Graduate Hall Director. Office of Residential Programs. Housing Guidelines

Transcription

1 Page 1 Graduate Hall Director Office of Residential Programs Housing Guidelines

2 Page 2 Graduate Hall Director for Residential Programs Guidelines for Residence This document is intended for the Office of Residential Programs Graduate Hall Directors (GHDs) who obtain housing on campus as part of their compensation. It includes a description of Housing services, policies and procedures as well as an outline of GHD responsibilities living in designated housing. It is provided in order to make the stay of the staff member more pleasurable and to acquaint them with the halls, their facilities, and the unique qualities of the living space. GENERAL INFORMATION The building in which the GHD is housed also serves as a residence for Columbia undergraduate students. The GHD is employed for a certain timeframe of the academic year and may neither move in earlier nor move out later than designated dates. The Housing Guide to Living handbook is available on the Housing Services website ( It outlines all resident responsibilities as well as information concerning the halls and available services. As a new resident and student mentor, it is important for the GHD to become knowledgeable of the rules by which all residents are expected to abide. GHDs are strongly encouraged to review most carefully the items listed in the section titled Residential Policies. These rules refer, for the most part, to fire, health and safety issues important to residents in a group living situation and upon which all students have a right to depend. Even as GHDs will be in charge of assisting the Office of Residential Programs Associate Directors in managing and educating residents concerning these policies, it is important that GHDs understand their responsibility to be a role model with these policies. APARTMENT FACILITIES AND HOUSING INFORMATION OCCUPANCY: The designated apartment is provided for staff use within the timeframe one maintains employment as GHD. Initial occupancy begins on the designated date, given apartment readiness from repairs or upgrades after the previous resident. Term of occupancy terminates no later than the last day of employment. In no instance may the apartment be loaned or sublette to other occupants. Number of occupants in the apartment is dictated by NYC ordinances and Housing. a. Furnishings: Each GHD apartment is furnished with standard furnishings provided by the Office of Housing at no cost to the GHD desk, dresser, and bed. Normal wear and tear is expected, but GHDs may be responsible for reimbursing excessively utilized or damaged furniture. It is the responsibility of the GHD to make Housing aware of furniture problems as soon as possible. b. Move in-move out: The GHD is responsible for the costs of moving into and out of the apartment. The date and physical move must be arranged and approved through the Office of Residential Programs. During the actual move, Housing will coordinate the passage of items through the building to the apartment. To avoid problems during the move process, the GHD must work with Residential Programs and Housing in advance of the move to insure that all belongings can be accommodated by both the building elevator and all doorways. Additional items may not be accommodated in GHD apartments due to size and occupancy restrictions. c. Specialized interests: On occasion the GHD has interests or an avocation that requires special equipment or space (i.e. a business enterprise, darkroom needs, artist s studio space, etc.). Due to both

3 Page 3 square footage and budget limitations these interests are typically not able to be accommodated within the apartment. d. Pets: Pets other than those listed in the Guide to Living are not allowed as they are a violation of residential policy. Pets such as a dog or cat are not permitted. MAINTENANCE: Prior to the appointment term beginning, the agreed upon apartment fixtures are checked to make certain they are in good repair. General conditions of the apartment are noted and an inventory is prepared. Upon completion of the appointment the inventory is used to confirm the condition of the apartment. Damage or loss beyond normal wear and tear that was not addressed during the GHD appointment may be billed to the staff member. a. Cleaning: The individual GHD, as primary resident, is responsible for the cleaning of the apartment and for maintaining the condition of the space and its contents. Regular efforts towards cleanliness is expected. b. Facilities repairs: All work of a mechanical nature (i.e. repair) must be scheduled through the appropriate Facilities Area Manager. As a part of its contract with union Local 241, the University has agreed to very specific guidelines for work completion. As a consequence there is no circumstance when a GHD may arrange directly for repair or modification to the apartment. c. Painting: Each apartment is painted completely according to regular maintenance schedules. COMMUNICATION SERVICES: Certain services are provided as part of the apartment set up. Additional services are provided, when available, at the expense of the faculty member. a. Cable services: All apartments are provided with the option of Columbia cable, the cost of which is the responsibility of the individual GHD. If a GHD desires to have cable, he/she should visit once they arrive onto campus and move into their space. b. Telephone services: All GHD apartments are provided with a predetermined number of Rolm telephone extensions. In addition, to support programming and emergency response duties, local area telephone service is provided at no additional charge as well as a minimal number of phone mail message units. Telephone numbers are pre-assigned and are considered tools for the position. Voic s shall reflect this capacity. No additional lines can be added to the GHD apartment. c. Mail: Residential mail service is provided though Lerner Hall mailroom for each GHD apartment. Mail addresses will be determined ahead of time by the Office of Residential Programs. The GHD should contact the Mailroom Director directly to address concerns or problems, making the Office of Residential Programs aware. BUILDING SECURITY: Security for all residence halls is provided for by the University s Public Safety Department. Anyone who wishes to enter a residence hall must present a valid University ID and be approved for access via the card reader system at the front entry.

4 Page 4 a. Guests: Guests who wish to visit the GHD in the residence halls, must telephone the GHD in advance or from the Public Safety desk in the entryway of the residence hall. In order for a guest to enter the residence hall, they must use the Guest Pass provide by your Associate Director at the beginning of the year, or the GHD must sign in the guest. b. Apartment security: Each apartment has been provided with standard locksets. The GHD is issued necessary keys to each lock. A third set of keys to the apartment is kept at the Hartley Hospitality Desk and is used only in the case of emergencies (i.e. for repairs) to enter the apartment during normal work hours. For security reasons, these keys are not loaned to anyone - even at the GHD s request. Upon written request, Housing will obtain additional copies of apartment keys at cost. NOTE: Additional security features available upon request of Housing, if not already in place, include viewfinders in all exterior doors, child guards for windows, or window GHDtes where appropriate. NYC fire regulations prevent the installation of personal locks and items commonly referred to as privacy or security chains. These items should not be installed. Housing will be required to remove them and hold the GHD responsible for resulting damage to the door or frame. Security concerns should be discussed with the Office of Residential Programs, Housing, and Public Safety. Every effort will be made to find a mutually acceptable solution. c. Insurance: While there are security services and fire safety systems in place that are superior to most private residences, GHDs will be living in a multiple occupancy dwelling and the possibility for theft, and/or damage exists to the same degree that it does in any other living situation. As a consequence, GHDs are strongly encouraged to arrange for adequate insurance to cover belongings while in residence. The University assumes no responsibility for personal belongings. RESPONSIBILITIES OF GRADUATE HALL DIRECTOR WHILE IN HOUSING PURPOSE OF HOUSING: Housing is part of the compensation for employment of the Graduate Hall Director. The purpose of live in and live on staff is to promote residential staff presence in the residential community. GHDs serve as reminders to students of their residential responsibilities to others. They also provide proximity in case of serious emergencies. a. Serving Duty: GHDs are expected to assist in covering duty throughout the year by carrying the designated emergency response communication device. When on call, that GHD must remain within 10 minutes of campus at all times and in a frame of mind that allows for clarity of judgment. Ability to respond immediately and properly is expected. Switching duty with another GHD is only possible when permission is granted. GHD home extension voic s, as a tool for employment, should direct callers to Public Safety in event of an emergency. Even though a GHD is not on duty, there may be some emergencies that require all hands on deck presence and responses. These situations will be mitigated by the Deans for Residential Programs. b. Being a Role Model: GHDs, by nature of their adult presence, are viewed by community standards as role models. GHDs should be familiar with residential policies and regulations and make efforts to abide by them. GHDs should make guests similarly aware of such policies and ensure appropriate behavior. Guest behavior will be viewed as an extension of GHD behavior and may reflect on the performance of the GHD.

5 Page 5 IMPORTANT TELEPHONE NUMBERS: Administration (Housing) 102 Wallach Mail Delivery 106 Lerner Maintenance problems 118 Hartley Public Safety 111 Low Library Residential Programs 515 Lerner Hall