FT - Desk Log

HI Desk Log

Q.1

Which of the options below is the best format to log the following entry:

Resident Ashley Dubon came by the HI Desk and has reported mice in her suite CT - 0210 in Sixth College.

A. Ashley Dubon has reported mice in their suite. Please notify all suitemates.

B. Resident Ashley Dubon [A1849583] has reported seeing mice in their suite [CT - 0210]. UCSD campus pest control has been contacted [#1342934]. Resident appeared distressed by the situation and has demanded periodic updates on the pest control request.

C. Suite CT - 0210 has reported mice in their space. Pest control has been contacted. Refer to order number #1342934.

D. Ashley Dubon [A1849583] reported mice in their suite [CT - 0210]. UCSD Pest Control was contacted [#1342934]. - JA @ 10:18AM

Though answers B and C are also correct, they lack critical information that could be useful to the team such as providing the name of the resident reporting the incident and the information of the entry logger.

Q.2

Which of the following log entries is highlighted incorrectly?

A. Key inventory for PCW has been completed. Key inventory counts on the key inventory spreadsheet are up to date and damaged/missing keys have been recorded. - OW @ 8:58PM.

B. Office plants require watering. Plants are highly dehydrated and require attentive care. - RG @ 2PM

C. Operations process for issuing temp cards in PCW and Eighth College has been updated. Please refer to the OneNote manual for a descriptive explanation of the updated process. - MM @ 3:17PM

D. Fire alarm has been activated twice today. Fire Marshall has notified the office to anticipate a third fire alarm. OC @ 2:27PM

C. Operations process for issuing temp cards in PCW and Eighth College has been updated. Please refer to the OneNote manual for a descriptive explanation of the updated process. - MM @ 3:17PM

C is incorrect, because the log entry is highlighted as a "key Inventoried". Instead, it should be highlighted yellow as an "Announcement for Everyone".

Q.3

Out of the 4 categories that make up the daily desk log, which category is missing from the list?

Thursday 1/23/24

Sixth:

1. Staff Updates

2. ???

3. Mail/Packages

4. Other

Bedroom Keys & Move Ins/Outs

1. The User Interface

The Desk Log resides in Microsoft's note taking software OneNote. The log is restricted by parameters limited to OneNote's programmed capabilites.

Tabs

Navigate the top tabs to access the Courtesy Key Log and the Hi Desk Log.

Figure 1

Edits Page

Make edits to any log entries or other content.

Teams

Navigate through the different Teams joined/associated with. For all Hospitality Information logs, please access team (HI) Hospitality Information.

2. Understanding the Key

The desk log key provides a guide to categorizing desk log entries. For example, entries can be highlighted the color red to signify an urgency to read. Other entries can be highlighted the color pink to bring an FTE's attention to a particular student log entry.

Figure 2

Dates

The top date location represents the day of the week for which each category thereafter represents.

Sunday 1/19/25

Sixth: 

STAFF UPDATES

BEDROOM KEYS & MOVE INS/OUTS

MAIL/ PACKAGES 

OTHER

Eighth: 

STAFF UPDATES

BEDROOM KEYS & MOVE INS/OUTS

MAIL/ PACKAGES 

OTHER

Pepper Canyon West

STAFF UPDATES

BEDROOM KEYS & MOVE INS/OUTS

MAIL/ PACKAGES 

OTHER

3. Log Layout

The desk log is broken down by Week > Date > Office Location > Entry Category.

The structure of each day's log starts with a boldened day of the week i.e. - "Sunday 1/19/25" (Figure 1). The day is then categorized by office location, depending upon the location of your scheduled shift, you will make edits to that office location log exclusively.

Furthermore, there are several categories from which you can categorize your desk log entry:

Staff Updates: Updates regarding staff members, intercampus departments etc.

Bedroom Keys & Move Ins/Outs: Any and all things key related.

Mail/Packages: Any and all things package and mail related.

Other: Other miscellaneous information / Information not specified by the other categories.

Location

Represents office location

Figure 3

4. Log Entries

Compile a Desk Log Entry With An FTE

Type Here...

Desk log entries should be as descriptive and informative as possible.

"Rya resident's have reported the North facing elevator out of service. Maintenance request has been submitted [MX1395920]. Residents are advised to take the stairs until further notice." - JV @ 9:51AM.

Log entries typically follow the following layout when including specific information. For example:

> If you log an entry with a student resident's name, include their PID.

Resident John Appleseed [A1556789] has reported a missing wallet.

> If you log an entry with mention of a courtesy key, describe the type of courtesy key.

Issued a hard metal courtesy key to resident Oprah Winfrey [A1334593].

> If you log an entry with a Maintenance or IT request, include the order number provided.

Rya resident's have reported the North facing elevator out of service. Maintenance request has been submitted [MX459243].

Above all information mentioned above, ensure you sign each log entry with A. Your Name Initials and B. A Time Stamp of When the Log was Entered. I.E. -

Resident Beyonce [A155634789] complained about loud noise coming from the suite next door [Suite: RY - 0626 - 4] . - JV @ 9:51AM.

1. What is the Hi Desk Log?

Our office's record-keeping system, documenting all significant office activities and announcements. Its primary role is to ensure that every team member remains informed and up-to-date, regardless of their work schedule.

2. What is the importance of logging down information?

It helps us to stay organized and gain awareness by staying informed of all interactions made with students, staff, and other departments.

It improves efficiency by reducing the risk of misinterpretation, error, and duplication of tasks. It enhances communication with colleagues and sets the standard on what correct procedures to take. It allows accountability by letting us to retrace our steps and thoroughly investigate any mistakes that may occur.

3. What should we log?

Instances when you will need to add to the desk log:

Emergency Office Update
Issued Courtesy Key
Issued Temporary Access Keycard
Software Issues
IT Ticket Updates
Visits from Staff Members in other departments

If you are unsure if you should log it... LOG IT! Too much information is never a bad thing.