFE
2014-2015

1. Period of Employment
The Resident Assistant position is an academic year appointment, meaning that the 2014-2015 employment period
begins on Friday, August 1st, 2014 and may conclude on Monday, May 12th, 2015. Reappointment for an additional
year is contingent on performance during the entirety of the 2014-2015 academic year (including summers, if
applicable), and satisfactory completion of the re-appointment process. Resident Assistants in their first semester of
employment are appointed on a probationary basis.
2. Vacations, Time Away, and Duty
As a means of establishing a leadership presence, a primary requirement of the Resident Assistant position is that
he/she resides within the hall for which he/she shares responsibility. Each Resident Assistant is granted 12 nights
away per academic semester and usually no more than four nights away per academic month. Nights away are not
permitted during final exams, hall opening, closing and special events (i.e. USA Day, etc.). Weekday overnight leave
and weekends away must be scheduled and approved (in writing) in advance by the Community Director. Resident
Assistants are also expected to assist with desk shifts and duty coverage. Although employment is continuous
during New Years Day, Martin Luther King Jr. Day, Mardi Gras (including Fat Tuesday), Thanksgiving, Christmas,
Easter, Labor Day, Memorial Day, and Independence Day holidays, vacation time may be granted by an Area
Coordinator. Additionally, employment is continuous throughout Fall Break, Winter Break, Spring Break, and
Summer Break; as well as, fall to spring interim, spring to summer interim, and summer to fall interim. Vacation time
during these time frames may be granted by an Area Coordinator.
3. Duty
The Resident Assistant-On-Duty is a critical aspect of this position and requires that the scheduled staff member be
on-campus and available from 4:45 pm until 8:00 am the next business day (Sunday through Thursday). Weekend
duty runs from 4:45 pm on Friday to Sunday at 4:45 pm; holiday duty during official University holidays will be from
12:00 noon to 12:00 noon the next day. During this time, the Resident Assistant is to serve as the primary campus
resource to report issues to the professional staff; duty includes but is not limited to, providing desk coverage,
periodic or hourly rounds/safety checks, and the ability to respond to campus emergencies. While on duty, the
Resident Assistant is expected to remain in the assigned residential community and be accessible by telephone or
cell phone at all times. Resident Assistants may not leave the community while on duty (even for short periods of
time); if the Resident Assistant needs to leave, that staff member must find a replacement that is currently on staff
and who serves in that community. Resident Assistants are not allowed to take the duty cell phone to class. In the
event that a Resident Assistant needs to find a replacement, it must be approved by a Community Director and
documented in the duty logbook. Resident Assistants may not consume or use alcohol or illegal drugs while on duty
or during training. All alterations/changes in the duty schedule must be approved and documented by a Community
Director in advance.
4. External Commitments
After academic commitments (classes), the Resident Assistant position must take priority. External commitments,
such as extracurricular activities and work, may be difficult to balance with the demands of being a student and
Resident Assistant. Therefore, Resident Assistants are not to accept additional internships/employment without prior
written approval of the Area Coordinator. If approved, additional internships/employment should be limited to 15
hours or fewer per week, and scheduled in consultation with the Community Director. Please note that Resident
Assistants must have written consent from an Area Coordinator before taking on an Executive Officer position that
holds a residential requirement. The Community Director will periodically review additional internships/employment
of the staff. When conflicts arise between Resident Assistant duties and external commitments, Resident Assistant
responsibilities must take priority.
5. Academic Requirements
An RA must be an undergraduate student at the University of South Alabama. Resident Assistants must be enrolled
in a minimum of 12 credit hours at USA and no more than 18 credit hours per semester (fall/spring). Any
exceptions to this must be approved in writing by the Associate Director of Housing & Residence Life. Resident
Assistants for the summer term must be enrolled in a minimum of 1 credit course at the University. Resident
Assistants are required to maintain a 2.5 cumulative institutional grade point average (GPA) throughout

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employment. Resident Assistants with a cumulative institutional GPA below 2.5 may have one semester to raise the
GPA to a 2.5. Only one probationary semester (fall/spring) will be allowed per academic year. Should the cumulative
institutional GPA remain below a 2.5 after the probationary semester, the Resident Assistant will be dismissed from
the position.
6. Training Sessions, Meetings etc.
Resident Assistants are required to attend all training sessions and staff meetings held throughout the period of
employment as required by Housing & Residence Life. Training may occur in the form of weekend sessions,
evening and/or days away from campus. Failure to attend and satisfactorily participate in all training sessions may
result in dismissal. Resident Assistants must attend all in-service workshops each semester and must be fully
available to participate in hall openings and closing; failure to meet these requirements may result in job action, up
to and including dismissal. Each Resident Assistant must be available on a reasonable basis as determined by the
Community Director and/or Area Coordinator. Resident Assistants are expected to uphold a standard of integrity
and the characteristics of Servant Leadership at all times. Failure to uphold these standards may result in job action
or retraining as needed. Resident Assistants are required to attend at least one sixty minute weekly team meeting to
be set by the Community Director. Additionally, Resident Assistants must be available at least bi-weekly for a one to
one supervision meeting to maintain their position with Housing & Residence Life; habitual absences from these
meetings may lead to loss of employment. Failure to attend and satisfactorily complete all expectations of the
Resident Assistant position may result in job action, up to and including position dismissal.
7. Remuneration
During employment, all Resident Assistants receive credit on their University billing statement for their housing
which includes a residence hall room, unlimited laundry, telephone, voicemail, internet (fraternity houses excluded)
and a campus post office box, valued at approximately $4,800.00 per academic year. In addition to housing,
Resident Assistants will receive credit for a meal plan valued at $3,000.00 per academic year for a total value of
$7,800.00 per academic year. Meal plans may not be offered during times that the dining facilities are closed.
8. Staff Placement
Although individual Resident Assistant interests and preferences will be taken into consideration when specific
assignments are made, placement of staff is based on needs, as determined by the Residence Life leadership team.
Housing & Residence Life reserves the right to change a Resident Assistant room assignment at any time. Each
Resident Assistant is bound by the terms of the Residence Hall Contract (including the $150.00 pre-payment),
Residence Education Handbook, Resident Assistant Manual, Resident Assistant Expectations, The Lowdown,
Resident Assistant Job Description, and the University of South Alabama policies. Should a Resident Assistants
employment be terminated via dismissal or resignation from the position, he/she may be responsible for fulfilling the
financial obligations of the Residence Hall Contract and may be automatically assigned to reside in a different
residential community from the one currently employed; if there is no available occupancy on campus at the time of
dismissal or resignation, then the Resident Assistant may be released from the financial obligations of the
Residence Hall Contract and will be responsible for finding off campus housing. In certain extreme circumstances
where a Resident Assistant is terminated, he/she may be removed from housing and his/her financial obligation
prorated as appropriate.
Resident Assistant Initials: ________
9. Standards of Conduct
As a paraprofessional staff member of the University of South Alabama and of Housing & Residence Life, Resident
Assistants are employees at will, with both the Resident Assistant and Housing & Residence Life having the right, at
any time, to terminate the employee/employer relationship. In the event of termination, the Resident Assistant may
be required to vacate his/her room assignment within 24 hours. A Resident Assistant appointment may be canceled
at any time for performance and/or behavioral concerns. Due to the broad nature and responsibility of the position, it
would be impossible to describe all actions viewed as transgressions of standards. It is possible, however, to
provide some guideline of unacceptable behaviors and consequences of those behaviors. The following guidelines
are an indication of those acts, which if committed by a Resident Assistant, are considered serious enough to
warrant dismissal from the Resident Assistant position. 1) Insubordination or failure to perform any duties outlined in
the Resident Assistant Terms of Employment, Resident Assistant Job Description, or Residence Life Handbook or
insubordination. 2) Refusal to comply with reasonable and legitimate direction from the supervisor and/or any
University official with regard to the duties and responsibilities of a Resident Assistant. 3) Behavior considered
detrimental to the credibility and reputation of Housing & Residence Life, Office of Student Affairs, and the University

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of South Alabama. 4) Misuse or misplacement of any key, keycard, or ID, including duplication, loaning, careless
use, or loss of a master key or sub master key. 5) Violation of any housing or University policies, rules, and/or
regulations, especially the drug and alcohol policies. 6) Behaving inappropriately while fulfilling the duties of a
student leader and University paraprofessional. 7) Abuse of authority, responsibility, or position. 8) Acts of disregard,
omission, or negligence. 9) Behaving in a manner that is counter to the growth of residents and the community. 10)
Behavior that violates University policies relating to sexual harassment. 11) Behavior that jeopardizes the ability of
the Resident Assistant to perform his or her job or enforce policies and procedures. 12) Failure to serve as a role
model with integrity.
Please note that Housing & Residence Life reserves the right to change the terms of employment/agreement at
anytime; in the event that the terms are updated the staff will be notified in writing.
Having read the Resident Assistant Job Description and Responsibilities, the Resident Assistant Terms of
Employment & Agreement, and having been given the opportunity to ask for clarification of any portion(s) thereof
which I did not understand, I accept this appointment for the 2014-2015 academic year. Furthermore, I understand
that my performance will be continually reviewed and that my appointment may be terminated at any time my
performance is unsatisfactory or fails to meet the stipulations outlined in this agreement.
Employee (print) _________________________________

Date_________________

Employee Signature______________________________

Date_________________

USAs Housing & Residence Life is an Equal Opportunity/Affirmative Action Educator and Employer.
Confidentiality Statement:

I understand that as part of my Resident Assistant position I may be exposed to information about other residents /
students that is of a private, and therefore, confidential nature. I understand that disciplinary matters are also
confidential and not to be shared with other persons.
I will not share any information that I may receive concerning a residents private and/or disciplinary information with
anyone outside of the Housing Community Staff** or my supervisor.

______________________________________
Employees Signature

_________________________
Date

______________________________________
Community Director

__________________________
Date

**Information should be shared with other staff members ONLY in an appropriate setting, such as a staff meeting**

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University of South Alabama

Housing & Residence Life
RESIDENT ASSISTANT PERFORMANCE EVALUATION
Performance Evaluations are required for all Resident Assistants from November 1st-15th and from April 1st-15th of
each semester(s) of employment. Please see the RA Employment Agreement and the list of RA Expectations to find the
essential job functions and duties required to successfully perform in this position. You and your supervisor will list goals
and objectives to work toward through each semester and will go over the evaluation in detail in your bi-weekly 1 to 1s
to ensure that you are performing to the level of expectation.

RATING SCALE

The 1-5 scale is to be applied to each of the 10 evaluation factors used on this form. Any score below 3.0 means that the
employee is not on target and is in need of improvement. A 3.0 means the employee is meeting expectations. Anything
higher than a 3.0 means the employee is going above minimal expectations. Any score other than a 3.0 requires a
comment from the supervisor in the appropriate sections.

You will be evaluated on the following 10 factors:

Community Development/Interpersonal Relationships
Conflict Resolution/Roommate Relationships
Procedure, Processes, and Duty
Communication, Teamwork, and Customer Service
Room Condition Forms and Maintenance
Health & Safety
Community Buildings/Floor
Judgment
Check In/Out Processes
Occupancy

JOB ACTION
Mission:
To train and develop each Resident Assistant holistically so as to achieve and maintain University leadership status and
uphold the expectations of the Department of Housing & Residence Life.
First Offense: A written warning will be issued as a formal method of informing an employee of a relatively minor
violation of University or departmental expectations or of failure to perform job duties in an acceptable manner.
Generally, a first offense written warning occurs after an employee has received counseling from their supervisor related
to the issue(s), and it is intended to encourage the employee to change the behavior and improve performance.
Second Offense: Probationary Status (1 Semester or 1 Academic Year to be determined by your supervisor) is used
when behavioral, performance, and/or attendance problems persist or when action more severe than a first offense
warning is warranted.
Third Offense: If all prior disciplinary actions do not resolve the situation, or if the violation is serious enough that a written
warning or probation is not appropriate, the employee is subject to dismissal. The supervisor must consult with the Associate
Director of Housing & Residence Life before an employee is dismissed.
-Any and all standards violations by an employee shall be documented appropriately by the supervisor.
-Major violations will be sent through UDC and employment status will be determined upon judicial outcome.

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Housing & Residence Life

Resident Assistant 1 to 1s/Staff Meeting Checklist

Housing & Residence Lifes training program, job responsibilities, and expectations recognize the importance
of supervision and management in regard to the Resident Assistant position.
RESIDENT ASSISTANT
1 to 1s
Bi-Weekly 1 to 1s are to ensure that
administrative and community based routines
of USA and Residence Life are being
maintained. Focus is also placed on proper
communication with the supervisor and to
discuss involvement within the Community.
__ Discuss programming plans
__ Discuss resident concerns (academic/social
issues, roommate issues, etc.)
__ Report any facilities/building concerns
__ Ask any questions regarding performance
__ Discuss any other concerns that you need
to share with your CD
__ Discuss any personal concerns that may
affect your position/academic performance

RESIDENT ASSISTANT
Weekly Staff Meetings
Weekly staff meetings are designed to follow through
on areas and events that are designated to certain
responsibilities within the position. Weekly meetings
focus on deadlines, communication, development, and
collaborations.
__ Meeting with fellow Resident Assistants
__ Discuss Programming and Collaboration
__ Turn in Activity Reports
__ Sign form for weekend/potential time away
__ Be ready to discuss a policy/procedure
__ Make sure documentation is up-to-date and
accurate (RAs and Residents)
__ Discuss Community concerns that might
impact the other RA staff

Weekly 1 to 1s during probationary term

As the year progresses, these lists could potentially accrue more tasks. This is simply a guideline to
help the RA maintain the requirements of the RA position.

Staff Meetings are held weekly on Thursdays at 9:00 p.m. in your respective community. All RAs
are required to attend these meetings and are expected to arrive on time.
All requests for absences from staff meeting must be made in writing at least one week prior to the
requested absence. Please understand that you are making a REQUEST to miss a meeting and
that the request may or may not be approved. Failure to request the absence one week in
advance may result in denial of the request.
Each RA is permitted two non-academic requests to miss staff meetings per year. The request
still must be made a week in advance.
When an RA misses a staff meeting, s/he will receive the written agenda via email from their
respective Community Director and will remain responsible for all content of the missed meeting.
Additional meetings, training sessions, or in-services may be held at any time. RAs will be given
advance notification of these types of obligations.

14

University of South Alabama

Housing & Residence Life RA Bi-Weekly Report
** This is due to your Community Director at every 1 to 1**
For the weeks of:____________________
Name:_____________________________ Hall:______________________________
1. Building Maintenance: Report any significant or prolong issues related to the upkeep of the building(s) you
are assigned.
2. Hall Custodial/Maintenance Issues: Report all issues that you are having with the custodial/maintenance staff
in your building(s).
3. Building Atmosphere: Report students general mood in your building; including significant incidents,
concerns, etc.
4. Counseling Concerns: Report any concerns that require immediate intervention; include the actions you and
others took.
5. Resident Assistant Issues: Report any significant or prolong issues that have occurred or are occurring
between you and your fellow RAs. Also, any concerns that you may have about the effectiveness of your
teamwork.
6. Spontaneous Events: Report any spontaneous events that have occurred that you have participated in with
your residents.
7. Area Concerns: Report any significant or prolong issues related to the entire area.
8. Staff Meeting Agenda Items: Include information you want to address at the weekly staff meeting.
9. Emergency Maintenance: List any emergency maintenance calls-out that has taken place for your building(s).
10. Keys: List any key issues or problems.
Comments:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

15

Community Development:
FLOOR/BUILDING MEETING AGENDA
Fall Semester Saturday, August 16, 2014
Introductions & Icebreakers
Safety
1. Keys Do not give your key out to anyone! You are responsible for your key. Anytime you give your key to
someone else you are putting your roommate or others in the residential community at risk.
2. Fire Evacuation Routes pay attention to the signs on the back of your door noting the evacuation routes.
If you do not have a sign, notify me (your RA) after the meeting. It is very important that everyone exits the
building when they hear the fire alarm sound. You should always consider the alarm to be an indication of
an actual fire.
3. Exterior Door/Chaseway Door Propping open doors invite unwanted guests and un-authorized access.
Any exterior door found propped should be un-propped anytime you become aware of it.
4. Trespassing contact a staff member if you spot someone you believe to be a trespasser.
5. Open Windows and Doors You are putting yourself and your possessions at risk when you leave your
door or window un-locked. Please lock your room door and window anytime you leave your room and
overnight.
6. Severe Weather Sirens When you hear the sirens, it means there is a tornado/hurricane warning (i.e. one
has been spotted in the area). For an actual warning the siren will sound for 3 minutes. You are
encouraged to seek shelter in our shelter areas (explain where these shelter areas are for your community).
They TEST the sirens once a month on Wednesday at noon for 1 minute. They will only run tests on a clear
day.
Administrative
1. For maintenance concerns please call the Housing Maintenance Call Center (251-460-7655). If it is an
emergency, please call the Area Office phone 24/7 (give them the #) so a staff member can assist in
making sure the emergency gets the proper attention.
2. Report lost keys to the Area Office as soon as you discover them missing for yours and others safety.
Replacement keys cost $50.00 (applied to your PAWS account) because the lock has to be replaced.
3. Health & Safety Inspections will occur twice each semester in an effort to catch unforeseen maintenance
concerns before they progress. They will be unannounced. Any staff member entering your room should
always arrive with another staff member, and both should be wearing a name tag in order to be more easily
identified. The Housing & Residence Life staff recognizes each residents right to a degree of privacy and
pledges to conduct any and all room entries with as little disturbance as possible.
4. On-Call Staff Personnel each night and on weekends there will be at least 1 staff member available to
handle emergencies as they arise. To reach a staff member, you should call the Area Office phone number
anytime day or night (make sure you give them the phone # and let them know where it is posted outside).
5. Trash You are responsible for taking out your own trash to the dumpster closest to your room. Anyone
found violating this policy will have to go through the Housing Judicial Process, so please help us keep our
community clean!
6. Discuss the importance of reporting room concerns that may not be on initial RCF and the potential for
damage charges upon check out (RAs should not quote, confirm, or deny check-out charges)
7. Post Office Boxes Please remember your P.O. Box is already paid for as part of your Housing Contract.
If you have not set-up your box yet, please visit the Post Office in the bottom of the Student Center. Let
them know you are a Housing resident and they will verify your I.D. and give you an entry code for your box.

16

Community Standards
***Remind your residents that if they find themselves in the presence of a community standard violation
they should remove themselves from the violation immediately. Otherwise, they could be held
responsible***
Refer to your Residence Education Handbook online on the Housing website for all Community Standards
recognized by Housing & Residence Life (www.southalabama.edu/housing). Go over, in detail and explain
the importance of the I AM SOUTH statement below. This should govern residential behavior and respect
for Community StandardsI AM
Committed to a Drug Free Community
Committed to an Alcohol Free Community
Committed to a Violence and Harassment Free Community
Committed to Community and University Involvement
Committed to Honor and Integrity being my Standard
I AMSOUTH!!!
*Violations of the I AM SOUTH standards could result in Housing Judicial Sanctions to include
administrative removal or resident relocation from the residential Community.
***Each Resident and RA should have a copy of the I AM SOUTH pledge and have a signed copy on file in
the Area Office that the RA/CD may refer to in relation to violations in Community StandardsResidential Education
1. We are committed to providing a total educational experience for our residents. We will be planning
activities that are fun and that assist you in meeting new people and learning more about yourself and
others. Your input into the activities is important to us. If you have ideas, let me know!
2. RHA (Residence Hall Association) Membership consists of all residents living on-campus. They plan lots
of fun activities and serve as a place for residents to voice suggestions and/or complaints about Housing.
Its a fun organization to get involved with. If you would like more information let me know!
Email
1. As USA students, you are responsible for reading email that is sent to your University email address. This
is the Universitys official form of communication. Housing & Residence Life will also use email to
communicate with residents. Please check it regularly since you are responsible for all information delivered
to you!!!
Other
1. Roommate Agreements We encourage all roommates to discuss and complete a Roommate Agreement.
The agreement is an effective tool to help avoid roommate problems or misunderstandings in the future.
Staff members will be happy to assist you. (Give out Roommate Agreements)
2. Renters Insurance - The University assumes no liability for personal property damage or loss. Residents
are advised not to keep valuables, expensive items, or large sums of money in their rooms. Residents are
encouraged to take out renters insurance if they are not covered by a personal insurance policy.
3. Add any other issues relevant to your hall, floor, or building, or community.
4. Have attendees sign-in so you know who you need to share info with in the future!!

Yearly Floor Meeting Requirements:

Fall Semester: August and November
Spring Semester: January and April

17

Obstacles College Students Face:

Be Aware, Be Prepared

Alcohol:

Signs of Possible Alcohol Problems:

Getting drunk on a regular basis
Lying about how much alcohol was consumed
Missing class, work, or other commitments due to alcohol use
Giving up activities he/she used to enjoy
Hanging out only with friends who drink
Having to keep drinking more and more to achieve the same level of intoxication
Believing that they have to get drunk to experience a good time
Pressuring others to drink
Drinking and driving
Taking risks, including sexual risks
Frequent hangovers
Feeling rundown, hopeless, depressed, or even suicidal
Getting in trouble with the law

Dating Violence:

Types of Abuse:
Physical (pushing, shoving, hits, slaps, pulls hair, kicks, punches, restraint,
objects being thrown, pinches, takes playful wresting too far, grabs
roughly, and any other action that hurts one physically)
Emotional (ignores your feelings, withholds approval/appreciation/or affection as
a form of punishment, continual criticism, name calling, shouting, makes all
decisions, wants to control all actions, humiliation in public settings, ridicule of
beliefs/values/race/heritage, manipulation with use of lies and contradictions)
Sexual (calls you sexual names, forces you to take off clothing, touches you in a way
that makes you uncomfortable, forces sex, treats you and the members of your
gender like objects, insists on monitoring your wardrobe, accuses you of cheating,
minimizes the importance of your feelings toward sex) EARLY WARNING
SIGNS: (Extreme Jealousy, Possessiveness, Controlling Attitude, Low Self-Esteem,
Unpredictable Mood Swings, Alcohol & Drug Use, Explosive Anger)

Depression:

Divorce:

Divorce:

Some Common Symptoms:

Mood or Emotions: sadness, tearful, lack of enjoyment or hopelessness
Thought Patterns: indecisive. Self-critical, negative, and pessimistic
Motivation: withdrawn, apathetic, and low drive
Physical Reactions: changes in appetite, sleep disturbances, feeling drained
Do/Did the student feel guilty or responsible for their parents divorce?
Did they feel they lost part of their childhood as a result?
Do they feel as their parents rely on them too much for emotional support?
Are they in the peacemaker role?
Do they feel as though either parent is too self-involved to care for them?
Basic Resident Rights
They have the right to want a satisfying relationship with each parent.
They have the right to not be caught in the middle.
They have the right to feel whatever emotions they are experiencing.
They have the right to work through their emotions with familial support.
They have the right to maintain their position in priority for family resources
(school support)

Eating Disorders:

Common Types
Anorexia Nervosa: (self-starvation and excessive weight loss) Symptoms: intense
fear of being fat, always feeling fat, extreme concern with weight/shape, and
loss of menstrual cycles)

18

Bulimia Nervosa: (secretive cycle of binge eating then purging food) Symptoms:
repeated binging and purging, eating beyond the point of comfortable fullness,
frequent dieting, and extreme concern with weight/shape. Purging (self-induced
vomiting, laxative abuse, diet pills and/or diuretics, fasting, and excessive exercise)
Binge Eating Disorder: (aka Compulsive Overeating) periods of excessive
overeating. Periods of fasting and repetitive diets may occur. There is always a
period of extreme shame and guilt afterward.
Emotional Distress: Signs
Disorganized speech, increase in odd/eccentric behavior, inappropriate expression
of emotion, bizarre thoughts/actions that could involve auditory or visual
hallucinations, withdrawal from social interactions, inability to connect with people
or process thoughts
How to Approach: Tips
Never compromise personal safety, avoid agitating the resident, dont assume they
can take care of themselves, dont assume they can comprehend you, avoid arguing,
only allow professionals to assist, be aware that they may be afraid also.
What to Do
Reduce tension, ask simple questions (name, where do they live, and contact
information), explain the steps for contacting assistance, and do not leave resident
until professional help has arrived.
Grief & Loss:

If a student is suffering a loss of any kind, it is important for the RA to understand

the grieving process.
Grief Process
- Shock
- Suffering (sadness, anger, guilt, anxiety, physical/behavioral/cognitive symptoms)
- Recovery
It is important to note that these steps do not have to be followed in order. Grief is a process
that varies from person to person.
How to Help
Make contact, provide practical help, be available/accepting, be a good listener, exercise
patience, encourage self-care, and model good self-care.

Home Sickness:
May result from the shock of being on ones own in an unfamiliar place, or from
worrying about loved ones at home.
Helpful Suggestions for Residents
Admit you are homesick (it is ok), talk about it with an older sibling or friend who
has left home, bring familiar items from home, get to know your new surroundings,
invite people to explore with you, keep in touch with people from back home,
plan/make arrangement to visit home, examine your expectations, seek new
opportunities, do something/get out and about!
Self-Harm/Cutting:

deliberate, direct injury of ones own body

What to Look For
Unexplained frequent injury (cuts, burns, scratches, etc.) long pants/sleeves in the
warm weather, low self-esteem, and difficulty handling feelings, relationship problems,
and poor functioning at school/work/or home.
What to Do
Be supportive, do not assume the resident is suicidal, but dont push them to speak
about feelings, and always report concerns about self-harm to your supervisor
immediately.

Sexual Assault:
If a student shares that they have been sexually assaulted, contact the CD on
Call Immediately.

19

Social Media:

Can be the source of bullying, stalking, domestic violence, and other stressors that can have
a negative impact on personal and academic growth.

Suicide:

Caused by physiological changes in the brain, which distorts rational thinking and
decision making. It is not from lack of character or courage.
Warning Signs:
Suicide threats, statements revealing a desire to die, previous attempts, sudden
changes in behavior (withdrawal, apathy, moodiness), depression, alcoholism,
feeling lonely/isolated, and giving away cherished possessions.
How to Help
Explain that you have noticed changes in their behavior and are concerned, ask if
they have contemplated suicide, allow them to speak, take every act/threat seriously,
encourage them to seek professional help, be sensitive to your own needs/limits.
Steps in Severe Cases
-Ask Listen Tell

Always notify your supervisor any time you feel a resident is suicidal or emotionally distressed.

20

USAs Housing & Residence Life:

2014-2015 Residence Education Framework
As a Resident Assistant, your responsibility is to create an environment that fosters student success and development
through Educational and Recreational (Physical Health) programming and relationship building. The Two competency areas,
and subcategories, of student development that are core to the Residence Education Curriculum are:
-

Educational:

-Academic ( Campus resources/JagSuccess/effective note-taking/study habits/behavior)

-Social ( Structured social opportunities outside of the classroom/making peer
connections/campus connections)
-Cultural ( Diversity programs/learning differences-acceptance from peers/campus
orgs/resources/cultural civility)
Recreational (Healthy living through Campus Recreation programming/healthy eating)

Housing & Residence Lifes mission is to support the academic and personal success of students through student
engagement and connection on campus. As such, we are inspired to partner our Residence Education Framework
with USAs Student Activities through use of their published monthly Campus Activities Calendar.
The University of South Alabamas Department of Housing & Residence Life is committed to providing safe, reasonably priced,
well maintained residence halls and interacting with students in a courteous and efficient manner. We endeavor to support the
academic mission of the University by creating purposeful residential communities which are conducive to academic and personal
success of students.

Structure
Each RA must complete 1 Active and 1 Passive program per month, in addition to monthly bulletin boards in
Communities where this requirement is applicable. Programming completion deadlines are December 1st and
May 1st. Staff will be presented with examples of acceptable programs, but are encouraged to be creative. If a program is
not listed, the staff member is encouraged to meet with their Community Director and explain how and why the
program meets criteria for one of the competency areas of the REF. Each RA must have 1 active/1 passive of each
component listed above per semester.
Ex. Fall Semester: 1 active/1 passive Academic, 1 active/1 passive Social, 1 active/1 passive Cultural, etc.
Definitions
Active Programs: Any program where the staff member either creates an activity/presentation/social
Event/academic event/educational event or takes residents to an event on campus. Residents
must be present and the purpose must be clearly defined.
Passive Programs: Any activity that promotes learning through the various REF categories, but does not
require resident attendance. Great examples of passive programs would be an educational or
informative newsletters, interactive bulletin boards, and door decorations.
Important Note
Each RA will be required to submit a Weekly Activity Report (form) with the activities from each week to
his/her respective CD in every corporate Thursday night meeting. CDs will supervise all programming efforts
and will sign off on approved programs each week. Note CDs have the ability to approve to not approve
programs as deemed appropriate. RAs are encouraged to keep track of their monthly active/passive programs
and bulletin boards; however, the CD will maintain an accurate record of all programs/boards for each respective
RA. At any time, the RA can view his/her activity reports with his/her CD. Any dispute with programming
should be addressed with the RAs individual CD.

RAs who do not meet the minimum number of programs/bulletin boards required at the end of
each semester may be subject to employment probation and must have a formal meeting with
their respective Community Director & Area Coordinator to discuss the matter. Those staff
members who do not earn the minimum number of programs at the end of the academic year
may be subject to employment probation/termination, depending on employment status in the
Fall. **CDs are to keep all non-approved program paperwork as well as approved**
**Remember, on top of simply programming, RAs should create an inclusive floor environment
and maintain relationships among residents!

21

Res Ed Curriculum: Framework Expectations/Guidelines

Please use these categories/activities as guides to help instruct your RA staff on how to effectively program. The
Community Director is provided with this list as a tool to understand and know what categories are reviewed for
educational purposes. The RA will receive a list of pre-approved program ideas (listed under our subcategories).
They are required to meet with their CD to propose and receive approval for any activities not listed. They are
encouraged to be creative, but must explain how and why their activity belongs to a specific category. Approval for
programs are at the Community Director discretion and if you have any questions, please seek guidance from your
Area
Coordinator.
I.

EDUCATIONAL
*Academic:
-Learning Event with Faculty/Staff
-Academic handouts/boards
-Team Academic Event (GPA comp)
-Study Group Event
-Theme Week: Academic Success
-Resume Workshop
-Career Center Event
-JagSuccess Workshops
-Academic Advising Event
-Study Skills/Habits Workshop
-Test Taking Tips
-Stress Management
-Writing Center Workshops
-Peer Tutoring Event
-Living Learning Specific Workshops
-Newsletters with Academic Focus
-Take residents to an academic event (5 minimum)
-Financial Planning Workshop

*Social:

-Create On-Line RA/Hall Group

-Newsletters about campus/housing events
-Participate in Hall Council: RHA
-Take residents to campus social event (5
minimum)
-Collaborate with campus group on a social event
-Bulletin Boards with safe ways to socialize tips
-Team/Floor social outing/event
-Take residents to dining hall (3 minimum)
-Take Residents to RHA
-Recognition event for residents
-Life Balance Workshop (how to juggle college/social life)
-Good Decision Making Workshop
-Spontaneous Social Activity
-Game Night/Video Game night with residents
-Create a value statement for your floor
-Safety/Security/Laundry Activities (Social Responsibility/Community Living standards)
-Roommate Events
-Healthy Relationships Event

*Cultural:

II.

-Celebrate Heritage Months (passive and active)

-Have a Diversity Panel of floor residents (getting
to know each other/breaking stereotypes)
-Co-Host an event with a student/campus
organization(outside of comfort zone!)
-Take residents to cultural/diversity events on
campus (5 minimum)
-Attend/host event about spiritual development (5
minimum)
-Attend/co-host event on USA pride and campus
diversity
-Self-awareness/Personal Wellness Activity
RECREATIONAL
-Partner with Campus Recreation for an event
-Participate, with residents, in intramural activities
-Take residents to an athletic event (5 minimum)
-Healthy Living Activity (about exercise, sleep, diet,
stress management, etc.)

**Standard for the RA Position

- Area/Floor meeting with residents
- Posting Hours of availability
- Bulletin Boards (where available)
- Submit OTM Nominations
- Attend all team meetings
- Attend all Area Meetings
- Attend required housing/university events
- Encourage residents to apply for RA/other
leadership roles
- Facilitate a floor/hall assessment of needs
- Provide campus resources to residents
- Create roommate contracts with residents
- Post check out time availability two weeks in
advance

22

5 Ways to Create Community

The task, now that youve chosen to accept it, is to turn a good gaggle of individuals
into a great community. You dont have to do it all alone you just need to get the ball
rolling. And here are some ways to do just that!

Make Opportunities.
Invite people to dinner. Go to weekend events in the student union together. Make tie-dye
shirts. Hang out in the lounge playing cards. Make opportunities to participate as a group,
where everyone is welcome, so residents get used to being part of a happening, fun
community.

Dont Set Yourself Up as the Only Leader.

Let folks know right off the bat how much you welcome their ideas and input! Collaborate
with other staff members and with residents to host com- munity builders and programs.
Demonstrate just how much the good of the community is in every- ones hands.

Tap Into Talents.

When a resident shares that she loves volley- ball, ask her to help pull together a
floor Intramurals team When another resident posts interesting drawings on his door,
see if hed be willing to work on a community mural proposal with you. Youre
surrounded by a wealth of talented, cool individuals, so invite them to be
participative members of the community!

Create an Open Environment.

During rounds, pop into residents rooms to say, Hi, and have a quick visit.
Encourage them to do the same to help them get used to you and vice versa. That
way, they wont be suspicious, wondering, Why is he stopping by? because theyll
just think its the norm.

Use Names!
Make it a priority to learn peoples names, even if you just start with first names.
Nothing beats the sound of your own name to make you feel welcomed and valued!
Community makes us feel wanted, safe and excited about what comes next.
Get that going among your residents and youll be off to a great year ahead!!

23

UNDERSTANDING YOUR COMMUNITY MEMBERS

Universities and Residential Communities are developmental communities where students gain experiences that help them
progress from one developmental stage to another. Your role, as a student leader, in this development is integral.
First-Year Student Members
Your first-year student community members are in the throes of development. They will have multiple issues compounded
by multiple emotions. How will you go about understanding all there is to know? This is a topic that requires a lot of time and
investment. Be sure to utilize the resources around you. This resource will only highlight some issues as a starting point.
Be sure to dialogue with your peers and the services on campus to gain greater insight.
Issues Facing Many First-Year Students:
Wanting to be accepted
Learning self-responsibility
Managing Finances
Making decisions without as much parental influence
Searching for belonging in a new environment
Testing personal values and beliefs
Figuring out who they are in this new setting
Establishing friendships and intimate relationships
Becoming independent
Keeping themselves on a schedule
Disciplining themselves when it comes to studying, choosing what to eat, drink, etc.
Determining how to stay connected to family and friends
Questioning their faith, upbringing, values, and more
When assisting First-Year students in their development, remember the following:
All students are different do not lump students into one lot
Get to know students to learn more about them as an individual
Challenge and support them
Ask them what they feel they need in terms of assistance, instead of assuming
Help them gain competence in their social setting (i.e. do not challenge them to address biased jokes without giving
them some suggestions)
Stay in tune to your discussions and interactions with first-year students they will often look to their peers or
student leaders for guidance and perhaps seek assistance indirectly in conversation.
Find opportunities for new students to meet people, get involved, and experience the many opportunities that the
campus community has to offer
If you are worried, concerned, or feel unable to assist a student, utilize the resources available to you as a student
leader
Transfer Student and Non-Traditional Student Members

Academic issues class status, credit compatibility, etc.

Personal/Social Issues living arrangements, getting involved, relationships, etc.
International Student Members

Some advice RAs could give to new international residents

Friendship: Most people you will come in contact with will be friendly. They will talk about current events, politics,
hobbies, and sports. However, personal matters are often not spoken about such as financial or family problems.
Dress: The attire worn is usually informal, unless otherwise told to wear formal clothing. It is not necessary to wear
Western-style clothing. Clothing you have brought from home is acceptable.
Greetings: When Americans greet each other, whether male or female, a handshake is generally the custom.
Spatial distance is a very important aspect of nonverbal communication. Most Americans stand approximately 3 feet
apart when talking.
Schedules: Americans place a high priority on being punctual. The phrase time is money is very common. You
will be expected to be on time to events that have specific starting times, such as class, dinner arrangements,
appointments, etc.

24

Professors: The relationship between student and professor is usually open and informal. Most professors want
their students to talk directly to them about any questions they have, in order to resolve them quickly.

Symptoms of Culture Shock

Feeling very angry over minor inconveniences
Loss of ability to work or study effectively
Withdrawal from people who are different from you
Sudden intense feeling of loyalty to own culture
Feeling sick much of the time
Overeating or loss of appetite
Extreme homesickness
A need for excessive sleep
Boredom

Headaches
Upset stomach
Small pains really hurt
Depression
Irritability
Unexplainable crying
Relationship stress
Exaggerated cleanliness

In order to have culture shock, they dont need to have every symptom on the list. It is possible that only a few may apply to
them. These symptoms may also appear at any given time. However, those such as headache and upset stomach should be
checked by a physician before they decide its only culture shock.
Solutions for Culture Shock
Even though some people may not be able to eliminate culture shock, there are ways to ease the stress. Some of these
activities are listed below:
Keep Active. By getting out of your room or outside of your apartment, you are able to experience first-hand what
Americans are doing. If you visit public places, such as a shopping mall or sporting events, you will be able to watch
and learn how American customs are practiced.
Make American Friends. By having friends you can talk to, you are able to ask them questions about what you do not
understand.
Exercise. By finding an activity that you can enjoy, you will be able to reduce stress and depression. Americans like to
run and walk on paths. They also like organized games.
Community Activities. Talk with your host family, Resident Assistant, or other Americans about community activities,
religious services, or volunteer opportunities to help you become a valuable member of the community.
Work on Your English. This is an extremely important concept. It is much easier to understand a culture when you can
understand the language being used. Ask about any slang terms that you do not understand.
Introduce Yourself to Other International Students. Other international students may be experiencing the same
problems that you are. By talking to them, you may be able to find out ways they are coping with problems.
BE PATIENT. Many international students experience culture shock in some way while they are here. Just recognize
the problem and give yourself time to get over it. If you need to, keep reminding yourself that this is not permanent.

Working with Positive and Negative Influences on the Floor

One of the most important parts of being an RA involves countering or neutralizing negative influences within the floor
community. Leaders will emerge within the community. So it is important that you recognize the emerging leaders
(whether positive or negative leaders) and quickly establish rapport with them. First, it is important to realize that each
community creates its own conditions or environment, and allows these conditions to exist. Each and every community
member should realize that he or she has a responsibility to others who live in close proximity. Respect for the rights of
others and tolerance of individual differences should be emphasized. Students should be encouraged to individually
confront and provide feedback to one another. Finally, negative influencers should be educated on the detrimental effects
on individual students and the community. If negative behaviors persist, they should be encouraged to examine their
impact on the community, encouraged to provide suggestions on how they and the community as a whole might change
and be challenged to assume responsibility for initiating such changes.
Encourage the positive influencer
Recognize their contributions
Encourage them to express their views and opinions at floor meetings
Keep them informed of campus and hall activities, events, etc.
Ask them for suggestions for floor activities or handling a floor problem or concern
Encourage them to take on new tasks and responsibilities such as joining RHA
Mention to other community members individually how much you appreciate the positive influencer's
assistance

25

Discourage the negative influencer

Be very honest and straight forward about things they do which are not positive; provide rationale as to
how/why Residence Life/USA does not support the behavior(s)
Come from a place of caring for that influencer let them know of the detrimental impact on others, but also
themselves; in addition to police action, the consequences for certain violations can pose a threat to their
academic future and their pocketbook.
Be sure not come on too strong or to over-react, as this can cause the negative influencer to become even
more negative
Ignore inflammatory or derogatory comments or actions made by the negative influencer
Try to redirect the person's energies toward positive endeavors. Ask him or her to assist in planning a floor
function or to take on a responsible task.
Take a personal interest in the negative influencer
Ask other floor members who are bothered by the negative influencer to state their expectations that the
behaviors desist
Whenever the negative influencer exhibits positive behavior, be sure to recognize and compliment that
behavior
Talk to him or her in private, point out good qualities, and encourage them to utilize these qualities this will
help the influencer avoid losing face in front of peers
If the above suggestions do not work with your negative influencer, disciplinary action may be necessary

Secrets of Good Publicity

Good publicity motivates and encourages people to attend events. If we have learned anything from watching
releases of popular movies, it is that publicity (even hype) works! Publicity is a crucial factor in event planning.
Posters, flyers, door tags, e-mail, and word of mouth are great techniques for publicity, but enthusiasm and a
positive attitude are critical. Publicity stimulates interest in your events, and promotes awareness of your group's purpose
and function. You obviously need to reach the intended audience for your events, and to provide necessary details about
the event. Good publicity stimulates our conscious awareness, enticing us to attend the event.
Timing is also very important. Ensure that the timing of the event doesnt conflict with popular television, campus
org, or another staff members event/activity. Residents must also have time to arrange their schedule so that attendance
is possible. A minimum of a week's notice is necessary. If you have a large amount of publicity, or would like to attract a
large number of people to your event, increase publicity as the event date draws near. On the day of the event, add the
words "tonight" or "today" to existing posters. This will serve as a reminder to anyone who "spaces-out" though they
planned to attend. Remember, the public views publicity as a "preview" of your program. If the publicity is boring or not
well planned, people will assume that your program will be the same. Insure good attendance by using creative and
unique publicity.

Publicity Types
Posters and Flyers To be effective, signs must catch the eye. Anything that helps in this regard will increase the
number of people whom the ad reaches. Use drawings, photographs, colors, magazine pictures, symbols, or other
innovations. Once this is done, the second task is to get the info out. Bold headlines that do not utilize too many capital
letters and have less than 10 words are a good start. Remember: A poster in a bad location is a wasted poster.
Banners Large signs on newsprint or old sheets near entrances with all the info will serve to reinforce smaller notices.
Personal Notes Slip a note under the door of students who seemed interested in an event when it was being
discussed, telling them what you have planned. By asking them to please attend and to help by telling others about it, you
may increase the feeling of their ownership of event planning.
Incentives There are a multitude of incentives that can be used to get students excited about attending events. Food,
trinkets, key chains are a good bet. Event Bucks distributed at all events and an auction every month or semester of
cool prizes is even better.
Facebook/Twitter Create and Utilize your own group page for your floor or building, use their personal pages to send
messages with invitations, create events and invite everyone on your friend list, use Housings own facebook and twitter
accounts. Link your pages together.

26

Event Form:
RA Name: ___________________________

Date: __________________

Name of Event/Activity: _________________________________

Event Checklist: Planning and Presentation

1. ______ Find out what the residents want and need.
2. ______ Set realistic goals and anticipated attendance.
3. ______ Set an appropriate date, time and location. Check to make sure that there are no conflicts with
other RAs or other campus events.
4. ______ Return completed Event Forms to your supervisor for approval.
5. ______ Wait for topic approval and requested funds before proceeding.
6. ______ If you are having a facilitator come in, confirm the date, time and location with him/her. This
should occur at least two weeks in advance of your event. Talk with the facilitator about what will be
presented and any needs he/she may have (room set up, equipment, etc.)
7. ______ Put up creative posters, fliers, etc. at least one week in advance of the event.
8. ______ Ask residents to help implement the event. Assign specific tasks.
9. ______ Be sure that equipment that will be used is available and in working order.
10. ______ Reserve the room or space where event will be held.
11. ______ Confirm volunteers and facilitators if applicable.
12. ______ Confirm that funds are available in advance.
13. ______ Order food or purchase refreshments.
14. ______ Present Event!!!
15. ______ Ask residents for feedback. Follow up!
16. ______ Complete Event Evaluation and turn it in to supervisor for credit.
17. ______ Turn in all receipts to your supervisor.
18. ______ Take down all fliers, posters and publicity that you used to advertise your event.
19. ______ Send a Thank you note to facilitator and residents.
Please remember that a successful event is not necessarily determined by the number of people who attend,
but rather by the quality of the event. Any effort you make, great or small, will make South Alabama a better
place to live.

27

University of South Alabama

Department of Housing & Residence Life
Event Proposal
Event Title: __________________________________________
Staff Member: ________________________________________

Date of Event: _________________________

Location of Event: ______________________

Co-Sponsoring Person/Organization: _________________________ Contact: ______________ Ph. #:____________

Category of Event:

______ Civility

_____ Education _____ Relationships

Category/Sub-Category of Event: (check as many that apply)

Educational:
Recreational:
____ Academic
____ Physical
____ Social
____ Healthy Eating Habits
____ Cultural
Description of Event: (Please be as detailed as possible, you never know how far this will go up)
______________________________________________________________________________________________________
______________________________________________________________________________________________________
______________________________________________________________________________________________________
______________________________________________________________________________________________________
__________________________________________________________________________________
Materials Needed: (Please be as specific as possible, explaining what you need, how much of that you need, and what
you are going to do with it)
______________________________________________________________________________________________________
______________________________________________________________________________________________________
______________________________________________________________________________________________________
______________________________________________________________________________________________________
__________________________________________________________________________________
What will your residents know/be able to do after attending your Event? (Learning Outcomes)
______________________________________________________________________________________________________
______________________________________________________________________________________________________
______________________________________________________________________________________________________
______________________________________________________________________________________________________
__________________________________________________________________________________
Expected Number of Participants:

#__________

Target Population: _#___________________________

Estimated Total Cost:

$__________

# of pages attached: ___________ (flyers, inventory, etc)

**Turn this form into the Community Director a minimum of two (2) weeks prior to the proposed date. All advertisement
must be posted, distributed, etc., NO LATER than seven (7) days before the proposed date. Should advertisement not
be satisfactory or should other failure(s) occur in preparation, cancellation of the event may ensue. Receipts (when
applicable) are to be turned in to your supervisor the day after the event!**
________________________________
RA/Project Coordinator

________________________________
Community Director

________________________________
Date Submitted

________________________________
Date of Approval

28

Event Inventory of Items to be Purchased

To be purchased with:
(circle one)
Purchase Order
Lowes/Party City/etc.

Quantity

Authority to Purchase
Food Service Requisition
Bookstore Items
Aramark (food)

Item, Manufacturer, Description, Stock # (bookstore only)

Price (per
Item)

Total

University of South Alabama

Department of Housing & Residence Life
Resident Assistant

ACTIVITY REPORT
RA Name: __________________________ Area: _____________

Todays Date: _____________

Day of Activity: ______________

Time: _____________

Date of Activity: ______________

Activity Title: ____________________________

Category: ______________________________

Description of Activity:

_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
___________________________________________________
Were you able to achieve your activitys/events learning outcomes? _____ Yes

_____ No

If not, why? __________________________________________________________________________

_____________________________________________________________________
_______________________________________________________________
Participation: Residents _____
Non-Residents _____
Staff _____
TOTAL _______
Name(s) of Participant(s)
1) ________________________________
6) __________________________________
2) ________________________________
7) __________________________________
3) ________________________________
8) __________________________________
4) ________________________________
9) __________________________________
5) ________________________________
10) __________________________________
Amount Spent:
$ _______ Bookstore $ _______ Aramark

$ _______Purchase Order $ _______ Grand Total

Event Planners Response:

____ highly recommend repeating
____ recommend with reservations, why? _____________________________________
____ do not recommend repeating
___________________________________
Resident Assistant Signature

___________________________________
Community Director Signature

___________________________________
Date

___________________________________
Date
Type of Program (see Training Manual): __________
Approved/Denied Program (determined by CD): __________
RAs total semester Programs(calculated by CD): __________

30

COMMUNITY DEVELOPMENT - ROOMMATES

BEING A (GOOD) ROOMMATE
Roommate Relationships
It is important to establish positive and healthy relationships with room/apartment-mates. Making room changes
without the prior proper Housing approval is NOT allowed because we must verify that our records match our
actual occupancy. Residents who switch rooms without authorization may be required to move back to their
assigned space and face administrative consequences. Housing staff members are able to help the roommate
relationship process and facilitate timely approval of room changes during proper Room Change periods (pending
space availability).
Roommate Agreements
In an effort to encourage students who live at South Alabama to take ownership and responsibility for their living
community, Residence Life incorporates Roommate Agreements as a foundation for successful roommate partnerships.
A Roommate Agreement is a document that room or apartment members negotiate together at the beginning of
each year. This tool is intended to promote negotiation and consensus about matters pertaining to living as
roommates including, but not limited to:
o Respect of personal space and property
o Guests and visitation
o Cleanliness and chores
o Study needs
o Socialization
Keep in mind that all decisions must be consistent with the behavioral standards indicated in the Residence
Education Handbook (http://southalabama.edu/housing/handbook.pdf), the Housing Contract, and the Code of
Student Conduct (http://www.southalabama.edu/studentconduct/code.html).
How this process works: As a room or apartment, residents convene and, using the Roommate Agreement
provided online or in the Area Office or by their Resident Assistant, develop a set of value-based criteria by which
each person in the apartment will agree to live. Additionally, the Roommate Agreement can be revisited at any time
to allow for adjustments and changes. As each member of the apartment will sign the Roommate Agreement, each
member will be held accountable for the contents of the document they had part in developing.

31

32

33

Responding to Roommate Conflicts

Definitions

Confrontation : a face-to-face meeting; to face boldly, defiantly or antagonistically.

Mediation : intercession or friendly intervention, usually by consent or invitation, for settling differences between
persons.

Conflict: sharp disagreement or opposition, as of ideas, interests, etc.; emotional disturbances resulting from a
clash of impulses.

Early Warning Signs of Conflict

Sometimes little things can blow up into major roommate disruptions. Here are a few things
for you to be on the lookout for:

One roommate frequently sleeping in a friends room

Roommates who dont acknowledge or speak with one another

Rooms with obvious property divisions

Overly messy rooms

Rooms with many guests coming in and out

Unlocked room doors

Roommates needing frequent lockouts from the residential life staff

Roommates talking with their friends about

frustrations

Students who look really tired

Sometimes these symptoms and others may be related to roommate issues and sometimes they
wont be. Be on the lookout and identify what could be going on in each of the above scenarios. This
will help you to be more cognizant of whats happening with the residents in your care.

34

How-To Conduct a Mediation

Here are some basic mediation techniques that will help you deal effectively with roommate
conflicts:

Step I: Introductions

Introduce yourself and commend roommates for coming.

Explain the mediation process with special emphasis on the mediator staying impartial and
helping participants work toward their own solutions.

Lay out the mediation ground rules. This should include the expectation that this discussion
will remain private, there will be no interruptions, language will be civil,
voices will not be raised, and parties will be respectful and strive toward the most productive
solution possible.

Explain that youll be taking notes to help

you best understand the dispute.

Ask if anyone has any questions before you continue.

Step II: Telling Stories

Randomly choose one participant to start and ask her to recount what has happened from her
point of view.

Paraphrase what she says to clarify points and to make sure that youre understanding her
meaning.

Ask open-ended questions such as Can you tell us a little more about that? and When did this
happen? to best understand the scenario.

Repeat these three steps with the other disputant.

Then, open the floor to both parties, asking if there is anything else theyd like to dis- cuss.

Next, ask each roommate to recount, in his own words, what he heard his roommate say
and how he is feeling about it.
Ask the roommate being paraphrased, Is this correct?

Step III: Solving Problems

Once the issues have been laid out on the table in Step II, ask the participants, What do you see
as the major issues that need to be addressed? This allows them to identify whats important
rather than you saying it for them.

Write these things down so that everyone can see them (on newsprint or a board).

Ask both participants if they agree with the

issues that have been stated.

Next, brainstorm possible ways each is- sue can be resolved. Dont judge any of the ideas;
this is solely an idea-generating exercise.

List these ideas so that everyone can see them. Ask if theres anything to add before moving on.

Go through the list, asking each participant if theyre willing to agree to each possible solution.

Cross out the ones that are unacceptable.

For those that both parties agree to, establish

35

who, what, where, why, when and how it will happen. For instance, if an apology is one of the
agreed upon items, see if that can happen immediately. Other things may re- quire effort outside
of the mediation session. Just be sure to have timeframes and specifics attached.

Finalize this step by asking both of them if this takes care of the problem, in their opinion.

Step IV: Agreeing

Write out the solutions in simple, yet specific
terms.
Ask both parties to read over them to see if theyre acceptable. Make changes as needed.
Ask again if this agreement takes care of the problem for them. What will they do if they
run into future problems?
Have them sign the agreement, make a copy for each person, and keep one for you and
one for your supervisor.
Congratulate them on their hard work, cooperation and spirit of compromise.
Wish them luck and send them on their way with positive words of encouragement
for their success in repairing room- mate relations.

Step V: Processing
After the parties have left, jot down some final notes for yourself, while the meeting is
still fresh in your mind.
Keep your notes and a copy of the signed agreement together. Share them with your
supervisor at the earliest convenience.
Process how the meeting went with your supervisor, examining what went well and
what could be improved upon for next time.
Congratulate yourself on a good effort!

36

Mediation Agreement

Mediator

Date

Student

Student

Student

Student

We agree

to abide by the following terms of this mediation:

We are committed to solving the problem
We will not interrupt when others are speaking
We will not name call or use put downs
We will tell the truth
We will not engage in physical fighting
We will keep everything discussed in this mediation confidential

The problem

We agree to the following solution to our problem:

Student Signature

Student Signature

Student Signature

Student Signature

37

38

Duty and Operations

39

40

RESIDENT ASSISTANT ON DUTY RESPONSIBILITIES

The purpose of this document is to outline policies and procedures for the Resident Assistants to activate the duty
system for Housing & Residence Life at the University of South Alabama. The Resident Assistant On-Duty is a critical
aspect of RA position and is necessary for staff to respond quickly and appropriately. The duty system for Housing &
Residence Life is a quaternary tiered system with the Resident Assistant On-Call (RAOD) as primary; the Community
Director On-Call as secondary (CDOC); the Area Coordinator On-Call as tertiary, and the Associate Director who
serves in a perpetual On-Call status daily at the quaternary level.

What is the Resident Assistant On-Duty (RAOD)?

There will be a Resident Assistant On-Duty every day. There are three types of duty: weekday duty, weekend duty,
and holiday duty. Weekday duty occurs Sunday through Thursday, 4:45 p.m. to 8 a.m. daily. Weekend Duty begins
on Friday at 4:45 p.m. and continues to Sunday at 4:45 p.m. Holiday duty occurs during times that the University is
closed for official holidays and it begins at 12:00 p.m. (noon) on the day that the University closes and continues
until the University restores its normal business operations.
Weekday Duty: The RA is expected to pick up the duty bag at 4:45 p.m. at the area office
and remain in the residential community (that he/she resides) for the entire period of duty.
The RA is expected to answer all phone calls during this time.
It is the RA On-Dutys responsibility to ensure that the phone is forward to the duty phone at 5 p.m.
It is okay for the RA to remain in his/her room or anywhere in the community from that time until 7:45 p.m.
At 7:45 p.m. and Midnight, the RA On-Duty is to diligently perform detailed rounds including checking all
entry/exit doors/hallways/grounds/laundry room doors. From 9 p.m. 11 p.m. RAs On-Duty are to perform
rounds only checking to make sure all entry/exit/laundry room doors are locked.
At 8:00 p.m. the RA is expected to arrive at the Area Office and provide duty coverage from the office until
12:00 a.m. (midnight). The RA should review the office log in the office and also update the RA Duty log
for every call or event that takes place during the duty shift.
The RA on duty is to perform an 8 p.m. key audit daily
Weekend Duty: Weekend Duty is from 4:45 p.m. on Friday until Sunday at 4:45 p.m.; the RA is expected to pick up the
duty bag from the Area Office at 4:45 p.m. on Friday and pass it off to the next RAOD at 4:45 p.m. on Sunday.

The weekend RA on Duty is expected to perform nightly key audits at 8 p.m. and remain at
the des from 8 p.m. to 12 a.m. (midnight)
The weekend RA on Duty is to remain in their residential community throughout their duty
shift

Holiday Duty: There will be two RAODs for the residential campus during all official University holidays: one for
Beta/Gamma, Epsilon and Greek Communities and one for Delta and New Hall Communities and the Stokes Hall
Community. Holiday duty occurs when the University is traditionally closed for classes but the residence halls remain
open; these duties are paid duties through Housing & Residence Life. Holiday duty will occur during Thanksgiving Break,
Winter Break and Spring Break. Though only two RAODs are necessary for Holiday duty, RAs still must request, to
their supervisor in writing, to be off during these times. There are other times in which the University is closed, yet the RA
is not monetarily compensated. These are considered regular duty, on 12:00 p.m. to 12:00 p.m. shifts. Examples include
Fall Break, Labor Day, and possible inclement weather days.
During holiday duty RAs are allowed to be off-campus from 9 a.m. to 4:45 p.m. The RA should not exceed a
10 minute radius away from campus during this time and should still remain able to answer/respond to all
calls. Upon arrival back on-campus for the evening (at or before 4:45 p.m.) the RA should call the Community
Director On Call (CDOC) to update him/her of their arrival back on-campus.

41

Holiday duty can be facilitated from the RAs individual room during the normal 8 p.m. 12 a.m. office
coverage
One round of the respective community must be completed prior to 8 p.m. This may be done from a car, or
walking, but should be accompanied by another RA at all times during the round.
Holiday Duty will begin at 12:00 noon on the day that the University closes; for example if the University
closed on December 23 for Winter Break, duty coverage would begin at 12:00 noon on that day and continue
until the University reopened.
Housing & Residence Life will use the 12 p.m. to 12 p.m. model if the University is closed due to inclement
weather as well, the duty shifts will extend from 12:00 noon to 12:00 noon the next day or until the University
reopens under its normal operations.

Expectations for the RA On-Duty

1. The RAOD is expected to wear a staff shirt or jacket along with a name badge as this will help students and other
University personnel identify the RA as a staff member.
2. The RAOD is expected to pick up the duty bag and phone or make staff transitions 15 minutes before each shift begins.
3. The RAOD is expected to forward/un-forward the office phone as appropriate.
4. During the desk shift the RAOD is expected to call the Community Director On-Call to inform him/her that he/she is
leaving the office for any situation including but not limited to responding to a call, or addressing a complaint. The
RAOD should also call the Community Director On-Call upon their return to the office.
5. The RAOD is expected to complete the RAOD Log tasks as well as respond to phone calls as needed.
6. The RAOD is expected to document all calls and issues in the RAOD Log within the Duty Binder.
7. The RAOD is expected to return the duty bag/phone at 7:55 a.m. each business day or trade the duty bag at the
appropriate time each day. The RAOD should make sure office doors are unlocked, the phone forwarded back to the
office line, and that the Duty bag is not left unattended. If the Desk Assistant does not show, call the CD on Call.
8. The RAOD is expected to take another staff member or USAPD officer with them when addressing issues or student
concerns.
9. The RAOD is expected to do 1 detailed round (doors/hallways/grounds/laundry rooms) before the 8:00 p.m. required
office shift and 1 detailed round following the 12:00 a.m. office shift release. In between, the RAOD is expected to
conduct hourly rounds only checking door safety concerns, laundry room doors included.

Protocol for the RA On-Duty

1. If the RAOD receives a call first he/she should gain a firm understanding of the situation by: getting the callers name,
jag number, location (room #), and nature of the issue.
2. If the issue is a maintenance issue, behavioral issue, noise complaint (or something related) the RAOD must physically
go to the location in question and gather more information.
3. If the issue involves illegal drugs, alcohol, weapons, bullets, student health/injury or a crime the RAOD should contact
the Community Director On-Call and USAPD and meet them at the scene. Anytime that the police or emergency
response team is contacted or are in the residential community addressing a student issue the RA should contact the
Community Director On-Call.
4. If the RAOD calls the Community Director On-Call he/she should first identify themselves by telling the CD their
name, that he/she is the RA On-Duty, and which area/community the RA is working in. Next the RAOD should be able
to inform the CD of the location of the situation, name of the students involved, and what action has been taken. For
example, Good evening, my name is Sunny Jones; I am the RA On-Duty tonight for Beta/Gamma. I am calling
because there has been a fight in Gamma 0, room 104. I have contacted the police and I am in route to learn more about
the situation. The students involved thus far are Jamal Smith, room resident and Courtney Lewis, guest of Jamal. I
wanted to make you aware of the situation, is there anything else I can do at this time?

Communication Protocol for the RA On-Duty

1. When arriving to address an issue the RA should always identify him/herself first, then collect the student identification
cards of all students present and/or in question. The RA should record all names and jag numbers as they appear on the
student id.

42

2. In the event that there is a fire, flood, power outage, major facilities issue, fight, harassment, major roommate issue,
illegal drugs, alcohol, sexual assault, threat or attempt of suicide, theft, weapons, or if the RA is unsure what to do the
Community Director On-Call should be notified immediately.
3. When contacting the Community Director On-Call, the RAOD should first contact the on-call cell phone for the
Community Director, if that number is not successful then attempt the apartment number for the Community Director
who is on-call, if that is unsuccessful then attempt to call the CDs personal cell phone. If the RA is unable to contact
the Community Director On-Call after these attempts, the next step is to contact the Area Coordinator On-Call.
4. When contacting the Area Coordinator On-Call please call the cell phone of the AC that is listed as being on-call; if
that attempt fails then contact the other Area Coordinator. If that attempt fails, the RAOD should then contact the
Associate Director.
When Answering On Call
1. Answer the RAOD phone as follows [Community] RA On-Duty, this is [name] how may I help you?
2. Remain calm: collect all necessary information. Students name, location, nature of the incident.
3. Log all calls outgoing and incoming in the RA On-Duty Log (Found within the Duty Binder)
4. Do not issue the RAOD cell phone to anyone other than approved University personnel.
5. Do not text or receive personal calls on the duty phone. Subsequent charges will result in job action as well as
charges related to such usages.

Procedure for Entering Students Rooms

Per the Health & Safety Inspections policy found in the Residence Life Handbook, USA Housing & Residence Life
reserves the right to enter a residents room with or without the residents consent and/or presence in order to provide
services, to make necessary repairs, inspect rooms for health and safety purposes, inspect for damages, and if necessary, to
ensure that residents are adhering to all University rules, regulations, and policies. The Housing & Residence Life staff
recognizes each residents right to a degree of privacy and pledges to conduct any and all room entries with as little
disturbance as possible. However, the University staff does NOT have the right to indiscriminately search residence
hall rooms or have the right to indiscriminately enter rooms other than the reasons listed above.
1. It is recommended that the resident of the room be present at any time a staff member enters a students room.
2. If it is necessary to enter a room when a student is not present, it is paramount that the staff member first call and get
clearance from the Community Director On-Call. If the CDOC gives consent to enter the students room, the staff
member must be accompanied by one other staff member.
3. The staff member should knock on the door in a manner loud enough to be heard and announce himself/herself
both by name and position. The RA should knock at least twice, no more than three times if the door is not opened.
4. If there is no response within a reasonable time (approximately 1 minute or less) the staff member may announce
RA, keying-in! and proceed to use his/her key to enter the room.
5. Upon entering the room, if the resident(s) are present, the RA should identify him/herself to the occupants and
inform them of the reason for entry (policy violation(s) observed/noticed, etc.).
6. If it is necessary for a room search, this will be handled by a Community Director in cooperation with the University
of South Alabama Police Department (USAPD). This type of search would be a legal search.
7. Before members of the USAPD enter the living area of the hall, the Community Director will be notified of such
entry and should accompany the officer(s) into the community. If the Community Director is not available, the
Housing & Residence Life office should be notified.
8. Before leaving a room where there are no residents present, a door hanger should always be left stating that the room
was entered by staff.

43

RA On-Duty Log
RAOD Name: _________________

Date: _________________
Day: (Circle one)
Sun
Mon
Tue
Wed
Thu
Fri
Sat
Beginning of shift Checklist:
1) Check RAOD Duty Box in your respective community for info or tasks provided by the CD or AC and complete them.
2) Ensure the office phone remains forwarded to the duty phone.
Office Opening Checklist:
1) Unlock doors (as applicable in your community)
2) Accurately and thoroughly complete the Key Audit form. Be sure to check the Lock-Out section of the Residence Hall
Information Card Box, and the key log.
3) After checking the key box and key log, if there are any back-up keys currently checked-out go ahead call the resident(s) to
remind them they have until x time (24 hours from the date/time when they checked the key out) to return the key. Please
make sure they know this is just a courtesy call.
Office Closing Checklist:
1) Update Duty Log Report
2) Organize the Office
3) Lock Key Box/Closet/Drawers
4) Double check to ensure the office phone remains forwarded to the On Duty Phone
5) Ensure office doors and building doors are locked securely (as applicable).
Calls Received/Visitors while On-Duty:
Name & Jag#
Regarding:
Follow-Up Necessary?
1.
2.

J00

Time:

Ph#

J00

Time:

Ph#

J00

Time:

Ph#

J00

Time:

Ph#

J00

Time:

Ph#

J00

Time:

Ph#

J00

Time:

Ph#

J00

Time:

Ph#

J00

Time:

Ph#

J00

Time:

Ph#

3.
4.
5.
6.
7.
8.
9.
10.

44

Duty - Documentation Procedures

It is important for all members of the campus community to participate in responsible citizenship. That
includes reporting incidents.
What is an Incident Report?

An incident report is a detailed statement outlining the known details of an incident that occurs in/around a
residential community. It includes contact information on participants and witnesses, and a written description of
the incident itself. An incident can be information-only (when the names of perpetrators are not known), and/or it
can be used to document specific people allegedly involved in policy violations, such as a noise violation, vandalism,
alcohol, or any other policy violation found in the Residence Life Handbook.

Why are Incident Reports Important?

Provides a formal tool for residents, RAs, Residence Life Professional Staff, and USAPD to document any
situation which occurs within the housing communities
Serves as the primary documentation method of Residence Life policy violations, medical and emergency
situations, and instances of property loss or damage
o Allows for student problems and/or difficulties to be identified.
o Enables H&RL staff to understand the events occurring in the residential communities, based on
those who witnessed and/or confronted the situation
o When confidentiality is released, it also provides information for parents/guardians
o Provides information on how to address the allegations judicially (conference vs. hearing).
Allows for a starting point for follow-up with students and staff in the need to know.
Incident Reports are shared with other offices (i.e. Student Affairs Office, University Disciplinary
Committee, etc.). In fact, there are times when an Incident Report can be seen in the Presidents Office.
So, it is important to consistently submit an ethically sound and professionally written incident report

Are there other types of Incident Reports?

Staff Contact Sheets

Health & Safety Inspection Forms (to simplify the inspection, documentation, and reporting process).

Writing an Acceptable Incident Report:

Know the policies and procedures

Remember your role. RAs documenting an incident are not adjudicating the case. The RAs job is to stop
the violation, restore the order, and document the incident.
Gather specific information requested on the form (name, jag #, address, exact date and time, description
of incident, witnesses, etc.)
Review before Submitting Maxient IR
i) Consult with the other responding RA(s) and write the IR together (this does not mean word for word)
ii) Write in chronological order using an objective perspective
(a) What were you doing when you encountered the incident?
(b) What was said? By whom? (use quotes when appropriate)
(c) How did the resident(s) and/or guest(s) respond?
(d) Do not include assumptions only include the FACTS.
iii) Document as much as possible. Since you are not the hearing officer, it is impossible for you to
know what is worth recording and not, therefore do not assume a detail is not of value
iv) Use clear and objective language
(a) Take notes on a separate sheet to think things out
(b) Quantify number of participants, amount/type of alcohol, etc.
v) Do not use pronouns; instead, refer to a person for the first time by their full name. Afterwards you
should refer to the person by his/her last name or full name. Use 3rd person.
On September 9, 2013, at approximately 11 p.m., RA Jimmy Johns was returning to his room
when he discovered resident Ben Smith burning a glade potpourri candle in the window of
resident Smiths room, Gamma 2 room 222. As Smiths door was open, RA Johns knocked on
45

the door, approached Smith, identified himself as an RA, and informed Resident Smith of the
Residence Life Handbook policy against candles in the residence halls. RA Johns asked Smith to
dispose of the candle by either taking it to Smiths car or to the dumpster. Smith complied by
taking it to his vehicle and apologized for the incident. RA Johns informed Smith he would
document the situation and forward the incident report to the Community Director. RA Jimmy
Johns suggested that Smith contact the Community Director if he had additional questions
regarding this matter. RA Jimmy Johns thanked Smith for his cooperation in removing the
candle from the residential community.
vi) Use only 4 of your senses; See (in plain sight), Hear, Smell, Touch (I saw, I heard, I smelled, it felt as
if), NOT your 5th sense (taste) or your 6th sense psychic ability.
vii) Include the nature of the witness involvement. Witnesses may be asked to provide a follow-up
witness statement, and/or appear at a hearing.
viii) Include the name of the hospital if student is transported
Do not threaten students with Incident Reports.
Document all violations. It is the job of the confronter/witness to document. It is not the job to
determine the appropriate outcomes that is the job of the hearing officer.
Complete in a timely manner. What does this mean? Incident reports must be completed immediately
after the incident while details are fresh on your mind and submitted by 8 a.m. the following morning.
Be thorough. Incident Reports which are incomplete or poorly written will be returned for revision(s) and
resubmission! This delays the judicial process and its effectiveness with the student(s).

Confidentiality

It is against the law to share non-directory information about your residents with other students, parents,
faculty, Assistants, etc., as stated in the Family Educational Rights and Privacy Act (FERPA) of 1974 or
the Buckley Amendment. If you are unsure of what to communicate, direct that person to your
Community Director. Students who wish to release confidentiality to their parents may obtain and submit a
release form in the Housing Business Office (Delta Commons Room 100).
When is sharing information permitted, and by whom?
o If there is a need for information to be released, that will be decided by Director of Residence Life
or designee. Examples may include
Threat of safety
Judicial related information
o If a student asks to tell you something important, be sure to tell them that you will have to share
the information with your supervisor if what they are about to tell you poses a potential or
immediate threat to themselves or others.

Staff Contact Sheets

Another method used to document situations, emergencies, and behaviors is the Staff Contact Sheet. This
document allows a staff member to document a situation or behavior witnessed by the staff member.
Please note a staff contact sheet must be issued whenever a situation or circumstance arises. A staff contact sheet
is a duplicate form that provides the student with a copy of his or her documentation of the behavior or
circumstances including warnings.
All staff contact sheets should be clearly and legibly hand-written by the staff member and then signed by the
student or students in question.
All students involved in a particular situation should be issued a staff contact sheet after their identity has been
verified by their student identification card.
If a student does not have an identification card, a state issued ID will suffice.
Any time a staff contact sheet is issued, the staff member must provide their supervisor with the supporting
incident report. The only condition for which a staff contact sheet may be issued without a supporting incident
report is a lock out. In this instance a detailed narrative must be included in the additional comments section as
to the reason(s) the student does not have his/her key.
Due to the nature of a staff contact sheet, it must be clear and concise as it is a reflection of yourself and our
department.

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Maxient Conduct Manager Incident Reporting

https://publicdocs.maxient.com/reportingform.php?UnivofSouthAlabama&layout_id=2

47

48

Duty - Emergency Procedures

Decision Guidance: In emergency situations, decisions on the part of the Housing & Residence Life staff
are guided by three things:
1. The health & safety of the residents and staff.
2. The protection and security of the building, facilities, and equipment.
3. Prompt notification of proper persons and agencies depending on the nature of the situation.
Include the following information when calling any emergency service or person:
Your full name and position
Nature of the emergency (i.e., condition of student, how many people involved, extent of fire, etc.)
Exact location of the emergency and how to contact you again, if necessary
Additional information such as what has been done thus far and what equipment is needed
Stay on the phone until the emergency service dismisses you
Who will meet the emergency vehicle or emergency personnel (if necessary)

***Do not release any information or initiate contact with parents, the press, the general public,
non-essential staff or students***
What to Do When Responding to an Emergency:
Emergencies are not an everyday occurrence, but when they do occur you need to be ready to respond.
You may find yourself wondering certain questions like: What do you do in case of an emergency
situation? What calls should be made? Where do you start your approach to an emergency?
The following guidelines are included to assist you through most of the emergency situations you may
encounter as an RA.
Survey and Control the Situation:
The first person on the scene should quickly assess the problem and, if their immediate safety is not
jeopardized, take control of the situation.
If your safety is in doubt, relocate to a safer area and contact USAPD (460-6312) immediately.
These first seconds may include clearing the area of spectators. A calm approach and controlled speaking
voice is important to regulate the student spectators present.
Determine What Action is Necessary:
This includes deciding if additional campus personnel or emergency personnel are required. When
necessary, call and give the exact location of the emergency. Specifically designate someone to meet the
emergency staff and escort them to the scene.

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Call the Community Director On-Call when:

RA is not sure what to do

Alcohol Incidents
A resident is conscious, but somewhat sick (not getting worse)
Assault - Sexual Assault and/or Major Assault/Battery
Bomb explodes/Bomb threat
Campus unrest (riot, unruly sporting event, etc.)
Communicable Illness
Counseling Issue - Issues may include:
suicide - attempted or completed
depression or emotional distress
domestic violence incidents
loss of reality or ability to function
Drug Related Incidents
Elevator entrapment (New Hall and Stokes Hall)
Evacuation
Facility Issueso Loss of building power which displaces several students and potentially causes damage to
personal property
o Major destruction of property (broken windows, door locks, etc.)
o Sanitation/clean-up needed
Fire
Flood
Hate Crime (Race, Religion, Ethnicity, Sexual Orientation, Disability)
Illness or Injury - A student is transported to hospital for illness/injury
The Media is present investigating an incident. Media can be in public areas, but this does not
include lobbies or on floors unless escorted by a resident at all times. The professional staff
member on call will likely work with the University in such cases.
Minors - Incidents involving minors (students or visitors under 18 years old)
Master Key loss
Missing Student
Non-registered Party
Shooting
Staff Injury/Illness
Student Death (on campus, or, happened away from campus and students are becoming aware)
University Police contact you for any reason
Terrorist Threat
Weapons

Note: The RA on Duty is to call USAPD first when the student is unconscious, cannot be
awakened, or the student(s) are non-compliant. The CD on Call should be called immediately
after calling USAPD.
If the RAOD is uncertain of the presence of marijuana, call CDOC first for assistance, then
USAPD if necessary.

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PROTOCOL: PER INCIDENT TYPE

ALCOHOL
(In the event you suspect alcohol prior to event, always take a back-up RA to the scene)
USAPD (followed by the CDOC) must be contacted when an intoxicated resident displays the following
conditions:

The person is unconscious or cannot be aroused by shaking or shouting

There is physical injury
The person has difficulty breathing
The person has a known pre-existing illness
The person has a known drug overdose (other than alcohol)
The person drank alcohol in combination with over-the-counter medication
There is no known ingestion to explain the persons behavior
The person sustained a head blow or has an injury that is causing bleeding

In the event empty alcoholic beverage containers are discovered inside a residents room when the RESIDENT IS
THERE, the RA should follow these steps (i.e. Health & Safety Inspections): If possible, excuse yourself from the scene before
proceeding with the following steps:
1. The staff members should call USAPD to request an officers presence due to the fact that alcohol paraphernalia has
been found in a residents room. One staff member should then call the Community Director on Call (CDOC) to
notify them USAPD has been called and why. If during normal hours of operation, the RA is to call their Community
CD.
2. After USAPD has arrived, one of the two staff members should complete a staff contact sheet with the necessary
resident info and mark the box next to Alcohol. The RA should then document in the Additional Comments
section the brand, quantity, and location the empty container(s) were found (as much info as is known). The yellow
copy should be left for the resident. Pictures should be taken.
3. The two (2) staff members should then escort the resident(s) as he/she takes the container(s) to the nearest outside
dumpster to dispose of them while under the supervision of a USAPD officer and/or the CDOC.
4. The resident should be informed he/she will be required to meet with the Community Director to participate in the
judicial process.
5. The RA (s) is to submit an IR by 8 am the following morning along with photo-documentation.
In the event empty alcoholic beverage containers are discovered inside a residents room when the RESIDENT IS NOT
THERE (i.e. Health & Safety Inspections), the RA should follow these steps:
1. The staff members should call USAPD to request an officers presence due to the fact that alcohol paraphernalia has
been found in a residents room. One staff member should then call the Community Director on Call to notify them
USAPD has been called and why. If during normal hours of operation, the RA should call their Community CD.
2. After a USAPD officer arrives, the staff members should obtain the staff camera and photo-document the
container(s) and the location they were found.
3. One of the two staff members should complete a staff contact sheet with the necessary resident info and mark the
box next to Alcohol. The RA should then document in the Additional Comments section the brand, quantity,
and location the empty container(s) were found (as much info as is known). The yellow copy should be left for the
resident.
4. The two (2) staff members should then take the container(s) to the nearest outside dumpster to dispose of them while
supervised or accompanied by a USAPD officer.
5. The resident will be required to meet with the Community Director to participate in the judicial process.
6. The RA (s) is to submit an IR by 8 am the following morning along with photo-documentation.

51

In the event full or partially full alcoholic beverages are discovered inside a residents room when the RESIDENT IS
THERE, the RA should follow these steps: If possible, excuse yourself from the scene to proceed with the next two (2) steps and also obtain
a back-up RA if one was not already present.
1. USAPD should be called by the RAOD to request their presence at a scene/incident where alcohol is involved.
2. Once USAPD has been called to request an officers presence, call the CDOC to make him/her aware USAPD has
been called and give the exact location of the building/room.
3. Once USAPD arrives, the RA should re-approach the situation with the assistance of the CDOC who should also be
there by this time. USAPD may choose to take over the situation since alcohol is a campus-wide policy violation.
4. It is the staff member(s) goal to make sure the following things are accomplished:
The resident understands why USAPD was called.
The resident understands what USAs policy is regarding alcoholic beverages.
The resident pours out the existing amount(s) of alcohol in the presence of USAPD and the CDOC.
The resident takes the now empty containers to the nearest exterior dumpster while escorted by at least two
(2) housing staff members or at least one (1) USAPD officer.
The resident receives the yellow copy of a completed Staff Contact Sheet and is informed he/she will be
required to participate in the judicial process.
5. The RA (s) is to submit an IR by 8 am the following morning along with photo-documentation.
In the event full or partially full alcoholic beverages are discovered inside a residents room when the RESIDENT IS NOT
THERE, the RA should follow steps ONE THREE from directly above. Then proceed with the remaining 3 steps below:
1. Get the staff camera and photo-document the location the container(s) was found
2. One of the staff members should complete a staff contact sheet with the necessary resident info and mark the box
next to Alcohol. The RA should then document in the Additional Comments section the brand, quantity, and
location the alcohol was found (as much info as is known). The yellow copy should be left for the resident and is
informed he/she will be contacted regarding their participation in the judicial process.
3. The two (2) staff members, accompanied by a USAPD officer, should then take the container(s) to the nearest outside
dumpster to dispose of them.
4. The RA (s) is to submit an IR by 8 am the following morning along with photo-documentation.

ASSAULT / BATTERY (NOT sexual assault; see Sexual Assault for that information)
1. Call 460-6312 to report the incident to Police. Then immediately call the CDOC, or Community CD if
during normal hours of operation.
2. Talk with the victim until the police arrive and the victim can be transported to the appropriate medical
facility where the student will receive medical treatment and evidence preservation measures can be taken.
3. The crime scene should be preserved and the entire area sealed off if at all possible. Do not let anyone
touch anything until the Police have investigated.
4. Staff members should never speak to the media unless previous approval has been gained from a
professional Residence Life staff member. The media must not be allowed in the area of the incident; staff
should be guarding the perimeter and should be tactful but firm in advising all interested personnel in
contacting the appropriate staff (Area Coordinators, or the Associate Director).
5. Get the reporting Police Officers name and case number.
6. Complete and submit an incident report via Maxient by 8am the following day.
DEATH OF STUDENT / GUEST
Call 460-6312 for USAPD immediately.
1.
2.
3.
4.

Notify the CDOC.

Do not touch anything in the room/apartment or area.
Do not let anyone in the apartment or area before the police arrive.
After the police have arrived and have given approval, allow only residents that are assigned to that
room/apartment to enter. Be sure to check their identification (Jag Cards/Drivers License).
52

5. Anyone wishing to gain entry to the apartment that is not assigned there should be referred to the CDOC.
He/she must have a court order to do so.
6. Get the reporting Police Officers name and case number.
7. Complete and submit an incident report via Maxient by 8am the following day.
8. Do not speak to media and help with rumor control
9. Assist Counseling Center staff by connecting them to students in distress
FIRE
Immediate concerns:
Is the alarm sounding? (it should be)
Has USAPD been called?
Are police and fire personnel on scene?
Any known injuries to students or staff?
Keep anyone who was in the area at the time of the fire together (e.g., person who reported the fire, anyone
who witnessed the fire and residents of the room where the fire took place). USAPD will want to speak
with these individuals.
Community Director On-Call will attempt to assess:
Extent of damage
How many student rooms were affected
Where are the affected students currently located
Do students need to be moved to temporary housing locations
Information to gather and record:
names, student ID numbers, and dates of birth of all affected students
room numbers of all affected spaces
description of damage to all affected spaces
USAPD Officer name and case number
cause of the fire (if known)
name of Environmental Safety staff on scene (if applicable)
If students need to be relocated, Community Director Staff will:
Work with H&RL to identify possible temporary assignments.
Ask if any students want to stay with friends for the evening.
Record the contact information of where all students will be staying for the night.
Follow-up:
Complete IR and submit by 8am the following day.
Reminder:
Neither Housing & Residence Life nor the University reimburses students for damage due to fire, flooding
or other damage. If students or other constituencies have questions about reimbursement, you should
instruct the students to contact their parents homeowners insurance or their renters insurance provider.
If you see fire:
1. Do not attempt to fight the fire yourself.
2. If you are caught in a smoke filled area:
i. Crawl on the floor to the nearest exit.
ii. Take short, frequent breaths as to not breathe in too much smoke.
iii. Touch the door before opening. If it is hot, DO NOT OPEN THE DOOR.
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3. Call 460-6312 and give accurate directions to the location of the fire.
4. If the fire is near the maintenance closet or anywhere there are chemicals stored, inform the fire
department representative.
5. Alert everyone in the vicinity to evacuate the affected area by activating the building alarm
6. Call the Community Director On-Call asking them to contact Maintenance staff to cut off the electrical
power and gas to the building.
7. Assist the fire department in controlling traffic, and keeping bystanders away from any dangers of the
fire (breaking glass, collapsed walls, etc.) and firefighting equipment (fire hydrants, sprinkler
connections, etc.).
8. Get contact information (cell phone number, e-mail address, temporary housing) from any displaced
residents.
9. Get the reporting USAPD Officers name and case number.
10. Complete and submit an incident report.
Note: Students who have registered disabilities (i.e. wheelchairs) should be trained on alternative
evacuation procedures.
FLOODS
At times, floods occur for reasons such as students damaging sprinkler heads, pipes bursting, etc. Contact the
CDOC or community CD immediately. Please keep in mind the following when dealing with floods. If possible,
have at least one other community RA with you.
Questions To Ask:
How did the flood occur?
Has the water been turned off or is the water source continuing to flow and flood the area?
Has the CDOC been notified?
How many rooms have been affected?
Do students need to be displaced?
How much water?
How much damage?
Was the building evacuated during the flood? (e.g., if the sprinkler system activates, the fire alarms will
activate as well and students will need to evacuate the building)
When is it safe for residents to return to the space / affected area?
Community Director Staff will:
If there is no smoke or fire, Maintenance personnel should rapidly shut off the cause of the flood.
If the building was evacuated during the flood, work with USAPD and Facilities staff to ensure that no
students from the affected area are allowed back into that area until authorized to do so.
Work with RA On-Duty staff and any available non-duty RAs to inspect spaces.
Station RAs at entrance doors etc. to ensure that the affected area is secured.
Gather police information including case number (if applicable).
Go through each affected room and catalog (in writing), a description of the damage per room.
Ensure that Facilities has responded with adequate work force to remove water with wet-dry vacuums
to remove excess water from common areas and student rooms.
If an insufficient number of staff has responded, work with other staff to contact additional staff
support.
54

If students need to be re-located, have an RA escort the students to their spaces to gather only necessary
belongings. Do so only once the all clear is given.
Ensure that RA or other staff members monitor the clean up efforts while student rooms remain open
and unlocked.
Ensure that all spaces have been locked/secured by Housing & Residence Life staff once excess water
has been removed.
Allow students to re-enter the spaces.
Have students move any wet carpets to common areas, as directed by Facilities staff.

If students need to be relocated:

Ask if any students want to stay with friends for the evening
Record the contact information of where all students will be staying for the night
Work with Community Director staff to identify any possible temporary assignments.
Reminders:
Neither Housing & Residence Life not the University reimburses students for damage due to fire, flooding,
or other damage. If students or other constituencies have questions about reimbursement, you should
instruct the students to contact their parents homeowners insurance and/or renters insurance.
HATE INCIDENT
If you become aware of an incident which is based upon aspects of someones personhood, it is important that
you immediately contact your supervisor and submit an IR. If someone is posting signs, sending text messages,
email messages, posting on social media sites (such as Facebook, twitter, etc.), or making verbal comments to
someone about their gender, race, ethnicity, religious beliefs, sexual orientation, physical challenge, then it is
important that staff intervene.
Such incidents are opportunities to both support the student victim and educate the student demonstrating the
insensitivity. In some cases, the behavior will be a Code of Student Conduct violation. However, the
determination of this will be made by the Community Director and/or H&RL. Therefore, documentation as
always remains an important and essential piece.
USAPD will be notified in the event that there is actual vandalism or a representation of a safety threat to a
student.
MAINTENANCE EMERGENCY
1.
2.

During office hours, alert the Housing Maintenance Call Center Operator (460-7655) and Housing Staff
of the situation.
After hours, assess the situation and determine if it is a true emergency:

Emergencies include situations where the safety, security, or general well-being of a resident(s) and/or
communities property or premises is threatened, such as the following:
Elevator entrapment (Stokes Hall and New Hall only)
Water that is constantly flowing at a rapid pace (i.e. a broken pipe, toilet continuously overflowing, faucet
that will not shut off). Be sure to instruct the resident to shut off the water valve in the kitchen or
bathroom as applicable to stop the flow of water until a technician arrives. Be prepared to help with this.
Power outage that directly affects residents and cannot be resolved by resetting the breakers.
55

 A refrigerator without power.

An electrical problem where wires are exposed creating a health hazard for occupants of a building.
A student whos key will not work to get into or out of the room.
Lack of heat, if the outside temperature is below 60 degrees.
Lack of air, if the outside temperature is above 70
Broken window or door.
3. Submit an IR by 8 am the following day.
After you have gone to the location of the concern and physically inspected the situation yourself, if you are
able to determine an emergency exists or if you are still in doubt, proceed with calling the CDOC and he/she
will be able to assist you in determining if the situation warrants immediate response.
MEDICAL EMERGENCY
1.
2.
3.
4.
5.

6.
7.
8.

Dial 460-6312. Provide detailed information on the location of the ill or injured.
Unless certified, do not attempt to render any first aid before assistance arrives.
Do not attempt to move a person who has fallen and appears to be in pain.
Notify the Community Director On-Call as soon as USAPD has been called.
Attempt to obtain the following information from the ill or injured person:
Name, if not known
Description of symptoms
Allergies
Medications
Major medical history (heart condition, asthma, diabetes, etc.)
Remain at the scene after emergency personnel have arrived to provide information.
Get the reporting USAPD Officers name and case number.
Complete and submit an incident report by 8 am the following day.

MENTAL HEALTH CONCERNS

Note: Never promise confidentiality to a student, even as a condition of them telling you information.
However, you may promise to keep this information within your chain of command, University
administrators, and emergency personnel. You may say, Thank you for feeling you can confide in me, but if
what you are about to tell me may pose potential harm to yourself or someone else, I will be required to notify
my supervisor.
Suicide Attempt and/or Loss of Reality
Call 460-6312 immediately upon observing or becoming aware of the suicide attempt, or where a student
has appeared to have lost their sense of reality.
Give the location and your description of the individuals condition to the police officer or dispatcher.
Do not diagnose the situation, describe it.
You must immediately call the CDOC. Inform them you have already called USAPD.
Follow the directions as given by the officer/dispatcher and your supervisor.
Unless being with the student represents personal danger to you, you may remain with the student until
the appropriate authorities arrive at the scene.
Get the reporting Police Officers name and case number and provide it to the CDOC
Complete and submit an incident report.

56

Remember to retain confidentiality and not discuss the matter with other students or staff members unless
your supervisor has asked you to do so.

Depressed Student, Eating Disorder, Drug Use, Steroid Use, Cutting, etc.:
As a paraprofessional, it is not your job to diagnose a students condition, nor is it your job to dismiss
indications which may suggest a student is in need of campus and/or other resources.
It is your job to observe and report how your residents are behaving, if there is a deviation from their
usual behaviors, and/or if the resident has demonstrated and/or expressed endangerment, you are to
inform your supervisor and/or USAPD immediately.
You must submit an IR for all incidents by 8 am the following day
MISSING STUDENT
As students transition in their developmental phases, it is likely that there will be a change in the frequency of
their regular contact with loved ones. As these patterns change, it is common for Housing staff to receive
calls from alarmed parents or family members requesting that we see if their student is okay. In addition to
family members, there are times when hall staff is made aware of such similar concerns by a roommate,
neighbor, or peer. As members of a helping profession, we want to respond in a manner that will be
supportive of the concerned caller, facilitate the connection between the caller and the student (if it is safe),
assemble information which may paint a clearer picture of the situation, all while respecting the privacy of the
student.
The staff member intercepting the concern should determine from the concerned party:
What is the relationship of the caller to the student?
How long has the student been out of contact with them?
Should we have reason to believe the student might be in some type of distress?
If the caller indicates the student has exhibited depression, suicidal tendencies, etc. in the past, the staff
member should encourage the caller to contact USAPD. The staff member should contact the
Community Director On-Call immediately after this call.
Will the caller be contacting USAPD? (Do not discourage the caller from taking this step if they feel it is
appropriate)
The staff member intercepting the call should inform the concerned party:
We will attempt to contact the student by leaving a message on the students voicemail.
We will have one of our staff members go to the room, knock, and leave a note on the students door
requesting they make contact with the concerned caller.
Caution: In general, (especially when the student is over 18 years of age) we cannot report back to outside
constituencies once we have found the student or gathered additional information due to FERPA laws
(Family Educational Rights and Privacy Act). For example, instead of communicating with parents, we would
contact the missing student and request that they contact their parents directly to inform them that they are
okay.
Additional steps for staff member (do not share this with caller):
1. Verify the students on-campus information (room, cell phone, student ID, emergency contact
information, permanent address, date of birth). Also check the students Residence Hall Information
card for medical information obtained at student check-in (if medication or a medical condition is
indicated, inform the CDOC).
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2. Under direction of the CDOC, if a cell phone number or alternative email address is available (via the
Residence Hall Information Card), place a call (or send email) to the student and convey the message
from the caller. Or, leave a voice mail message directing the student to contact the Area Office upon
receipt of the message. ***Do not give personal information to anyone except to professional staff
members or USAPD. If no contact has been made via a cell phone, find another staff member to go
with you to the students room and knock on the door.
3. If contact is made with the student the staff member can request the student contact the concerned
caller. If the student indicates the caller may be wishing to harm them, encourage the resident to
contact USAPD and file a report. Notify the CDOC immediately and provide relevant information.
4. If there was no potential for harm between the caller and the student, the staff member should inform
the resident of the concerned caller and ask them to contact him/her as soon as possible to ease their
concerns. The staff member should also encourage the resident to determine ways of avoiding the
creation of undue worry between loved ones and hall staff and falsely activating a duty response.
If the student does not answer the door knock or is not present in the assigned room:
1. Ask the roommate/apartment-mate if they have seen the student in question or if they know their
whereabouts (if applicable).
2. If there has been a short amount of time with the student unaccounted for (i.e. less than 24 hours) and
if the caller and medical card indicate no history of illness, the community staff/duty staff should
make additional attempts to contact the student the next morning.
3. The RA should leave a note (via a hang-tag) on the door as well as a message on the missing students
voicemail requesting they call the RA On-Duty or the Area Office as soon as possible.
4. If there has been a large amount of time with the student unaccounted for (i.e. greater than 24 hours)
and if the caller and medical card indicated a history of illness, the community staff/duty staff should
request approval from the Community Director On-Call to do a wellness check in the room. After
gaining such approval, the staff member, accompanied by the CDOC, may enter the room and
conduct a plain sight scan of the room. At the conclusion of the wellness check, the staff member
should leave a hang-tag in the room indicating that staff has entered the room, instructing them to call
the Area Office as soon as possible for an important message. The staff should ensure all door(s) and
window(s) are locked upon their departure from the students room.
5. During the wellness check, the RAOD/CDOC may quickly observe (in plain sight only) the condition
of the room, but must do so without participating in activities which are of a searching nature. Assess
the following:
Indicators the student has moved out
Signs of packing/unpacking (indicating travel)
Signs of spoiled food
Signs of violence
Additional Steps:
1. Without causing panic, have the RA On-Duty speak with other residents of the students apartment or
floor community to see if they know the students whereabouts and when last seen.
2. Leave a message for that students RA asking for additional information such as the last time s/he and
other residents have seen the student. How did the student seem at that time? (i.e., happy, sad,
depressed, withdrawn, etc.)
Other Information/Solutions:
1. During business hours, the Community Director or Area Coordinator can contact USAs Academic
Computing Center to see if there has been activity on the students email account. The staff member
58

will not be checking for content or for email messages received, but will be assessing if mail has been
sent or retrieved.
2. The Area Coordinator can attempt to access the students class schedule and attempt to contact the
professors to see if the student has attended class.
RIOT - PUBLIC UNREST
1. Immediately call 460-6312 to report to USAPD and take shelter
2. If you have a cell phone with you, immediately notify the CDOC.
3. Lock doors as possible and appropriate to isolate disturbance.
4. Take steps to protect your own safety.
5. Get the reporting USAPD Officers name and case number.
6. Complete and submit an incident report by 8 am the following day.
SEXUAL ASSAULT
1) Immediately notify the Community Director On-Call.
2) If the victim wishes, you may wait with the victim until the CDOC arrives (wait outside the room if that
makes the victim more comfortable)
3) Recommend the victim contact USAPD and offer your assistance with this; inform them that they can file
a report and receive a transport for medical without having to press criminal charges (that decision can be
made at a later time).
4) Suggest to the victim they not take a shower or change clothes, but to allow those things to occur after
they have been medically treated (There may be evidence on the clothing or victims body).
5) Victim can be transported by USAPD to the appropriate medical facility where they will receive medical
treatment and evidence preservation measures can be taken.
6) The crime scene should be preserved and the entire area sealed off. Do not let anyone touch anything
until the Police have investigated.
7) Only the Director is allowed to talk to the media if they arrive. The media must not be allowed in the area
of the incident; staff should be guarding the perimeter and should be tactful but firm in advising all
interested personnel to contact the appropriate staff.
8) Get the reporting USAPD Officers name and case number.
9) Complete and submit an incident report by 8 am the following day.
VANDALISM/THEFT
1.
2.
3.
4.

Notify USAPD.
Call the CDOC; describe the scene
Get the reporting Police Officers name and case number.
Complete and submit a detailed incident report by 8 am the following day.

Theft/Vandalism of a Students Personal Property

1. Recommend the victim notify USAPD (460-6312) and file a report. Offer your assistance.
2. Encourage the victim to locate make, model, and serial numbers of the various items for the report, and
the estimated value.
3. Encourage the victim to locate any possible receipts for proof of purchase.
4. Call the CDOC.
5. If there appears to have been damage to a secure location, inform the CDOC so they can assess the
situation and contact emergency maintenance for repairs if necessary.
59

6. Remember that the Housing Contract indicates neither Housing & Residence Life not the University are
responsible for reimbursement or replacement for damage or loss.
7. Get the reporting USAPD Officers name and case number.
8. Complete and submit an incident report by 8 am the following day.
WEATHER
Tornadoes: Tornadoes are incredibly violent local storms that extend to the ground with whirling winds
that can reach 300 miles per hour. They can occur in any state but occur more frequently in the Midwest,
Southeast and Southwest. They can occur with little or no warning usually during the months between
April and September. If a tornado is seen or heard, take action immediately.
1. Know the difference between:
Tornado Watch - Tornadoes are likely. Be ready to take shelter. Stay tuned to radio and television for additional information
Tornado Warning - A tornado has been sighted in your area or is indicated by radar. Take shelter immediately.

2. The best protection in a tornado is usually an underground area. If an underground area is not available,
consider:
a. Small interior rooms on the lowest floor and without windows
b. Hallways on the lowest floor away from doors and windows
c. Protected areas away from doors and windows
d. Once in the shelter, you should protect your head with your arms and crouch down.
3. If time permits, contact the CDOC.
4. If time permits, prepare to move computers and vital records to a safe location.
5. Inquiring residents should be advised to listen to their weather siren outside for announcements and
instructions, have a phone handy to call South Alabamas Emergency and Weather Hotline (460-6999), or
check campus-wide blanket emails.
6. Advise residents, guests and visitors to stay indoors until the storm has passed
7. If time permits, open windows a crack so the pressure will not build and cause the windows to shatter. Take
cover in an interior hallway or room on the lowest floor of the building.
8. Call 460-6312 and the CDOC if anyone has been injured.

Hurricanes: Hurricanes are severe tropical storms with sustained winds of 74 miles per hour or greater.
Hurricane winds can reach 160 miles per hour and extend inland for hundreds of miles. They bring
torrential rains and a storm surge of ocean water that crashes into land as the storm approaches.
Hurricanes can also spawn tornados. Hurricane Advisories are issued by the National Weather Service as
soon as a hurricane appears to be a threat. The hurricane season is June 1 through November 30. Because
hurricanes can be tracked long before they hit landfall, the professional staff members will have time to
communicate specific response plans for each Hurricane; be prepared to attend and coordinate
emergency meetings for staff and residents if a hurricane is being tracked.

60

Severe Weather:
Building Protocol
In the event that Tornado/Severe Weather Sirens are sounded and the University's residents should need
to shelter, the Community Directors would like the RA's to educate residents about and remember to utilize
the following areas for sheltering purposes.
Beta/Gamma Buildings- Take shelter within bathrooms, as there are no windows in this area and it
is an
interior room.
Delta Style Buildings- Take shelter within bathrooms, as there are no windows in this area and it is
an
interior room.
Epsilon 1-2 Buildings- Take shelter in the 1st floor hallways and away from the exterior doors and
the doors leading to the entrance of the hallways.
Greek Buildings- (Except Sigma Chi) Take shelter in both the Left and Right room corridors on the
1st floor. The corridor behind the stairwell may be utilized as well.
Sigma Chi will use the interior side of the Mens Study room for shelter.
Stokes Hall- 1st floor residents should seek shelter in the interior bathrooms. 2nd-4th floor residents
should seek shelter on the 1st floor hallways (1200 wing and 1300 wing)
avoiding exposed areas where windows are visible
.
New Hall- 1st floor residents should seek shelter in the interior bathrooms. 2nd-4th floor residents
should seek shelter on the 1st floor hallways (1200 wing and 1300 wing)
avoiding exposed areas where windows are visible
All RAs should be prepared to seek shelter in designated areas with their residents and to
provide direction to those areas in emergency shelter situations.
All RAs should be aware of any resident(s) that would require access to the Handicap Secure
Area of the floors in New Hall and Stokes. There is an emergency button on each stairwell
landing that will alarm officials that there is a resident(s) in need of service.

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STORM SAFETY Reminders for Residents

Do NOT light candles (fire hazard and remains against Residence Life policies)
Stay indoors until the storm has passed
Please avoid using elevators if at all possible (New Hall and Stokes Hall) (If present with or aware of
wheel chair bound/crutched resident(s), please escort the resident(s) to the landing of the
floors stairwell and hit the emergency button on the wall)
Windows:
o Keep windows closed in public areas (to keep precipitation out)
o Open windows slightly in private areas(helps to balance air pressure and may prevent window
from being blown out) but keep items out of the rain spray
Monitor conditions through USA Emergency & Weather Hotline system (251-460-6999)
Know the difference between a tornado watch vs. warning
o A Warning means there is an actual tornado in the immediate area, so move to a safe place
before the storm hits (lowest level in your building and away from glass)
Move electronics and computer equipment off the floor and away from walls/windows
Move valuable items off the floor
Limit the number and length of phone calls (charge up your cell phone)
Save work on your computer frequently, or shut your computer off and unplug it
Lock your door as you leave your room
Know your roommates whereabouts and those of as many neighbors as you can (inform your RA of
this information as well)
After the storm is over, notify family and friends that you are fine but limit the number and length of
calls. Cell phones may not work in some emergency conditions.
Once it is clear to go outside, beware of fallen power lines and other hazardous conditions
If there is sufficient warning, students should consider the following measures:
o Have cash and credit cards handy
o Ensure medications are refilled
o Fill-up the car with fuel
o Have spare bottled water nearby
o Charge up cell phones
o Replace radio and flashlight batteries
62

STAFF KEY CONTROL POLICY

Professional and student employees of the department of Housing & Residence Life in all job titles are required to have
access to H&RL key information, keys, and other related materials. The unauthorized loan, transfer, misuse, alteration,
duplication, or negligent handling of these items or information could compromise the security of residents and property
within the residence halls. The proper use and handling of keys is therefore a serious and primary responsibility of each
staff member. Departmental procedures and training manuals will describe staff key control procedures. Policies
regarding the loss of keys will reinforce the importance of reliable key control practices, particularly for master keys.
GENERAL KEY CONTROL GUIDELINES
1. Desk Assistants and Resident Assistants will have primary functional responsibility for key management and
control within the assigned community/area. The Desk Assistants will issue keys as authorized. Keys may be
issued, with proper identification and documentation, on a temporary basis to Housing Maintenance, Housing
Administrative Officials, Community Directors, and Resident Assistants if necessary.
2. Area Coordinators, through Community Directors, will have responsibility for the implementation of the H&RL
key control systems and procedures for Community Offices, including the distribution and control of student
room keys and keys for non-resident/common area spaces within the community.
3. The Housing Maintenance Call Center operator will coordinate the flow of lock-changes and key replacement
information among residential communities and the central office. The operator will receive lock-change and key
requests through maintenance work orders submitted by Community Directors and will distribute those work
orders as authorized by the supervisor of the Housing Maintenance Call Center.
4. Staff with access to master keys or individual student room keys will not enter an assigned student room without
the permission of the resident except in health, safety, or facilities emergencies. Permission is implicit in requests
for maintenance as stipulated in the Residence Education Handbook.
LOSS OF KEYS
1. Housing & Residence Life staff will immediately report the loss of an assigned key to their supervisor. Lockchanges will be requested immediately. A recovered key should be turned in immediately to the Community
Office to possibly avoid an unnecessary lock-change. Staff will be held financially responsible for the loss of any
keys issued to them.
2. On a determination by the Area Coordinator of negligence or unauthorized loan, transfer, misuse, alteration, or
duplication of a key or other willful violation of the key policy, a staff member will be subject to appropriate
financial, administrative, disciplinary, and/or other sanctions administered through established policies and
procedures applicable to employees or students (i.e., including the Code of Student Conduct in the Lowdown,
where applicable).
3. Sanctions applied under this policy will adhere to a standard of reasonableness with consideration of consistency
of application among employees. Job Action will be followed unless circumstances dictate exceptions, as in the
loss or intentional misuse of a master key or other keys and/or in commission of a crime.

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KEY PROCEDURES AND FORMS

Accounting:
All keys that belong to the Community Office should be regularly inventoried and kept in the appropriate key box/drawer.
Keys should be accounted for on a DAILY basis.

Master Keys:
Master keys are to be kept in the appropriate location as designated by the Area Coordinator and/or Community Director
at all times. They cannot be removed without permission from the Area Coordinator and/or Community Director; only
professional H&RL staff and RAs should have access to these designated locations where keys are kept.

Specialty Keys:
Specialty Keys are keys received from the Community Office on a temporary basis in exchange for a signature on a log
sheet and presentation of proper identification. Student employees checking out specialty keys on a long-term basis have
to make arrangements with their AC/CD. Examples include keys to: offices, TV rooms, study rooms, laundry rooms,
facility closets, chase way doors, and building front doors.

Access to room keys by USA authorized personnel:

In the event that authorized personnel, other than H&RL staff, needs to gain access to an unoccupied student room key,
the following protocol exists: All personnel that is either a University official or University approved contractor (ex.
Telecommunication, Central Utilities, laundry services, and USA Maintenance) must report to the Housing Maintenance
Call Center to obtain appropriate access to a room/building space.

Lost Keys:
If anyone finds a key anywhere, he/she should return it to their Community Office. It can be delivered to the Desk
Assistants or the RA On-Duty. Loss of a master key must be reported immediately to a supervisor. If a master key is
found after being reported lost, the persons specified above should be notified immediately in order to avert a complete recore process. There may be administrative or financial sanctions when master keys are lost. See Lost Keys Memo for
information on lost student room keys

Key Audits:
At the beginning of each Desk Assistants shift, and at the beginning of the RA On Dutys office coverage each night, that
staff member is responsible for completing a key audit for the Area Office in which they work. Using the provided key
audit form, the DA/RA should count the keys/confirm key codes to identify any missing or extra keys and note
discrepancies in the appropriate location on the Key Audit form. Any discrepancies should be reported to the CD
immediately. Remember, to ensure key audits are correct, they should be checked each shift against the community
roster. This is done to ensure a safe and secure environment for residents.

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MANAGING KEYS IN THE AREA OFFICE

The following are a few suggestions for managing keys in the Area Office in order to maintain accurate key records:
1. At the beginning of each semester, check that you have one key for each resident and one back up key per room
(2 keys for each private and RA room, 3 keys for each design double room, 4 keys for each design triple room,
and 5 keys for each design 4-person suite). If you have been issued extra keys for rooms remove the extra key
from the hook, place it in the marked dummy key box (index card size) in the designated location in the
Community Office. Extra keys to rooms make doing an accurate key audit very challenging.
2. Remove any extra keys that will not be signed out as public space keys from the key box. If you do not need
these keys, return them to the dummy key box that will be picked up by the Housing Maintenance personnel
staff.
RAs may only be issued one key to their rooms, with the second reserved in the key box for back up use. The key policy
is the same for RAs as it is for residents.

BACK-UP KEY PROTOCOL

The Community Office staff member must first determine the residents need for a back-up key. A back-up key can be
issued in only two instances:
1. A resident loses his/her key and a lock change has not occurred yet
2. A resident is locked out of his/her room between 8am-5pm
When signing out a back-up key, positive identification is required. Cross-check the Student ID and the community roster
to make certain that he/she is the actual resident of the room. Alternative identification or information may be used to
verify the students identity (e.g. State Drivers License or accurate knowledge of everything on their Residence Hall
Information Card).
The Residence Hall Information Card & Key Card belonging to the resident in question should be pulled from the
card box.
The key is then taken from the Key Box. Be sure the key code on the card matches the code on the key. A tag
should be placed on the empty hook.
The staff member should hand-write (legibly) the key code of the back-up key being issued on the next available
line on the residents Key Card. If there are no more lines available, a new blank key card should be obtained
from the appropriate office location and stapled to the top of the existing key card. Next, the staff member should
write the date that the key was issued and write the staff members initials next to the date. The resident should
then print & sign his/her name in the appropriate location on the Key Card.
Before giving the resident the key, inform him/her that if the key is not returned within 24 hours, a lock-change
will be ordered automatically and the resident will be billed the $50.00 fee.
NOTE: Students may borrow /sign-out a back-up key 4 times a semester (up to 24 hours each time). Beyond this the
Housing & Residence Life staff must order a lock-change. Also, students can sign out a key for 5 minutes without it
counting as one of the four formal sign-outs.
The signed Key Card/Residence Hall Information Card should then be placed in the section of the card box
labeled Lock-Outs.
When the resident returns the key, his/her Key Card is pulled from the Lock-Outs section of the card box.
Check the key code on the card with the key being returned. If the keys are different, DO NOT ACCEPT THE
KEY; the student may be trying to return a key that does not belong to his/her room. If it is the proper key, the
card should be dated, initialed, and filed back into its original alphabetical location.
The key should then be placed back in the key box with the code facing out. The tag should be removed from the
hook and shredded.

UNDER NO CONDITIONS SHALL ANY ROOM KEY BE ISSUED TO ANY INDIVIDUAL OTHER
THAN THE RESIDENT OF THAT ROOM.

If a resident is locked out of his/her room and the back-up key is also signed out, the resident must wait for his/her
roommate to return. If the roommate is gone for an extended period, the resident is referred to the RAOD or CD
who may let the resident in with the master key ($5.00 fee with Staff Contact Sheet).

65

Back-up keys will ONLY be issued during normal business hours (M F, 8 5). Staff members are not
responsible for issuing back-up keys in the middle of the night.
RAs are required to follow the same procedures as above when checking out a back-up key.

LOCK-CHANGES
If a resident does not return a back-up key within the allotted 24-hour period, or if a resident reports a lost key, a lockchange will be ordered.
General Protocol
Lost keys and lock-change requests need to be reported to the Community Desk Assistants daily. CDs or ACs
initiate a lock-change by filing or reporting a maintenance work order with the Housing Maintenance Call
Center.
Verbal notice shall be given to the student that a lock-change will take place within two working days.
The charge for a lock change (done within two working days) is $50.00. In instances when person or property are
in danger because a key has been lost or stolen, an emergency lock-change (done within the same day) can be
requested.
The key code itself must be changed on the master key code roster for the building/area.
Track the lock-change on the Lock-Change Log.
Releasing the key after lock-change
When the resident comes to the Community Office to pick up his/her new key, he/she must first surrender the old
room key and back-up key (if applicable).
The residents Key Card must be filled out completely following the same documentation steps as outlined in the
back-up key process (i.e., check identification, pull Key Card, write new key code, date/initial, and residents
signature). It is imperative that all Key Cards involved be updated and keys be signed for.
After the appropriate sections on the Key Card have been completed, the new key can be given to the resident.
The keys should be placed in the appropriate Dummy Key Box as each resident returns his/her old key.
Record this phase in the lock-change log.
Emergency Lock-Changes
In special situations (e.g., in the case of personal safety), an emergency lock-change may be ordered at night and/or on
weekends by calling the RA On Duty and requesting such emergency service be provided. The RAOD should first
discuss this with the CDOC and allow the CDOC to discuss this further with the resident. The resident will be charged
for the lock-change ($50.00 to PAWS account).
The Area Coordinator has the ultimate responsibility for key control

RA Procedure: Lock Outs & Lost Keys

In the event that a resident has been locked out of his or her room or has lost his/her room key the Resident
Assistant is expected to follow this procedure.

Lock Outs

1. First the staff member should determine if the students key is lost or if the student is just locked out.
2. If the student is locked-out, the Resident Assistant should collect the students identification card and use
the community roster to verify the students room assignment. If the student does not have an official
University ID a state drivers license will be sufficient. If the student has neither of the two the RA can ask
the student to verify their information on the Residence Hall Information Card. The RA is expected to ask
the student to verify the student number, social security number, date of birth, and home address. If the
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student cannot verify this information, the RA must not provide him/her with access to the room. It would
be appropriate to contact the Community Director on Call for assistance.
3. After the student verification process is completed the RA is expected to document the situation on a staff
contact sheet, check the box for Lock-Outs while placing in the comment section the reason for the lockout; then the RA should have the student sign in the appropriate space and give the yellow copy of the staff
contact sheet to the student. The white copy of the sheet should be placed in the Community Office in the
appropriate location for the Community Director/Area Coordinator. Last but not least, the RA is expected
to accompany the student to his/her room and unlock the door for the resident.

Lost Keys

1. If the student reports a lost key to the RA, the RA should verify the students identity by collecting his/her
official University identification card; if the student does not have a University ID then a current state
drivers license will be sufficient. If the student has neither form of documentation, then the RA should ask
the student to verify his/her information as listed on the Residence Hall Information Card. The RA should
ask the student to verify name, student number, social security number, date of birth, and home address. If
this information cannot be verified by the student, they must not be given access to his/her room; rather,
the RA is expected to contact the Community Director on Call for assistance.
2. If this information is verified, the RA should ask the student if the locks need to be changed immediately or
if they feel that the locks can be changed on the next business day. If the student feels that the locks can be
changed the next business day the RA should provide the student with a back up key. The RA must indicate
that the back-up key was given out on the residents key card, place the Residence Hall Information Card
with the attached key card in the Lock-Out section of the card box (in alphabetical order), leave a hang
tag in the key box indicating that a key is out, and log in all the appropriate information into the Key Log.
3. If the student chooses to wait until the next business day, the RA is expected to complete a staff contact
sheet and check the box listed other and write lost key $50.00. Under the comments section the RA
should indicate the reason for the lost key. The RA should give the student the yellow copy along with the
back-up key and leave the white copy in the box for the Community Director.
4. If the student indicates that the locks need to be changed immediately (that is certainly fine); the RA is
expected to inform the student a locksmith will need to be contacted therefore, it may take a short period of
time. The RA should contact the Community Director on Call who will call out Emergency Maintenance
staff. The RA will complete a staff contact sheet and check the box labeled other and write in the space
lost key $50.00. The RA should give the student the yellow copy and place the white copy in the
designated location for the Area Coordinator. Finally, the RA should let the student in his/her room and the
student should be instructed to remain in the room until the Community Director and Emergency
Maintenance staff arrives to change the locks.

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Room Condition Form Procedures

One of the primary responsibilities of the Resident Assistant is to properly assess and maintain Room Condition
Forms (RCFs). These forms are essential in order to disclose an accurate inventory of the room and all its
furnishings. There must be an up-to-date RCF for each room and resident. By following these steps you will be
successful at completing RCFs accurately.

Prior to Check-In

Prior to a new students arrival, a pre-assessment of their assigned unit must be completed.
The RA must list the quantity, where applicable, and list the condition of each item in the
appropriate check-in space on the Room Condition Form utilizing the Condition Codes at the
top of the form.
There is a location for additional comments for both the check-in and check-out sections. A wellcompleted RCF will have many comments listed so as to accurately capture the condition of the
room at the time the inspection is completed. There should be comments listed on every form even
if it is a brand new room (see RCF comments memo for further instructions).
The RA is expected to print name, sign, and date each RCF in the appropriate location.
The RA should hand-write (legibly) the residents assigned building/room number, name, and
student number in the appropriate fields.
After all RCFs have been completed, the RA should place them in order by building and room
number in the designated storage container located in the Community Office.

Upon Check-In

If not known prior to Check-In, the RA should hand-write (legibly) the residents assigned
building/room number, name, and student number in the appropriate fields.
The RA is expected to ask the resident to print name, sign, and date their RCF.
Last, the RA should give the resident the pink copy and inform him/her to report any discrepancies
back to the area office within 24 hours in order to avoid claiming responsibility for these
discrepancies at the time they check-out of the room.

Upon Check-Out

The RA must list the quantity and list the condition of each item in the appropriate check-out
space on the Room Condition Form utilizing the Condition Codes at the top of the form.
The comments box for check-out should be used to note any discrepancies or damages between the
condition at check-in and the condition at check-out.
The RA is expected to print their name, sign, and date each RCF.
The RA should disclose to the resident that any discrepancies/damages found between the time of
Check-In and the time of Check-Out will be assessed by the Community Director/Area
Coordinator.
If applicable, the RA must indicate the reason for Improper Check-out at the bottom of the form.
68

If present, the resident should print, sign, and date the very bottom of the form.
Upon completion, the RA should give the yellow copy of the RCF to the resident.

All RCFs will be maintained in the designated storage containers located in the community office.

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ROOM CONDITION FORM COMMENTS

A guide to better comment writing

Below you will find a sampling of actual comments listed on RCFs for the check-in comment section. Please read the
comments and tips below each one to learn more about the details we are looking for and why they are important.
Stains on ceiling above door
o What kind of stains? Water stains? Paint stains? Putty stains? Etc.?
o How many?
o What size?
o If there were water stains on the ceiling before check-in, but then the student took finger nail polish and
painted a big red heart on the ceiling, we would not be able to hold them accountable because they
could claim that this was the stain referenced at check-in.
Baseboard pieces missing around room
How many pieces are missing? 3? 5?
If there were 3 pieces missing before check-in but the student went crazy one night and pulled up 8 more
pieces, we would not be able to hold them accountable because the check-in portion simply said pieces
missing.
Front bulletin board has writing
What kind of writing? Pen? Marker? Scratched into the board?
What does it say? Is it just 2 words? Entire paragraphs?
If there was only a black ink written phrase saying Bob was here before check-in, but at check-out the
student had taken a red marker and written F#*@ You! in giant letterswe wouldnt be able to hold
them accountable because it simply says there was writing on the front board.
Scratches on Front of desk
o What size? Small? Deep?
o How many? Are they everywhere? Or just on the front right side?
o If there were 3 small scratches on the front of one of the desk drawers before check-in, but at check-out
someone had keyed the entire length of the desk several times, we wouldnt be able to hold them
accountable since it simply said scratches.
Stains on bed
o What kind of stains? Paint? Dirt? Other?
o What color? White? Pink? Green?
o How many? 2? 4? Covering the entire top of the mattress?
o If there had been 2 small white stains prior to check-in, but then at check-out the student had painted a
sheet sign for SGA that had clearly bled through onto the mattress, we wouldnt be able to hold them
accountable because it simply says stains.
Something blue on ceiling
o What size? Small dots? Large circles?
o Do you think theyre paint? Putty?

70

If there were 2 small blue putty spots on the ceiling prior to check-in, but at check-out we discovered the
student had painted a small blue smurf on the ceiling, then we wouldnt be able to hold them
accountable because it simply says, something blue.

Mold in tub
Where is the mold? In the grout between the tiles? Along the edge of the tub? In the bottom?
Toilet Dirty

Where is it dirty? Along the base? Inside the bowl? Toilet seat? Everywhere?

Peeling around mirror

What is peeling around the mirror? Paint? The backing to the mirror? Just the edges?
Dark spots on walls
What are spots? Stains? Marks? Holes? Discoloration?
Where on the walls? Everywhere? Front side at the head of the bed?
What size?
How many?
Spot inside first closet
o What kind of spot? Paint stain? Dirt Stain? Water stain?
o What color? If not possible to describeis it light or dark?
o What size? Small? Large? Gigantic?
o Where at in the closet? The floor? The ceiling? The shelves? The walls?
Light is out in the room
Is this the main light? The front light? Vanity light? Bathroom light?
1st closet is missing a piece of wood
What location? The shelf? The door frame?
What size? A small sliver? A large chunk?
Both closet doors have holes
o What size holes? The size of pin holes? Nail holes? Fist size?
o How many? 2-3? 35?

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Resident Check-In & Check-Out Process

Following these steps will ensure your success at check-in and check-out.
This will also help to assist us in our efforts to retain our residents.

I.

Prior to Check-In

II.

At Check-In

III.

Central Housing will provide the area office with a list of residents and their room assignments.
A blank Residence Hall Information Card (Blue Card) will be provided in the area office.
Pre-printed key cards will be issued to the area office from the Central Housing Office.
A completed Room Condition Form will be located in the designated RCF storage location. A
completed RCF includes the thorough assessment of the room prior to check-in, AND the students
name and Jag # printed (legibly) at the top of the form in the designated location.

Students identity must be verified by a University of South Alabama Student ID card.

The resident must completely fill out a Residence Hall Information Card (Blue).
If we were not aware of their arrival in advance, the RA must print (legibly) the students name, and
jag # at the top of the Room Condition Form in the designated location
The resident must complete the following forms prior to receiving the room key unless otherwise
directed by your supervisor(s):
a) Print, sign, and date Room Condition Form
b) Complete the key card
c) Complete the Residence Hall Information Card
A key must be issued by the Resident Assistant printing the key code and date on the key card in the
appropriate locations. The RA must initial (legibly) after the date.
Communicate with the resident the location of his/her room assignment and offer to escort the
resident to his/her room.

Mid-Semester Check-Out(s)

The student is expected to contact the RA within 24 hour of their expected time of check-out.
Prior to the check-out appointment, the RA should gather the residents original RCF, blue card,
and key card from the Area Office
The RA must accompany the resident to their room in order to complete the check-out portion of
the Room Condition Form unless the resident completed an Express Check Out Form.
After the RCF has been completed and the resident has locked their door, the RA should ask the
resident to accompany them back to the Community Office to collect the room key and sign/date
the key card.
While the RA is filling out the RCF, the resident should fill out the Check-Out Questionnaire.
The key should be dated back in on the residents key card after verifying the key code matches that
which was originally issued.
The RA should place the key back in the designated location (i.e. key box).
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IV.

End of Semester/Year Check-Out

Procedures for reserving a check out time.

a) Each resident will receive a copy of the check out procedure prior to check out via
University email provided by the AC.
b) The RA will receive a check-out sign-up schedule from their CD and will be expected to
post it a minimum of ten (10) days before the final check-out deadline in the Area Office.
c) Each resident must sign up for a check-out time on the Resident Assistants Check-Out
schedule found within the Check-Out binder in the Community Office.
d) Resident Assistants are required to communicate check-out procedures with their
residents to ensure that they sign up for a check out time and understand the process
through signage and an end of semester floor/building meeting.
Materials needed for checkout in room
a) Residents original Room Condition Form
b) Check-Out Questionnaire
c) Pen
d) Clip Board
Checking out the resident
a) The resident that is checking out must have removed all of their belongings from the
room prior to time of check-out.
b) The residents space, which includes (the room, common areas, etc.) must be cleaned
prior to time of check-out.
c) Resident Assistants must complete the check out section of the Room Condition Form,
documenting all damages as listed in the Room Condition Form Procedures.
d) Residents are not to leave any personal items or trash in the room or area surrounding the
room.
e) Resident Assistants are to verify that all belongings are out of the room by checking any
closed areas such as refrigerators, drawers, and shelves.
f) Prior to the check-out appointment, the RA should gather the residents original RCF
form from the storage location in the Community Office.
g) The RA must accompany the resident to their room in order to complete the check-out
portion of the Room Condition Form, unless an Express Check Out Form was
completed.
h) The RA must indicate all damages in the appropriate column and include pictures of said
damages on the RCF.
i) After the RCF has been completed and the resident has locked their door, the RA should
ask the resident to accompany them back to the Community Office to collect the room
key.
j) The key should be dated back in and initialed on the residents key card after verifying the
key code matches that which was originally issued.
k) The RA should place the key back in the designated location (i.e. key box).
Processing paper work.
a) CDs will cross resident names off master check out list and file the Residence Hall
Information Card and key card alphabetically in the area provided.
b) If there are no damages or charges. File the Room Condition Form in the designated
location. The Room Condition Form should be filed by building and room number
c) Any Room Condition Form that includes damages, improper checkout charges, or
questionable conditions must be placed in the separate designated location.
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Express Check-Out Form for Review

Express CheckOut is a process to expedite your departure of the residence halls. This process is effective only at
the end of semesters.
The following conditions must be met in order to be considered a proper Express CheckOut:
1. Obtain an Express CheckOut Form from your Area Office
2. Complete the requested information on this Express CheckOut Form
3.
4.
5.
6.
.

Complete the requested information on the outside of the envelope.

Place your key in the key envelope provided by the Area Office. Seal envelope and Area Office staff will staple to form.

The Express CheckOut Form and your keys are returned to the Area Office
Room keys not returned will result in a lock change and a $50.00 charge being added to your University Account (PAWS)

***If the above conditions are not completed, a $75.00 Improper CheckOut Fee will be assessed***

RESIDENT INFORMATION
Please print legibly
Student Name: __________________________________________ Jag # J00__________________________
Building: ____________________ Room # _____________ Side of Room (if double): __________________
Key Code (printed on key being returned): ____________ Cell Phone # (_____) ______________________
Permanent Address: ______________________________________________________________
______________________________________________________________
By signing the Express CheckOut Form, I waive my rights to be present while my room is being checked for
damages other than normal wear and tear. I am aware that I will be billed for any damaged item at current cost of
labor and materials. If an item is missing from the room or damaged beyond repair, I will be billed for the
replacement item at current cost. I will be financially responsible for all damage recorded at the time of checkout,
which was not recorded on the Room Condition Form at the time of checkin. If a staff member is unable to
determine which student is responsible for a damaged or missing item from a particular room, the cost will be
prorated equally among all residents assigned to the room.
Student Signature: ______________________________________________________
Date/Time of Departure: ______________________________________

For Office Use Only:

Was the accurate key in the key envelope submitted with this form? _____________________
Date staff member verified key and documented residents key card: _____________________
Name of staff member who verified key and documented residents key card: _____________________
Date staff member completed the check-out inspection of room with RCF: _____________________
Date form was copied and sent to student file (original should be attached to RCF): _____________________
74

End of Fall Semester RA Checklist

RA Name (printed): ___________________________________ FALL: ___________
Building/Rooms: ________________________________
I have completed the following prior to leaving for the Winter break:
_____ I have updated my room condition folders by removing old forms from previous residents.
_____ I have checked out all my residents in my community that are not enrolled in the Spring semester, or do not
have a Summer semester assignment.
_____ I have walked through all rooms where a check-out has taken place with my Community Director, and taken
care of any check-outs that were not properly completed.
_____ I have completed a walk-thru inspection all ALL the rooms in my community. The following is complete in
rooms where the residents will not be staying over the Break:

All windows are closed and locked, with the blinds drawn.
All fire hazards are unplugged and all lights are off.
All A/C units are set at a reasonable temperature (70/auto) (if applicable).
All dehumidifiers have been inspected/emptied (if applicable)
All trash has been taken to the dumpster.
All doors are locked.
All maintenance problems have been report to my Community Director, or reported to the Housing
& Maintenance Call Center (460-7655).

_____ I have informed my Community Director of, and completed the appropriate paperwork for any residents
who left without properly checking out.

RA Signature: ___________________________________________ Date: ________________

CD Signature: ___________________________________________ Date: ________________

75

HEALTH & SAFETY INSPECTIONS

Standard III.7. Health & Safety Inspections: The residence life staff will conduct Health & Safety inspections approximately
twice a month to ensure that minimum health, safety, and facilities standards are being maintained. If standards are not met, the
student is required to meet with a Residence Life staff member to address the concern(s) and complete corrective action within
24 hours of notification of the violation. A follow-up inspection will take place to ensure the issue has been resolved. If the
issue(s) still exists, the student will be subject to the Housing Judicial Process.
Health & Safety Inspections (H&SI) will be conducted twice each semester during the months of October, November, March,
and April. The exact starting and ending time may be determined by each individual Community Director (CD); however, all
H&SI will be completed by the 5th of each month. H&SI will begin at the Resident Assistant (RA) level with each RA taking a
secondary RA, the H&SI form, Good Going! certificates, and Maintenance checklist with them to each of his or her
residents room to inspect for health and safety concerns. The Maintenance checklist will be use as a guide during the room
inspection. Each primary RA will be issued a sub-master key from their Community Director, in order, to gain access into each
of his or her residents room.
For residents who complete a H&SI without any areas of concern, he/she should be congratulated by the RA and given a
Good Going! certificate. Also, the RA should inform the resident(s) that H&SI will continue periodically each semester in an
effort to catch unforeseen maintenance concerns before they progress.
High standards of cleanliness should be encouraged while inspecting each of the categories on the inspection form; however,
largely the RA should focus their attention on maintenance concerns such as possible mold development or full dehumidifiers
that need to be emptied. Any needed repairs discovered by the RA should be reported to the Housing Maintenance Call Center
(251-460-7655), while also making their CD aware of any reported issues.
If the RA marks an area of concern on the H&SI form during the inspection, the RA should make sure to take the time to
follow-up or discuss these concerns with the resident(s) of the room. The RA should also discuss what their options or
resources might be in order to address each concern. If the resident(s) is not present at the time of inspection, the RA should be
sure to leave clearly legible notes on the H&SI form informing the resident(s) of each area(s) of concern. If the area(s) of
concern is a maintenance concern, the RA and CD should follow up with the resident(s) to ensure the concern is addressed and
resolved through proper documentation.
While searching for policy violations is NOT the goal of H&SIs, policy violations are to be addressed as they are found.
Resident(s) who have rooms that present a health concern, safety concern, danger to the resident(s), or require cleaning by
University staff, may be assessed a $100 (minimum) fine and may be subject to the Housing Judicial Process. Upon completion
of inspection, the RA will complete an Incident Report, photo document the unclean room, and provide the yellow copy of the
H&SI form to the resident(s). Furthermore, the RA will arrange and document follow-up conversations addressing the
cleanliness of the room.
If the area(s) of concern results from the overall poor cleanliness of the resident(s) room, the RA will follow up with the
resident(s) to discuss cleanliness concerns. Under the supervision of the Community Director, the RA will arrange a deadline to
re-inspect the resident(s) room so as not to allow the poor condition of the room to progress or maintain itself throughout the
coming month(s). If the area(s) of concern is a policy violation, the CD will follow the standard judicial action protocol of
the department; furthermore, the CD will arrange a follow-up conference with the resident(s) to educate them on the policy of
the alleged violation(s). For a student(s) who has repeat area(s) of concern (in regard to the overall condition of the room),
the CD will arrange a meeting with the resident(s) to discuss departmental policies and solutions to redirect the current behavior
of the residents.

76

HEALTH & SAFETY INSPECTION FORM

77

78

OVERNIGHT GUEST REQUEST FORM

Guests Policy (# 13) Residence Life Handbook: A residential student is permitted to have guests of the same gender
stay overnight in his/her room for a maximum of 48 hours if that guest is registered with and approved by the Community
Director in advance. Guests must be 17 years of age or older, or have written permission from a parent or legal guardian if
under age 17. Only one guest is permitted per room per night. Students with unregistered guests may be subject to the
Housing Judicial Process and assessed a per-night charge for the guest; likewise, the guest may be removed from the
residence halls. A resident must have written consent from his/her roommate prior to permitting an overnight guest and
prior to use of the roommates bed for a guest. Please note that the host residential student will be responsible for the
actions of his/her guests. http://www.southalabama.edu/housing

Directions: The following is an authorization form to be completed by any student requesting an overnight guest
Complete this form and turn it in to your Community Director (CD). The CD will submit the approved request to the
Resident Assistant On-Duty (RAOD) and notify you of the status of your request via University email. Overnight guests
still must be escorted at all times (see Visitation Policy #37)
Date of Overnight Visit: _________________________ Date Submitting Request: __________________
Resident Name: _______________________________ Jag #: __________________________________
Building: _______________
Room Number: _________
Cell Phone #: ____________________________

FOR NON-USA STUDENT AS OVERNIGHT GUESTS

Guest Name: _________________________________ Date of Birth: ____________________________
Person/Phone # to contact in case of emergency: ________________________________________________
Form of ID Taken: _____________________________ ID#: ___________________________________

Address _____________________________________ City/State/Zip: ___________________________

Date of Arrival: ________________________________ Date of Departure: ________________________
FOR USA STUDENTS AS OVERNIGHT GUESTS
Students Name: _______________________________ Jag #: __________________________________
Hall/Room or Commuter: ________________________ Date of Birth: ____________________________
Person/Phone # to contact in case of emergency: ____________________________________________
Date of Overnight: _____________________________ Date of Departure: ________________________
I understand that no visitor may remain on campus for more than two consecutive nights. All students (and visitors)
are expected to uphold high standards of behavior and respect the rights and privileges of others. I understand that
any violation of a Housing & Residence Life policy or Code of Student Conduct policy by myself or my guest will
subject me to disciplinary action through the Housing Judicial Process.

Requesting Residents Signature: _______________________________________________________

Roommate(s) Approval:
(print) __________________________________ (sign) _______________________________

(print) __________________________________ (sign) _______________________________

(print) __________________________________ (sign) _______________________________
CD Approval: (print) _______________________________

(sign) ____________________________

Staff Only
Photocopy and place in RAOD Binder.
Contact/Notify Student of Approval via University Email (jagmail). Attach copy of form.

Date of Approval by CD: __________________

Overnight Request # _______ for this student

79

Spring Check-Out
2015:

RA End of Semester Checklist

(Bldng(s)/Rms: ________________) RA:_____________________

____ I have made sure there are no outstanding maintenance repairs that need
have not been turned in at check-out
____ I have made sure all windows/doors are closed and locked
____ I have made sure all PTACS (where applicable) have been set to 70/auto
and all dehumidifiers (where applicable) have been emptied
____ I have completed all check-out paperwork accurately and submitted it to
my Community Director
____ I have cleared my hall/area of any trash or other items
____ I have completed a walk-through of all spaces on my hall with my
Community Director

________________________________________ _________________
Signature of Resident Advisor
Date
________________________________________
Signature of Community Director

________________
Date
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RESIDENCE education HANDBOOK

See Handbook for Table of Contents

81