9.4b Front Office Operations

The Residential and Dining Services Front Office

The RAD Front Office is located on the third floor of the A Building and contains the offices of the Director, Assistant Directors, Computer Support, Billings, Office Support Supervisor and Front Office Assistants.  The office is open to the public Monday through Friday from 9 a.m. to 4:30 p.m., though staff is available from 8 a.m. - 5 p.m.

Front Office Staff Philosophy Statement

"The Residential and Dining Services Front Office is dedicated to meeting the immediate needs of the residents and surrounding community in a timely, courteous and efficient manner.  We are a resource for a comfortable living and learning environment by providing support and referrals."

Front Office Assistants (FOAs)

Front Office Assistants, referred to as "FOAs", are student staff workers who are trained to answer questions and field information concerning housing.  The FOAs are supervised by the Office Support Supervisor, Jaycie Osterberg. They will often be your greatest resource to understanding housing policy and procedures. The FOAs work Monday to Friday from 8 a.m. - 5 p.m. 

  •  
    1. Leave of absence
    2. Withdrawing
    3. Graduating

  • The responsibilities of a Front Office Assistant include, but are not limited to, customer service, answering questions from residents, prospective students and their families, managing and updating housing files, managing the key system, checking out equipment, and administrative support services for the department.

    What RDs Need to Know

    Housing Contract

    Residents sign a contract to live on-campus for the duration of the year.  If a student leaves before the end of the year for approved academic reasons (e.g. withdrawing or graduating), it is considered a contract release and they are obligated to only pay the prorated amount owed to housing. If a student leaves prematurely for other reasons (e.g. wants to move off-campus to live with friends), however, it is considered a contract break.  A resident with a broken contract is obligated to pay the full rental rate for the current quarter plus $300 per quarter for each remaining quarter of the contract.

    As a Resident Director, it is important you understand the contract to a level that you can answer general questions from residents. Please take a few minutes to review the contract online at the RAD website (please note the 2010-2011 contract is not yet posted online).

    Release from Contract Form

    A resident must return this form within seven (7) days of checking out of his/her unit in order to be released from their Housing Contract.  Residents can be granted a release only if they meet the following criteria: 

    They will need a verification signature from Registration and Records.  If they are going on an internship or participating in an academic program that will take them outside of Thurston County for more than 30 days, they will need a faculty signature and a brief description of the program on the back of the Release Form.  For special exceptions (e.g. medical) they must submit a letter on official letterhead from a physician. 

    Upon approval by the Assistant Director, the resident will be granted a release.  All residents who receive a release from their Housing Contract will be re-billed at the shorter contract rate, which could result in an additional charge to their student account.  For information about re-billing at the shorter contract rate, the student should contact the front office.

    Contract Break Form

    This form is not required of residents who intend to break their contract but the Housing Contract does state that residents must inform Residential and Dining Services if they intend to break their contract.  (If you know of a resident that plans on just leaving, inform them to come to the Residential and Dining Services Office)

    Damage Disclaimer/Cleaning Disclaimer

    The Cleaning/Damages Disclaimer is the hot pink form used to divide responsibility for common space cleaning and damages between roommates.  Residents need to return this form to the Front Office before they check-out.  The disclaimer form allows residents to establish who is responsible for specific cleaning and damages to the apartment.  It is crucial that all roommates sign the form.  If this form is not complete, all residents of the apartment will be billed equally for damages and/or cleaning needs.

    If you have a resident that is moving out early or doing a room transfer and they complete the Cleaning and Damages form, the occupants remaining in their apartment assume full responsibility for further damages or cleaning.  RAs will coordinate and facilitate these conversations at the end of the year for June Check Out. 

    Billing Appeals

    After a resident checks out of housing, their living space will be assessed and, if necessary, billed for damages.  If a resident wants to appeal a billing charge, the resident may fill out a Billing Appeals Form and present their case to the Housing Arbitration Panel.  Students can get a copy of the form at the front desk or online.

    Equipment Sign Out

    RAs will sometimes be called to check out equipment from the housing office such as tools or vacuums.  At the front desk there is a blue binder where students and staff sign out equipment.  Students are required to leave their IDs for the use of the equipment.  The IDs are placed in the front pocket of the binder.  Because IDs are used for elevator access, it may be necessary to take the student to the elevator and swipe their ID to allow access to their room.  Upon return of equipment, the ID is returned to the student.

    Front Desk Use

    RAs are welcome to use the front desk computers after business hours.  They are asked to leave the front desk in the same order they found it and not remove any front desk supplies. If RAs do not leave the desk in suitable condition, the Resident Directors follow up with the RAs and remind them of expectations for having this privilege.

    Guest Visit Extension Agreement

    As per the Housing Contract, overnight guests may stay in a resident's room based on the terms of the suite's Living Learning Agreement and the housing Guest Policy. An approved guest may stay no more than three days and two nights in one month.  Unapproved guests are not permitted to stay overnight.  Any guest who needs to stay longer than the stated limit must be approved through the Guest Visit Extension Agreement.  Both the resident and the guest must read and sign the form before it is given to the roommates for signature.  After signatures are acquired, the resident must see their Resident Assistant for approval.  The RA is then responsible for returning a copy of the approved/denied form to the Residential and Dining Services Office.

    Late Payment Agreement

    If a resident cannot make their current rent payment as scheduled, and they have a means of payment, they may complete a Late Payment Agreement with the Fiscal Technician.  However, any money owed for the current quarter must be paid by the last day of that quarter.  No payment agreements will extend into the following term.  Failure to pay current quarter debts may result in registration holds/drops and eviction.

    Message from Residential and Dining Services

    This blank memo is meant for mailing to residents' box numbers and posting on their doors in case of emergency or time-sensitive matters. Because Residential and Dining Services is not responsible for receiving messages for residents unless it is an emergency, often these messages will be put in the On-Duty RA folder for posting in the evening.

    RA Duty Box

    In the duty room there is an RA duty box that the front office staff will use to communicate with the on-duty staff.  At the start of each shift, RAs need to check the box for messages and room inventories.  RAs are sometimes asked to deliver messages to students during a duty shift; some notes have a time requirement on them. 

    In This Section

    Return to Resident Director Handbook home