Our student staff close the building each night and we are currently looking to revamp our end-of-night procedures. We have them complete a daily round sheet, which is done once per hour and again at closing, but we are thinking of adding a closing report for all areas to fill out to report (i.e. If a group resisted leaving at the closing time, if we are running low on any supplies, etc.) to increase effective communication.

Does anyone have a successful plan or document they would like to share?

Thanks,

Matt Wise

Lock Haven University (PA)

Hi Matt,

At the end of the night, the closing manager emails a report to a distribution list with all of the lead constituents in the Student Union that would benefit and a few of the constituents in our University Center.  The Building managers are also included.  I have attached a sample.  It has helped our communication with continued guidance on objectivity and grammar.   

I conducted a survey to see how efficiently the report was serving the department and we made changes based on responses.

Hope this helps,

Danielle Rodriguez

UNC Charlotte

Matt,

My student Building Managers have a computer at their desk. Each night a drop a report in a folder on that that desk. That reports tells them everything they need to know about the night, and they are required to log on to that report, and leave me information by the hour about what is happening at night.  At the end of the night, they just close out of the report and save it.  In the morning, from my computer I can log onto that report and read about what happened that night. I can then save that report in my files in case they are needed later.  This process seems to work well for us.

Josh,

Thanks so much! Would you mind including those that you use now. We are a fairly small union building and might benefit from those as well - starting from scratch!

-Matt

Danielle,

I was unfortunately unable to open your attachment. Would you be able to email it to me at mwise1@lhup.edu? Thank you very much!

-Matt

Hello Matt,

Our building managers close the USU at night and open/close on the weekends. The building management staff fill out the daily building management report. I review the report in the morning and communicate that information to other departments.  Please find attached the report for you review. I hope this helps.

Pamela Lewis, CSU Long Beach

Matt and all,

Here at Syracuse University we created a wiki this fall for our entire student staff.  The building managers have a report that they fill out on each shift.  When they submit it it goes to a spreadsheet that the staff can review.  It includes checklists for their job duties, broken down by the particular time of day their shift is.  They also have separate reports on the wiki for the setups they do, which also go into a spreadsheet.  They have another report that is for custodial and maintenance issues.  When they submit that report it emails directly to the supervisors in those areas so they can document and respond appropriately.  

This new format has worked very well.  We emailed the report to a bulk distribution previously.  The main goal was for us to have a more functional report, which we do. 

The wiki is part of google sites, and is private and only accessible by our student employees and staff.  We control the access.  We "stole" the idea from Valparaiso who was doing a similar thing with their students.

Let me know if you have any other questions.

Dave

David Pennock, Syracuse University

Regional Director, Region 2

dhpennoc@syr.edu

David, thanks for the credit and shout out to Valpo! And if there was one thing that I learned when I was in video production: As long as you make at least three changes, it's yours! Sounds like you definitely did that by integrating the shift reports into a spreadsheet. We used it mainly as an information repository that they could search, so bravo to you!

- Jon

 (formerly of Valaraiso Univeristy)

At Temple, we  use google docs. We have created 3 online forms that the managers fill out every time (rounds, event report, facility/equipment). They are survey-like and the specific questions forces them to provide exactly the information that we need. You can also set notification alerts that e-mail you whenever someone submits the form. Lastly, the form generates a spreadsheet, making it easier to sort through and track the issues and add comments.

If your institution does not use Google apps, you might want to look into Blackboard.

Good luck,

Sharon Torres

Asst. Director,

Howard Gittis Student Center

Temple University