Move In/Move Out
This system is used to check out the filing cabinet key
Key Track
The Atlantis Lounge reservations must be requested at least this many business days in advance.
5
Only these people are allowed to check out items from the CC
GFH residents and subtenants
How often will schedules be released and on what day?
On a biweekly basis and on Tuesdays
After 10 PM on weekdays, holidays, or weekends, residents should call this for lockout assistance.
HA
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)
After checking in a theater reservation, you must hand residents this document and tell them you’ll inspect the space 15 minutes before their time is up.
Reservable Spaces Guidelines
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
If a last-minute shift change occurs and Nataly or Caelen aren’t available, you may proceed under this condition.
As long as labor laws are not broken and you notify both Nataly and Caelen via Teams.
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.
Always verify that these match before processing a move-out.
The keys returned and the keys listed in the resident’s file
We cannot do this for residents, because they must personally agree to the policies.
Make a reservation on their behalf
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 two actions must be done if you stay past 5 hours without a waived meal break OR if you have a second UCI-affiliated job/internship.
A) Communicate with Nataly to waive your meal break for HR
B) Inform Nataly of the second job so you do not exceed 19.5 hours
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
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?
If the requester is not a GFH resident, staff, or Campus Partner without Caelen’s approval, you must do these four things.
Select deny, write the denial reason in Internal and Email Notes, record it in the Denial Log and Comm Log
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
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
Before pulling a key, you must verify these things.
Identity, their apartment number, *assigned room (A or B) and move-in/move-out dates.
The 7 steps to follow after a successful move-in
When you check in a reservation, list five required actions you must complete from verification to final documentation.
1. Confirm identity
2) Hand them the Reservable Spaces Checkout Guidelines Sheet
3) Let them that you will be checking the space 15 minutes before their reservation ends
4) Mark “yes” or “no” that they showed up in LibCal under “Confirmed Bookings,”
(5) Record check-in (or no-show) in the Comm Log using templates
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?"
You woke up with a fever and can not make it to you "Non-Opening Shift" at 4PM. You try finding a trade/cover, but no one can pick up your shift. After letting Caelen, Nataly, and the current CA know. What are the following steps the current CA working on should take?
1. update hour signs on doors
2. Put “Locked Out?” signs on doors so residents know to call the VP office
3. Call upcoming LibCal reservations to let them know you’ll have to cancel their reservation
4. Follow LibCal cancellation procedures in the Manual
5. Close the center
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 their key form with the correct room space (A or B), and record the action in the Comm Log