2.
Room Checks
Room checks are very necessary to make sure that rooms are ready in time for guests’
arrival. Room checks follow a very basic checklist to determine a room’s readiness. Here is an
example of this checklist:
Building
Room
# Bed(s)
Date
Empty
Checked
By
(Initials)
Clean?
Y/N
Pillows?
Y/N
Towels?
Y/N
Toilet
Paper?
Y/N
Trash
Can?
Y/N
Bed(s)
Made?
Y/N
2Fix
#s Issues?
Anderson
Hall
AND
001 Triple
The actual checklist used in Work Crew provides more space to write and describe any issues
encountered. When describing an issue, please be as descriptive and thorough as possible so we
can enter it into 2Fix.
chair on far side of room is missing seat cushion
is much better than
chair broken
Work in Pairs
Unless otherwise specified, we ask that you enter rooms in pairs, due to legal reasons and
safety reasons. The only rooms we would ask you to enter on your own would be rooms we
know to be empty, such as NSLC or iD Tech rooms.
How to Gain Access to Rooms
Depending on how many rooms on a specific floor we ask you to check, you will have to
take out temp cards or a submaster. If you have 10 rooms or less to check on a floor, you can
take out a temp card. If you have a substantial number of rooms to check (such as NSLC or iD
Tech), you should check out a submaster. In order to check out a submaster:
1. Ask the front desk for an admin key to the office of the RD of the building you are
checking rooms in.
2. Key into that RD’s office. Look for the grey key box. On the front of the key box, there is
a chart specifying which submaster is for a specific floor.
3. Sign out the submaster according to the sign out sheet located in front of or near the key
box.
4. Check out only one submaster per person.
5. Return the admin key to the front desk.
6. After checking rooms for that floor, check out the admin key again to return the
submaster, then return the admin key. DO NOT LOSE EITHER KEY. IF YOU LOSE
THE KEY YOU LOSE YOUR JOB.
When entering a room, you must follow the standard Housing and Dining Programs Room
Entry Procedure:
1. Knock
3. 2. Say, “Housing and Dining”
3. Knock again
4. Say, “Housing and Dining keying in”
5. Key in
Policy Violations
Sometimes when Work Crew enters a room that is already occupied, they encounter a
policy violation. Here are some quick tips on how to deal with some policy violations:
1. Drugs: In the case of marijuana, you must identify three signs (plastic bag over smoke
detector, towel under door, smell, window open, fan on, Febreeze) or the presence of the
drug or paraphernalia prior to you taking action. Once the signs have been identified or
you have spotted paraphernalia, call the RDOD and do not touch anything. They will tell
you what they want you to do.
2. Alcohol: There are two procedures for dealing with alcohol depending on if anyone is
present in the room.
♦When no one is present in the room, take as many notes of the type of alcohol
and its location in the room as possible. Feel free to take a picture. Then, confiscate the
alcohol. If the bottle is opened, pour the contents down a drain and recycle the bottle. If
the bottle is unopened, take it to the RD of that building’s office. Leave it in the office
with a sticky note indicating the building and room number where it was found. Be
prepared to write an IRF (Incident Report Form) indicating the date and time of the
incident, what type of alcohol was found, and where it was found. See the attached
example IRF and IRF tips. Feel free to ask an HC for more assistance in writing your
IRFs.
♦When an individual is in the room when the alcohol is spotted, follow the same
procedure RAs following during the academic year. Immediately gather the information
of the individual(s) in the room (name, date of birth, room number, if they are part of a
conference, etc.). First, ask the guest(s) if they know if they are in the presence of
alcohol. Then, ask the guest(s) if they have consumed the alcohol. Lastly, ask the
guest(s) if they own the alcohol. Regardless of how the guests respond, write down all
of their answers. Then ask the guests to gather all of the alcohol in the center of the
room. Take detailed notes of types and amounts of alcohol. Escort the guests to dump
the alcohol down the drain and recycle the bottles in bins outside of the room.
Remember: student staff cannot do a room search and cannot touch the alcohol
when the guest is in the room. RDOD or DPS do not need to be called or notified unless
guest(s) become belligerent. Once alcohol has been disposed of, proceed as normal and
be prepared to write an IRF.
3. Candles and Incense: Similar to alcohol, take as many notes of the type of candle or
incense and its location in the room as possible. Confiscate the candle or incense and
take it to the RD of that building’s office and be sure to write up and submit an IRF.
4. Fireworks and Incendiary Devices: Public Safety has to dispose of any and all fireworks
found. Take note of the type and location of the fireworks and then call Public Safety’s
4. NonEmergency line and RDOD to inform the RDOD that DPS has been called. Write up
and submit an IRF afterwards.
5. Vandalism: If you spot any vandalism, call DPS NonEmergency to report the vandalism.
Take detailed notes of the vandalism, take pictures if you can, and be prepared to write
an IRF.
6. If you encounter any other policy violations, contact the HC or RDOD (depending on the
seriousness or immediacy of the situation) for further instructions.
7. Following the procedure of handling any policy violation, you must complete an IRF.
8. If at any time you feel unsafe in a room or uncomfortable entering a room,
you can call RDOD or Public Safety. Your safety comes first!
A Room is Occupied When it Shouldn’t Be
Sometimes a room is occupied (or appears to be occupied) when it shouldn’t be. This
could be because of administrative error, forgotten items, or unauthorized persons inhabiting
the room. If you do encounter this situation, call the HC. They will look into the situation and
then give instructions on what to do next.
Door Knocking
Work Crew will sometimes be asked to make sure a room is empty. This is to ensure
Aramark has enough time to clean the room before the next guest moves in, in the case of a tight
turn around. Door knocking will also occur if a guest is still checked into a room on StarRez
when their check out date was prior to the date of the room check.
Bed Making
Work Crew will sometimes be asked to make beds. This is mainly when there is very
little time until check in, or when Aramark is unable to make the bed due to halfoccupancy.
When there is a tight turn around, Work Crew may also be asked to vacuum the room and take
out the trash. Work Crew also makes the beds in Berks rooms because Aramark is not under
contract to work off campus. Prior to making a bed for the first time, Work Crew can view an
online tutorial (https://www.youtube.com/watch?v=B2XapEvV8xI) and practice on the bed in
the HC office. In order to make a bed, the following linens are required:
• 2 flat sheets • 1 blanket • 1 pillow • 1 pillowcase • 1 towel •
Meeting Space Set Ups and Walkthroughs
When meeting spaces are reserved in residential areas (Letts Formal, McDowell Formal,
the Perch, etc.) it is the Hospitality Team’s job to make sure that the set up is to the guests’
satisfaction. In the instance of a meeting space set up, the HC will either explain the set up and
come with to assist, or instruct Work Crew to ask the conference coordinators if they need
assistance. Popular set ups include banquet, theater, runway, and empty. Work Crew may also
be asked to do walkthroughs of UES spaces prior to and after events to ensure guests’
satisfaction and to retrieve any forgotten items.