NOVA Southeastern Professional Staff Manual 2015 - 2016

Professional Staff Manual “To foster student success and a university community”

Contents Important Telephone Numbers ------------------------------------------------------------------------------------------- 4 Important Dates for the Residential Life and Housing Staff 2015-2016 ----------------------------------------- 6 Chapter One: The Nova Southeastern University Experience ------------------------------------------- 8 The DOSA NSU Experience-------------------------------------------------------------------------------------------------- 9 The NSU Experience Tenets: Creating a Sense of Belonging ------------------------------------------------------10 DOSA Commitment Statements ------------------------------------------------------------------------------------------11 Five Characteristics of a High Performing Employee ─ Impact Areas -------------------------------------------13 ORLH Organization Chart 2014-2015------------------------------------------------------------------------------------14 Chapter Two: Job Description and Expectations ---------------------------------------------------------------------15 (ACUHO-I) Ethical Standards for the Housing Professional --------------------------------------------------------16 Expectations for all Residential Life staff-------------------------------------------------------------------------------17 Personnel----------------------------------------------------------------------------------------------------------------------- 18 RA Position Description 2014-2015--------------------------------------------------------------------------------------19 Resident Assistant Employee Agreement Form 2015-2016 -------------------------------------------------------23 Vacation – Personal Time Off Policy: For Graduate Assistants----------------------------------------------------24 Work Hours/Vacation/Personal Time Off Policy: For Resident Assistants -------------------------------------25 Staff Discipline Procedures and Policies --------------------------------------------------------------------------------26 Year Long Staff Involvement ----------------------------------------------------------------------------------------------29 Staff Performance and Evaluation ---------------------------------------------------------------------------------------31 Chapter Three: On-Call Procedures--------------------------------------------------------------------------------------35 RA On-Call System -----------------------------------------------------------------------------------------------------------36 RA On-Call Checklist ---------------------------------------------------------------------------------------------------------39 Incident Reports--------------------------------------------------------------------------------------------------------------40 Example Incident Report ---------------------------------------------------------------------------------------------------42 Senior Staff On-Call System------------------------------------------------------------------------------------------------43 Senior Staff On-Call Responsibilities-------------------------------------------------------------------------------------47 Chapter Four: Crisis Response Policies----------------------------------------------------------------------- 49 Crisis Response Flow Chart ------------------------------------------------------------------------------------------------50 Alcohol Protocol --------------------------------------------------------------------------------------------------------------511 Back to table of contents

Bomb Threats -----------------------------------------------------------------------------------------------------------------52 2 Communicable Diseases Guidelines -------------------------------------------------------------------------------------54 Conflict Physical/Non-Physical--------------------------------------------------------------------------------------------55 Death ---------------------------------------------------------------------------------------------------------------------------- 56 Drug/Paraphernalia Protocol----------------------------------------------------------------------------------------------57 Emergency Contact/Parental Notification -----------------------------------------------------------------------------58 Emergency Moves and Temporary Rooms ----------------------------------------------------------------------------60 Facilitating Roommate Disagreements ---------------------------------------------------------------------------------62 Fire and Building Evacuation ----------------------------------------------------------------------------------------------66 Health and Safety Inspections --------------------------------------------------------------------------------------------68 Hurricanes ---------------------------------------------------------------------------------------------------------------------69 Medical Emergencies--------------------------------------------------------------------------------------------------------71 Mental Health-----------------------------------------------------------------------------------------------------------------73 Missing Student --------------------------------------------------------------------------------------------------------------74 Noise Violation----------------------------------------------------------------------------------------------------------------76 Roommate Mediation-------------------------------------------------------------------------------------------------------77 Sexual Assault Policy --------------------------------------------------------------------------------------------------------78 Sexual Assault Protocol -----------------------------------------------------------------------------------------------------80 Stalking -------------------------------------------------------------------------------------------------------------------------82 Suicide Intervention ---------------------------------------------------------------------------------------------------------83 Theft ----------------------------------------------------------------------------------------------------------------------------- 85 Welfare Check/Entering a Student Room ------------------------------------------------------------------------------86 On- Call Crisis Response Tables -------------------------------------------------------------------------------------------88Chapter Five: Residence Hall Policies and Procedures--------------------------------------------------- 91 Check In Procedure ----------------------------------------------------------------------------------------------------------92 Checkout Procedures -------------------------------------------------------------------------------------------------------93 Consolidation Process-------------------------------------------------------------------------------------------------------95 Facilities Procedures---------------------------------------------------------------------------------------------------------96 Judicial Philosophy and Process ------------------------------------------------------------------------------------------99 Judicial Resources---------------------------------------------------------------------------------------------------------- 103 Locks and Keys -------------------------------------------------------------------------------------------------------------- 114 Mail System------------------------------------------------------------------------------------------------------------------ 115 Back to table of contents

Master Key/RA Access Shark Card Policy----------------------------------------------------------------------------- 116 Posting and Solicitation Policy ------------------------------------------------------------------------------------------ 117 Room Assessment Forms------------------------------------------------------------------------------------------------- 118 Room Changes -------------------------------------------------------------------------------------------------------------- 121 Student Disability Services Accommodations ----------------------------------------------------------------------- 122 Notes from training:------------------------------------------------------------------------------------------------------- 1283 Back to table of contents

Important Telephone Numbers ExtensionOffice/Location x 27052 x 27058Residential Life and Housing Main Office Commons x 27083Student Assistant – Commons Main Office FOS x 27090Conference Room – Commons x 27027RA Office – Rolling Hills x 27023Security Desk – Commons x 26305Security Desk – Commons x 27092Security Desk – Goodwin x 27094Security Desk – Rolling Hills A x 27095Security Desk – Rolling Hills A x 23812Security Desk – Rolling Hills C x 23953Fax – Commons x 22356Fax – Goodwin x 27019Fax – Rolling Hills x 28875Mail – CommonsMail – Goodwin Important numbers to remember when you are ON-CALLFFV/CLC On – Call Phone 954-593-2540Goodwin On – Call Phone 954-253-1406Commons East On – Call Phone 954-296-4061Commons West On – Call Phone 954-261-9088Senior Staff On – Call Phone 954-553-4673Community Mental Health Center, Davie 954-262-5730Poison Control 1-800-222-1222Rape Crisis Hotline/Sexual Assault Treatment 954-761-7273Henderson Student Counseling 262-7050 Back to table of contents 4

Department/Office Number Davie Police/Emergency Response/EMS 9-911 Public Safety 262-8999 Academic Services 262-8350 Admissions, Undergraduate 262-8000 Athletics 262-8250 Bursars Office 262-5200 Campus Bookstore 262-4750 Campus Card Office 262-8929 Campus Recreation 262-7040 Career Development 262-7301 Chartwells Food Service (Catering/Dinning) 262-5345 Computer Help Desk 262-4357 Counselor-in-Residence 262-8911 Farquhar College of Arts & Sciences 262-8045 Financial Aid 262-3380 Flight Deck 262-5528 H. Wayne Huizenga Business School 262-5000 Health Professions Division 262-1000 HPD Medical Clinic 262-4100 Main Mail Center 262-8873 Microcomputer Lab, Main OIIT Receptionist 262-4700 Current Newspaper 262-8455 Off-Campus Housing Services 262-7060 RecPlex 262-7301 Registrar 262-7200 Residence Life and Housing 262-7052 Shepard Broad Law Center 262-6100 Student Advising, Undergraduate 262-7990 Office of the Dean of Student Affairs 262-7280 Student Health Center 262-1262 Student Insurance 262-4055 Testing and Tutoring Services 262-8350 Radio X 262-84575 Back to table of contents

Important Dates for the Residential Life andHousing Staff 2015-2016As part of the Residential Life and Housing team all Resident Assistants are expected to participate fullyin Residence Hall Life and selected Larger NSU Community Events. Please be aware that yourparticipation in the events below is required. * Dates and times are subject to change.August August 5 - 13RA Training August 20, 21, 22, 23General Check- In August 21Freshman Check-InNSU Grand Orientation August 22 & 23  Convocation (RAs for FYS) August 22 10:00 am- 11:00 amWeeks of Welcome- Selected Events: Welcome Home BBQ August 24 7:00 pm- 9:00 pm Movie Night Commons August 27 8:00 pm Sharkapalooza August 29 6:00 pm- 9:00 pmFirst Day of Classes August 25SeptemberHouse Calls- Academic Support September 2 7:00 pm- 9:00 pm (Undergrad Halls)House Call– Student Engagement September 9 7:00 pm- 9:00 pm (All Halls)October October 24 7:00 pm-9:00 pmMid –Semester In-ServiceNovember November 27 1:00 pm- 3:00 pm (Commons/RHA)Thanksgiving DinnerDecember December 14- January 5Winter BreakJanuary/February/MarchRA Training January 2, 3, 4 RAs are required to be back on campus by 5 pm on January 2. Back to table of contents 6

First Day of Classes January 5RA Selection: January 5  RA Applications Open  RA Information Sessions TBD  RA Applications Due  RA Group Process February 6  RA Interviews  Announcements February 13  Staff Welcome Meeting February 23-27Spring Break March 6AprilAnnual OLRH Awards Reception March 27 7:00 pm-9 pm March 2-8 April 24 7:00 pm- 9:00 pm7 Back to table of contents

Chapter One: The Nova Southeastern University ExperienceBack to table of contents 8

The DOSA NSU Experience Through an integrated approach focusing on student identity, involvement, support and recognition, the Division of Student Affairs at NSU will assist in creating a University experience in which each student feels a sense of belonging as a result of his or her engagement at NSU. This model is a guide to a culture shift and, therefore, is not built upon stand-alone programming pieces. Learning outcomes (based on Learning Reconsidered) and ongoing assessment will be important vehicles for achieving our vision. I. ACHIEVING OUR MISSION: Foster Student Success and a University Community A. Dedicated to providing high-quality educational programs of distinction B. Service to the community C. Prepare students for lifelong learning and leadership roles D. Offer academic programs at times convenient to students, employing innovative delivery systems and rich learning resources on campus and at Student Educational Centers E. Foster inquiry, research, and creative professional activity F. Acquiring and applying knowledge II. FOUR TENETS OF NSU EXPERIENCE A. Involvement (developmental) - “The most important factor is that student development education always occurs in the active context of the students’ lives.” - Learning Reconsidered 2004 1. Educational discipline, mentoring, student involvement in event planning (SUB), SGA, civic engagement, career consulting, internships, leadership roles on campus B. Identity - “A crucial element of an individual’s successful ‘navigation’ of the college experience involves learning the meaning of the role of college student and subsequently developing a conception of self in terms of that role.” - Collier 2000 1. By academic program, Greek life, research group, intramural team, residence hall floor; As an international student, first year student, club member, NSU student C. Recognition - Students must know they “matter to someone else, that they are the object of someone else’s attention, and that others care about them and appreciate them.” - Schlossberg, Lynch, and Chickering 1989 1. STUEYS, verbal feedback to student employees, use of student media, acknowledging students, milestones, RSA birthday cards, student leader recognition D. Support - “According to the Carnegie Foundation for the Advancement of Teaching, ‘caring is the key’ to creating an environment in which students feel that they matter.”- Hamrick, Evans, and Schuh 20029 Back to table of contents

1. Recognizing students’ stress and referring them to counseling, contacting students prior to attending NSU and/or after their first few weeks, providing needed services/assistance to online students, conflict resolution services, disability servicesThe NSU Experience Tenets: Creating a Sense ofBelongingThe NSU Residential ExperienceNSU residence halls should foster a sense of belonging with each NSU residential student through: • Assisting students to create an identity as an NSU student and also with sub-communities within NSU • Supporting the individual residential student and the community • Recognizing the meaningful accomplishments of the individual • Connecting residential students and the community through formal and informal means • Fostering student involvement and development inside and outside of the classroomBack to table of contents 10

This mission will be achieved through a culture of university-wide partnership, with recognition of the diversity of the NSU residential population, with the involvement of students, utilizing technology where appropriate, in a culture of outcomes and assessment. DOSA Commitment Statements 1. I commit to creating a student-centered environment where decisions are based upon the potential impacts on the student. 2. I commit to creating and supporting an environment where expression of different views, ideas, and opinions is encouraged. If a conflict arises between staff, I will extend the professional courtesy of reaching out and discussing concerns privately and not airing a conflict publicly. 3. When colleagues approach me privately with concerns/feedback, I will open to their comments, reflect upon their concerns, and refrain from becoming defensive. 4. As a practice, I will pass negatives up and positives down and commit to keeping confidential all personal and professional information shared. 5. I will refrain from facilitating gossip and challenge those who do. 6. I will approach my supervisor with at least two options in which you can proactively help to resolve the issue. Supervisors would be expected to offer constructive advice and feedback on the feasibility of these options or suggest an alternative that might be more appropriate for the given situation. 7. I will always be mindful of how my actions impact others and therefore, increase my sensitivity toward others and decrease my sensitivity about myself. 8. I will continually work to create authentic relationships with my colleagues that will result in establishing and maintaining trust. This foundation will allow me to be successful in meeting my departmental goals, serve as a positive role model to students, and staff. 9. I commit to be results oriented and agree to hold myself accountable and be held accountable for the outcomes associated with promoting student success and a university community through our individual roles in the Division. 10. I will use my influence in a strategic and positive manner with the outcome always being the benefit of the student, recognizing my ability to directly control events and/or behavior may be limited. 11. I will engage and mentor staff by implementing the NSU Experience through the following: a. connect them to internal and external resources and services11 Back to table of contents

b. get them involved in campus wide and professional development opportunities c. assist them in creating their identity on the NSU Campus d. personally and professionally support them throughout their time at Nova Southeastern University e. recognize them for their accomplishments and for exceeding expectations12. I will effectively communicate with my supervisor and utilize the chain of supervision when dealing with any issues, concerns, or roadblocks that may occur.13. Electronic Device Etiquette: I will commit to demonstrating professional behavior that reflects a commitment to responsiveness, respect and cooperation. For example, I will turn my electronic device on silent, at all times possible, before entering a meeting. I will not take a call, check email or text during a meeting in an effort to provide my undivided attention. If I am expecting an emergency call, I will let people know prior to the start of the meeting and excuse myself quietly to address the call. I will follow-up with emails, phone calls and referrals within 48 hours, depending on the circumstances.Back to table of contents 12

Five Characteristics of a High Performing Employee ─ Impact Areas Performance: Does the employee perform at a consistently high level in their duties with minimal errors? Engagement: Is the employee engaged beyond their normal job functions? Do they regularly/frequently attend University events supporting students outside their specific job area? Do they volunteer to support University initiatives outside their scope of responsibility? Do they serve on University committees representing DOSA/COUS? Attitude: Does the employee frequently lift up NSU in conversation? Do they go out of their way to support other co-workers? In-group settings are they likely to energetically work toward positive/productive change? Ambition: Does the employee consistently come up with new ideas to better their area thus impacting the student experience? Does the employee exhibit ‘out of the box’ thinking in attempting to solve greater University challenges such as retention? Does the employee stay current in their field by attending conferences or reading journal articles making certain to share that information with their colleagues? Effectiveness: With success within DOSA/COUS defined as whether students stay and graduate, has the employee excelled in achieving this goal? Supervisors should look tangibly at the student market served by this employee and determine whether their efforts have made a high impact on increasing involvement and retaining students.13 Back to table of contents

ORLH Organization Chart 2014-2015Back to table of contents 14

Chapter Two: Job Description and Expectations15 Back to table of contents

(ACUHO-I) Ethical Standards for the HousingProfessional1. Act with integrity, dignity, and competence.2. Have a dual responsibility both to the student and to the institution.3. Be committed to providing affordable, attractive, clean, comfortable, and well- maintained living environments that are responsive to the needs of present and future residents.4. Have an obligation to understand the educational goals of the institution and to aid in support and realization of these goals through residence hall programming, leadership training, student governance, faculty involvement, and sound fiscal management.5. Accept students as individuals, each with rights and responsibilities, each with goals and needs and, with this in mind, seeks to create and maintain a community living environment in which maximum (the most favorable) learning and personal development can take place.6. Strive to establish an open and diverse residential environment that promotes the appreciation and respect for differences.7. Provide a continuing program of development for all levels of department staff.8. Develop and maintains staff relationships in a climate of mutual respect, support, trust, and interdependence recognizing the strengths and limitations of each colleague.9. Develop lines of communication within the campus community so that programs, policies, and procedures are mutually reinforcing, consistent, and operating in support of the mission and goals of the institution.10. Plan and uses assessment tools and seeks other means of evaluation on a regular basis to focus on continuously improving services, programs, and procedures.11. Seek to develop new knowledge as the basis for improved programs, policies, and procedures and communicates the results through appropriate channels.12. Be committed to incorporating technology into the residential environment for the benefit of residents and staff and identifying strategies to promote appropriate use of technological resources.13. Recognize both formal training and practical experience as important ingredients in the preparation of any person for effective full-time work in a higher education institutional field setting.14. Believe in the educational value of professional associations and encourages staff members to attend appropriate regional, national meetings, and international meetings15. Be aware of the political implications of housing as an integral part of higher education 16 and is obligated to maintain effective relationships with the outside community so that programs, policies, and procedures are fully understood. Back to table of contents

Expectations for all Residential Life staff 1. Fully comply with and complete all duties and expectations outlined in your position description. 2. Do the best job you can based on your abilities. 3. Strive to develop a positive rapport with each resident and staff member. 4. Be a positive and ethical role model. 5. Try to make all residents feel CAREd for in a variety of ways. 6. Be an advocate for Nova Southeastern University and personally abide by all of the institution’s rules and regulations. 7. Be enthusiastic, energetic, and take initiative. 8. Be supportive of the Residential Life and Housing program and its staff. 9. Understand, accept, and celebrate the diversity of DOSA and ORLH constituencies. 10. Communicate regularly with your supervisor and other Residential Life staff. 11. Maintain a high level of visibility, accessibility, and responsibility. 12. Place academics as a top priority for yourself and any students you interact with. 13. Communicate when support is needed and never hesitate to ask questions. 14. Confront other Residential Life staff members who do not meet these basic expectations or who give less than their best. 15. Seek to understand and be ready and willing to compromise.17 Back to table of contents

PersonnelI. Employment Contracts- GAs A. Each GA will sign an employment agreement. The employment agreement verifies the starting and ending date of employment, the compensation, and acknowledgment of reading the position description and agreeing to fulfill the responsibilities associated with the position. These positions are paid on a bi-monthly stipend through student employment. In addition the GAs will be provided with a vacation leave policy for The Division of Student Affairs.II. Staff Discipline Procedures and Guidelines A. If a supervisor determines that a Senior Staff Member’s job performance is not satisfactory, a conference will be held with that person. The conference can take place within the one on one meeting or at another scheduled meeting. The intent of this meeting is to be specific about the nature of the dissatisfaction and present concrete suggestions for improvement. Constructive feedback should be continual in one- on-one meetings. B. If the Senior Staff member’s job performance is still deemed unsatisfactory, the supervisor will meet once again with the employee, and place the staff member on employee discipline. The supervisor will follow up with a letter to the staff member outlining the conditions that must be met if they are to continue in the position. A copy of this letter will be forwarded to the Director of Residential Life and Associate Dean for Student Affairs. C. If after a reasonable amount of time (as stated in the above letter), the performance is still not satisfactory, a third meeting is held to discuss her/his evaluation of the performance during the specified review period. The supervisor will determine whether it is in Residential Life's best interest to extend or increase the disciplinary status or dismiss the senior staff member. If the supervisor believes that the staff member should be dismissed, the effective date of termination will be the decision of the Director and the Associate Dean for Student Affairs. At any of these meetings the Associate Director and/or Director for Residential Life and Housing may be presentPlease note that if a serious policy violation occurs, termination or disciplinary action may beimmediate.Back to table of contents 18

RA Position Description 2014-2015 As part of the total educational environment of the University, the residence halls can provide conditions where significant student growth and development may occur. The halls also offer a venue for students to become engaged in the NSU community and develop a sense of belonging. The Office of Residential Life is committed to a comprehensive residence hall program – one that blends the extracurricular with the academic to create a total educational environment in which all residents are assisted in recognizing their uniqueness and achieving their potential. The Resident Assistant (RA) is the core of Student Affairs staff in the residence halls, and plays a critical role in individual student and community growth and development. The quality of an RA’s efforts has a significant, direct impact upon the quality of life experienced by all members of the Nova Southeastern University community. I. TO BE SUCCESSFUL AS AN RA, ONE SHOULD: A. Be committed to building communities that create a sense of belonging through mentorship in addition to individual and community development. B. Be able to facilitate and maintain a floor and building culture where all individuals feel recognized and supported. C. Be willing to assist residents in creating a sense of identity through involvement and connection to campus resources. D. Be able to genuinely and significantly connect with residents. E. Have a commitment to work under the core values of the Division of Student Affairs (DOSA): Responsive, Involvement, Initiative, Production, and Professionalism. The Resident Assistant, as a student and part-time member of the University Staff, serves as a liaison between the Office of Residential Life, the University, and residents. S/he must integrate the role of representative of the University Administration in the residence halls by serving as mentor, helper, and representative of students. Under the supervision of an Area Coordinator, the RA will fulfill the general requirements and responsibilities in this job description equating to approximately twenty hours per week for the duration of the Resident Assistant Employee Agreement Form. II. REQUIREMENTS FOR EMPLOYMENT:19 A. Must be a registered student at Nova Southeastern University, meeting the minimum academic requirements of their academic department. B. Undergraduate students must have a minimum of 2.5 cumulative GPA; Graduate students, must have the minimum cumulative GPA required for his/her graduate program. C. Must have one semester experience of living in a residence hall prior to application, not necessarily at NSU OR must have significant leadership experience. Back to table of contents

D. Must be in good judicial standing with the University (i.e. not have anything above a written warning on record).E. Must be willing to commit to working through the academic year (i.e. August - May), including training periods (beginning approximately two weeks before the start of undergraduate fall classes). Graduate hall RA staff will start in June.F. Cannot hold any outside employment while in the RA position.III. COMMUNITY INVOLVEMENT/DEVELOPMENT:A. Strive to facilitate a sense of community among residents on the floor and encourage residents to develop an identity as a floor, hall, and residential community member.B. Encourage self-discipline, self-government, and respect for individual rights among residents while encouraging individual assertiveness.C. Help create and maintain an atmosphere conducive to studying and academic success within the residence hall.D. Initiate, plan, and organize community development activities as outlined in the community development CARE- Community Activities for Resident Engagement model in response to the needs and interests of all residents.E. Support, encourage, and assist in the development of a strong Resident Student Association (RSA) by identifying and working with a floor RSA representative.F. Facilitate the development and revisions of a floor community agreement.G. Proactively identify areas of student conflict. Serve as a mediator for residents in conflict with one another and facilitate difficult conversations. Act as a liaison to the residential mediation program.H. Organize, attend, and actively participate in floor and hall CARE events, functions, and programs.I. Provide opportunities for faculty involvement on floor and in the hall.IV. INDIVIDUAL STUDENT ENGAGEMENT:A. Be visible and available on your floor to talk with residents about concerns, interests, and needs.B. Develop an open and genuine personal relationship with each resident beginning even before check in.C. Meet with individual residents monthly as part of CARE- Conversations Aimed at Resident Engagement community development model.D. Work with each student individually so they feel a sense of belonging to the floor, the hall, the residential community, and NSU.E. Empower students to facilitate community development (CARE) activities on the floor and in the building community.F. Successfully engage residential population as documented by the Office of Assessment and Student Engagement’s Red, White and Blue Charts.Back to table of contents 20

V. RECOGNITION AND SUPPORT: A. Serve as a concerned, non-judgmental peer resource and mentor, whose goal is to assist residents in resolving problems instead of solving the problem for them. B. Treat sensitive information confidentially.. C. Display interest and sensitivity to the concerns of NSU’s diverse population. D. Act proactively to avoid crisis situations and respond calmly to crisis situations when they occur. E. When necessary, refer residents to University and community resources. F. Demonstrate effective listening skills. G. Treat residents fairly and impartially. VI. SAFETY AND SECURITY: A. Be familiar with building fire and life safety systems and familiarize residents with hall evacuation and other emergency procedures. B. Regularly submit work order requests, which affect the safety and security of residents (i.e. stairway and hallway lights, damage to door lock mechanisms). C. Educate residents on safety and security issues and the role they play with each. D. Report housekeeping and maintenance needs in a timely manner and follow up with residents after work orders are submitted. VII. POLICY ENFORCEMENT: A. Encourage compliance with University policy and Residential Life policy by discussing and enforcing regulations; encourage residents to confront policy violations by bringing them to the attention of hall staff. B. Serve as a positive role model for all residents by complying with and supporting University and Residential Life policies and procedures. C. Communicate policies and their rationale to hall residents. D. Confront students who fail to comply with residence hall policies or violate other residents' rights. Refer these students to the Area Coordinator by submitting Incident Reports. E. Support other staff members in enforcing hall policies. VIII. ADMINISTRATIVE SKILL:21 Back to table of contents

A. Serve in the \"On-Call” role for your residence hall area on an assigned, rotating basis, and in emergency situations including managing the security desk from 7 pm- 11 pm. B. Assist in the opening and closing of the hall each semester and at every break period, as coordinated by the AC/AAC team. C. Fulfill administrative requirements promptly and efficiently (i.e. CARE Reports, incident reports, CARE program proposals and evaluations, maintenance requests, etc.). D. Attend regularly scheduled staff meetings and any extra training sessions. E. Remain in the residence halls on all weeknights and 3 full weekends per month. F. Ensure each room/apartment is prepared and ready for residential student arrival. G. Adhere to basic requirements, employment expectations, and complete other duties as assigned.IX. COMMUNICATION AND TEAMWORK: A. Demonstrates proficiency at expressing ideas and listening, asking for and providing productive feedback, and has a positive, effective communication style. B. Commitment, team spirit, amount of interest and enthusiasm shown in the performance of responsibilities and attitude toward coworkers, students and the University. Works effectively and willingly with others (individuals and departments) in a positive, supportive, and cooperative relationship. C. Accepts new or changed situations, adjusting activities and plans to accommodate.X. REMUNERATION: A. RAs in Goodwin Hall receive an individual room with a bathroom and a declining balance meal plan of $1300 per term. B. RAs for the apartments (FFV, CLC, and Rolling Hills) and the Commons receive a one-bedroom apartment with a bathroom, living room, and kitchenette as well as a declining balance meal plan of $700 per term. All RAs receive a stipend of $300 monthly (before taxes).XI. REAPPOINTMENT: Staff members are selected for a one-year appointment. In early spring, all current staff members are considered for reappointment. A staff member’s reappointment is never automatic, rather it is contingent upon exceptional completion of the job responsibilities through the end of the spring semester and summer months. Reappointment includes an assessment of all aspects of job performance as well as attitude. The criteria for reappointment may include above satisfactory job performance, whereas unsatisfactory job performance may lead to termination proceedings. If exceptional performance levels have not been maintained, reappointment will not be considered.Back to table of contents 22

Resident Assistant Employee Agreement Form 2015-2016 TERMS OF EMPLOYMENT I accept the appointment as a Resident Assistant for the 2014-2015 academic year. I agree to fulfill the responsibilities associated with the position, which are outlined in the Resident Assistant Position Description, and I agree to abide by the requirements and conditions of employment listed here. Resident Assistants are required to live on campus as a condition of their employment; compensation for the RA position is a single room and a board plan ($1300.00 declining balance for Goodwin and a $700.00 declining balance for Founders, Farquhar, Vettel, The Cultural Living Center, The Commons and Rolling Hills). It is a requirement for RAs to utilize the declining balance benefit and eat in the dining hall with students, faculty, and staff. Since payment for the declining balance is paid by Residential Life’s student scholarship funds, no refunds will be given for unused meals or amounts. Board is provided only when the food service is open. Remuneration also includes $2700 in stipend over the 9 month contract ($300/month before taxes paid bi-weekly). I understand that my appointment commences at 5:00 pm, August 5th, 2015 and terminates at 5:00 pm on May 8, 2015. *This includes holidays and breaks. If you are assigned to the Rolling Hills Graduate Apartments, I understand that my appointment commences at 5:00 pm, June 2, 2014 and terminates at 5:00 pm on May 31, 2015. *This includes holidays and breaks. All Resident Assistant appointments are subject to Residence Hall occupancy. I also understand that failure to comply with the terms of appointment may result in the review of my employment status and possible termination. I also understand that I am accountable as a resident and all parts of the housing contract apply to me. If I resign or am terminated from my position before the end of the RA agreement date, I may be required to pay the $500 housing cancellation fee.23 Back to table of contents

Vacation – Personal Time Off Policy: ForGraduate Assistants 1. Graduate Assistants are expected to work 25-30 hours per week based upon a schedule determined by his/her supervisor. This means within a two-week period, the minimum hours worked should be at least 50 hours, but normally should not exceed 60 hours. Meal breaks are not included as part of these hours. By the nature of Student Affairs work, GA’s may be required to work evenings, weekends and holidays as part of their employment. It is possible during peak periods that GA’s will exceed 60 hours within a pay period.2. All Graduate Assistants on a 12-month contract are eligible to take 15 vacation/personal days per year. Days off requested must be approved in advance by your supervisor, with the appropriate paperwork documenting these days off completed in advance and returned to your supervisor. In addition, GA’s will be provided time off for all University holidays. Some offices within the division may require GA’s to work on University holidays. In the event you are required to work on all or part of a University holiday, you will be compensated with time off to cover those hours worked pending the approval of your supervisor.3. All GA’s on a 9 month contract or who begin employment during the academic year are given vacation/personal days on a pro-rated basis according to their start date. Please see your supervisor for a schedule of eligible days.4. If you are unable to work due to illness, the time will be charged as personal time off. GA’s may discuss with their supervisor the possibility of making the time up as an alternative. All make up time must be completed within a two week period upon your return.5. Vacation/personal days must be taken in the contract period worked. Time not taken as vacation/personal will not rollover into the next contract year.6. A weekly time sheet recording the hours that you worked must be completed and turned into your supervisor. These time sheets will then be forwarded every month to the Assistant to the Dean, for your personnel files. Please see your Supervisor for copies of this time sheet.7. If you need further clarification of this policy, please see your supervisor or Dr. Gay Holliday, Associate Dean of Student Affairs.Back to table of contents 24

Work Hours/Vacation/Personal Time Off Policy: For Resident Assistants I. WORK HOURS: A. Resident Assistants are expected to work 15-20 hours a week. This means within a normal two- week period, the minimum amount of hours worked should be at least 30 hours, but should not exceed 40 hours. By nature of Residence Life’s work, RAs are required to work evenings, weekends, and holidays as part of their employment. During peak periods, such as the beginning and ends of the semester, it is possible RAs will exceed 40 hours within a two-week period. B. Of the required RA hours, 4 hours must be completed as required security (desk) hours. II. VACATION POLICY: A. All RAs are eligible to take 14 vacation/leave days per semester. Requested days off submitted for approval by your Area Coordinator at least two weeks prior to leaving by completing a leave notification form documenting the specified days. The AC will return the form to you with approval or disapproval before the leave date. You may not be allowed to take all leave consecutively. B. Vacation/leave days must be taken each semester. Time not taken as vacation/leave days will not rollover into the next semester. C. RAs are required to remain within the residence halls on all weeknights and three weekends per month unless they have approval from their Area Coordinator to be out of the building. RAs are allotted a maximum of two days of time away from the residence hall per month. This time away does not accumulate from month to month, and is not included as part of the 14 vacation days per semester (except for the summer term). These days can also not be added on to the 14 vacation days. RAs must notify their Area Coordinators of their requested time away as soon as possible and submit a leave notification form for approval. As Residential Life staff, it is our responsibility to cover the halls at all times and to be visible to our residents. If the building requires coverage, if there is a concern with RA visibility, or during peak times of the semester, Area Coordinators may not approve time away or may ask RAs to adjust their time away requests.25 Back to table of contents

Staff Discipline Procedures and PoliciesWhen a supervisor determines that a staff member’s job performance is not satisfactory, a conferencewill be held with that person. The conference can take place within the one on one meeting or atanother scheduled meeting. The intent of this meeting is to be specific about the nature of thedissatisfaction and present concrete suggestions for improvement. Constructive feedback should becontinual in one-on-one meetings.During or shortly after the meeting, the supervisor will determine the sanction level (warning,probation, or termination) appropriate to the staff member’s unsatisfactory performance. Thisdetermination will be explicitly stated in a follow-up letter, including any behavior changes/modificationagreed upon in the initial meeting. It is imperative that these conditions be met if the staff member is tocontinue in the position. A copy of this letter will be forwarded to the Associate Director of ResidentialLife and the Director for Residential Life. If the Area Coordinator believes that the staff member shouldbe dismissed, the effective date of termination will be the decision of the Area Coordinator, theAssociate Director of Residential Life and the Director for Residential Life. A copy of the letter will beforwarded to the Assistant Dean for Student Affairs. In most cases, an educational/developmentalcomponent will also be part of the disciplinary process. This may include assignments, meetings withthe Training and Development Coordinator, meetings with the GA for Mediation Services etc.Area Coordinators (AC’s) are the front line supervisors of RA’s. They have independent authority to issuewarning and probation letters as well as recommend termination of student employment to theAssociate Director of Residential Life and the Director of Residential Life and Housing. Consultation withthe Associate Director of Residential Life and the Director of Residential Life and Housing must occurprior to termination of student employment. This independent authority, combined with the autonomyand responsibility to supervised individual RA staff, means that Area Coordinators will act on staffdiscipline as they deem appropriate and not based on trends or actions among other supervising AC’s.I. FOUR LEVELS OF DISCIPLINARY SANCTIONS: These levels should not be viewed as progressive, rather as three options available to a supervisor.A. Verbal: a. A verbal warning is an informal notice that a staff member’s behavior or job performance is lacking. This is used to bring performance issues to the staff member’s attention, which otherwise may be unaware. It is recommended that you still document these incidences for your personal files.B. Written: a. A written warning is formal notice that a staff member’s behavior is inappropriate. The proposal of this level is to encourage dialogue between the staff member and supervisor, and to implement conditions to improve the staff member’s behavior.Back to table of contents 26

C. Probation: a. Probation is serving notice to a staff member that his or her behavior is in violation of department policies. While on probation, a staff member’s behavior is heavily scrutinized by their supervisor. Any further violation of policy or inappropriate behavior can immediately put the staff member’s job in question. The purpose of this level is to formally communicate the extreme nature of the staff member’s inappropriate behavior and mandate improvement. D. Termination: a. Termination is the removal of the staff member from their position with Residential Life and Housing indefinitely. Examples are provided as a guide to staff members as to what one may expect during the disciplinary proceedings. It is at the discretion of the supervisor to apply any level of sanction to any inappropriate behavior. Please note: if a serious policy violation occurs, termination may be immediate. The RA position is a leadership opportunity that will prepare you for your career goals. Though it is a leadership position, the RA position is a job with job requirements. The goal of discipline process is to offer a learning experience for the staff member and assure quality services are provided to the student body. If you should have questions, please bring them to the attention of your AC, Associate Director of Residential Life or the Director of Residential Life and Housing. The most commons examples of actions that may/ will result in staff discipline actions:  Miss scheduled meeting with AC/AAC  Late to RA staff meeting  Miss RA staff meeting  Failure to submit required reports on time such as (CARE Documents, Weekly Reports, Incident Reports, etc.)  Submitting incomplete reports  Late to start On – Call Shift  Failure to complete On – Call rounds  Failure to meet monthly CARE programming requirements  Failure to view and/or respond to emails or calls from AAC or AC in a timely manner  Failure to perform basic job function and duties  Misuse of confidentiality  Documented (and found responsible) for violating any university policy or policies27 Back to table of contents

The most common examples of actions that may/ will result in immediate termination of studentemployment:  Failure to comply with University policies, or State or Federal Laws  Participation in any action that jeopardizes the safety, security and/or wellbeing of the residents, staff or facilities.  Falsification of documents or official reports.  Being intoxicated or under the influence of controlled substances while on- On – Call.  Misuse of master keys/RA Shark Card and/or loss of master keys.  Misuse of programming money: using Publix card for personal reasons/submitting non- programming related receipts.RA’s must maintain a 2.5 cumulative GPA. Two consecutive semesters below a 2.5 cumulative GPA mayresult in termination of employment. (RA’s get one semester of cumulative GPA probation and will berequired to show continued improvement.) Newly hired RA’s who drop below 2.5 cumulative GPAbefore their employment starts may forfeit their RA position. RA’s that repeatedly fall below a 2.5semester GPA but maintain a 2.5 cumulative may be placed on probation or relieved of their RA positionat the discretion of Residential Life professional staff.II. OUTSIDE WORK: Because of the important role RAs fill and the time commitment required, outside employment is not allowed. NSU Internships: Paid/unpaid academic internships through the Office of Career Development and paid/unpaid internships that are required for completion of a degree will be allowed.III. ADDITIONAL LEADERSHIP REQUEST: The Office of Residential Life and Housing encourages RAs to act as campus leaders. However, it is also an expectation that RAs not take on too many responsibilities outside of their RA role in order to maintain excellent balance and time management. For an RA to take on a leadership position outside the RA role (i.e. V.P. of Spanish Club, Sorority treasurer, etc.), a request must be discussed with their Area Coordinator. If RA performance is being compromised at any time, service in previously approved outside leadership positions may need to be terminated.IV. STAFF USE OF ALCOHOL: Staff members who are 21 years of age may possess and consume alcohol in their residence hall rooms within the limits of the ORHL alcohol policy. Discretion and moderation must be used. It is essential to remember that RAs are role models at all times. Staff members of legal drinking age may not purchase or serve alcoholic beverages to students or staff members who are under 21 years of age. Staff members found responsible for these actions are subject to employee discipline or loss of the RA position as well as Residential Life disciplinary action. A staff member under 21 must not possess or consume alcohol, either on campus or at campus events.Back to table of contents 28

V. STAFF USE OF OTHER DRUGS: The possession, promotion, distribution, use, or sale of illegal substances, whether on or off campus, will result in termination from the employment position. This also includes drug- related paraphernalia. Staff members are also subject to Residential Life and Housing and/or University disciplinary action (which may include suspension from the University), as well as state and federal laws. Year Long Staff Involvement For continual growth and development to take place, our training program is a year-long process. I. FALL TRAINING: The purpose of Fall Training is two-fold: for each staff member to develop the necessary skills to successfully perform the RA position and to build a team with the staff you will be working with throughout the year. Additionally, time is spent preparing the buildings for opening. Through Residential Life workshops, staff will begin to develop supportive working relationships necessary for successful residence hall work. II. WINTER TRAINING: Before the start of classes for the Spring Semester, Winter Training is necessary to refocus and reenergize all staff for the upcoming months. Although this training time is brief, it will contain the August Training feeling of teamwork, service-orientation, and preparation. III. SPRING TRAINING: Spring Training Day is planned and designed for newly appointed staff members shortly after selection. It is important for returning staff to be involved in this training as well. Returning staff can answer questions from the new staff members. Spring training also begins the teambuilding process for the following year's staff. IV. IN-SERVICE TRAINING: In-service training sessions are scheduled throughout the year. The in-service topics will vary from personal development training sessions to job related training sessions. All staff members are required to attend the in-services. V. CONFERENCES: The Residential Life and Housing staff will also be given opportunities to attend conferences that assist with personal and professional development. They range from half-day sessions to weekend retreats such as FRAS, FARH and Mini-FARH.29 Back to table of contents

VI. STAFF SELECTION: To ensure the department has high quality staff at all levels, all Resident Assistants will be involved in the planning and implementation of the staff selection process. Additional input is needed to develop creative means to recruit quality candidates and publicize available staff positions. A review of interview questions, evaluation sheets, activities, and applications are needed.Back to table of contents 30

Staff Performance and Evaluation I. Evaluations - Resident Assistants A. Area Coordinators and Assistant Area Coordinators record both the positive and the negative aspects of their staff's performance on a regular basis; it is recommended that supervisors schedule a time each week to make notes about their staff. This provides an on-going and fairly objective system for reviewing a staff member's performance. At the end of each semester, the supervisor(s) should include these notes on the formal RA evaluation form. This evaluation form, with a number of dates, facts, and observations, forms the basis of the performance appraisal conference between the AC, the AAC and RA. B. The RA staff should complete a self-evaluation form as part of the evaluation process. It is suggested that this form be completed by the RA in preparation for her/his performance appraisal conference one week prior to the meeting. The Training and Development Coordinator will assist with compilation of data and information for the evaluation process. C. All evaluation forms are submitted via a web portal to the to the Associate Director for Residential Life for filing at the end of the first semester. II. Student Evaluation of Resident Assistants A. Floor residents will be given an opportunity to evaluate their RA in late October/early November. These evaluation forms are analyzed via computer with the resulting print- outs available before the performance appraisal conference. III. Evaluating Senior Staff A. Senior Staff evaluations will be conducted at the end of each semester. The Associate Director with the Director will evaluate ACs, CIR and GASSDAI and the AC will evaluate her/his AAC. A GA evaluation will be utilized for the GAs (process centralized through student affairs) and a professional staff evaluation (process centralized through HR) will be utilized. IV. Reappointment of Graduate Assistants31 A. All Residential Life GAs are selected for a 12-month appointment. In early spring, all RA andGA staff are considered for reappointment. GA reappointment is never automatic and is contingent upon outstanding completion of the job responsibilities through the end of the spring semester and summer months. Reappointment includes an assessment of all Back to table of contents

aspects of job performance as well as attitude. The criterion for reappointment includes job performance which has been evaluated to be beyond an acceptable level. When exceptional performance levels have not been achieved, reappointment will not be considered. GAs will receive ongoing evaluation throughout the year and be given opportunities to improve upon areas of weakness. Termination of employment may be immediate if serious policy violations occur during the period of employment.VI. Letters of Intent A. All Residential Life senior staff will be asked to complete a letter of intent in January, This form indicates the staff member’s intentions to return or not return for the summer and the following academic year.V. Student Staff Files A. A file for each Resident Assistant, Area Coordinator, the Assistant Area Coordinator, Counselor in Residence and the Training and Development Coordinator is maintained in the Office of Residential Life. These files include all selection materials, payroll time sheets, copies of B. Residential Life letters sent to the staff member as well as evaluation material. Area Coordinators can have access to RA and AAC personnel files. RAs and senior staff members will be permitted access to their employment records, with the exception of materials pertaining to selection, evaluation, and other confidential matters. The Director of Residential Life will keep a file on the Area Coordinators. The Associate Director of Residential Life will maintain employment files on the CIR and T&D GAs.VI. Area Coordinator/Assistant Area Coordinator Files A. Area Coordinators are expected to maintain staff files on each RA/AAC. These files will include weekly reports, notes/comments from one-on-one meetings, and any disciplinary documentation. The AACs and Associate Director for Residential Life will keep track of RA programming toward semester requirements. The AACs will maintain a programming file on each RA. The programming record will include programs completed and the programming budget for each RA. A sample of the Staff Supervisory Checklist is provided in this section. This will assist the AC and AAC in maintaining accurate records.VII. Area Coordinator/Assistant Area Coordinator Meetings A. It is expected that each Coordinator pair conduct a weekly staff meeting with her/his staff. These staff meetings will take place after the Senior Staff meeting. SomeBack to table of contents 32

information shared in the Senior Staff meeting will need to be relayed to the RAs during their staff meeting. B. In lieu of a weekly report, Coordinators pairs are expected to meet every week with the RAs that they supervise. These one on ones can be conducted together or separately. Topics to cover during a \"one on one\" are academic issues; balancing the RA position with academics; CARE conversations, programming; In-services; RSA involvement; floor atmosphere; individual resident concerns; discipline problems, roommate concerns; facility concerns; staff concerns;, and any personal issues the RA wishes to share with the (A)AC. The AC will also meet weekly with their respective AAC. VIII. Vacation Leave A. From the GA contract, every GA has 15 week day vacation days. University holidays are in addition to these 15 days. In addition, residential life allows about one weekend away every 4-6 weeks. Professional staff are allotted time off as per HR. To request time off, all staff must submit a vacation leave request to their direct supervisor. The supervisor will let the staff know if their requests have been approved. After return from leave, the GA should submit a DOSA GA vacation form and any professional staff member a vacation/leave tracking form. IX. Training A. Residential life seeks to provide staff with the skills the information, skills, challenges, experiences that will not only help them to excel in their work, but will also support their personal growth and development. The senior staff will participate in training activities before RA training. Senior Staff training, which takes placed prior to RA training, will include sessions pertaining to position responsibilities, the judicial system, crisis intervention, facilities, supervision, programming, group discussions, experimental exercises and opportunities for social interaction. The senior staff will also participate in DOSA training. B. Fall training for the RAs is held preceding the opening of the residence halls. This training is planned and coordinated by the Associate Director of Residential Life, Director of Residential Life and Housing, GA for Student Staff Development and Academic Initiatives all returning staff. January training, new staff training and in-service training are the responsibility of the Associate Director and Director of Residential Life, the GASSDAI, and the Area/Assistant Area Coordinators. X. Programming33 Back to table of contents

A. Each AAC will complete a Monthly Staff Programming Report and turn it into the Associate Director and Director for Residential Life according to the dates listed on the official Residential Life calendars included in the CARE manual. The Associate Director for Residential Life and AACs will be a resource for the RAs, RSA, and ACs in every aspect of programming. In addition all other GAs and professional staff members may be used as a resource in programming.XI. Budgets and Reimbursement A. Each RA will receive a programming budget for the semester. The AAC will be responsible for maintaining each RAs programming budget. If an RA(s) requests additional funding for a program, then the RA should discuss the additional funding request with the AAC and then the Associate Director of Residential Life. All receipts used for programming should be submitted in the receipt binder for reimbursement. The amount will be noted on the PIF. The RAs name, N number and name of the program should be noted on the receipt. The AACs will stamp approval for the receipts to be paid by the Accounts Manager. B. Each Area Coordinator will have budget for the year. Receipts are to be approved by the Director of Residential Life and/or Associate Director of Residential Life. C. It is encouraged that all staff use vendors that have been designated by the Director of Residential Life or designee. If the staff member uses his/her own money for programming, they can be reimbursed with a receipt. It may take two weeks to get reimbursed. It is not possible to get a petty cash advance for programs and training activities. Staff can work with the accounts manager to pre-pay a vendor with a University check. D. Receipts for dinning off campus with staff members or students should be submitted for reimbursement with an attachment listing all participants and N#s. Also an itemized receipt should be used that does not contain alcoholic beverages and should include a tip of no more than 20% for the server.Back to table of contents 34

Chapter Three: On-Call Procedures35 Back to table of contents

RA On-Call SystemI. Purpose:The Resident Assistant On-Call system has been established to provide timely, trained staff interventionin the event of emergencies in the residence halls. The RA On-Call provides support to residents in theentire residence area in the absence of a floor's RA, acts on behalf of the interests and rights of anyresident involved in an emergency, acts on behalf of the Office of Residential Life within the range ofher/his authority, acts as an information and notification source for residents from Residential Lifeprofessional staff, and acts as a communication link between residents and the Office of ResidentialLife's professional staff.Resident Assistant responsibilities can be 24-hour duties. This means, even though you are notscheduled to be “On-Call,” you are still responsible for confronting policy violations when you see orhear them and for assisting your residents (i.e. lockouts, work orders, crisis situations, etc.).II. On-Call Coverage:There will be five RAs “On-Call” each night, on weekends, and during holidays when the Residential LifeOffice is closed. One RA will be On-Call for Goodwin Hall, one RA for Founders, Farquhar, Vettel, & CLC,two RAs for the Commons, and one RA for Rolling Hills. With the exception of rounds, meals, and deskhours, RAs are expected to remain in their rooms, so they are accessible by cell phone and room phone.RAs On-Call are required to carry the On-Call phone with them at all times.On-Call coverage begins at 6:00 PM on weekdays (Sunday through Thursday) and ends at 7:30 AM thefollowing day. Weekend coverage begins at 6:00 PM and ends at 6:00 PM the following day (Fridaythrough Sunday). RAs are expected to make two rounds in the hall(s) and complete the RA On-Call Log.RAs are to complete rounds on each floor by walking down every floor in the building(s) prior to thedesk shift and after the conclusion of the desk shift (approximately 6:00 and 11:00 PM).The RA On-Call will work the desk while On-Call from 7:00-11:00 PM each night, alongside a deskassistant. The desk assistant will be at the desk to ensure the RA is able to respond to issues in the hallappropriately. Incidents and concerns should be documented on the log sheets and in an IncidentReport.Back to table of contents 36

Desk Assignments: Monday – Thursday 7:00-11:00 PM •Goodwin 1 GDW RA and 1 FFV/CLC RA •Commons •Rolling Hills 2 Commons RAs 1 RA and 1 desk assistant at Building A 1 desk assistant at Building C Friday – Sunday 7:00-11:00 PM •Goodwin 1 GDW RA and 1 FFV/CLC RA •Commons •Rolling Hills 2 Commons RAs 1 RA and 1 desk assistants at Building A 1 desk assistant at Building C Meal hours are to be reasonable meal hours set by the Dining Hall. Please take no more than one hour for lunch, and one hour for dinner. The Commons RAs should coordinate to not take meals at the same time. The FFV/CLC & Goodwin RAs should coordinate to not take meals at the same time. III. Posting On – Call Information: In order to better keep our residents informed, if you are On – Call and not in your room, write on your dry erase board or create some sort of sign stating where you are. For example, write \"at the Dining Hall,\" “On a round,” “At Security Desk,” etc… On-Call schedules should be posted in each hall. It is staff responsibility to keep residents informed about who is On-Call. IV. Resident Assistant On – Call Scheduling The Area Coordinator (AC) and Assistant Area Coordinator (AAC) will be scheduling RA On-Call (RAOC) for each semester. They will ask you for \"special dates\" when you are unable to hold shifts (i.e. evening class, wedding, family reunion, etc.). An RA will be On-Call every day through the academic year, including holidays and breaks since the residence halls are open all year long. Once the RAOC schedule has been submitted, RAs may only modify the schedule if they switch shifts with another RA in their designated area. All RAs must be granted permission from their AC prior to changing the schedule. It is the responsibility of the RA initiating the shift change to notify Public Safety, all Senior Staff Members, each RA, and all On-Call Schedules posted in the office. Shift switches will be granted for emergency situations only. RAs cannot give each other the phone or sit in each other’s room to cover shifts for each other without prior AC approval. When an RAOC shift change is made it is of the utmost importance that all of the On-Call schedules posted in the building are updated ASAP. V. Contacting the Senior Staff Member On – Call:37 To facilitate timely response to serious or unusual incidents, keep open communication within the department, provide support, consultation, and direction to staff, the RAOC should attempt to contact Back to table of contents

the Senior Staff On-Call (SSOC) whenever a serious incident and/or unusual incident occurs in theresidence halls (i.e. fire, serious physical injury, sexual assault, arrest, suicide attempt, death, bombthreat, etc.). If the SSOC cannot be reached, the RAOC may attempt to contact the AC On-Call (ACOC).One Senior Staff member will be designated to be On-Call and carry the SSOC cell phone 24 hours a day forone complete week, beginning and ending every Friday. This is shared by the AACs, the GA for Housing,and the GA for Training and Development. In certain situations, such as police, fire rescue, or ambulanceservices on campus, or when in need of additional direction, the SSOC will also contact the ACOC, theAssociate Director of Residential Life, and/or the Director of Residential Life and Housing by cell phone.Normally, the SSOC can be contacted at the designated cell phone (SSOC cell: 954-553-4673). If the SSOCdoes not answer, RAs may attempt to reach them by phone at home as well. Attempts to contact a Senior Staff member should be made in the following order: •Senior Staff Member On-Call •AC On-Call •Associate Director for Residential Life •Director of Residential Life and HousingRAs need not contact each person listed, but should attempt to communicate the incident to the firstavailable Senior Staff member. (If voice mail picks up, leave a message. However, this does not meanthe person is available.) You must continue down the list until you contact a person. The Senior Staffmember will then contact the Director to inform him/her of any extreme emergency.VI. Facilities Emergencies:For any facility emergency after 4:00 PM, Monday through Friday, or anytime on the weekends, makesure to contact Public Safety at extension 8999 and put in a work order.Important Tips to Remember While On-Call 38•Do not give out phone numbers or addresses of residents. Legally, we are not permitted to release ANY information about residents.•Do not give out phone numbers or addresses of any staff member.•Never misuse or misplace master keys. This will result in immediate termination.•Do not consume alcohol prior to going On-Call or while On-Call.•Monday – Thursday: RA is On-Call from 6:00 PM – 7:30 AM (the following morning)•Friday – Sunday and NSU Holidays (university offices are closed): RA is On-Call from 6:00 PM to 6:00 PM the following day.•On-Call changes must be arranged, communicated to, and approved by your Area Coordinator at least 48 hours in advance. Back to table of contents

RA On-Call Checklist □ Place your “On-Call” sign on your door and wear your staff shirt. □ Pick up the On-Call phone at 6:00 PM. □ When not at the desk or on rounds, be available in your room or near the On-Call phone in case a resident or staff member needs to contact you. Make sure you are accessible. If you are eating, at the desk, or on rounds, leave a note on your door with the On-Call cell phone number stating where you are and when you will be back. □ Complete rounds at 6:00 PM and 11:00 PM. □ Make sure you are on time (which is 5 minutes early) for your 7:00 PM desk shift. □ Respond to all calls as appropriate. Call for backup if necessary. When the On-Call phone rings answer it “RA On – Call for [Hall/Complex name]. This is [your name].” so callers know exactly who they are talking to. □ Walk the entire length of each floor – be sure to walk by every door. □ Check the laundry room(s) for damage and improper use. □ Check fire equipment. □ Check common areas and elevators for damage and trash. □ Remove all signs and posters that are outdated, unsightly, or inappropriate. Remember to POOP (Pull Off Old Publicity)! □ Check all entrance doors to ensure they are locked and not propped open. Address student concerns and confront ALL inappropriate behavior, documenting situations when necessary. Be consistent and firm, but kind. □ Complete the RA On-Call Log Report located on Housing page in SharkLink (Username: reslife, Password: ripic). Remember, you must enter something in every box or it will make you start over. □ Note items that need repair. Call in and log maintenance concerns that night. Complete IRs when needed.39 Back to table of contents

Incident ReportsIncident Reports (IRs) are used to document any Residential Life policy violations or any unusualsituations that may have occurred in the residence halls.When writing an incident report, please follow these guidelines: 1. Access IRs via the internet by visiting the Housing page in Shark Link. 2. The username is reslife and the password is ripic. 3. Please use the correct incident report by selecting from the drop box: general, lock out, or facilities a. Indicate what type of incident: roommate concerns, vandalism, medical, quiet hours, etc. 4. Get all persons’ names and N#s (if student, staff, or faculty). 5. List residence hall names and room numbers. 6. List date and time of incident (remember to use AM and PM). 7. Be specific, thorough, and detailed. a. Be objective and not judgmental (avoid opinions). b. Write in third person (Refer to yourself and others with full names, avoid pronoun usage, do NOT use the words I, Me, We, Us, Myself etc. c. Try to include direct quotes and specific behaviors. d. Use paragraphs to make it readable. e. Include as many times of arrival and departure as possible. f. When first introducing someone state their whole position, first last name, Room Number and N number (for residents) [i.e. Resident James Brown ( CLC 215, N55555555), Resident Assistant Elvis Presley, Assistant Area Coordinator Jimi Hendrix, g. After the first introduction, names should be shortened to position acronym and last name only [i.e. Resident Brown, RA Presley, AAC Hendrix]. h. If involved persons are not NSU students, get all information from license or other official identification. i. Please include any witness names in the incident report. 8. Once submitted online, IR will be automatically forwarded to all Senior Staff members. 9. If the incident is an emergency crisis or a severe policy violation, notify the SSOC IMMEDIATELY. 10. DOCUMENT EVERYTHING! Remember, if it is not submitted in an IR, it never happened – so write it down!!Back to table of contents 40

IR Writing Checklist: Do’s •Type on a word processing program (i.e. Microsoft Word) in order to utilize the spell check feature •List everyone involved in the incident. If additional space is needed, start the report with the additional individuals involved and their information before the body of the report is written. •Reflect on the incident, choose incident classification from dropdown menu and include TYPE of incident. •Verify and include correct information: N#, Hall Name, Room#, Incident Date, and Incident time •Write in 3rd person •Be detailed- include quotes, things you saw, smelled, heard, etc. •Review your report before submission: check for grammatical errors and be aware of your audience Examples: AACs, ACs, Support Staff, Directors, Deans and the President. •Re-read outloud before submission Don’ts •Utilize, “I, or my” unless you are quoting •Make up random abbreviations for the staff that responds •Leave TYPE of incident blank Common Abbreviations for IRs RA AC •Resident Assistant AAC •Area Coordinator SSOC •Assistant Area Coordinator ACOC •Senior Staff On-Call (A)DRL •Area Coordinator On-Call PSO •(Associate) Director of Residential Life PS Coordinator •Public Safety Officer Davie PO •Public Safety Coordinator •Davie Police Officer41 Back to table of contents

Example Incident ReportIncident Classification:GeneralName of Persons ID # Hall Rm #: Incident Date: IncidentInvolved: Time:Theon Greyjoy N00111111 Vettel 210 5/26/2015 2:30 a.m.Clark Kent N00222222 Vettel 201 5/26/2015 2:30 a.m.Selina Kyle FL 3833922202 5/26/2015 2:30 a.m.Bruce Wayne N00444444 Vettel 201 5/26/2015 2:30 a.m.Please indicate the TYPE of Incident: (Quiet Hours, Vandalism, Medical, etc.)Alcohol Intoxication, MedicalPlease describe the facts of the incident: (Use additional forms if needed)At approximately 2:33 a.m., Resident Assistant On-Call Robb Stark received a Duty Call from Resident Theon Greyjoy to inform RAStark that Vettel Room 201 was being excessively loud. At approximately 2:39 a.m. RA Stark arrived to the 2nd floor of Vettel Hall.RA Stark heard the loud noises coming from room 201. RA Stark knocked on V201’s door. Upon knocking on the door RA Starkheard what sounded like Alcohol Bottles being moved around. Resident Clark Kent opened the door and granted permission for RAStark to enter the room. Upon entering the room, RA Stark noticed that Resident Bruce Wayne was slouched on the couch vomitinginto a wastebasket. Non-resident Selina Kyle was sitting next to Resident Wayne. RA Stark asked how Resident Wayne how muchhe had to drink. Resident Wayne’s response was mostly incomprehensible.At approximately 2:44 a.m. RA Stark contacted Senior Staff On-Call Bruce Banner and informed him of the situation. SSOC Bannerinstructed RA Stark to call NSU Public Safety and request an ambulance to check on Resident Wayne. SSOC Banner arrived on sceneat approximately 2:52 a.m... The Paramedics arrived at approximately 3:01 a.m. and assessed Resident Wayne. The Paramedicsdetermined that transportation was necessary and Resident Wayne was transported at approximately 3:07 a.m.…. SSOC Bannerinstructed RA Stark to follow-up with Resident Wayne tomorrow to see how he was doing. Situation resolved at 3:10 a.m.…Your Name: Back to table of contents 42

Robb Stark Your Email: [email protected] Senior Staff On-Call System I. Purpose A. The Senior Staff On- Call System has been established to provide timely senior staff intervention in the event of emergencies in the residence halls. B. On-call is shared by the following people: Area Coordinators (4), Assistant Area Coordinators (4), and the GA Student Staff Development and Academic Initiatives according to a semester schedule. C. The person On-Call must remain within the Davie area, accessible by phone, and be prepared to respond during the period s/he is On-Call. If you are off campus, you should be no longer than a 10 minute drive away from campus. Examples of proper boundaries are Super Target on Stirling and University as well as the Fountains Plaza on University. Broward Mall is not allowed when On-Call. D. No alcohol is to be consumed when On-Call. You are not to ask others to hold the phone or change call without informing the Residential Life and Housing Team of the changes. II. The staff member on-call: A. Acts as consultant and provides support to the RA staff in the absence of the RA's AC or AAC; B. Acts on behalf of the interests and rights of any student involved in an emergency; C. Acts on behalf of the Office of Residential Life within her/his range of authority; D. Acts as information and notification source for other members of the Office of Residential Life professional staff; E. Acts as communication link between the residence hall staff and other University departments or offices. III. System of Coverage A. If an emergency should arise, RAs will contact Senior Staff member On-Call. One Senior Staff will be designated to be On-Call and carry the Senior Staff Cell Phone 24 hours a day for 1 week, beginning and ending on Fridays (except for holidays). B. The call schedule will be prepared each semester by a designee of the Director of Residential Life and Housing. The schedule is distributed to: 1. Directors 2. ACs, AAC, GASSDAI, and RAs 3. Public Safety43 Back to table of contents

4. RA On-Call Log Books and the Night Security Log Books 5. Bulletin Boards in Front Offices and RA Offices C. Staff members may make changes in the call schedule for an emergency situation with authorization of their supervisor. The person requesting the change is fully responsible for insuring that each of his or her assigned shifts are covered by another staff member. When changes are made in the schedule prior to the date the change is to take place, written notification must be sent to the Directors, ACs, AACs and Public Safety. The change must also be noted in the RA Call Schedules and postings on Bulletin Boards must be updated. D. There will be Call Log Books for the RAs On-Call and for the Senior Staff member On-Call. The RA Log Forms on SharkLink will need to be completed each night On-Call.IV. RESIDENT ASSISTANT ON-CALL A. RA call shifts Monday through Thursday are from 6:00 pm to 7:30 am. RA Weekend/Holiday Call will be from Friday 6:00 pm, through Monday 7:30 am. RA’s should be scheduled for call each day of the year. B. Once the RA call schedule has been submitted, RAs may modify the schedule by switching call with another RA only in case of an emergency and with approval of the Area Coordinator. Should an RA switch call after 6:00 pm on the night of her/his call shift (in extreme emergencies), the RA initiating the change is responsible for communicating the change to their AC and to the Senior Staff On-Call, Public Safety, and the other RA(s) On-Call and making the changes on the call schedules where needed. C. To facilitate timely response to serious or unusual incidents; maintain and improve communication within our Department; and provide support, consultation, and direction to staff, the RA On-Call should attempt to contact Senior Staff On-Call whenever a serious incident and/or unusual incident occurs in the residence halls (i.e. fire, serious physical injury, sexual assault, arrest, suicide attempt, death, bomb threat).V. RAs attempting to contact a Senior Staff member should be made in the following order: A. RAs attempting to contact a Senior Staff member should be made in the following order: The Area Coordinator Associate Director Director of On -Call of Residential Life Residential Life Senior Staffmember On-Call and/or and Housing Back to table of contents 44

B. The Area Coordinator member will then contact the Associate or Director of Residential Life to inform of any extreme emergency. Home phone numbers and cell numbers are included on staff lists. C. RAs need not contact each person listed, but should attempt to communicate the incident to the first available Senior Staff member. (If voice mail picks up, leave a message. However, this does not mean that the person is available. RAs must still talk to a senior staff member.) VI. Responder levels A. Graduate and professional staff members are divided into levels. Certain situations will require certain levels staff members to know immediately and respond. Once Senior Staff member is contacted, they may contact a person on a higher level as the situation dictates. B. There will be 1. One GA On-Call weekly (Senior Staff On-Call, 1st level responder) 2. One AC On-Call weekly (2nd level responder) 3. One ADRL/ DRLH On-Call (3rd level responder) C. The On-Call rotation for the SSOC and ACOC will be from Friday – Friday weekly Commons E Commons W RA On – Call Level FFV/CLC Rolling Hills 954-296-4061 954-261-9088 954-593-2540 954-599-2875 Goodwin 954-253-1406 Senior Staff On – Call Level (1st level) 954-553-4673 Area Coordinator On – Call Level* (2nd level) Commons Goodwin FFV/CLC Rolling Hills 1-954-594-7079 954-393-9156 954-448-6282 954) 279-9286 Administrator On – Call Level* (3rd Level) Aarika (Director of Residence Life) Daren (AD of Residence Life) 954-261-1438 954-560-3337 *Only contact the staff member On-Call in this section45 Back to table of contents

VII. Cell phone malfunction In the event of cell phone malfunction, the senior staff on-call is expected to: A. Call the RAs on-call and Public Safety to check-in. Give them a phone number you can be reached. B. Update the RAs and Public Safety where you can be reached should your location change during your shift (location and phone number). C. Notify the RAs on-call and Public Safety of your general location and approximate duration of your unavailability should you be away from a phone for a short period of time. This is in extreme cases of emergency. If you are on-call, you should be in the area and be able to be contacted. When you are on-call, you must be available. Contact another staff member if you need back-up. D. Report cell phone problems to the Director of Residential Life and Housing. Often cell phone malfunctions result from weak batteries. If this should happen, simply replace the battery in the cell phone.VIII. Identifying the Staff Member in Charge A. If Public Safety contacts the person on-call, or when the person on-call becomes aware of a problem on campus, s/he should always try to contact appropriate staff in the affected building(s). Depending on the situation, this may be the RA on-call, or the building AC/AAC. B. In cases where the presence of the AC/AAC would be appropriate and that person is not available, it is the responsibility of the Senior Staff member On-Call to act on behalf of the AC/AAC. All other residence hall staff members including the RAs in the affected building should accede to the authority of the Senior Staff member On-Call in the absence of the appropriate AC/AAC.IX. Follow-Up A. If emergency procedures do not specify a particular person to be notified of an incident, then it is sufficient to note it in the Call Log and complete an Incident Report. The Incident Report should be submitted online immediately. B. If a particular AC/AAC should be charged with following up, the Director will notify that person. C. The responsibility of the Senior Staff On-Call is fulfilled when the Call Log, IRs, or any appropriate administrative memoranda are completed and submitted immediately following the incident.Back to table of contents 46

Senior Staff On-Call Responsibilities GA/Assistant Area Coordinator – Senior Staff On-Call 1st level responder Rotation: Commons AAC, Goodwin AAC, Rolling Hills AAC, FFV/CLC AAC, and GA for Student Staff Development and Academic Initiatives. Senior Staff On-Call will remain in immediate area of campus. (South) University and Sterling, (West) Pine Island and State Road 84/Ridge Cinema, (North) Barnes and Noble/Broward and University, (East ) Rt 441 and 595. SCOC will be available at all times on the SCOC phone.  SSOC will respond when called by Public Safety and the RAOC. SSOC will assess the situation and determine whether the ACOC will need to be notified immediately or given a heads up for possible response.  SSOC will address noise, theft, roommate conflict, alcohol, party, domestic disturbance, maintenance issues, locksmith issues, lock outs, low level mental health, low level physical altercation, and minor medical transport issues.  SSOC should contact ACOC when in need of advice on how to handle a situation but expect assistance via phone unless they explicitly request, policy dictates, or the incident dictates an ACOC response in person.  SSOC should ask for assistance from the ACOC if s/he is not comfortable handling any incident. Protocol: When addressing any incident it is the responsibility of the SSOC to assess the situation and determine whether or not to call the ACOC to initiate calling “up” the response tree. The SSOC should NOT be directly calling the ADRL or the Director unless extreme circumstances dictate. Area Coordinator 2nd level responder Rotation CLC/FFV AC, Rolling Hills AC , Commons AC , and Goodwin AC Response time for the ACOC is 15- 20 minutes and the ACOC should plan accordingly. The ACOC will be available by their University issued mobile phone when On-Call.  ACOC will be called by either the SSOC and/or the ADRL/DRLH to respond to an incident via phone or in person. The ACOC will assess the situation and determine whether the ADRL/DRLH is called to respond in person or via phone at the onset of the incident, when possible.47 Back to table of contents

 ACOC will respond, in person, to incidents involving suicidal ideation, physical or verbal altercation where a resident should need to move, to issue no contact/communication order to residents, no trespass nonresidents, when multiple students are being transported to hospital, medical issues affecting the community, mid-level mental health issues, sexual assault, any marijuana/drug use, and mid-level facility issues.  ACOC should be the only party besides Public Safety and the Director to contact the AD to respond to an incident.ACOC ResponseThe ACOC’s primary role is to support the SSOC when On-Call. This will primarily take the form ofverbal/phone support. However the ACOC will respond in person to the scene when appropriate orpolicy dictates.Associate/ Director of Residential Life and Housing3rd level ResponderThe ADRL/DRLH will be available by the University issued phone# at all times unless previously arranged.The ADRL/DRLH will be available to respond via phone or in person to campus at all times. All Situations •ADRL/DRLH will be called by Public Safety , ACOC, or the Director to respond to an incident. •ADRL/DRLH will respond in person to student death, attempted suicide, physical attack, sexual assault, repeat and severe mental health issues, severe maintenance issues (flood/fire), major marijuana/drugs, weapons, resident/nonresident arrest and removal, and hospital transports in life threatening/Baker Act situations. •ADRL/DRLH will assess the incident and respond accordingly, referring to on- campus and off-campus resources. •ADRL/DRLH will contact parents/emergency contact when a student is transported to the hospital or arrested.The ADRL and/or the DRLH will be the only Senior Staff person to call the Associate Dean of Students.The ADRL and/or the DRLH will be the only Senior Staff person to contact a resident’s emergencycontact in case of resident medical transport, Baker Act or arrest.Back to table of contents 48

Chapter Four: Crisis Response Policies49 Back to table of contents