One of the most stressful times for Fraternity House Corporations is move-in day. A good check-list can help alleviate future issues and make for a smooth transition for the members living in and their parents. On the following page is a good checklist to assist and protect house corporations.
1. Videotape the entire chapter house
(inside and outside) including every bedroom and preserve the videotape somewhere it can be easily reviewed. While videotaping, note inventory and condition of items in each room including flooring, walls, windows, blinds, smoke detectors, etc.
2. Ensure routine maintenance work on all HVAC systems
have been done and boilers have up-to-date tags and certificates. Test all HVAC units before the students return to make sure they are working properly (Heating and Cooling).
3. Ensure all Fire Alarm and Fire Sprinkler Systems have been inspected and have proper tags.
4. Ensure fire extinguishers are properly tagged and hanging in the correct locations.
Remember kitchen fire extinguishers are Class B and are typically silver compared to the red fire extinguishers found throughout the house.
5. Grease Traps must be cleaned
and scheduled for regular cleaning throughout the school year.
6. Have a key system in place
with a lockable key cabinet where an extra key for each room is secured.
7. Ensure that a Master Key is in a Knox Box on the front of the chapter house.
A Knox Box can only be opened by the Fire Department and allows them access to the chapter house. If you have a key code on the front door, ensure that the code is also placed in the Knox Box. Contact your local fire department who will be glad to place the keys and codes in the Knox Box.
8. Make sure House Corporations have collected Leases/Subleases for all tenants
who will live in the chapter house along with parent contact information.
9. Send out a list of rules and expectations for living in the chapter house
to all tenants and parents and post a copy on each bedroom before they move in.
10. Meet with any staff including house directors, cleaning staff, and culinary team members.
Set expectations for the academic year and chain of command for communications.
11. Order any supplies needed for the start of the semester
including toilet paper, garbage bags, cleaning supplies, plates, cups, bowls, utensils, and food for cooking.