Hall Manager Nuts

1
Hall Manager Nuts Bolts Meeting

• Dooley Room
• Wednesday, May 4, 2011

OFFICE OF HOUSING 305 Main Building Notre
Dame, Indiana 46556 Phone [phone]
Email ORLH_at_nd.edu
2
Agenda

• Introductions
• Managing a Summer Hall
• What is next

3
Whos Here This Summer?

• Hall Occupancy
• Commitment Database

4
Preparing Your Building

• Inventory common areas
• Check rooms
• Location of safety equipment
• Meeting with housekeeping staff/location of linen
  and housekeeping items/maintenance issues

5
Keys

• inventory summer keys immediately
• order missing keys from Elizabeth in ORLH
• distribute room/summer keys to your staff
• check-out master keys from ORLH
• keys checked out by coaches/counselors

6
Key Inventory

• use roster to determine number of keys needed
  (estimate 2 keys per room)
• missing keys complete maintenance request and
  bring to ORLH and make a note on the Group
  Summary Report
• you will need to complete this process each time
  a group checks in/out

7
Distributing Keys to your Staff

• You are responsible for distributing keys to your
  staff members and collecting them at the end of
  the summer
• Confirm moving arrangements with your staff
• Know when each of your staff members will be
  arriving, and be there to welcome them and
  provide them with keys

8
Master Keys

• Hall managers must check-out master key ring from
  ORLH
• All staff will need to sign master key check out
  form
• Master key must be kept in secure location
• Master key should not leave the building
• Master key should not be kept on key ring with
  your personal keys
• Sign-in/sign-out sheet for staff member using
  master key while on-duty
• Loss of master key may result in position
  termination and costs associated with re-coring
  building

9
Safety Equipment

• Do you know where fire extinguishers are located?
• Do you know where fire alarm panel is located?
• Do you know where exits/fire doors, etc. are
  located?

10
Meet with Housekeeping Staff

• Every day in every way!
• Where are emergency housekeeping supplies?
• Where is emergency linen stored?
• Weekly touch-base meetings helpful

11
Working with Program Coordinators, Coaches,
Counselors

• Touch base with them before every check-in/every
  check-out
• OPEN COMMUNICATION
• Meet Greet meetings by constituency group

12
Signs Postings

• HOW TO CONTACT STAFF front doors, near
  restrooms, desk area, etc.
• Desk information/hours
• Group information
• Restroom signs male/female
• Campus information/resources
• Label staff rooms
• Mail information

13
Desk Coverage for Check-Ins

• Staff must be present and available throughout
  scheduled check-in!
• Schedule staff according to check-in hours
• Create a schedule at the beginning of summer

14
When Residents are in your Building

• Desk and duty coverage
• Rounds
• Handling situations
• Mail

15
Desk and Duty Coverage

• See duty information sheet for desk coverage
  hours and guidelines
• Establish a schedule for your staff
• Assistant managers are scheduled to work
  approximately 25 hours per week
• Desk clerk hours should range between 10-15 hours
  per week

16
Rounds

• See duty and desk coverage sheet for information
  about rounds hours in your building
• When doing rounds
• check for safety hazards,
• policy violations,
• facilities issues,
• propped doors
• note issues/concerns on Rounds Sheet

17
More on Rounds

• Staff should keep you informed of issues
• Keep rounds sheet in binder
• Report maintenance and safety concerns to ORLH in
  a timely fashion

18
Handling Situations

• Contact intern on duty
• NDSP
• Reporting incidents to ORLH

19
Staff Information

• Staff expectations turn in to ORLH during
  Training on May 31st
• Staff office/communication center
• Weekly meeting with your staff
• Cell Phone usage business use
• Laptop usage business use, no downloading
• Desk clerk time cards turn in Friday no later
  than 3PM
• Weekly manager meeting by constituency

20
Hall Manager Parking

• Hall Managers will be assigned a reserved space
  (Assistant Rector space)
• Log-on to ND Cars after 1200 PM (noon) on
  __________ to request a temporary permit.
• Need to remove old permit, and surrender to
  Parking Services in order to get new permit.
• Other staff current tags are valid through
  summer
• If someone needs to purchase a summer only tag
  see NDSP

21
Graduating Seniors

• Library go to reference desk and complete a
  temporary application
• RecSports passes will be in summer totes
• OIT Services valid through August 19

22
Summer Staff Training Dates

• All-Staff Training Dates
• May 31 June 1

23
Rector Meeting

• Schedule this meeting to take place before
  Friday, May 20, 2011
• Utilize Summer Transition Meeting outline
• Take notes!!!