What is an RCR_What is the RCR Process_Why it's important to get it right. (6)
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Room<br />
Cond<strong>it</strong>ion<br />
Reports<br />
T R A I N I N G F R O M<br />
H O U S I N G O P E R A T I O N S
<strong>What</strong> <strong>is</strong> <strong>an</strong> <strong>RCR</strong>?<br />
The Room Cond<strong>it</strong>ion Report (<strong>RCR</strong>) <strong>is</strong> completed at check-in (by <strong>the</strong><br />
resident) <strong>an</strong>d check-out (by Residence Life staff) <strong>an</strong>d <strong>is</strong> used <strong>to</strong> record <strong>the</strong><br />
current state of a residential area. In order for <strong>an</strong> <strong>RCR</strong> <strong>to</strong> ex<strong>is</strong>t for <strong>an</strong> area,<br />
<strong>an</strong> inspection must be completed. During inspection, areas w<strong>it</strong>hin <strong>the</strong> space<br />
c<strong>an</strong> be recorded as having Normal Wear & Tear or Intentional, Careless,<br />
Excessive (ICE) Damage.<br />
<strong>Why</strong> <strong>is</strong> <strong>it</strong> import<strong>an</strong>t?<br />
The <strong>RCR</strong> <strong>is</strong> used in facil<strong>it</strong>ies m<strong>an</strong>agement, damage billing, <strong>an</strong>d <strong>the</strong> appeal<br />
process. An improperly filed or documented <strong>RCR</strong> impacts <strong>the</strong> following<br />
areas:<br />
Residents may not have <strong>the</strong> abil<strong>it</strong>y <strong>to</strong> comment on <strong>the</strong> cond<strong>it</strong>ion of <strong>the</strong>ir<br />
room.<br />
Damage charges may be incorrectly assessed<br />
Damaged furn<strong>it</strong>ure <strong>an</strong>d appli<strong>an</strong>ces may not be repaired or replaced<br />
Damage Appeals P<strong>an</strong>el may spend excessive time researching <strong>an</strong>d<br />
communicating about a poorly documented <strong>is</strong>sue.<br />
Charges may have <strong>to</strong> be reassessed by <strong>the</strong> Fin<strong>an</strong>ce Team.<br />
The Offices of Residence Life <strong>an</strong>d Housing Operations may not maintain<br />
<strong>the</strong> st<strong>an</strong>dard of cus<strong>to</strong>mer service <strong>an</strong>d care for residents that we expect of<br />
ourselves.
<strong>What</strong> <strong>is</strong> <strong>the</strong> <strong>RCR</strong> <strong>Process</strong>?<br />
Residence Life staff inspect <strong>the</strong> room or apartment <strong>an</strong>d create a Room<br />
Cond<strong>it</strong>ion Report in THD, before <strong>the</strong> residents move in.<br />
Residents are expected <strong>to</strong> complete a Room Cond<strong>it</strong>ion Report via<br />
MyHousing shortly after occup<strong>an</strong>cy <strong>an</strong>d subm<strong>it</strong> <strong>an</strong>y add<strong>it</strong>ional room<br />
cond<strong>it</strong>ion details.<br />
After check-out, Residence Life Staff are expected <strong>to</strong> complete <strong>an</strong><br />
inspection of all areas of <strong>the</strong> room, su<strong>it</strong>e, or apartment. Th<strong>is</strong> includes<br />
opening all doors, drawers, <strong>an</strong>d closets; checking light sw<strong>it</strong>ches, flushing<br />
<strong>to</strong>ilets <strong>an</strong>d turning on water faucets; checking all appli<strong>an</strong>ces (oven,<br />
microwave, d<strong>is</strong>hwasher, washer/dryer); checking blinds <strong>an</strong>d<br />
locked windows. In apartments, private bedrooms <strong>an</strong>d bathrooms may be<br />
checked before o<strong>the</strong>r roommates check-out.<br />
Examples of normal wear <strong>an</strong>d tear, which <strong>is</strong> <strong>the</strong> result of normal living<br />
cond<strong>it</strong>ions, include some mainten<strong>an</strong>ce <strong>an</strong>d appli<strong>an</strong>ce <strong>is</strong>sues. These <strong>it</strong>ems<br />
do not require immediate attention. At move in, document everything,<br />
including normal wear <strong>an</strong>d tear. Th<strong>is</strong> will protect <strong>the</strong> new resident who <strong>is</strong><br />
moving in.<br />
At move out, document everything on <strong>the</strong> <strong>RCR</strong>, but only take pictures of<br />
damages that are Intentional, Careless, or Excessive.<br />
Intentional, Careless, <strong>an</strong>d Excessive Damage, such as excessive paint<br />
tears, carpet stains/burns, broken furn<strong>it</strong>ure, lack of proper cle<strong>an</strong>ing, <strong>an</strong>d<br />
ab<strong>an</strong>doned belongings, must be documented.<br />
When in doubt, if <strong>it</strong> doesn't look or seem <strong>right</strong>, document!
Damage Documentation<br />
Log in<strong>to</strong> THD Mobile (https://thd.emory.edu/THD/mobile/) <strong>an</strong>d open<br />
Snapchat (if you do not have Snapchat on your phone, you c<strong>an</strong> borrow<br />
your building's iPad). Bring a compar<strong>is</strong>on object for scale (small ruler or<br />
<strong>an</strong> Emory Card works!).<br />
On THD, click on Room Cond<strong>it</strong>ion Reports <strong>an</strong>d navigate <strong>to</strong> <strong>the</strong><br />
appropriate room.<br />
If you find damages or m<strong>is</strong>sing <strong>it</strong>ems, ch<strong>an</strong>ge <strong>the</strong> drop down from<br />
"Good/Normal Wear & Tear" <strong>to</strong> ei<strong>the</strong>r "Attention Needed" or "M<strong>is</strong>sing".<br />
(Note, <strong>the</strong> status "Needs Inspection" indicates that <strong>the</strong> <strong>RCR</strong> was not<br />
completed at move-in.)<br />
Snap a pho<strong>to</strong> in Snapchat of <strong>the</strong> reported damage. Be sure <strong>to</strong> include<br />
<strong>the</strong> scale reference if required <strong>an</strong>d shoot all pho<strong>to</strong>s vertically or<br />
horizontally.<br />
Label <strong>the</strong> pho<strong>to</strong> using <strong>the</strong> template: "Room Number, Resident Name,<br />
Description & Location of Damage".<br />
Save <strong>the</strong> pho<strong>to</strong> <strong>an</strong>d upload <strong>to</strong> <strong>the</strong> appropriate folder in Box.
Bad <strong>RCR</strong><br />
Documentation<br />
1. The <strong>RCR</strong> does not match your pho<strong>to</strong>s.<br />
Nothing noted on<br />
<strong>the</strong> <strong>RCR</strong>...<br />
...so what are <strong>the</strong>se<br />
pictures?
Bad <strong>RCR</strong><br />
Documentation<br />
2. Pho<strong>to</strong>s do not contain <strong>an</strong>y notes.<br />
<strong>What</strong> Am I looking<br />
at exactly?
Bad <strong>RCR</strong><br />
Documentation<br />
3. Weird Angles.<br />
Th<strong>is</strong> <strong>is</strong> not <strong>the</strong> time<br />
<strong>to</strong> explore your<br />
art<strong>is</strong>tic side.<br />
Horizontal or<br />
vertical shots only,<br />
please!
Bad <strong>RCR</strong><br />
Documentation<br />
4. No Scale.<br />
Is that a 3 inch chip,<br />
or <strong>is</strong> <strong>it</strong> a 3 foot chip<br />
from really far away?
Bad <strong>RCR</strong><br />
Documentation<br />
5. Incomplete Information<br />
<strong>What</strong> room <strong>is</strong> th<strong>is</strong>?<br />
Also, what resident <strong>is</strong><br />
th<strong>is</strong>?
Perfect <strong>RCR</strong><br />
Documentation<br />
(Not pictured: rcr<br />
record in thd that<br />
matches th<strong>is</strong> pho<strong>to</strong>.)<br />
scale!<br />
Complete<br />
information w<strong>it</strong>h<br />
Room, Resident, <strong>an</strong>d<br />
vertical shot<br />
Notes
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