Resident Roster
The Resident Roster page is typically used by Resident Assistants and Resident Directors to manage the residents they have permissions to see. On this page, users can work with all of the residents in a session, not just the students in an applicant group. They can view residents' contact information, check residents in or out, generate or update unsigned reports, and update the check-in group.
Navigate to the Session summary page.
From the Session options drop-down, select Check-in options > Resident Roster
The Resident Roster page includes the following information for each resident listed. Click the plus icon next to a resident's name to expand the row so you can view all columns.
Column | Description |
|---|---|
Resident Name | Click the student's name to the open the student's summary page. |
Check-in Group | The name of the check-in group the resident belongs to, plus the group's check-in date and time window, if applicable. If the resident has not yet been added to a check-in group, the column displays None. |
Action | The options on the Actions drop-down allow you to check the resident in or out of a room and generate or update an unsigned room item condition report. The drop-down is only enabled when the session is active. The availability of the options vary depending on things like the resident's check-in status and whether or not an unsigned report already exists. |
Contact Card | Click the card icon |
Building | The building containing the bedroom the resident is assigned to. Click the building name to open the building's summary page. |
Bedroom | The bedroom assigned to the resident. Click the bedroom name to open the Manage Residence Spaces page for the bedroom. |
Suite | If the residence is in a suite, this is the name of the suite. Click the name to open the summary page for the suite. |
Unsigned Check-In Report | If a report has been generated, click the link to open the report in PDF format. |
Classification | The resident's student classification (e.g., Freshman, Sophomore, etc.). |
International Student | Indicates if the resident is an international student. |
Staff Assignment | The staff members assigned to the on-call and assignment zones, if applicable. Click a name to open the staff member's summary page. |
RD Check-In Authority | Indicates the RD's check-in authority (All residents or Residents in the on-call zone), which is set up from the Check-In and Check-Out block on the Session summary page. This column is only visible if the user has the "Can view sessions" permission in either the Student Life Residence Director (RD) or the Student Life Residence Assistant / Advisor (RA) role. |
RA Check-In Authority | Indicates the RA's check-in authority (All residents, Residents in the on-call zone, or Residents in the assignment zone), which is set up from the Check-In and Check-Out block on the Session summary page. This column is only visible if the user has the "Can view sessions" permission in either the Student Life Residence Director (RD) or the Student Life Residence Assistant / Advisor (RA) role. |
Checked In | If the student has been checked in, this column displays the staff member who checked them in, the date and time of check-in, and a link to the room condition report, if one has been generated. |
Use the Resident Filter to narrow the roster based on criteria you select.
Select the checkbox next to one or more filter options.
For each filter you checked, select the criteria by which you want to filter the list.
Click Apply to apply the selected filters.
To save a filter that you use frequently:
Select the filters and criteria you want to save.
Click Save as.
Enter a name for the filter in the Save the Current Filters As ... field.
If you want this filter to be the default, select the Set as Default checkbox.
Click Save. The saved filter is added to the Saved Filters drop-down list.
Select Check in resident from the Actions drop-down for the resident you are checking in. The Resident Check-In wizard opens to step one, Check-in Basics.
Enter the resident's phone number and any relevant Notes and click Save & continue. The Emergency Contact Information step opens.
If the resident already has emergency contact information entered, it appears here. You can create a new emergency contact or edit an existing one from this page. See Create Emergency Contact During Check-In.
Note
This step is only included if Enable Emergency Contact Information at Check-In is selected in the Resident Check-In section of the Resident Life Settings page.
When you have finished entering or editing emergency contact information, click Save and continue. The Student Keys step opens, if your school has included it.
Note
The Student Keys step is included only if Enable Student Keys at Check-In is selected in the Resident Check-In section of the Residence Life Settings page.
If the resident has already been issued keys, that information will be displayed on this page.
Note
If you are not assigning a key at this point, click Save & continue to move to the next step.
To assign a key as part of check-in, click the Assign a key button at the bottom of the page. The Assign Key pop-up opens.
Begin typing the Key Number and select the appropriate key from the list that appears.
Choose the appropriate status (e.g., Issued or Assigned) from the Key Status drop-down.
The Building and Room fields are pre-populated with the room this resident is being checked in to and cannot be changed. The Status Date is automatically set to the current date.
Add any relevant comments.
If you need to assign the student another key, select Save and assign another key and repeat steps 3b–3d. When you are finished assigning keys to the resident, select Assign key and close.
Click Save & continue. The Room Condition Report step opens.
The Room Condition Report page shows all items associated with the room and their condition at check-in. This page allows you to review the items and their condition with the resident during a walk-through inspection prior to signing the check-in agreement.
For each room item, click the Update button to open the Update Item Check-In Condition window.
From the Check-In Condition drop-down, select the item's condition as it is now. Add any notes about the item, then click Update.
If you want to include any supporting documentation, such as a photo of the item, click the Choose file button under Add Supporting Documentation and upload the file.
When you have finished recording item conditions, click Save & continue. The Sign Report step opens.
Enter the resident's full name and student ID in the fields.
The Date field autofills with the current date. If you need to change it, click in the field and use the pop-up calendar to select a new date.
Select the checkbox at the bottom of the page to indicate that you agree on the recorded room condition.
Click Save & finish to save the check-in and room condition information.
If you would like to generate a PDF of the room condition report, click the Review PDF button.
If you need to edit any of the information at a later time, click one of the steps linked on the left side of the Resident Check-In window to open that step and make the needed changes. You cannot edit the Sign Report page.
Select Check out resident from the Actions drop-down for the resident you need to check out. The Resident Check-Out wizard opens to step one, Check-out Basics.
Enter the resident's Mobile Phone number if it did not autofill.
Enter optional comments in the Notes field.
Click Save & continue to continue to the Student Keys step.
Note
The Student Keys step is included only if Enable Student Keys at Check-Out is selected in the Resident Check-Out section of the Residence Life Settings page.
To retrieve keys individually:
Click the pencil icon for the relevant row. The Edit Key pop-up opens.
Select a new status from the Key Status drop-down.
Add optional comments.
Click Update to return to the check-out wizard page.
To update multiple keys at once (for example, if the student was issued more than one set of keys):
Select the checkbox next to the keys you need to update.
Select Edit keys from the Options drop-down. The Edit Keys pop-up opens.
Under Select a Detail to Update, select Key Status or Comment from the drop-down.
If you are updating key status, select a new status from the drop-down.
If you are updating a comment, enter your comment in the text box.
Click Save & continue to move to the next step, Room Condition Report. This page lists all items associated with the room and their condition when the resident checked in. You should review the items and their condition with the resident during a walk-through inspection prior to signing the check-out agreement.
Note
There is a room condition report for each bedroom in the space.
To change the condition of a room item, click the Update button for the item. The Update Item Check-Out Condition pop-up opens.
Select an option from the Check-Out Condition drop-down.
To add the name of the resident responsible for the item, click in the Responsible Resident field and select the correct name when it appears. This field is optional.
Add optional Check-Out Notes as needed.
To add supporting documentation, such as a photo of the item, click Choose file under Add Supporting Documentation and upload the file.
When you are done, click Update. The condition of the item is updated in the list. If you selected Damaged, Dirty, or Needs to be replaced, the value in the Check-Out Condition column is in red text and flagged with a warning icon.
After you update the room items, click Save & continue to continue to the Sign Report step.
Enter the Resident Full Name and Student ID in the fields. This information is required.
The Date field autofills with the current date. If you need to change it, click in the field and use the pop-up calendar to select a new date.
Select the checkbox at the bottom of the page to indicate that you agree to the recorded room condition.
Click Save & finish to complete the process.
To generate a PDF of the Check-Out Report, click the Review PDF button.
If a room condition report has not yet been generated, you can generate an unsigned one from the Actions menu.
Note
The Generate/update unsigned report option is unavailable if any student has already been checked in to the room.
Select Generate unsigned report from the Actions drop-down for the resident you want to work with. The Generate Unsigned Room Condition Report wizard opens to step one, Report Basics.
The report autofills with the session and the room type.
In the Report Notes field, add notes as needed and click Save & Continue to move to Step 2, the Room Condition Report.
Click the plus icon next to an item to expand the row and view notes and supporting documentation.
Click Update next to each item you need to update. The Update Item Condition window opens.
Note
You can update multiple items at a time as long as they are all in good condition. Select the checkbox next to the items you want to update and, from the Options drop-down, select Mark as good condition (which is the only option available).
From the Condition drop-down, select the current condition of the item and add Notes as needed.
If you have a photo or other supporting documentation, click Choose file and upload the document or image.
Click Update to save the changes.
If a room condition report has been generated but is not yet signed, you can make updates to it from the Resident Roster page.
Select Update unsigned report from the Actions drop-down for the resident you want to work with. The Generate Unsigned Room Condition Report wizard opens to step one, Report Basics.
Session and Type are not editable.
Edit the Report Notes as needed.
Click Save & continue to move to the next step, Room Condition.
Click Update next to each room item you need to update. The Update Item Condition pop-up opens.
From the Condition drop-down, select the current condition of the item and add Notes as needed.
To add a photo or other supporting documentation, click Choose file and upload the document or image.
Click Update.
When you are finished updating room item conditions, click Save & finish.
To move one or more residents to a check-in group:
On the Resident Roster page, select the checkbox next to each resident you want to move to the new check-in group.
From the Options drop-down, select Update check-in group. The Update Check-In Group pop-up opens.
From the drop-down, select the check-in group you want to move the selected residents to. All selected residents will be moved to the same check-in group.
Click Update to save the change.