POLICIES & PROCEDURES

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FACULTY/STAFF > DEPARTMENTS & OFFICES > STUDENT LIFE > RESIDENCE LIFE > POLICIES & PROCEDURES > ENTRY POLICY FOR RESIDENCE HALL SERVICE PROVIDERS
Entry Policy for Residence Hall Service Providers

The University and the staff of the Office of Residence Life reserve the right to enter student rooms for maintenance repairs, during an emergency, to protect life or property from imminent injury, if there is sufficient reason to believe that a violation of University policy is occurring in the room or for any other reasonable purpose.

One of the primary responsibilities of the University is to protect the health and well-being of the resident students at Robert Morris University. This policy applies to service providers for routine maintenance, repairs and emergency facility matters. The following policy has been developed in an effort to safeguard the wellbeing of resident students and their belongings while providing them with the highest level of service possible with regard to repairs, routine maintenance, and other building services. For safety and security purposes, Residence Life Staff University Police Officers have access to the residence halls 24 hours a day, 7 days a week.

Time of Service
Non-emergency work will generally be conducted within assigned student spaces, including student rooms, apartments, or suites, between the hours of 9:00 a.m. and 9:00 p.m. Emergency service calls may be conducted at any time as deemed necessary and appropriate.

Work in the common areas of buildings including lobbies, stairwells, corridors, mechanical rooms, etc. may be completed at any time. However, careful consideration should be given to the times of this work and the noise or other disruption it may cause for residents.

Notification of Service
For routine scheduled maintenance and repairs in student rooms, suites, or apartments, the resident students will receive a 48 hour advance notice. This notice will be provided by:
  1. Email message from the Operations Center to students and
  2. Flyers posted to the student’s door and
  3. Email notification to the Office of Residence Life
For routine scheduled maintenance and repairs in common areas (lobbies, stairwells, corridors, mechanical rooms, restrooms), the resident students will receive a 48 hour advance notice. This notice will be provided by:
  1. Email message from the Operations Center to students of that floor, suite, and/or building
  2. Flyers posted on bulletin boards
  3. Email notification to the Office of Residence Life
For maintenance or repairs in student rooms, suites, or apartments provided as a result of a maintenance request submitted by a student as much notice as practicable will be provided.

For regularly occurring services (vending machine replenishment, bulletin board updates, etc.) completed in the common areas only, prior notice will not be required.

RMU Personnel Providing Services in the Residential Facilities
RMU staff entering the residence halls for the purpose of providing service to students in the course of their job responsibilities may do so unaccompanied and in keeping with the Time of Service and Notification of Services guidelines. This includes entry into both assigned student spaces and building common areas. All RMU personnel should be in uniform and/or able to provide RMU identification at all times while in the residential facilities.

Individual supervisors of various campus departments providing services within the residential facilities may set forth additional guidelines with regard to staff entering the residence halls. If such guidelines include the use of a staff escort while in student rooms, apartments, or suites, it shall be the responsibility of that department to provide escort personnel.

Verification of Maintenance or Repairs to Student Rooms, Suites, Apartments
RMU staff entering assigned student areas such as rooms, apartments, or suites may obtain keys from their supervisor or the Operations Center as deemed appropriate. Caution should always be taken when keying into an assigned student area. Personnel should:
  1. Knock and give students the opportunity to provide access prior to using master keys to gain entrance.
  2. If students do not answer, personnel should knock again, announce their presence (For example, “Maintenance – keying in.”), and then key into the space.
  3. If maintenance is being provided in a traditional hall student room, leave the student’s door open and place a notification tag on the door frame.
  4. If maintenance is being provided in a suite or apartment, leave the main door open and place a notification tag on the door frame.
  5. If maintenance is being provided to a suite bathroom or individual bedroom, keep the main door closed, place a sign on the outside of the door, keep the restroom or bedroom door open, and place a notification tag on the door frame.

Upon completion of work in a traditional hall student room or common area of a suite or apartment:
  1. Leave a Completion of Maintenance form indicating that work was completed. The form should include date, time, work performed, time completed, name of maintenance employee.
  2. Secure the door.
  3. Post a note on the student’s door, with date and time, indicating that maintenance work was performed in the room or common area.

Upon completion of work in an individual bedroom of a suite or apartment:
  1. Leave a Completion of Maintenance form indicating that work was completed. The form should include date, time, work performed, time completed, name of maintenance employee.
  2. Secure the door.
  3. Post a note on the student’s bedroom door, with date/time, indicating that maintenance work was performed in the room.
  4. Post a note on the suite or apartment front door, with date, time and individual room letter/number, indicating that maintenance work was performed in the suite/apartment.

Outside Vendors/Contractors Providing Services in the Residential Facilities
Outside vendors/contractors, defined as any non-RMU employee, providing services within the common areas, student rooms, suites and apartments may do so in keeping with the Time of Service and Notification of Service guidelines.

Vendors/Contractors must:
  1. Sign-in at the Operations Center in Wayne Center.
  2. Obtain an RMU Vendor ID Badge which will be visibly displayed at all times while on campus.
  3. Receive a vendor orientation regarding access to residential facilities.
  4. Read, sign, and abide by the University service standards.
  5. Be escorted by a Robert Morris University staff member at all times when in assigned student spaces (rooms, apartments or suites).
  6. Abide by the Time of Service and Verification of Maintenance and Repairs to Student Rooms, Suites or Apartments.
  7. Return to the Operations Center to sign out, return Vendor ID Badge, and report the status of the maintenance or repairs.

If service providers will be working in the residence halls for an extended period of time, ID badges and keys must be signed out daily with the Operations Center. RMU vendor ID badges and key rings should never leave campus.

Services Provided When Residential Facilities are Not Occupied by Students
During periods when the residential facilities are not occupied by resident students or their belongings, services may be provided at the discretion of the Facilities Department in communication with the Office of Residence Life. In the interest of safety and security, master keys however will still not be issued to non-RMU employees. University employees, as designated by the Facilities Department, will provide any vendors/contractors with access to areas that require a master key to gain entry, however it is not necessary that vendors/contractors be accompanied by a University employee at all times.

Emergency Situations
Emergency service calls may be conducted at any time as deemed necessary and appropriate. Facilities or outside vendors/contractors may enter the residence hall facilities escorted by Public Safety and/or Residence Life Staff. At no time should an outside vendor or contractor enter the building unaccompanied by an RMU staff member.