Completing a Room Condition Report, for Student Staff
Last updated: August 28, 2026
The resident portal enables student staff to efficiently assess and document the condition of rooms by completing Room Condition Reports (RCRs). This guide outlines the steps to rate room items, add notes and images, and submit the report to ensure accurate records for your management and set expectations for incoming residents.
Room condition reports can be initiated by student staff in two ways.
- Action List: Quickly access any incomplete reports assigned to you from the Action List. Click Start to begin the report directly.
- Navigation Bar: Select Staff from the navigation bar to access the student staff tools.
After selecting Room Condition Reports from the staff tools, you'll see a list of your assigned reports.
- To Be Completed: Reports assigned for completion but not yet submitted.
- To Validate: Reports that have been completed by either administration or a student, and now require the student staff member to review and validate the assessment to ensure accuracy.
- Completed: Reports that have been reviewed and submitted by the student staff member but can be reviewed if needed.
Click a room number to begin the room condition report.
Room condition reports display occupant details and a list of inventory items for assessment.
To assess each item, review its condition carefully and choose the appropriate rating from the following options.
- New: Appears to be in brand-new condition.
- Good: Shows minor signs of use but is in good condition.
- Fair: Has noticeable wear and tear.
- Poor: Significant damage or deterioration.
- Unusable: Item cannot be used in its current condition.
- Absent: The item is missing from the room.
- N/A: The item does not require assessment.
Add Notes and Images to an Inventory Item
In the Notes box, provide a description of any issues or specific details about the item's condition.
Click the + button to upload an image of the item you are assessing. Click the X located on the image to remove it from the report.
Submit and Review Reports
Once you have rated all items, click Submit to finalize the room condition report.
Once submitted, completed reports cannot be edited. The conditions and text will remain locked, and no further changes can be made. Be sure to carefully review your work before finalizing the submission.
