Residence Life
Where can find what DRL stands for?
Dean of Residence Life. Found in the Admin Manual > Acronym Key (page 7)
Also found in the Staff Handbook > The Staff > On-Site
Get to know these acronyms :)
Where can you find information about where and when staff can/can't drink alcohol?
Example: Staff members are not permitted to consume alcoholic beverages anywhere on campus whether in the presence of participants or not.
Staff Handbook > Staff Policies > Alcohol Policy (page 10)
Where can you find the Student Disciplinary Guidelines?
Staff Handbook > Staff Policies > Disciplinary Guidelines (page 18)
Also: Guidebook > Staff Folder > Student Discipline Guidelines
Where can you find a link to the three Guides for Success that you need to review before students/participants arrive?
Staff Handbook > Welcome
This is important all employees as there have been changes from last year programs, including the fact that the STEM Academy was added this summer!
Where can you find information on what to do if a student goes missing?
Example: Thoroughly check all locations within the area for the participant
Staff Handbook > What to do in Emergency Situations > Missing Student
Where can you find information about where you can cook while on campus?
Example: Please be aware that participants will also be using the kitchen area and you will need to help them be responsible for keeping the kitchen area safe and clean.
Staff Handbook > Staff Logistics > Kitchen Use (page 21)
Where can you find information about how Gandalf's greatest creation, and form of entertainment, can be used on Duke University's Campus?
Example: Staff and participants are not allowed to bring fireworks anywhere on campus or use fireworks while on duty and in the presence of participants.
Staff Handbook > Staff Policies > Fireworks (page 11)
Sadly, Gandalf will not be making any spontaneous stops by Duke University this summer to invite us on an adventure with fireworks.
Where can you find information about what to do if there is a thunder storm?
Ex: If thunder and lightning or heavy rains occur: During an outdoor event, stop the event immediately and escort the participants inside.
Staff Handbook > Staff Logistics > What to Do in Emergency Situations > Thunder Storms (page 25)
Please review this section of all emergencies and make sure you know how to respond!
Where can you find information about grounds for staff dismissal?
Example: You were selected to be a part of an elite professional team of interns and the expectation is that you live up to, and hopefully exceed, the expectations of being a Duke Summer Session Intern.
Staff Handbook > Staff Policies > Staff Discipline and Dismissal.
Admin Manual > Staff Supervision (page 23)
It is also good to know information like this so we can all set ourselves up for success.
Where can you find information on what incidents should be documented and how to document them correctly?
Example: The Incident Report (IR) is the tool used for documenting social, academic, medical and behavioral concerns as well as follow-up action taken or that needs to be taken by a staff member.
Staff Handbook > Staff Policies > Incident Reports
(page 14)
Where can you find information about who can be in the residence halls?
Example: Visitors will not be allowed in the residence hall anywhere but in the office except during arrival and departure day to assist participants with moving belongings.
Staff Handbook > Staff Policies >Visitors (page 12)
Were can you find information about what to do when parents or other people visit?
Example: All visitors to the campus must sign-in at the On-Site office. This includes people visiting both staff and students.
Admin Manual > Parental Communication and Visits > Visitors (page 43)
Also: Staff Handbook > Staff Policies > Visitors (page 12)
Where do you find information on what to do in instances when a student/participant may need to seek medical attention?
Example: Two people should always make medical runs (2 RAs, OSD and DRL, etc.) so you have one person attending to the road and one attending to the student
Admin Manual > Health & Safety > Student Illness and Injury (page 30)
Where can you find information about assessing if you need to call a parent?
Example: The OSD and Nicki should be the primary contact for parents about student issues. The DL will generally be the first point of contact and should answer relevant questions if possible and refer to the OSD as needed.
Admin Manual > Parent Communication and Visits > Office Phone and Calls (page 43)
Staff Handbook > Staff Policies > Staff and Student Medical Needs > Medical Emergencies
Staff Handbook > Staff Policies > Contacting Parents
Where can you find information on how to make sure you are notified of campus-wide emergencies?
Example: We encourage all staff members to sign up for Duke Alerts and use the LiveSafe app through Guidebook.
Admin Manual > Health and Safety > Text Messaging and Alert System (page 30)
Please review parts of the Health and Safety section.
Guidebook > Safety and Emergency
Where can find information about eating on Campus?
Example: The MO has arranged a dining plan for all students and staff which consists of approximately $30 per day of non-refundable food points.
Wow that is a lot of money! You find information about dining in the Admin Manual > Housing and Dinning > Dinning Services (page 34)
Also check out the Dinning Tab on the Main Menu on Guidebook which gives you information about what dinning facilities are open at what times this summer.
Where can you find information about how to interact with students who need to speak with you about a hard thing they are going through?
Example: While you should note that participants may come to you with personal issues, no staff member should engage in psychological counseling with participants.
Staff Handbook > Staff Policies > Participant Psychological Issues (page 16)
Also look at our Minor's Policy: Staff Handbook > Staff Policies > Minor's Policy (page 12)
Where can you find information on safety precautions to take while on Campus?
Example: Ensure that all staff members are aware of fire exits in all residence halls and academic buildings and know evacuation procedures.
Admin Manual > Health & Safety > Campus Safety (page 32)
Where can you find information on what your role is on departure day?
Example: DOT, DL, and OA ensure that all vans being used for departure day have sufficient gas for required travel
Admin Manual > Departure & Closing > Student Departure (44)
Where can you find suggested considerations for interacting over social media?
Example: If a participant attempts to contact you or ‘friend you’ through social media, do not accept the friend request.
Staff Handbook > Staff Policies > Social Media
Also Staff Handbook > Staff Policies > Minor's Policy
Please note that it is a FERPA violation to publicly post pictures of participant during the program. This includes posts made to a private Facebook account, Twitter, or Instagram, or photos sent to individuals who are not employees of Duke Summer Session.
Where can you find information about lost items?
Example: Participants and staff understand that Duke University and Duke University Summer Session and are not responsible for items that are lost or stolen and the participant is responsible for his/her own possessions.
Staff Handbook > Staff Policies > Losses or Damages (page 11)
Where can you find information about smoking on campus?
Example: Smoking is neither permitted within 10 feet of residential buildings, academic buildings, and dining facilities nor anywhere on the campus of the Medical Center.
Staff Handbook > Staff Policies > Smoking Policy (page 10)
If Gandalf or the Hobbits do visit, please remind them of this policy :)
Where can you find information on how to make purchases?
Example: The DOT, OSD, and DL will establish a procedure for staff to make and track payments.
Admin Manual < Finances < Purchasing (page 35)
Where can you find a list of the roles and responsibilities for your role?
Example: OSD knows which space has been scheduled in advance for special events and large meetings, including Staff Orientation, Parent Q&A, Dances, Talent Show, campus-wide events, etc.
Admin Manual > Responsibilities and Roles (page 17)
All four parts of this section are important to look through so you know what you will need to do while on Campus.
Where can you find suggestions of things for you to keep in mind this summer?
Example: Communication: It is important that you provide programmatic feedback throughout the program. You will be required to complete the program assessment two weeks after the Summer College and STEM participants arrive and during the final week of the program before departing from the site.
Staff Handbook > Welcome > Our Philosophy
Additionally, we will have an electronic "suggestion box" link which will give you an opportunity to provide feedback as you see issues arise that need attention.