QR Code-based Routine Management System for Dormitory Hygiene

Original article: https://cli.im/article/detail/1825

Background

As the primary living space for college students, dormitory hygiene and safety directly impact their physical health and mental well-being. Particularly under the normalization of pandemic prevention and the high incidence of seasonal diseases during winter and spring, maintaining daily cleaning and ventilation has become crucial. While dormitory management remains a key focus for universities, traditional inspection methods relying on sporadic manual checks by counselors prove inefficient for routine monitoring across numerous dormitories. Paper-based or digital record-keeping also creates challenges in data consolidation and retrieval.

Taking the 2020 Computer Science cohort (326 students across 55 non-mixed and 12 mixed dormitories) as an example, traditional physical inspections were time-consuming and inefficient.

To address these challenges, we developed a QR code-based routine management system using CaoLiao QR Code Platform. Implemented from November 1, 2020 to July 1, 2021 with support from student disciplinary inspection teams, this system achieved remarkable results as outlined below:

Implementation Process

1. Platform Application & Mechanism Development

Established a rotating duty system where dorm members take turns cleaning according to bed numbers (1-6) on a daily schedule. This schedule was imported into CaoLiao QR Code Platform to generate 55 customized dormitory QR code labels through bulk templates. These labels were printed and visibly displayed on each dorm door.

Conducted training sessions for dorm leaders to explain the duty system and operation procedures. Implemented a scoring mechanism linking cleaning performance to comprehensive evaluations (1-point deduction for missed submissions or poor quality). Daily duties required students to scan QR codes and upload timestamped photos of key hygiene indicators (floor cleanliness, balcony status, ventilation, bedding arrangement, and smoking prohibition) through camera-only uploads to prevent photo reuse.

2. Team Building

Leveraged student self-governance through disciplinary inspection teams. After specialized training on platform operations, team members:

• Conducted daily evaluations (Excellent/Good/Medium/Poor)
• Generated summary reports
• Sent real-time WeChat notifications with evaluation results to responsible students

3. Performance Application

Implemented data-driven incentives:

• "Model Dormitory" awards for most "Excellent" ratings
• "Model Worker" recognition for top-performing students
• Point system (Excellent=1, Good=0.5, Medium=0.3, Poor=-1) converted to redeemable supplies (cleaning tools, disinfectants, etc.)

4. Innovations & Challenges

Key Innovations:

• Transitioned from passive physical checks to active QR code-based reporting
• Enabled preset hygiene criteria and time constraints
• Created searchable digital archives for audit and analysis
• Established objective, data-supported evaluation system
• Enhanced dormitory cohesion through transparent incentives

Identified Challenges:

1. Potential discrepancies between photo submissions and actual conditions
2. Occasional evaluation biases by inspection team members

Outcomes & Value

Implementation Results:

• Achieved daily cleaning accountability across dormitories
• Gained 90%+ student acceptance within two months
• Improved dormitory environment satisfaction
• Developed student leadership capabilities in inspection teams

Promotion Potential:

1. Provides replicable solution for university dormitory management
2. WeChat-based operation requires no additional app installation
3. Fully functional with CaoLiao's free version features
4. Aligns with national labor education initiatives through practical implementation

Technical Specifications:

• Platform: CaoLiao QR Code Free Version
• Core Features: bulk templates, photo verification, real-time notifications
• Data Security: Cloud storage with access controls
• Compatibility: WeChat integration for seamless operation

This system demonstrates how QR code technology can transform traditional management models into efficient, data-driven solutions for educational institutions.