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The Desk is the "Control Center" of the House. It provides informational, operational, and security services to House Residents. All Desk Workers are employees of RLSLP. The chain of command is:
Desk Workers perform a variety of duties outlined in this manual under the direction of the Desk Captain and/or House Manager. A commitment to providing services to House Residents, possessing strong interpersonal skills, detail oriented and ability to work well under pressure are required. Desk Shifts It is the responsibility of the Desk Captain to set and schedule the Desk Shifts. This schedule is to be posted weekly. All Desk Workers are expected to report to their shift on time and work through their scheduled shift. Should you have a conflict, it is your responsibility to contact another Desk Worker to arrange coverage for your shift. If you are unable to make arrangements notify the Desk Captain immediately. Tardiness or failure to report for assigned shifts may result in termination. At the end of your shift you will be relieved by the next Desk Worker. If your relief does not arrive, call his/her room. If you are unable to locate your relief and your schedule allows, you may work the full shift or work until your relief arrives. If you are unable to remain at the Desk, try to reach another Desk Worker to cover the shift. If this fails, stay as long as you can and contact the Desk Captain. If you are unable to reach the Desk Captain and must leave the Desk, contact the House Manager for coverage. If your attempts to contact your scheduled relief, other Desk Workers, Desk Captain or House Manager fail, close and secure the Desk and leave a message for the Desk Captain and House Manager. Houses are equipped with either the time clock or write in method. All time must be reported accurately. Falsification of time records will result in termination. The Desk serves as the "front line" of defense in the security of the House. All Desk Workers are expected to be alert and aware of possible intrusion into the House by unauthorized persons. All non-residents wishing to gain entrance into the House must report to the Desk with proper identification and their request to enter. MIT Facilities personnel must present an ID and state their business. The House Maintenance Mechanic and/or House Manager should be contacted and informed of the workmen's presence in the dorm. Outside Vendors and Private Contractors Outside vendors and private contractors must report to the Desk and state their business. The House Manager, Maintenance Mechanic, or Service Staff person should be contacted to escort the worker to the job site. In the event the job is in a student room, the House Manager may arrange for a turn-key. Delivery Personnel must report directly to the Desk to drop off packages. Delivery personnel may not be given entrance to the House further than the Desk area. House supplies must be delivered to the loading dock area and received via the House Manager or a service staff person. MIT personnel, such as representatives of RLSLP, ODSUE, Campus Police, Safety etc. may require entrance to the House. All personnel must present an MIT ID to gain entrance. Intruders and/or Suspicious Persons Any persons failing to respond to the Desk when asked for ID or any persons that appear to have received unauthorized entrance to the House should be viewed with caution. Do not attempt to detain unauthorized persons. Should an unauthorized person get past the Desk, dial "100" for Campus Police, state the situation and give a full description and the general direction the person has taken. During the hours of 12:00am and 8:00am the House is patrolled by a House Nightwatchman. The Nightwatchman carries a radio and may be reached by dialing x3-1500 (Operations) and asking to have him/her contacted. Fire WORKING FIRE, SMOKE, SMELL OF SMOKE OR THE SOUNDING OF THE FIRE ALARM ARE TO BE TAKEN VERY SERIOUSLY.
Drills are scheduled to provide residents the opportunity to practice evacuation of the House and to ensure that the alarm system is in good working order. This practice could save a life in the event of a real fire emergency. Scheduled Drills are conducted jointly by RLSLP, the Safety Office, Facilities, Campus Police and may be attended by the Cambridge Fire Department. The House Manager and Evening Manager will oversee the Drill. If you are working the Desk during the Drill, at the sounding of the alarm, secure the Desk and vacate the House. Once the "all-clear" command has been given you may return to the Desk. At the conclusion of the Drill, residents may report alarm system failures. Write this information down and leave it for the House Manager who will contact Facilities to make any necessary repairs to the alarm system. False alarms are to be treated as real. Follow the same procedures as listed under Fire. REMEMBER: an alarm thought to be false that in fact is real could result in serious consequences. A flood may include a broken sprinkler head, broken water pipes, overflow of a shower, toilet or sink and may result in serious damage to the House, residents' personal belongings or residents' personal safety.
In the event of a medical emergency, resident, staff, guest, etc. requiring medical assistance, dial "100" for Campus Police and request medical assistance. A security emergency may involve unauthorized intrusion into the House, notification of a theft in progress, suspicious persons seen wandering the House, a fight, etc. Dial "100" for Campus Police. During the hours of 12:00am and 8:00am the House is patrolled by a House Nightwatchman. The Nightwatchman carries a radio and may be reached by dialing x3-1500 (refer to Intruders And/or Suspicious Persons). All mail is to be sorted and distributed to resident mail boxes. Mail forwarding: All first-class US mail for residents no longer residing in the House should be forwarded to their new address. Bulk rate and non-profit mail cannot be forwarded. Interdepartmental mail may be forwarded to on-campus addresses. It may not be forwarded via the US postal service off-campus. Note: Any interdepartmental mail for a former resident now residing off-campus which is of an urgent or sensitive nature should be brought to the attention of the House Manager for possible re-direction and postage via the US postal service. Accurate and up-to-date lists of all residents are maintained. Lists are to be sorted by last name, first name, year, room number, and room telephone number. Answer the telephone, take and deliver messages to resident mail boxes in a polite and courteous manner. Messages for House Manager and/or House Service Staff should be delivered directly or via staff mailboxes. In the event you require immediate assistance, the House Manager and House Service Staff may be reached by page. The page system may be an internal bell-system or a telecommunications beeper page system. Personnel may also be paged via RLSLP by dialing x3-2811 during regular business hours or x3-1500 on weekends and evenings to reach on-duty RLSLP Personnel. NO PERSON IS TO BE CHECKED INTO THE HOUSE WITHOUT AUTHORIZATION VIA THE CONFIRMATION CARD, LICENSE AGREEMENT CONTRACT, OR VERIFICATION VIA THE HOUSE ASSIGNMENT ROSTERS. New, Returning, and Transfer Students: Graduate and Undergraduate New, returning and transfer students checking into the House must present a copy of the MIT Housing Confirmation Card. This card must be stamped and confirmed with the room assignment noted. In Graduate Apartments, the student must present a copy of the MIT Housing License Agreement, signed with move in date and apartment location noted. Should the student fail to produce the Confirmation Card or the License Agreement, check the Desk Resident List for the names of students due to arrive. If the students name appears on the incoming list, request an ID to confirm. If the student does not appear on the incoming student list it may be that he/she is at the wrong House. Contact RLSLP at x3-2811 for undergraduates and the RLSLP Graduate Housing Office at x3-5148 for graduate students. Students who have authorization to return to the House early must present their Early Return Slip to the Desk. If the student does not have this Slip, check the Early Return List for verification. If the student does not have the Early Return Slip and is not on the Early Return List, send the student to RLSLP. No student may check into the House early without authorization via the Early Return Slip issued by RLSLP. Once the student has been confirmed as a House resident, have the student complete and sign the House registration card. In Graduate Apartments, have the student sign the move-in register. Entrance key, room key, suite key and/or mail box key are issued to the student. The keys must be signed for on the House registration card or move-in form. Freshmen checking into their temporary assignments in the House must present a copy of their House Assignment Letter to the Desk. Should the Freshman fail to produce the Assignment Letter, check the Freshmen Room Assignment List, request an ID to confirm. If the Freshman has no Assignment Letter and does not appear on the Freshmen Room Assignment List, it may be that he/she is at the wrong House. Contact the ORIENTATION Center for redirection. Once the Freshman assignment has been confirmed, have the student complete and sign the House Orientation Registration card. Entrance key, room key, and/or suite key are issued to the Freshman. The keys must be signed for on the House Orientation Registration card. Preview and Minority Students Weekend When Preview and Minority Students arrive, check the Preview/Minority Students Weekend list for verification, host name, and room number. If the student is not listed on the Weekend list, contact the Preview and Minority Student Weekend Chairperson for re-direction. Once the student's House assignment and host have been confirmed, have the student sign the House Weekend Registration card. In most cases the student will be accompanied by their Host. If the student arrives alone, you may direct him/her to the Host's room. No keys are issued to Weekend Students. The host holds responsibility for accompanying the student for entrance into the House and the host's room. Limited space may be provided in specific Houses to accommodate guests of graduating students. When the guest arrives, check the Graduation Guest List and request an ID for verification. If the guest Is not listed on the Guest list, contact the House Manager. Once the Guest has been confirmed, have the guest fill out and sign the Guest Registration Card. Dorm access card, room key and/or suite key are issued to Graduation Guests. Signing of the Registration card represents receipt of keys. Guest assignments should be checked via the House Guest Assignment List. If the guest does not appear on the Guest List check with the House Manager or the Desk Captain. If you are unable to reach the House Manager or Desk Captain for verification, contact the contact person or center for the program involved. IF YOU ARE UNABLE TO SECURE VERIFICATION OF THE GUEST, DO NOT CHECK THE GUEST IN. SEND THE GUEST TO THE CONTACT GROUP. IF IT IS EVENING, HAVE THE GUEST CONTACT THE GROUP IN THE MORNING. FOR HOUSE SECURITY IT IS FAR BETTER NOT TO HAVE ADMITTED A VALID GUEST TO THE HOUSE DUE TO A PAPER WORK PROBLEM THAN TO ADMIT AN UNAUTHORIZED PERSON INTO THE HOUSE. Once a Guest has been confirmed to a House Assignment, have the Guest complete the Guest Registration Card. A dorm access card, room key, and/or suite key are issued to guests. Signing of the Registration card represents receipt of keys. MIT Students Students checking out of the House must report to the Desk. Pull the Registration Card or House Register and verify the forwarding address. The student should return all keys signed for. If the student has lost keys he/she may pay the fine at this time or the student's name should be turned into the House Manager for fee billing. All check-outs are to be noted on the House Residents Lists and reported to the House Manager. Preview and Minority Students Weekend Upon completion of the Preview and Minority Students Weekend, the student guests should leave the House. At the close of the weekend, the Desk Captain or the House Manager will contact the House Program Coordinator to insure that all guests have vacated the House. Graduation guests must report to the Desk for check-out. Pull their registration card and collect all card/keys signed for. If the guest has lost a card/key, a fee may be collected or the card may be turned into the House Manager who will bill the student host for the lost card/key. Update the Guest Lists of all check-outs and notify the Desk Captain and House Manager. Guests report to the Desk for check-out. Pull their registration card and complete all required information including check-out date. Collect all associated access cards/keys. If cards/keys are not returned, turn in the Registration card to the Manager who will bill the program for the lost key fee. Update all Guest lists with checkout information, notify the Desk Captain and House Manager. Packages Packages delivered at the House must be checked by the Desk Worker to ensure that the addressee resides in the House. All packages must be checked prior to signing the delivery persons receipt sheet. Record the package on the package receipt form and place it in the resident's mailbox. The resident must present an ID and sign the package slip to receive his/her package. The Repair Slip System provides a method of reporting needed repairs to the House Maintenance Mechanic. Repair slips are located close to the Desk. All slips should be dated and filled out completely. Separate repair slips are required for each repair request. Several Houses have a variety of equipment available for resident use. Equipment is checked out at the desk via the Logbook/ID system. Several Houses are equipped with special activity rooms available for resident use. Rooms are reserved via the log reservation system. Your House Desk may be equipped with a Desk Bank. The Bank is supplied with a limited amount of cash to provide services such as making change, collecting fees, and receiving deposits. Accounting of the Bank funds is to be completed and logged at the start and end of each Desk Worker's shift. The Spare Key system or "Key Board" provides an extra key to a resident in the event he/she is locked out of his/her room.
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