Using Daily Notes (or "Duty Logs"), for Student Staff

Housing.Cloud includes a flexible tool called "Daily Notes" that allows Student Staff (like Resident Assistants) to record extended notes for record keeping purposes. Schools have different names and potential uses for these notes, including "Duty Logs" or "Daily Logs."

At many schools, a "daily note" or “duty log” is a record-keeping tool used to document events, incidents, and activities that occur during a staff member’s duty shift. It typically includes entries made by Student Staff like Resident Assistants (RAs), Hall Directors, or other housing staff to ensure that important information is recorded and communicated to the appropriate parties.

Key elements often included in a duty log are:

• Date and Time: When the event or activity occurred.
• Staff on Duty: Names of the staff members who were on duty during the shift.
• Incidents: Details of any incidents, including descriptions of what happened, who was involved, and any actions taken.
• Maintenance Issues: Reports of any maintenance problems that were identified during the shift.
• Safety and Security Checks: Notes on routine checks performed to ensure the safety and security of the housing facility.
• Visitor Information: Documentation of any guests or visitors, including the purpose and duration of their visit.
• Policy Violations: Records of any policy violations observed and the steps taken to address them.
• Follow-up Actions: Any tasks or actions that need to be followed up by the next shift or other staff members.

How to Create a Daily Note

Student staff members can access Daily Notes by clicking on the Staff item from the navigation bar.

 

Click Daily Notes.

 

The Daily Notes text box allows you to submit attachments alongside the body of text.

 

Record your note, then click Submit.

 

All of an individual’s submitted logs will appear on the right hand side to allow for personal tracking.

 

Housing admins can access Daily Notes in the admin portal at any time.