Software Basics and Login
True or False: The Onity software is used to code access for both individual residential rooms and the main building entrance.
False. Onity is used specifically for room access and does not code access to the main building entrance
Which four pieces of information must you verify in a student's StarRez profile before coding or handing over a card?
You must verify the student's name, student ID number, date of birth, and photo
What is the purpose of the "pick data" function, and during which specific period of the semester is it most commonly used?
The "pick data" function automatically fills in all student information so it doesn't have to be done manually; it is used during the move-in period at the start of the semester to handle high volume efficiently
Outline the steps to check out/return a card using the "Residence" tab.
Click the Residence tab, select "read card and check out," click the same button again at the bottom of the screen, insert the card, and select "yes" when prompted to check out the resident
What is the primary reason Desk Assistants must verify a resident's identity before coding or handing over any card?
This protocol is essential for maintaining the safety and security of the building by ensuring access is never granted to an individual who does not belong in a specific residential space.
What is the specific network requirement for a Desk Assistant to be able to log into the Onity software?
You must be connected to eduroam Wi-Fi or the campus VPN
When coding a card for a resident, which template should you typically choose from the available list (e.g., A through D)?
You should choose the template that matches their assignment
When a resident is performing a room change, which card gets access to the new room, and which card serves as the temporary access for the old room?
The UMBC ID is coded with access to the new room, and a temporary card is coded for access to the old room.
What documentation must be updated every time a resident moves out of a space or completes a room change?
The room change log must be updated with the student's information and movement details
What specific types of physical damage should you look for when inspecting a card before inserting it into the Onity machine?
You must check for cards that are hole-punched, bent, or cracked, as these can get stuck and damage the machine
If you are working at the harbor desk, what would the username and password structure be for that specific location?
The username would be harbor desk and the password would be deskhbr
What are the three mandatory fields that must be entered manually into the Onity software when not using the "pick data" function?
You must manually enter the student's first name, last name, and student ID (entered in the "user ID" field)
What specific physical item must be placed on a UMBC ID when coding it for a student for the first time?
A color-coded residential building sticker must be placed on the ID
What two things should you remind a resident of before they finalize their checkout from a space?
Remind them that they will no longer have access to the room once checked out and that they must have already moved all belongings out of the space
Is there any circumstance where you can issue a card to an RA or a roommate if the resident is on the phone confirming the request?
nobody can have a card issued on their behalf, including roommates, RAs, or friends, regardless of whether the resident is speaking to you over the phone.
When searching for a room to code, what should the template name field say to ensure you find the room with the most ease?
The field should say "has" next to the template name
Scenario: A resident’s RA calls the desk and asks you to code a temporary card for them to pick up because the resident is currently in class. Are you permitted to do this?
No. Policy dictates that nobody can have a card issued on their behalf, including RAs, roommates, or friends
If you encounter an error message while using the Onity machine, are you required to have all error codes memorized? Where can you find help?
No, you do not need to memorize them. A resource sheet outlining error messages and troubleshooting options is located at every desk
If a student is moving out for the entire academic year, what specific checkout method should you encourage them to use?
Encourage them to use express checkout via the QR code available at the desk
If a student presents a damaged ID card that cannot be used, what solution should you offer them regarding the cost of a replacement?
You should inform the student that they can get their UMBC ID replaced for free at campus card services
Beyond just entering the correct room number, what distinction does the training make regarding what the Onity software can and cannot grant access to?
The software is used specifically for room access; it does not code access to the main building entrance
What physical inspection must you perform on a card before inserting it into the Onity machine, and why is this necessary?
You must inspect the card for physical damages (such as hole punches, bends, or cracks) because damaged cards can get stuck and damage the machine
If a resident arrives at the desk asking for their card to be coded but does not have their physical UMBC ID with them, what instructions should you provide them?
You must direct the student to the campus card office to pick up their ID before you can complete the coding process at the desk (will also take, One stop shop at ACC if fall move-in)
When updating the room change log, what four specific pieces of information must be documented to maintain an accurate record of resident movement?
You must record the student's information, the room they moved out of, the room they are moving into, and the date/time the move occurred
When verifying an individual's profile in StarRez, which four specific markers must you check to confirm they are the correct resident?
You must verify the student's name, student ID number, date of birth, and photo.