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RLA

RLA. Residence Life Administration (Training for Residence Life Staff). Purpose of RLA. RLA is the computer system for Residence Life Staff to use for checking-in, monitoring, querying, checking-out and accessing resident and room information.

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RLA

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  1. RLA Residence Life Administration (Training for Residence Life Staff)

  2. Purpose of RLA • RLA is the computer system for Residence Life Staff to use for checking-in, monitoring, querying, checking-out and accessing resident and room information. • We use it for check-in, key tracking, ordering reports and rosters, issuing temp id cards, viewing student housing records, check-outs, etc.

  3. Accessing RLA • Enter the “Staff Zone” page: (www.utexas.edu/student/housing/staff/) • Click Web Applications from the left menu. • Choose the “Residence Life Administration (RLA)"

  4. Accessing RLA • Enter your UTEID and password

  5. Important Information • Each staff member should log in and out when utilizing RLA. You will be held responsible for any actions taken on your logon ID. Remember the system records who is responsible for every action taken.

  6. Interface Overview • The User Interface Screen has 3 sections • Navigation Menu: lists the available functions • Working: area that allows the user to add, update, and/or list particular reports or select options. • Help function: Located above the DHFS logo, in the upper right corner of screen, each page has a unique help page which will assist the user with page-specific functions.

  7. Opening Screen Function Navigation:lists the available functions. These functions will be reviewed one at a time.

  8. Opening Screen Working:area that allows the user to perform certain functions. Each of these screens will be explained with each function.

  9. Opening Screen Help:each page has a unique help page which will assist the user with page-specific functions.

  10. Navigation Menu • There are 7 distinct search categories within the Navigation Menu: Check-In/Out, Room Change, Access, Student Info, Rooms, Administrative and Reports. Also, at the top of the Nav Menu is a link to the RLA homepage. • You can mouse over the category type to see the available options within that area.

  11. Navigation Menu • There are 7 distinct search categories within the Navigation Menu: Check-In/Out; Room Change; Access; Student Info; Rooms; Administrative, and Reports. Also, at the top of the Nav Menu is a link to the RLA homepage. • You can mouse over the category type to see the available options within that area. For example, mousing over Check-In/Out reveals the following sub-categories: Check-In, Check-Out, Arrival Date and Late Check-Ins/out.

  12. Navigation Menu • There are 7 distinct search categories within the Navigation Menu: Check-In/Out; Room Change; Access; Student Info; Rooms; Administrative, and Reports. Also, at the top of the Nav Menu is a link to the RLA homepage. • You can mouse over the category type to see the available options within that area. For example, mousing over Check-In/Out reveals the following sub-catagories: Check-In, Check-Out, Arrival Date and Late Check-Ins/Outs. • When you have located your area of interest click on the link and the Work area will be updated to the appropriate screen.

  13. General Information – Help Pages We all need a little help sometimes! Every functional page within RLA has a unique Help page which can be accessed. These Help pages should provide assistance when you are stumped. Simply click on the help link that is located above the DHFS logo, in the upper right corner of screen.

  14. For Authorized Staff Only New - Authorization Process for RLA/IRIS • Please use the new RLA/IRIS authorization function located under the Administrative section. • Only staff with advanced authorization can use Authorize to grant access permissions to staff for the RLA and IRIS systems.

  15. For Authorized Staff Only New - Authorization Process for RLA/IRIS Adding Authorizations: • You will be adding a member to an existing group that has the necessary access permissions. • Enter group member’s UTEID and an expiration date if desired. • Search through the “Select Groups” dropdown menu for the desired access group and select. • Click on “Add Group Member” to complete authorization. • Note: Authorization requests may not be processed immediately due to batch processing limitations. Please try to wait 15-30 minutes before reporting issues with authorizations.

  16. For Authorized Staff Only New - Authorization Process for RLA/IRIS View RLA Authorizations: Only staff with advanced authorization can use View Auths. • Select View Auths. From this screen you can view a particular person’s authorizations and/or the entire access privileges of an entire group. • Enter UTEID and click View Person Authorizations to see the Current access privileges for an individual.

  17. For Authorized Staff Only New - Authorization Process for RLA/IRIS View RLA Authorizations: Only staff with advanced authorization can use View Auths. • Select View Auths. From this screen you can view a particular person’s authorizations and/or the entire access privileges of an entire group. • Enter UTEID and click View Person Authorizations to see the Current access privileges for an individual. The Category and Access Levels will be revealed for that individual.

  18. For Authorized Staff Only New - Authorization Process for RLA/IRIS View RLA Authorizations: • For Group Access, locate the desired group under the Select Group Dropdown menu and click on View Group Authorizations. The Category and Access Levels will be revealed for that individual. Note: You may want to check Group authorization privileges on this screen before granting Access to users through the Authorize screen.

  19. General Information – Error Message Sometimes things don’t work out as expected!!! The RLA system is designed to provide detailed error messages if there is a problem completing a specific function or if a process failed for some reason. Very important: Please read all error messages and user prompts and respond accordingly. If you are not sure how to respond please write down the exact message and report the problem to the professional staff.

  20. Search Functions – Check UT-EID You will need a student’s UT EID to execute various functions within RLA. For example, you will want to verify a person’s identity before proceeding with Check-In or Check-Out, Issuing a Temp ID Card, Adding Charges, etc. Here’s how:

  21. Search Functions – Check UT-EID Use the UTEID Link Mouse over Check-In/Out category and select “Check-In” option; the Student Check-In screen will open in the Work area. DO NOT enter data in either field at this time. Simply click on the UTEIDlink that is located just to the left of the second field; you will be forwarded to a name search page.

  22. Search Functions – Check UT-EID Use the UTEID Link Mouse over Check-In/Out category and select “Check-In” option; the Student Check-In screen will open in the Work area. DO NOT enter data in either field at this time. Simply click on the UTEID link that is located just to the left of the second field; you will be forwarded to a name search page. Enter Last Name and First Name of person in appropriate fields. Click “Search.”

  23. Search Functions – Check UT-EID Use the UTEID Link Mouse over Check-In/Out category and select “Check-In” option; the Student Check-In screen will open in the Work area. DO NOT enter data in either field at this time. Simply click on the UTEID link that is located just to the left of the second field; you will be forwarded to a name search page. Enter Last Name and First Name of person in appropriate fields. Click “Search.” The name record for this person will be displayed along with several additional names in alphabetical order.

  24. Search Functions – Check UT-EID Use the UTEID Link Mouse over Check-In/Out category and select “Check-In” option; the Student Check-In screen will open in the Work area. DO NOT enter data in either field at this time. Simply click on the UTEID link that is located just to the left of the second field; you will be forwarded to a name search page. Enter Last Name and First Name of person in appropriate fields. Click “Search.” The name record for this person will be displayed along with several additional names in alphabetical order. The following items are included in Name Record search: Name; UTEID Acct Nbr; ISO/ID Card; Active Halls Rec/Room; and Date of Birth. Use the provided data to verify identity of student.

  25. Function Review-Check In • Use this function when a student first checks into the residence halls. • If a student is moving from one room to another after initial check-in, use the room change check-in function. • Select the Check-in option from Nav Menu. • Verify student identity via UTEID link. • Use card swipe or manually enter ID card number (16 digit number) in the first field OR manually enter student’s UTEID in the second field. • Adjust semester as needed; will default to current semester. • Click on “Go”.

  26. Function Review-Check In The Check-In screen will fill with student info. From here you will fill in or add: • Change Medical Form status (updates can be made to status at any time through this screen) • Enter Check-in Date (defaults to today’s date) • Enter the Key Series (letters) • Enter the Key Number code • Add a contact phone number • Click Check-in GO button A success or failure message will appear to guide you along.

  27. Function Review-Check Out • Use this function when a student moves completely out of the halls. • If a student is moving out of your building and to another, use the room change in/out function. • All Checkouts require: • Enter a Check-out Date (defaults to current date) • Select one Key Status from options listed • If Key status is Returned Key Different, enter the code and number of the key returned. • Click Check-Out GO button

  28. Function Review-Check Out • There are really three different types of Checkouts: • Regular (end of semester) • Early (authorized) • Early (unauthorized) • If unauthorized, the Check out screen will update with a bold message (in red) prompting you to advise the student about their situation. Student staff will not be able to proceed at this point without assistance from professional staff. • Click Unauthorized Check-Out GO button. • A success or failure message will appear to guide you along.

  29. Function Review-Arrival Date • This function is used by Professional Staff only. • We use this function to enter a resident’s arrival date if they are moving in earlier or later than the designated move-in time. • Fill in the Arrival Date. • If you are giving permission for an early move-in without a charge, check the do NOT charge button. • Click GO button.

  30. Function Review-Late Check Ins/Outs • Use this function to list all those residents in your building who are late checking in or out. • Select Semester and Unit in the query section to run this report for your building. Click GO. • You will want to check or have your AA check this daily to stay on top of the late moves, etc.

  31. Function Review-Room Change Use this function when a student moves from one room to another (either in the same hall or to another hall). • If the student has already been approved for a room change, information will populate the screen and you will complete the room change process. • Enter New Key Code and Check-In Date. • Click GO. • Note: This screen will include a message about how long a student has to complete the room change process. Make sure you read this to the student.

  32. Function Review-Temp ID Card • Use this function for viewing/issuing/removing temporary ID cards. • You can Search for a temp card record by filling the first input field with all digits of the card. • To assign a Temp Card, input resident’s UTEID and click Search – the page will update with Issue Temp Card screen.

  33. Function Review-Temp ID Card • You will definitely need to confirm the identity of anyone who is requesting a temp card since this would give them access to the hall. • Click on the View ID Photo link (in orange) besides the UTEID field under Student Info. • You will be forwarded to the ID Photo screen. Issue Temp Card Screen

  34. Function Review-Temp ID Card • Compare ID Photo with student requesting Temp Card. Also, you can verify Date of Birth or other info if needed. • Close ID Photo window and you will return to Temp Card Maintenance.

  35. Function Review-Temp ID Card • Enter the Temp Card number that you wish to assign in the field located under Card Information. • Expiration Date will default to 3 days. By that time, the resident should have a regular student ID. • Click Issue Temporary Card GO button. • You can also use this screen to search for who a temp card may be assigned to. • NOTE: RLA will automatically update the resident’s access in CCURE. In most cases, you do not need to change the card number in CCURE. Issue Temp Card Screen

  36. Function Review- Key Change • Use this function for changing a resident’s permanent key. This should not be used for temporary lock changes. It is used mainly for lock changes. • Fill in the letter and number code of the Key Turned In. • Fill in the letter and number code of the New Key Issued. • Select reason for key change, either Lockout/Lost Key; Old Key was Temp or Other (must include reason). • Click Go to complete key change.

  37. Function Review-Key Search Sometimes people turn in lost keys or find a key and report to the desk staff. When this happens you can find out who belongs to a key through the Key Search function Enter Key Letter and Number in fields provided and adjust Semester if needed. Screen will update with information as appropriate.

  38. Function Review- ID Photo • You may need to confirm someone’s identity, because they are Checking-In or Out, Requesting a Temp ID Card or Key Change,etc. • Use ID Photo function for quick way to confirm identity and see additional info about the resident. • Please Note: ALL user activity of this system is logged and monitored. Any misuse or abuse of the system could result in disciplinary action.

  39. Function Review-Student Record • This screen provides a lot of useful information about a resident. This is one of your most valuable search tools because it provides so much info about students. The sample below features just a part of information that can be found. • Search by UTEID.

  40. Function Review - Name Search If you want to find out where a student lives, or if a student lives in the residence halls at all, use this function.You may search by full or partial last name, or by full last name AND full or partial first name. Click "Search" The detailed Student Record page will appear for your review.

  41. Professional Staff Training • The remaining slides are provided for the training of Professional Staff on the advanced functions found in Residence Life Administration (RLA).

  42. Professional Staff Training Function Review-Student History • Use this function to view all the contracts a student has had with DHFS. • Search by resident’s UTEID. Sample of Student History record:

  43. Professional Staff Training Function Review - Notes • Use this function to Add New Notes or Search through existing records. Use student’s UTEID to access data. • Screen will update with notes records. • Click on the highlighted Subject Code to access existing records. • Click Add New Note button if desired and screen will be updated.

  44. Professional Staff Training Function Review - Notes Add New Notes Screen • Adjust the Subject Code/Description via the dropdown menu.

  45. Professional Staff Training Function Review - Notes Add New Notes Screen • Adjust the Subject Code/Description via the dropdown menu.

  46. Professional Staff Training Function Review - Notes Add New Notes Screen • Adjust the Subject Code/Description via the dropdown menu. • Enter e-mail in field provided. • Add text for notes in field provided • Click Add.

  47. Professional Staff Training Function Review-Room History • The Room History screen gives you access to information about the history of a particular room. • Sort the search by Unit and include the Number in appropriate field. Click GO button.

  48. Professional Staff Training Function Review-Room History • The Room History screen gives you access to information about the history of a particular room. • Sort the search by Unit and include the Number in appropriate field. Click GO button.

  49. Professional Staff Training Function Review-List Rooms • Use this function to query certain types of rooms, available rooms, rooms in sequential order, etc. Use the top portion of screen to sort results. You can either list rooms on screen or create a download of rooms. • This function will show you type of room, if it is occupied, availability date, its capacity and spaces available, bath type, special type and gender.

  50. Professional Staff Training Function Review-View Room • This screen will allow you to view current information about a particular room. • Fill in data fields: CCYYS, Unit and Room. • Click GO. • Read Only data screen will fill the Work area of interface providing info on the room.

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