# Facilities Procedures **Balconies (Richards Hall)** The door to the first floor balcony should be closed at all times to prevent intruders from gaining access. Residents using the first floor balcony can use their room key to unlock the door. **Bathrooms** Bathroom designations for fall 2016 are pending. Please note that except for the basement of Child, these designations will change at the end of January. **Bulletin Boards** RAs are expected to post flyers, etc. on the bulletin board(s) on their floor in a timely manner and to check bulletin board(s) several times each week to remove items that are outdated. **It is each RA’s responsibility to be aware of any authorized event in the GSAS residence halls.** Authorized events will be included on the GSAS Residential Life Google Calendar. **Cleaning Supplies** Mops are located in the slop sink area on every floor. Vacuum cleaners can be borrowed from the Facilities Manager. **Common Areas** Tidiness and cleanliness in the common areas contribute to residents’ safety. It is the RA’s responsibility to care about the appearance and good order of those areas and to keep track of furniture in them (and in kitchens) and to inform the GSAS Facilities Manager of any problems. If you observe that furniture has been moved from its proper location, please inform the Manager so it can be put back. Missing items should be reported to the Manager. Any lounge chairs placed on the balconies of Richards must be returned after the resident has finished using them. **Decorations Per City of Cambridge fire ordinances, decorations in hallways must be tacked neatly and flatly against the wall. Decorations that hang from the ceiling or protrude from the wall are considered fire hazards and are prohibited. **Fire Drills** A pre-planned fire drill is held each Fall Term (generally October). The fire drills are extremely important, and all residents are required to leave the residence halls. You are expected to inform the Director of anyone who does not do so. **Fire Safety** RAs are expected to be thoroughly aware of the fire safety rules and regulations contained in the *Residence Hall Handbook* and to emphasize these responsibilities at floor meetings, particularly fire safety in the kitchens(s). The following letter to RAs from Mark Collins, Associate Director of Occupations and Facilities Safety, and information that follows about your responsibilities emphasize your extremely important role regarding fire safety. Responsibilities of RAs 1\) During floor meeting in September and February, provide an overview of fire safety processes and procedures. These details will be provided on the floor meeting script and agenda. 2\) Report fire hazards to the Director of Residential Life and the Facilities Manager. Speak to residents if you observe chronic programs, and make every effort to correct violations such as fire doors that are propped open, cluttered exit passageways, etc. 3\) Participate in the annual fire drill (usually held during the Fall Term). 4\) Fire drills are a very important way for residents to practice evacuation procedures. Learning alternate escape routes and understanding their responsibilities in the event of fire contribute to residents’ safety. Knowing proper procedures for exiting could save lives during an emergency. - Check for complete evacuation of your area and report those not exiting to the Director of Residential Life. - Check for and report any fire safety problems (i.e. blocked exits, malfunctioning alarms, etc.) to the Facilities Manager. 5\) In the event of a fire emergency, RAs and residents should exit the residence hall as quickly as possible. Residents of Child and Richards 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. 6\) RAs should identify themselves to the Fire Department representative. Notify the Fire Department and emergency personnel of unaccounted persons and/or persons who are disabled. Note, if known, the location of the fire and any trapped persons, and convey this information to the Fire Department and emergency personnel. **Furniture** Furniture must not be moved out of or exchanged among rooms. **Holiday Decorations** Safety guidelines set by the University and by the City of Cambridge are as follows: - Evergreen decorations and fresh trees are a potential fire hazard and are therefore prohibited indoors. Only artificial nonflammable Christmas trees and decorations are permitted. - All decorations must be made of fireproof material and arranged so that they are not hazardous in any way; they should not block, hide, or camouflage any exit. - Candles or lamps with open flames are not permitted. - All electrical decorations should be inspected for wear and tear before plugging them in. All extension cords and electrical decorations must be labeled as “Underwriters’ Laboratories” approved. **Kitchens** It is the responsibility of the RA to oversee the condition of the kitchen and to communicate with the residents of his/her floor about problems with kitchen upkeep. RAs should remind residents at floor meetings and through notices, as necessary, about kitchen rules and regulations and implement correction of problems that may exist. It is particularly important to emphasize fire safety; e.g., use of toaster ovens. RAs may request that the refrigerator on their floor be cleaned by the custodial staff as necessary. Please contact the Director of Residential Life to make arrangements. **Operations Center** Please note Operations Center phone number: 617-495-5560. The Operations Center should be called in the event of a facilities emergency, or if the Facilities Manager cannot be reached during a facilities emergency. The Operations Center should *never* be called in the event of a non-emergency facilities concern. **Recycling** The residence halls have single stream recycling. Recycling is maintained by custodial service. Please notify the Facilities Manager if recycling is not being removed in a timely manner. **Reporting Facilities Problems** Improper functioning of stoves, refrigerators, microwaves and other appliances may create health and safety hazards; therefore, prompt repair is important. Any problems with regard to the kitchen (stoves, oven, disposal, refrigerator), routine problems such as missing light bulbs in common areas, leaky faucets, concerns about cleaning, or other concerns should be brought directly to the attention of the Facilities Manager: . Any matter not corrected within the timeframe communicated by the Facilities Manager should be brought to the attention of the Manager and the Director of Residential Life. **Shower Curtains** Shower curtains are changed 4 times a year in August, December, March, and June. **Smoking** Smoking is prohibited in the residence halls. If you anticipate problems regarding the smoking habits of any residents on your floor, please let the Director of Residential Life know as soon as possible. Please note that smoking is not permitted on the balconies of Richards Hall. **Spills of Blood and Bodily Fluids** Bio hazardous spills include bodily fluids (e.g. blood, urine, vomit, etc.). These fluids can pose a health hazard during cleanup activities, and should not be handled by untrained personnel. Cleanup should be performed only by properly trained personnel, using proper equipment and materials. Many custodial staff members have been specially trained in proper cleanup procedures. In case of a bio hazardous spill, advise residents to immediately contact the Resident Advisor, GSAS Facilities Manager (617-495-0747) or Residential Life (617-495-5060). For spills that occur during nights, weekends or holidays, contact the University Operations Center at 617- 495-5560. Once the RA is notified, they should: 1\) Restrict access to the area of the spill 2\) Post the notice advising passersby of the spill and associated hazards (hand-written is ok) 3\) Call appropriate personnel as noted above 4\) Ensure that the area is cleaned up and decontaminated before permitting access 5\) Refer any exposed personnel to UHS for follow up Should one of your fellow residents spill bodily fluids, they should be urged to clean up after themselves whenever possible. A can of Lysol disinfectant is provided in each kitchen and bathroom for the use of residents. The resident should spray the affected area thoroughly, allow several minutes contact time, and clean the area thoroughly. In the event that the resident cannot perform the clean-up, contact appropriate personnel as listed above.