Emergency Protocol

In general, in the event of an emergency, each RA is expected to be of assistance regardless of the floor and/or residence hall in which the emergency occurs. Additionally, in emergency situations, RAs should always identify themselves to residents, emergency responders, University staff and other present as the Resident Advisor. This section reviews protocol for various emergency situations that RAs might encounter during the year.

Concern about a Resident

If an occasion arises where there is sufficient concern about a resident that you think warrants checking whether they are there, and/or all right, knock hard on the door to elicit a response. Be sure to say who you are and ask if the resident is in the room: for example, “This is (Your Name), your Resident Advisor. Are you there?” If the resident responds that they are there, we suggest that you respond by asking, “May I talk with you?” If the resident responds negatively, and that concerns you, you may want to say, “Are you all right?” If the resident does not open the door, or does not respond to your knock, it may be necessary for the University Police to open the door. In such a case, notify the University Police immediately and then call the Director of Residential Life.

Disruptive Behavior

Problems in the residence halls must be communicated to the Director as soon as possible. These problems can be of an individual, personal, policy, or maintenance nature. If there is a particularly serious problem involving a resident or if a confrontation has occurred, notify the Director immediately. If the Director cannot be reached, notify the Director of Student Services or the Dean for Student Affairs. Evenings and weekends, they should be called at home or on their cell phone. Do not ever hesitate to share a concern you may have.

You are expected to respond to residents and others in a timely manner regarding any issues, questions, etc. that are brought to your attention.

Situations develop sometimes which may involve responding to a resident who is extremely upset. RAs are expected to handle these situations appropriately. However irritating an interaction may be, RAs are expected to use appropriate language.

Please be sure to include information in your weekly report form about any disruptive behavior.

GSAS Commons Dining

One major question that arises in particularly inclement weather is whether the GSAS Commons dining facility will be open for lunch and/or dinner. Every effort will be made to communicate with the GSAS Commons Dining Manager as quickly as possible and to communicate the decision to RAs soon thereafter. When the GSAS Commons has been closed in the past, RAs have held programs to supply food and/or a meal in the past (potlucks, delivery, etc.). Although it goes without saying, it is important in an emergency, as in all situations, for RAs to remain calm and patient with residents and to make every effort to communicate that the situation is under control.

Emergency Call Boxes

Emergency phones for reaching HUPD are located on each floor at the top and/or bottom of each stairwell. There is one phone on each floor in Child, Conant and Richards, and two on each floor in Perkins. They are also located in each basement. There are roughly 56 emergency phones with blue lights over them around campus. In order to be directly connected to HUPD, please press the button labeled “Emergency.” Make sure to point out the specific location of the phone(s) on your floor to your residents upon move-in and/or during the floor meeting.

Evacuation Procedures

In the event of an evacuation of a residence hall(s), residents are expected to follow the procedures outlined below unless instructed otherwise by a Resident Advisor, University Police, or University administrator. RAs will be in close communication with the Director of Residential Life should an evacuation be necessary.

  • In the event that a residence hall(s) needs to be evacuated, RAs, University administrators, and/or University Police will notify residents.
  • In the event that a residence hall(s) needs to be evacuated, residents should exit the residence hall as quickly as possible. Residents of Child and Richards Halls should gather on the lawn adjacent to the Harkness Commons (Jarvis Field) near the steel sculpture, World Tree. Residents of Perkins should gather near the front of Maxwell Dworkin, and residents of Conant should gather on the Museum of Comparative Zoology lawn adjacent to Conant, unless otherwise instructed.
  • In a situation whereby a residence hall lounge(s) or other University location is available for residents to gather, a Resident Advisor will be present to serve as an information source and to provide assistance.
  • Residents who are ill, injured or who have another compelling circumstance should identify themselves to a Resident Advisor.
  • Students who have a disability should contact their Resident Advisor within two days after moving into the residence hall to review emergency procedures that apply to their particular needs.
  • If one residence hall needs to be evacuated, another residence hall would be designated as shelter space.
  • If all four residence halls need to be evacuated, ordinarily the QRAC (Quad Recreational Athletic Center), 60 Garden Street, will be designated as shelter space.
  • Please review the procedures to follow in the event of fire that are included on your manual.
  • While it is anticipated that the procedures noted above will be followed in most instances, unanticipated circumstances may necessitate other approaches. Residents will be informed of such changes by Resident Advisors.
  • Please  note  that  in  emergency situations,  rumors  often  abound.  In  such  instances,  consult  a Resident Advisor for clarification.

Harvard University Police

In any situation involving safety and security or medical emergency, never hesitate to call the University Police, 617-495-1212. Do not call the Cambridge Police. The University Police Department has been provided with the GSAS Emergency Protocol, which includes the list of GSAS Administrators to call in the event of an emergency. The Police are also provided with the list of RAs so that in the event of a lockout or other instance in which a resident needs assistance, the Police dispatcher is able to refer them to the appropriate RA.

Please note that if the Police need to enter a residence hall, they may not inform the RA. If you are aware of an instance in which the Police enter a residence hall, please obtain as much information as you can about the situation, including names of officers involved, and notify the Director of Residential Life immediately. Please always request the name(s) of officer(s) with whom you speak whether it is on the phone or in person.

Illness/Injury

If one of your residents is ill or injured, and particularly if they are hospitalized, please notify the Director. There may be circumstances involved that necessitate needing to make special academic and meal arrangements, etc.

Suicide

If you are concerned that someone may be suicidal, call the Director of Residential Life Immediately. Additional information will be discussed during training and the “Gatekeeper Training” in early September.