Move In/Move Out
This system is used to check out the filing cabinet key
Key Track
After 10 PM on weekdays, holidays, or weekends, residents should call this for lockout assistance.
HA
True or False: You can ignore emails from LibCal when you aren't on shift.
True, only CAs currently working need to mediate pending reservations
When will schedules be released for Weeks 1-3?
Wednesday of the week before
Only these people are allowed to check out items from the CC
GFH residents and subtenants
Move-ins can only be completed during these days and times unless otherwise stated by Assignments.
Monday–Friday, 8 AM–5 PM (not holidays, weekends, or after hours)
If a key is still missing after checking the dropbox and KeyTrak, you must do this first.
Call the resident and leave a voicemail if necessary.
Are subtenants allowed to make reservations?
No. (But, they can be brought as guests)
When are preferred and disliked hours due on When to Work for Weeks 1-3 and Weeks 4-10 (if you choose to fill them out)?
Weeks 1-3: Due by the Sunday before each Wednesday schedule release
i.e. disliked and preferred hours for week 1 (week of 9/29) due by Sunday September 22nd
Weeks 4-10: Due by Sunday October 13th
Everyone must check in unless they are doing these three basic activities.
Using the bathroom, getting water, or sitting in the lobby/looking around the center
Always verify that these match before processing a move-out.
The keys returned and the keys listed in the resident’s file
When pulling a key from KeyTrak for a lockout, you must select this reason and include these two pieces of information
Resident Lockout->include the resident’s first and last name and phone number
What are the 2 steps to take before approving staff reservations?
1. Verify they are staff using the UCI directory
2. Contact Caelen in the "CV CA" chat for approval
If you are Opening on a Tuesday and can't make it to your shift or find a cover, what should you do?
Message the CV CAs Teams Chat to let Caelen, Alana, and the next CA know
HOSC staff needs help accessing a key from KeyTrak to complete a work order. What is the proper procedure?
Do not give them the key yourself, because HOSC staff must have their own authorized KeyTrak access. Advise them to contact their supervisor for assistance.
These three documents are not always required in a resident’s move-in file, and may have a line through them if they don’t apply.
What are the original affidavit, Children’s Birth Certificate, and Other?
Before pulling a key, you must verify these things.
Identity, their apartment number, *assigned room (A or B) and move-in/move-out dates.
If a resident inquires about an alcohol permit, who should they contact and how many days in advance of their reservation do they have to do this?
Jeanette. 20 days in advance of reservation.
What 3 labor law rules should you check when you and another CA want to trade shifts?
1. Neither CA is working over 19.5 hours for the week
2. Neither CA is working over 8 hours for the day
3. Neither CA is working over 5 hours (or 6 with meal waiver) in a row
If a resident is not already on the Excel Parking file, you must do these three things.
1. Add their information to the excel
2. Have them fill out the CV Parking Form and place it in their file
3. Send a Teams message to Assignments that resident has been added
4. Record it on the comm log
The 7 steps to follow after a successful move-in
A resident reports their KeyTrak key isn’t working after moving into the wrong bedroom. What steps do you take to resolve the situation properly?
Verify their assigned bedroom, return the incorrect key to KeyTrak, issue the correct key, send a Teams message to Assignments with the resident’s name, unit number, and bedroom assignment, place a post-it note on the key form with the correct room space (A or B), and record the action in the Comm Log?
(Situation): A resident did not show up for their theater reservation for 7:00 p.m. - 11:00 p.m. It is now 8:00 p.m. and another resident wants to use the theater room. What steps do you take before allowing them to use the theater? (4 steps not including Comm Log)
1. Cancel the current reservation on LibCal. In the note section, the reason for cancelling would be that the resident did not show up and that another resident wishes to use the space.
2. Have the new resident reserve the space on LibCal.
3. Approve the reservation after verifying they are a GFH resident.
4. Hand them the reservable spaces guideline and let them know that you will be inspecting the space 15 minutes before their reservation time is up.
Record in the Comm Log the previous 4 steps that you took.
(Situation): You are working a 10:00 a.m. - 2:00 p.m. weekday shift, but you need to Call Out during your shift and no one can come in to cover for you. There is also a LibCal reservation at 12:00 p.m. What are the steps to take?
1. Message Alana/Caelen that you can't continue your shift + couldn't find a cover
2. Update hours signs + put up "Locked Out?" signs
3. Call upcoming LibCal reservation to let them know you'll have to cancel their reservation + follow cancellation procedures
4. Close the center
List the steps you must take to ensure the CC is secure after closing.
1.Walk through the center to make sure no visitors remain.
2. Close and lock all doors/rooms, turn off all lights (except Arctica Lounge).
3. Turn off the digital display
4. Lock the front doors verifying the red light on the reader?"