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DOrm staff handbook

There will be many different handbooks for dorm staff depending on the type of school. Below is an outlined sample of what a Dorm Staff (Specifically in a Boarding School environment) Handbook could entail. This will help you develop a handbook and/or improve your current dorm staff handbook at your school.  

MISSION

(Important to know and how to continue this mission)

WELCOME LETTER

(Every staff should get a welcome and welcome back letter)

PREFACE AND PHILOSOPHY

(The goal of this handbook and school)

SCHOOL: HISTORY

(How the school/program started and where it wants to go?)

ACCREDITATION & MEMBERSHIPS

(Staff should know and say when asked is the school accredited)

THE KEY  VALUES

(What are the values of your school?)

THE ROLE OF RESIDENTIAL PERSONNEL

(Provide Job Descriptions for each staff)

 

Note: Some Sections may have a link to show you an example on how it can be written.

 

SCHOOL POLICIES AND PROCEDURES

           

            SECTION 1: DRUGS, INHALANTS AND ALCOHOL

            SECTION 2: CONFIDENTIALITY (Some information is not meant to be shared. Make sure this is written clearly)

            SECTION 3: DISCIPLINE (What kind of consequence can employee give to a student? What are the limitations?)

            SECTION 4: EMPLOYEE DRESS CODE (Do they have to wear a uniform? What is appropriate attire? ID Tags/Badges?)

            SECTION 5: PROFESSIONALISM (Define your view on Professionalism for your employees)

            SECTION 6: GIFTS (Parents and other parties tend to give gifts. Can your employees accept gifts? To what extent?)

            SECTION 7: HEALTH, ACCIDENT AND SAFETY PROCEDURES (Worker's Compensation procedures? Injury Report Forms?)

            SECTION 8: REPORTS (What kind of reports do you expect from your employees? Student Progress Reports? Incidents?)

            SECTION 9: TOBACOO PRODUCTS (Can staff smoke on campus? Designated areas? Non-Smoking Campus Policy?)

            SECTION 10: EMPLOYEE EVALUATIONS AND BONUSES (Are there incentives for employees? How are bonuses issued?)

            SECTION 11: CONTINUING EDUCATION (Do you provide employees with tuition-reimbursement for continuum education?)

            SECTION 12: IN-SERVICE (How often are you developing your staff with creative methods to improve the program and school?)

            SECTION 13: EMPLOYEE PURCHASES (Procedures are using personal money and asking for reimbursements? When is a PO (Purchase                                     Order form needed? Who to submit these forms/receipts to?)

            SECTION 14: STUDENT/EMPLOYEE RELATIONS (Expectations/policies to keep employee and student and school safe at all times)

            SECTION 15: STUDENT SIGN OUTS (Policies on how students can leave campus? Forms to be completed? What is permitted?)

            SECTION 16: TELEPHONE AND OFFICE USAGE (Staff will use unless told otherwise. What are these rules and expectations?)

            SECTION 17: HELPDESK (Not every staff is tech-savvy. Who helps with these complicated issues?)

            SECTION 18: VEHICLE USAGE (Staff will use unless told otherwise. What are these rules and expectations?)

            SECTION 19: STAFF PERSONAL VEHICLES (Must staff have a window school ID sticker? Parking Permit?)

            SECTION 20: VISITS TO FACILITIES (Can staff invite people to campus? Who they should let know before the invitation is sent?)

            SECTION 21: RESIDENTIAL ADVISOR/HOUSEPARENT/DORM PARENT BINDERS (Keep your employees organized)

            SECTION 22: STAFF MASTER KEYS (Is there a form to be completed to get staff keys? Lost Key Fee? Opens which doors?)

            SECTION 23: FIRE/DISASTER PREPAREDNESS DRILLS/CATASTROPHIC EMERGENCIES (How is everyone informed of such cases?)

            SECTION 24: LOCK DOWN PROCEDURES (What is the secret code to initiate and deactivate a Lock Down at your school?) How is this                                        communicated safely?)

            SECTION 25: MEDICATIONS (Can students keep medications in their rooms? Which are acceptable? Where are medications stored?)

 

CONT’D (POLICIES AND PROCEDURES)

            SECTION 26: MAINTENANCE (Who is responsible in keeping the work space presentable? Dormitory presence?) Who to contact for                                         maintenance issues?)

            SECTION 27: TRAVEL DAYS (Are your employees working a full day on travel day or half day? Who decides who is transporting                                                   students?)

            SECTION 28: LOG BOOK (When should something be logged? Where? How is this log communicated with the rest of the staff?)

            SECTION 29: CLASSROOM VISITATION (Are dorm staff allowed to visit classrooms and speak to their resident teachers? What are the

                                    procedures?)

            SECTION 30: FIRE DRILLS (How to initiate a Fire Drill and deactivate a Fire Drill at your school?) How is this                                                                                                                  communicated safely? Who keeps records of these drills?)

 

EMPLOYEE BENEFITS AND POLICIES

            GENERAL INFORMATION

            SECTION 1: HEALTH INSURANCE AND LIFE INSURANCE (Where is this information available? Who to contact for benefits at your                                          school?)

            SECTION 2: STAFF ABSENCES AND LEAVES (Is a form required to take a day-off? Personal Leave? What are the steps?)

            EXTENDED ILLNESS | PUNTUALITY |TIME OFF FOR FUNERAL OF A RELATIVE| EMERGENCY/PERSONAL LEAVE| HOLIDAYS |

 

VACATION, HOLIDAY/ POLICIES

            SECTION 3: CREDIT UNION 

            SECTION 4: PENSION PLAN (Which company you are contracted with? How many years vested?)

            SECTION 5: JURY DUTY (Do employees get paid for this service? Form to be completed, where? Submit to whom?)

            SECTION 6: NON-DISCRIMINATION (Generally stated in a every workplace but must be visible to current/future employees)

            SECTION 7: TIME SHEETS AND PAY PERIODS 

            SECTION 8: PERSONNEL FILE (Who keeps file and procedures in obtaining information or dispute?)

            SECTION 9: RESIGNATION (What are the procedures at your school to resign? Submit the letter to whom?)

            SECTION 10: FUNDRAISING ACTIVITIES (How can an employee help with generating funds for the school? What to do with a                                                       donation?)

            SECTION 11: PUBLIC STATEMENTS BY EMPLOYEES (About to do a speech and want to mention the school. Is this ok? Who needs to                                       approve of speaking for the school?)

 

SCHOOL SOFTWARE (RENWEB, POWERSCHOOL, ETC.) (How to use these software? Where to get training?)

 

RESIDENCE LIFE STAFF QUESTIONS & ANSWERS (Q&A) (Great information for dorm staff)

 

(COMMON QUESTIONS THAT ARE ASK AND ANSWERS WE PROVIDED)

WHERE DO I GET?

(E.g. TIME SHEETS, SUPPLIES, ID TAG & CARDS, E-MAIL ACCOUNT, CALLING CODE, JOB DESCRIPTIONS, etc.)

 

WHAT TO DO IF YOU NEED TO CALL 911(What are the steps? Who contacts the administrator of the school?)

 

WHAT TO DO IF YOU NEED TO TRANSPORT A STUDENT TO THE HOSPITAL (Step by Step on how to proceed?)

 

SCHOOL CODE OF ETHICS

Disclaimer: "Lugo International School" is a fictional name used throughout documents for sample purposes.

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