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Hall Manager Nuts & Bolts Meeting. Dooley Room Wednesday, May 4, 2011. OFFICE OF HOUSING 305 Main Building | Notre Dame, Indiana 46556 Phone: 574.631.5878 | Email: ORLH@nd.edu. Agenda. Introductions Managing a Summer Hall What is next. Who’s Here This Summer?. Hall Occupancy

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hall manager nuts bolts meeting

Hall ManagerNuts & Bolts Meeting

Dooley Room

Wednesday, May 4, 2011


305 Main Building | Notre Dame, Indiana 46556

Phone: 574.631.5878 | Email: ORLH@nd.edu

  • Introductions
  • Managing a Summer Hall
  • What is next
who s here this summer
Who’s Here This Summer?
  • Hall Occupancy
  • Commitment Database
preparing your building
Preparing Your Building
  • Inventory common areas
  • Check rooms
  • Location of safety equipment
  • Meeting with housekeeping staff/location of linen and housekeeping items/maintenance issues
  • 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
key inventory
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
distributing keys to your staff
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
master keys
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
safety equipment
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?
meet with housekeeping staff
Meet with Housekeeping Staff
  • Every day in every way!
  • Where are emergency housekeeping supplies?
  • Where is emergency linen stored?
  • Weekly touch-base meetings helpful
working with program coordinators coaches counselors
Working with Program Coordinators, Coaches, Counselors
  • Touch base with them before every check-in/every check-out
  • “Meet & Greet” meetings by constituency group
signs postings
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
desk coverage for check ins
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
when residents are in your building
When Residents are in your Building…
  • Desk and duty coverage
  • Rounds
  • Handling situations
  • Mail
desk and duty coverage
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
  • 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
more on rounds
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
handling situations
Handling Situations
  • Contact intern on duty
  • NDSP
  • Reporting incidents to ORLH
staff information
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
hall manager parking
Hall Manager Parking
  • Hall Managers will be assigned a reserved space (Assistant Rector space)
    • Log-on to ND Cars after 12:00 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
graduating seniors
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
summer staff training dates
Summer Staff Training Dates

All-Staff Training Dates

May 31 June 1

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