Student Page Resident Housing Block

On the Resident Housing block, select Check in resident from the Actions drop-down for the current session. The Resident Check-In wizard opens to step one, Check-In Basics.

The Resident Check-In wizard walks you through all the steps required to check students in to their residences and record room conditions.

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.

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.

If the resident has already been issued keys, that information will be displayed on this page.

1. 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.

2. Begin typing the Key Number and select the appropriate key from the list that appears.

3. 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.

4. Add any relevant comments.

5. 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.

1. For each room item, click the Update button to open the Update Item Check-In Condition window.

2. 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.

3. 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.

1. Enter the resident's full name and student ID in the fields.

2. 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.

3. 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.

On the Resident Housing block, select Check out resident from the Actions drop-down for the current session. The Resident Check-Out wizard opens to step one, Check-out Basics.

The Resident Check-Out page walks you through all the steps required to check students out of their residences and record room conditions at the time of checkout.

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.

To retrieve keys individually:

1. Click the pencil icon for the relevant row. The Edit Key pop-up opens.

2. Select a new status from the Key Status drop-down.

3. Add optional comments.

4. 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):

1. Select the checkbox next to the keys you need to update.

2. Select Edit keys from the Options drop-down. The Edit Keys pop-up opens.

3. Under Select a Detail to Update, select Key Status or Comment from the drop-down.

4. If you are updating key status, select a new status from the drop-down.

5. 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.

1. To change the condition of a room item, click the Update button for the item. The Update Item Check-Out Condition pop-up opens.

2. Select an option from the Check-Out Condition drop-down.

3. 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.

4. Add optional Check-Out Notes as needed.

5. To add supporting documentation, such as a photo of the item, click Choose file under Add Supporting Documentation and upload the file.

6. 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.

1. Enter the Resident Full Name and Student ID in the fields. This information is required.

2. 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.

3. 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.

On the Resident Housing block on the student's summary page, select Generate unsigned report from the Action drop-down. The Generate Unsigned Room Condition Report wizard opens to the first step, Report Basics. The session and report type autofill.

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:

1. Click Update next to an item. The Update Item Condition pop-up opens.

2. From the Condition drop-down, select the current condition of the item and add notes as needed.

3. To add supporting documentation, such as a photo, click Choose file under Add Supporting Documentation and upload the document or image.

Click Update.