2017-2018 Year-End Checklist for ORL Professional Staff

2017-2018 Year-End Checklist for ORL Professional Staff Since the end of the year is a hectic time for all staff, and many tasks and reports are due in the last few weeks, we have compiled a checklist to help you meet all your obligations. Feel free to contact your supervisor with any questions or concerns.

April 16 (Monday)

____ Review all of the hall closing policies & procedures in the Prostaff Manual & communicate them to your staff. Get clarification on any unclear policy or procedure from your Assistant Director. Bring questions to your team meeting scheduled for the week of April 16. ____ Schedule a meeting with your Housing Manager to discuss closing procedures, final hall room inspections, elevator use, hall closing issues, trash room closing for move-out, and Commencement Housing procedures (where applicable). Discuss the hot water heater in your apartment (if one exists) for use during week after Commencement (campus steam shut-down week). This meeting should occur no later than April 27.

April 27 (Friday)

____ Ensure that your RA staff information for next year is entered into Resources for Current Staff correctly and completely.

April 30 (Monday)

____ Send out an e-mail to your residents with the information contained on the Hall Closing General Information section of the Prostaff Manual. Sample e-mail text is in the End-of-Year Closing section of the Professional Staff Manual. ____ Post hall closing information bulletin boards.

May 4 (Friday)

____ Submit RA and AFYA Spring Evaluation Letters (see Performance Evaluation section of Prostaff Manual) to your Assistant Director. ____ Submit Hall Closing Plan using the form on the Resource for Current Staff webpage under the General menu. ____ Prostaff who are not returning to the Office of Residence Life should e-mail Tresa Barlage Zianno your requested move-out date from your apartment or building this summer. Prostaff not returning to the department must depart by May 31, 2018 unless otherwise approved by Tresa.

May 7 (Monday)

____ RAs post Resident Departure Sign-up Sheet for all residents to indicate when they plan to vacate the hall. Create sheet for each corridor in Excel using MyCard or create a Google Doc. Each RA posts in her/his corridor or has a Google Doc shared with the RD. ____ RAs post RD-created fliers that lists hall check-out locations and directs students to their RA or RD if they have special needs for check-out. Reinforces that all students must check out with an ORL staff member. ____ Full-time Resident Directors e-mail Hall Annual Report, hall account ledger (excel spreadsheet), and ALL Goal and Implications Worksheet to Assistant Director. Assistant Director will read these documents, provide feedback, and suggest revisions to be made. Submit Professional Development form.

May 11 (Friday)

____ Graduate Resident Directors e-mail Hall Annual Report, hall account ledger (excel spreadsheet), and ALL Goal and Implications Worksheet to Assistant Director. Assistant Director will read these documents, provide feedback, and suggest revisions to be made. ____ GRDs and ARDs submit Professional Development form. ____ E-mail or hand Forwarding Address Information sheet to Rosemarie Volk if applicable. ____ Schedule final hall walk-through with Assistant Director for the week of May 21. ____ Return initialed long-distance call list for April and lockout reconciliation to Rosemarie Volk. ____ Full-time professional staff complete on-line leave report for April.

May 14 (Monday)

____ Hang signs at the Sharefest location in your building as designated. ____ Remove all flammable or other perishable items from your RA closets or storage units. ____ All use of hall funds should be completed by this date. Request exemptions from direct supervisor. ____ Graduating GRDs connect with RD closing partner to arrange building presence during closing weekend if needed. ____ Encourage RAs to complete the web-based year-end RA feedback survey.

May 15 (Tuesday)

____ Commencement Halls ensure that all students who wish to stay past Friday at 7 pm have signed up via MyCard to stay late.

May 17 (Thursday)

____ Post orange, full-sheet “Apartment/Office Occupied” signs on all professional staff apartment and office doors. ____ Post orange, ¼ sheet “Room Occupied” signs on doors of RAs and residents who are staying past 7 pm on Friday. On each tag, indicate the date through which the room will be occupied. Remove the tag once the room is vacated.

May 18 (Friday: halls close)

____ Clean out and organize RA closet(s) and secure all equipment including hall kitchen equipment. All equipment should be inventoried. Please include inventory in your final Hall Annual Report. ____ Collect and inventory your RAs’ VOIP phones. These should be placed in the boxes that were provided with the phones and be labeled with provided stickers for next year so the correct phone goes in the right room. Please store these in the RA closet. ____ Close halls. Check all student rooms (including those approved to stay after Friday), secure all outside doors and windows. Pay special attention to basement, first floor, common areas and stairwell windows. Close window shades half way and open curtains. Remove all materials from all bulletin boards. Turn off room lights & dim hallway lights. ____ Text Sharefest at 513-304-6530 if Sharefest materials are ready for pick-up in your hall.

May 20 (Sunday: commencement)

____ Late check out inspections. Inspect all student rooms of those who were approved to stay after Friday, secure all outside doors and windows. ____ Ensure all staff keys have been sorted and hung in the key cabinet. All keys should be labeled. Extra or unidentified keys should be returned in an envelope to Rob Abowitz.

May 21 (Monday) . ____ Return all receipts, your hall ledger/spreadsheet, and a copy End of the Year Budget Reconciliation form to your supervisor in a separate marked envelope with the community name on the front. ____ Conduct mailroom sweep. Collect and bundle all mail still in any mailboxes or anywhere in the mailroom. Bundle and label any mail and leave it in the mail room for University Mail Services to pick up. ____ Contact Rob (513-255-0861) if Sharefest materials are ready for pick-up in your hall.

May 25 (Friday: Last day of GA contracts)

____ Copy all Annual Hall Report materials and LLC report separately to your hall flash drive and give to your Assistant Director. ____ Email a final copy of Annual Hall Report to your Assistant Director. ____ Return your prostaff keyboard to your Assistant Director. Set a time to do this in person. Do not leave your keyboard in a mailbox or on a desk. Every key must be clearly labeled with room number and purpose. Additional key tags are available in ORL. Prostaff may be billed $50 for each missing key. There should be no keys left in your office/desk. ____ Clean out and organize your office and file cabinets. Leave your office as you would want to find it as a new prostaff member. Recycle all old forms not in use. Return all campus mail envelopes to 211 Warfield. Bring all confidential material (anything with a social security number, banner #, class grades or personal information) including emergency contact cards to Warfield for shredding. A “to be shredded” area will be designated in 211. Return any extra supplies (scissors, staplers, paper, markers, etc.) to 211 Warfield. ____ Reconcile May hall lock-out information; respond to Rosemarie Volk. ____ Finish Room Inspections for students who checked out late. ____ Store your VOIP phones and both ethernet cables connected to each phone in the RA closet before you vacate your apartment and office. VOIP phones should be stored in the small individual phone boxes with the correct label. ____ If you are leaving ORL bring your ORL computer equipment (CPU, power cord, monitor and monitor cable, printer/printer cords (USB), keyboard, and mouse) to The Center in Warfield. If you are staying over the summer or returning next year, keep your current computer. ____ Schedule check-out from your apartment/office with your supervisor.