Manage Item Condition Definitions
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
To track items in residence rooms that may be damaged or missing, you must define what conditions you want to be able to assign. The default Item Condition Definitions are:
NEW: Indicates this item is in like-new condition.
GOOD: Item is in good condition.
NWEAR: Indicates normal wear and tear condition.
DIRTY: The item is dirty but usable if cleaned.
DAM: This item is damaged but repairable.
REPLACE: Item needs to be replaced.
Default conditions cannot be edited or deleted, but you can deactivate any that you aren't using and create custom conditions that you need. Any custom conditions that you create can be deleted. You can access the Item Condition Definitions page from the Residence Life Administration hub by clicking the Hub options drop-down and selecting Session options > Manage item conditions.
The permission to define and edit Item Condition Definitions is included under "Can setup check-in process" in the Residence Life Administrator and the Student Life Module Manager roles.
These definitions will be used to indicate the condition of room items upon resident check-in and check-out.
On the Item Condition Definitions page, click the Create item condition button. The Create Item Condition pop-up window opens.
Enter a Code. The code can contain up to 10 characters. You cannot change the code.
Add a Description that will help other users know when this condition should be applied.
Choose an Active setting. If the Active status is No, this item condition will not be available for users to select to apply to items. The status defaults to Yes.
Click Create and close or Save and create another.
Note
Default conditions may not be edited or deleted, only conditions that you have created.
On the Item Condition Definitions page, select Edit from the Actions drop-down menu in the row of the item you want to edit. The Edit Item Condition pop-up window opens.
The code cannot be edited, but you can edit the Description and change the Active status.
Click Update.
Note
Default conditions may not be edited or deleted, only conditions that you have created.
On the Item Condition Definitions page, on the row that you want to delete, select Delete from the Actions drop-down menu. The Delete Item Condition? pop-up window opens.
If you are sure you want to delete this item condition, click Yes, delete.
The Edit Order options let you set the order in which definitions appear in drop-down menus.
Click the Edit Order button. The Edit Order window opens.
You can change the order of definitions using either the Sort By and Order By drop-down menus or by dragging and dropping the definitions into your preferred order.
Sort By and Order By:
From the Sort By drop-down, select the column you want to sort by.
From the Order By drop-down, select Ascending or Descending.
Drag and drop:
Hold your cursor over the vertical arrow icon
on the left side of the row until the cursor changes to a hand icon.Click and hold while you drag the definition to the new location.
Release the mouse button.
Click Update.
After you click Update, your changes are saved in the following ways:
The definitions are listed in the saved order whenever they appear in drop-down menus (where a user selects from the list of definitions).
If the definitions are used in calculations or rules where priority matters, the definitions are now in your saved order of priority.
The definitions page is now sorted according to your changes.
Create the room items (for example, Bed 1, Bed 2, Bed 3, Bed 4).
Create room condition report templates (for example, 2-person room).
Assign room items to room condition report templates (for example: 2-person room template gets Beds 1 and 2).
Assign the room condition report templates to residence spaces. For example: Room 104-D is a 2-person room, so you assign the 2-person template to it. Now the Room 104-D room condition check in report includes the 2 beds.