Duty and IR Review

Duty

100

What time do you need to check in?

The RA on Duty is expected to check-in promptly via text by 5:00 PM every day, even if the RA is on duty several nights in a row. 

200

When is the Duty Log due?

No later than 8:30am on weekdays and 4:30pm on weekend days

300

Would you call the RD on Duty for this?

No

400

What do you do if you smell Marijuana in an Upper-Class area and all residents are over 21?

• Identify the Source:

  • Observe which room the students enter or occupy.
  • If you can’t pinpoint the room, document the general area for your incident report.

• Check Ages in THD:

  • Use The Housing Director (THD) to confirm the ages of the students in the room.

• If All Students Are 21 or Older:

  • Notify a secondary RA, on-duty RA, or RD on duty for assistance.
  • Once backup arrives, knock on the door and announce yourselves as Housing staff.

• No Answer at the Door:

  • Leave and document the situation in an incident report.

• If the Door is Answered:

  • Ask if they are smoking cannabis in the room.

• a. If They Say “Yes”:

  • Explain that cannabis and paraphernalia are prohibited on campus due to federal regulations.
  • Instruct them to remove all cannabis and paraphernalia immediately (e.g., to their car).
  • Document any paraphernalia seen and inform them that an incident report will be written.

• b. If They Say “No”:

  • Ask if they know where the smell is coming from or if you can enter the room.
  • Only enter with a second RA and look for signs like cannabis, paraphernalia, smoke, or impairment (e.g., red eyes, slow speech).
  • If no signs are found, note this in the report but still write one.
  • If they say the smell is from another unit, repeat these steps for the new location.

• If Entry is Denied:

  • Ask if others are present and document their names and Aggie ID numbers.

  • Inform them a report will still be filed.

  • Answer their questions by directing them to their NMSU email for conduct meeting details.

  • If they request no report be written, explain that you are required to do so and note this in the report.

• Write the Incident Report:

  • Use the IR Submission Form with any assisting RA.
  • Share the IR number and a brief summary with the RD on duty.

• Follow-Up:

  • Check on the residents 1–2 days later to ensure their well-being.
  • Offer resources if needed and seek help from your supervisor for challenging conversations.

500

Are you allowed to have alcohol in Cervantes?

it depends

If you are 21 and over, you can, but if your roommate is under 21, you cannot have it in the common space. 

Duty Pt.2

100

What are the Duty hours for a weekday shift?

5pm - 8am

200

What do you need to include when sending your check-in text to the RD on Duty?

Area

First/Preferred Name

Last Name

300

Would you call the RD on Duty for this?

YES

400

What do you do if you smell Marijuana in a First Year area?

• Identify the Source:

  • If you see or smell cannabis, observe which room the students go into or are occupying.
  • If you can't pinpoint the room, document the general area and gather as much detail as possible for your incident report.

• Check Ages in StarRez:

  • Look up the ages of the students living in the room using the Star Rez app. 
  • If any are under 21, proceed with the next steps.

• Contact University Police (UPD):

  • Call UPD at 575-646-3311. Provide:
    • Your name and RA status.
    • The building and room number.
    • A meeting location.
  • Notify a secondary RA, on-duty RA, or RD on duty for assistance.

• When UPD Arrives:

  • Let UPD knock on the door and handle the conversation.
  • Take detailed notes for the incident report (e.g., times, names, IDs, actions).
  • Record any findings, such as cannabis or paraphernalia, and note if citations (MIP) are issued.
  • Call the RD on duty if arrests or student transport is involved.

• Student Questions:

  • Advise students to check their NMSU email for conduct meeting details.
  • If asked about housing or scholarships, direct them to the conduct meeting.
  • Document all questions in the incident report.

• Incident Report:

  • Write the report using the provided IR Submission Form link.
  • Share the IR number and a brief summary with the RD on duty.

• Follow-Up:

  • Check on the residents 1–2 days later.
  • Offer resources or involve your supervisor if needed.

500

When Should you call The RD on Duty?

What is...

 -Hospital Transports 

- Student Arrests 

- Mental Health Concerns (ex. Suicide Ideation)

- OIE Issues (sexual harassment, sexual assault, discriminatory behavior, etc.) 

- After Hours facility issues 

- When the RA on Duty needs more support or is unsure how to proceed

Duty Pt.3

100

What are the Duty hours for a weekend shift?

5pm - 5pm

200

Would a toilet not working be considered an emergency work order?

It Depends

If it is in an Upper-Class Area where they do not have direct access to public restrooms, an emergency work order is needed.

In some first-year areas, a resident may be asked to use the lobby restroom or be given a community bath key for the night.

Call and ask the RD on Duty to confirm the correct course of action! 

300

When do you need to submit a Situation Response Log?

After every call or situation that you receive or deal with during duty

400

What will happen to those on duty if the university is experiencing a delayed opening?

Duty is extended until business hours begin (Ex. classes begin at 10:00 AM, Duty end at 10:00 AM)

500

What is the non-emergency UPD phone number?

575-646-3311

Rounds

100

Number of rounds that occur during a Weekday

Two

200

What is the number of rounds that occur during a weekend?

Three

300

At what times should your second round take place?

Between 10 pm and 12 am

400

Can RAs "split" rounds?

NO!

500

While on rounds, what should you do when checking laundry rooms?

Make sure that all machines are working and put in work orders for those that are not.

Open all of the washer doors so they can air out. 

Incident Reporting

100

What does every IR need to include?

Who, What, When, Where, and Why

200

What point of view do you use when writing an IR?

3rd person

300

Who can approve an IR to be marked Critical? 

The RD on Duty!

400

What do you need to Include after the first time you mention a name in an IR?

 Aggie ID

500

What are the three options for the urgency of this IR report? 

Resident Handbook Violations, Student Code of Conduct Violations, and Critical

RANDOM

100

Who are the three Associate Directors? 

Michelle, John, and Reid

200

Which Assignments Coordinator deals with Upper Class and Family Students?

Zulema

300

Which Assignments Coordinator deals with First Year Students?

Rachel

400

What is AD John's full name?

John Magnusson II

500

How much does it cost to replace a key if lost? (Ext. and bedroom)

Ext. $66

Bed. $44