REO wants every students' live-on experience to be as positive as possible. The Guide to Living in the Halls provides residents with a variety of helpful tips and resources. Click on the following link to view the Guide to Living in the Halls.

In order to ensure everyone has a positive experience in the halls all residents are expected to abide by a set of policies and regulations. Click on the following link to view the departments' Policies and Regulations.

In the event of an actual fire or fire alarm, follow the Fire Alarm Protocol. After each Fire Alarm (false or real) the responding RHC should complete a Fire Alarm Report Form.

If you are a visual learner use the Brown Sheet tutorial. Read on down if you would like a step by step description of the process.

The judicial process is easy to catch on to but there are several steps you will need to remember. For a list of hall policies residents agree to follow as part of their housing contract, click the link for Policies and Regulations. For a better understanding of how our judicial process works read the following step-by-step outline of how an incident is resolved from beginning to end:

1. RAs encounter an incident.
   For this example, we will say that two RAs on rounds walk by a room and notice five people in a room. Two of the people are holding beer cans. The other three people are not holding beer cans and are sitting or standing inside the room.
2. RAs identify themselves and collect Red IDs.
   The RAs should confront the situation automatically because the door to the room is open. Residents 21 years of age or older are permitted to have alcohol, but their door is to remain closed if they are in possession of alcohol.
   In this case, we do not know if everyone is a student of SDSU or not, but RAs should collect Red IDs first. An alternative form of ID is only acceptable if the person is not an SDSU student. The RAs will collect IDs from everyone in the room and write down their Red ID #, first and last name.
3. RAs document incident.
   After the RAs have collected IDs and written down the required information, all guests (anyone who does not live in the building) should be escorted out of the building and told they are not permitted back for the remainder of the night. The RAs should then officially document the incident by completing an electronic Incident Report form. The RAs should then print the incident report, sign it and place it in the RHC's box.
4. RHC completes a "Brown Sheet."
   The File Management Record form is affectionately known as the "Brown Sheet." It gets its nickname because the sheet that keeps track of the judicial process is (what else) brown.
   
   Filling out the brown sheet:
   1. In the top right corner, the RHC notes how many incidents the resident has been involved in.
   2. The RHC fills out the top of the brown sheet, which includes first and last name, Red ID, hall and room # and date of birth.
   3. Below and to the right of the resident's information there is a row of letters with the prompt "circle violations" to the left. Circle the letter(s) that correspond with the policy violation(s). Look at an incident report for a list of policy violations and their corresponding letters.
   4. Immediately below the resident's information there is a blank space for the incident date and the alleged policy violation(s).
      ex. If the resident was allegedly involved in an alcohol violation on September 8, the RHC would write "9/8 -- Alcohol."
   5. The next step is to decide whether to send either a letter or a notice to appear. If the policy violation is not major (such as a first time noise violation) and the resident is clearly in violation, sending a warning letter may be appropriate. If it is unclear from the incident report if the resident is in violation or if the incident is a severe violation, sending a notice to appear is appropriate. The RHC will circle either "No" to send a letter or "yes" to send a Notice to Appear and schedule an informal judicial conference.
5. RHC makes copies of the incident report and attaches a brown sheet.
   The RHC paper clips one copy of the incident report to each brown sheet. There should be a brown sheet and an incident report for every person involved in the incident.
   In the above example, the RHC would make six copies of the incident report. One for each of the residents involved and one to give to his/her supervisor.
6. RHC gives brown sheets/copies of incident reports to Judicial Asst.
   Usually the Judicial Asst. prefers incoming files to be placed in the bin on the office door.
7. Judicial Asst. creates a Notice to Appear
   The necessary information for the Notice to Appear (NTA) is filled in by the Judicial Asst. and creates a separate file for each student. The files are then placed in the corresponding RHC's folder in the Judicial Asst.'s office.
8. RHC signs NTA and sends a copy to each student.
   The RHC reviews each NTA to make sure it is accurate and then signs it. The RHC places the NTA in an envelope and has a DA create a package slip for each letter. This way there is a record of when the resident picked up his/her NTA.
9. RHC holds informal judicial conference with each student.
   
   How a typical informal judicial conference goes:
   1. The RHC introduces himself/herself to the student.
   2. The RHC then reads the official letter that is used to start each judicial conference. The letter is on the opposite side of the Case Notes.
   3. The student then initials he/she understands the letter.
   4. The student is given an opportunity give his/her side of the story.
   5. The RHC writes notes on the other side of the Case Notes form.
   6. The RHC asks follow up questions.
   7. The RHC then informs the student that he/she has to meet with every student involved before making a final decision and that once the final decision is made the student will receive a letter in the mail with a written copy of the decision.
10. RHC meets with all students involved and then makes a final decision.
    The RHC reviews the case notes from everyone involved in the incident and then makes individual decisions for each student. Some students may be found responsible for violating certain policies and some students may be found not responsible or found responsible for violating a different policy.
    ex. In the above case, the two students holding beer cans will likely be found responsible for violating the alcohol policy. The three other students may be found responsible for violating the alcohol policy (if they admit to drinking or if they were in the room for a long period of time) however, the three students who were not holding any alcohol containers may instead be found responsible for violating the passive involvement policy for failing to remove themselves from the room.
11. RHC completes necessary paperwork and turns file into Judicial Asst.
    The RHC fills in the necessary lines on the brown sheet and completes a Case Sanction Outline and Counseling Referral Form if necessary. A Case Sanction Outline is needed for any sanction higher than a warning and a Counseling Referral Form is needed for any student referred to the ASPIRE or Successful Community Living programs, which are conducted by Counseling and Psychological Services. The RHC then turns the completed file into the Judicial Asst.
12. Judicial Asst. prepares necessary paperwork
    Depending on what decision the RHC makes, the Judicial Asst. generates either a letter or a Settlement Agreement. A Settlement Agreement is essentially a contract that states the student agrees to complete the assigned sanction.
13. Student is sent letter/Settlement Agreement.
    The RHC picks up the students' files from the Judicial Asst., signs the letter or Settlement Agreement and has a DA log the envelopes in the package log. The student then signs for the envelope and reviews his/her letter or Settlement Agreement.
14. Student either agrees with decision or begins appeals process.
    Students who receive a warning letter have a right to an appeal, but students receiving warnings almost never appeal. Students receiving Settlement Agreements either sign and return the appropriate form to the RHC or choose to go through the appeals process. Students who agree to the terms of a Settlement Agreement must meet certain deadlines (such as completing the ASPIRE program by a certain date) or else they will have a registration hold and will be unable to register for classes the following semester.
15. The appeals process.
    
    Students who wish to appeal follow this process:
    1. The student must turn in a typed explanation of why he/she disagrees with the decision.
    2. The RHC then schedules another meeting with the student to discuss why the decision was made.
    3. If the RHC and student cannot come to a resolution, the RHC informs the student that his/her file will be forwarded to the Center for Student Rights and Responsibilities.
    4. The student meets with a judicial officer from CSRR.
    5. If the judicial officer and the student cannot come to a resolution, the student goes to a formal hearing.
    6. The student attends a formal hearing where a final decision is made regarding the situation. Formal hearings are very rare-- appeals seldom go beyond meeting with someone from CSRR.
16. Student completes sanction(s) and RHC closes out file.
    After a student has completed the agreed upon sanctions the RHC will sign off on the brown sheet that the file is complete and then put on the documents in the file the order outlined in the CSRR File Order form. The RHC then sends an e-mail to the Judicial Asst. to confirm the file is complete and then files the folder in an office filing cabinet.

Click on the following link for specific instructions for the Payroll System.

RHCs are also expected to run an Academic Incentives program for their RA staff. There is a specific all-hall (fake) money system for RA Academic Incentives. You can keep track of academic progress using a poster/chart or you can click the following link for a copy of an Excel spreadsheet that is designed to chart RA Academic Incentives.

At the end of each semester the staff with the most money gets a pizza party. At the end of the year banquet, there is an academic incentives prize auction where RAs can "spend" their cash.

Click the following link to view the schedule for RHC Training.

RHCA Training

RHCA Training takes place the week before RAs arrive. Training focuses on desk set-up, supervision and administrative procedures, such as payroll.

Click the following link to view the schedule for RHCA Training.

RA (and AM) Training

RA Training takes place during the two weeks before the residents arrive. The days are long and intense so prepare yourself for a fun but exhausting two weeks. In general, RAs learn about student and community development, campus resources and administrative procedures. AMs arrive five days after the RAs arrive and participate in some of the activities during RA Training but for the most part AMs have their own separate training that is planned by the Academic Coordinator.

Click the following link to view the schedule for RA Training.