Student Session Details
The Student sessions detail page provides a complete history of the student's housing. It lists sessions in which the student is or has been assigned to an applicant group.
From this page, you can check a student in or out of a room and generate or update an unsigned room condition report.
To get to the session details page, go to the student's summary page, click the Person options menu, and select Student > Student > Student session details.
The Student session details option on the Person options menu is only visible to users who have the "Can view housing assignment results" permission.
Column | Description |
|---|---|
Session Name | Links to the session summary page. |
Building/Room | If the student has a room assignment, this column shows the building and the room, with links to the residence building summary page and the bedroom summary page. |
Actions | Options on the Actions drop-down enable you to check a resident in or out of a room and generate or update an unsigned report. None of the options are available if the session date has passed. |
Check In/Out Date | The dates when the student checked in to and out of the room, if applicable. |
Deposit Received | The date the room deposit was received, if applicable. |
Room Details | If the student has been assigned a room, this column shows the type of room (e.g., suite, two-bed, etc.); the location; and the name of the suite if the room is part of a suite. |
Keys Issued | If a key to the room exists and is assigned to the student, this column includes a link to the Issue/Return Key pop-up window. Available only if the session is currently active, keys have been issued for the room, and the logged-in user has the permissions necessary to open the pop-up. |
Bedroom Assignment | Indicates if the student has been assigned a room; the date the student was assigned the room, if applicable; the name of the student's check-in group, if one exists; the name of the staff member assigned to the room, if applicable, which is linked to the staff member's summary page; and a link to the resident's room change history. |
Room Condition Report | Contains links to the unsigned report form or the check-in and check-out reports, as applicable. |
Student Details | Includes the student's meal plan; if applicable; the type of student (e.g., commuter, resident, etc.); the student's home address, mobile phone number, and campus mailbox number; and whether the student is available for roommate selection. |
Roommate Information | If the student has been assigned a roommate (or roommates), this columns displays the roommate's name, ID, gender, mobile phone number, and email address. The name links to the roommate's student summary page. |
From the Actions drop-down, you can quickly check a student in or out of a residence and generate or update an unsigned room report, as long as you have the needed permissions and certain conditions have been yet.
If the session's end date has passed, the options are unavailable.
Check In resident: This option is available only if the session is active, the resident has been assigned a room but has not yet been checked in, and the check-in process has been broadcast.
Check Out resident: This option is available only if the session is active and the resident has been checked in.
Generate/Update unsigned report: This option is available only if the session is active, the resident has been assigned a room, and a check-in has not been completed for the room or suite. If an unsigned report has not been created yet, this option is labeled Generate unsigned report; if one has been created, it is labeled Update unsigned report.
You can use the Session Filter to narrow the list of sessions to include only the ones that meet the parameters you set. You can apply multiple filters to make the list as specific as you need.
Bedroom Assignment: Select the Bedroom Assignment checkbox, then click in the Building field and select the building that houses the bedroom you want to see. When you select a building, the Suite field is enabled. Click in the field to select the Suite, then click in the Bedroom field to select the bedroom.
Check-In Date: To filter the list by check-in date, select the Check-In Date checkbox, then click in the first field and use the pop-up calendar to select the start of the date range. Click in the other field to select the end of the date range.
Check-Out Date: To filter the list by check-out date, select the Check-Out Date checkbox, then click in the first field and use the pop-up calendar to select the start of the date range. Click in the other field to select the end of the date range.
Deposit Received: To filter the list by the date the deposit was received, select the Deposit Received checkbox, then click in the first field and use the pop-up calendar to select the start of the date range. Click in the other field to select the end of the date range.
Session Name: To filter by a specific session, select the Session Name checkbox, then click in the field to select from the list of available sessions.
When you have selected your filters, click Apply.
You can also save filters that you use frequently:
Select the filter criteria and click Save as.
Enter a filter name in the Save the Current Filters As field.
If you want this to be the default session filter, select the Set as default checkbox.
Click Save.
You can check in a resident from the student's Session details page as long as the session is active and the student has been assigned a room but has not been checked in yet.
From the Actions drop-down for the session, select Check In resident. 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.
You can check a resident out from the session details page as long as the session is active and the resident has been checked in.
From the Actions drop-down for the session, select Check Out resident. 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.
You can generate or update an unsigned report as long as the session is active, the student has been assigned a room, and a check-in has not yet been completed for the room or suite.
From the Actions drop-down for the session, select Generate/Update unsigned report. The Generate Unsigned Room Condition Report wizard opens to the first step, Report Basics.
Note
If an unsigned room condition report has already been created, the Update Unsigned Room Condition Report wizard opens. Click on the links on the right side of the page to go to the section you need to edit.
Enter optional Report Notes, then click Save & continue to move on to step 2, the Room Condition Report. The report lists all the items in the room.
To mark multiple items as being in Good condition, select the checkbox next to each item you want to update and then select Mark as good condition from the Options drop-down.
To assign items a condition other than Good and to add notes and supporting documentation, you must update the items individually:
Click Update next to an item. 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 supporting documentation, such as a photo, click Choose file under Add Supporting Documentation and upload the document or image.
Click Update.