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Facilities Management (FM) Procedure for Entering Resident Rooms

(including bedrooms, suites, & apartments)

Resident rooms are private spaces in which residents are afforded certain rights as spelled out in the
Residential Life (RL) Housing License. Care must be exercised when entering these spaces so as not to
infringe upon these rights and help residents feel safe and secure in their living quarters. This procedure
must be followed for all entries, unless a room is confirmed vacant. Never assume a room is vacant,
even during break periods.
1. Types of Work
a. Resident-Initiated: Once a resident submits a request for University maintenance
personnel to repair something in their room, the resident acknowledges that
maintenance staff may enter without further notice.
b. FM-Initiated: For non-emergency work not requested by the resident, contact the
appropriate RL Area Office and have Residential Life staff provide at least 24 hours
advance notice of entry to the resident(s), providing a specific time range they can
expect you.*
c. Emergency: For emergency work, such as situations involving health, safety, or urgent
maintenance issues (including significant drops in temperature that may cause damage
to University property), authorized University personnel may enter without prior notice.
2. Knock loudly while announcing “Facilities Management” loudly. Pause to allow for a response,
and knock again.
3. If still no answer, contact the appropriate RL Area Office to request a staff member accompany

you. If no RL staff is available, another FM staff member may accompany you. For Resident-
Initiated or Emergency work, skip this step and go directly to Step #4.

4. Knock loudly again, announce that you will be keying into the room, and then announce loudly
that you are entering the room.
5. If a resident answers the door, identify yourself by name & department, explain the purpose of
your entry. If requested, you must present your University ID Card. If the resident does not give
their permission for you to enter, contact RL staff or University Police.
6. For all entries:
a. Keep the door propped open while you are in the room.
b. Staff may not open drawers, closets, & wardrobes, or move personal belongings unless it is
explicitly necessary due to the purpose of entry.
c. Upon completion work, ensure sure work area is cleaned up, lights are off, & doors are
secured.
d. If there was no resident in the room, upon completion of work, leave a completed Work
Response Card on the door handle.

*For the purpose of this policy, scheduled cleaning of suite restrooms is considered work requested by
the resident. Additionally, Custodial staff may enter rooms alone and do not use Work Response Cards;
however, all other provisions of this policy must be followed.