Division Updates – Fall 2006
University Residence Hall Association
This year URHA will be working more closely with RAs individually and with organizations
such as RAA. In order to do this, some new ideas for URHA are being considered: these include
giving RAs more of a voice during URHA meetings, providing them with more resources, and
offering more help by way of the Residence Hall Councils (RHCs). URHA and its RHCs
hopefully will no longer be considered just a bank for RAs. We have a vast amount of resources
and helping hands to offer RAs, so if you need anything, all you have to do is ask!
URHA is striving to improve RA-RHC relations and to bridge the gap in order to better serve the
residents. Come to URHA’s division update to learn more about what we can do for you. RAs
are always welcome to come to our office (Jester West, #W0006) or email our President about
any questions, comments, or concerns you may have at firstname.lastname@example.org. Good luck with
training and have a great year!
eBilling --- Students will not receive a paper statement. They will receive an email reminder
each month before their payment is due.
Duren Hall --- We will know at the beginning of October who will be moving to Duren Hall in
ESL Students --- We hope to house ESL students (Students who are here to learn English) for
the spring 2007 semester. These students will not be assigned to Duren. They will fill spaces
vacated by students who will move to Duren.
Twelve Month Contracts --- There will be 12 month contracts for some students living in
Duren Hall beginning August 2007.
eNewlestter --- Monthly or Bi-weekly communication with residents in the form of an email to
cover all aspects of living on campus.
Return to live on campus for Fall 2007 --- Students may apply for on campus housing for Fall
2007 beginning September 1 at 6:00 am.
Contact Phone Number --- When students check in they will be asked for the telephone number
where they would like to be reached. This number does not update their student record phone
number. Students must keep their student phone number updated.
Telephone Service in Duren and Fall 2007 --- There will be no telephone service in rooms
when Duren Hall opens January 2007 and when all other residence halls open for the Fall 2007
semester. RA rooms will have a phone line and will be required to keep a phone that does not
require electricity plugged in. A specified stair well on each floor will have an emergency phone
where student will be able to pick it up and it will call UT 911. All students should be
encouraged to use these phones when they call 911 from a residence hall. Cell phones by pass
UT’s 911 and they cannot respond as quickly to the scene. Other convenience phones will be
placed in each residence hall however they will only be able to make local calls and will not
receive calls from the outside.
Medical Form --- Medical Form is electronic. You may print the form at the desk if you need a
copy of it. Students will be instructed to fill them out from the web site. You may also download
a list of who still needs to complete their medical form.
Room Condition Form --- We will be working on a project to make filling out the RCF an
electronic process, hopefully for Fall 2007.
Super Computer Lab --- Super Computer Lab in the Lan Cave will combine Jester East and
West Computer Labs and will be available to all residents in Jester 24 X 7. This space will have
study space as well as computers.
Student Space --- A new web page shows where study areas are available on campus. Especially
important for the Fall 2006 semester as we have over 400 students in supplemental space which
is using most lounges in Jester and San Jacinto.
Longhorn First Responders --- will be housed in an office in the Jester Basement. More
information to come as we figure out what their responsibilities will be on campus.
Summer 2005 Construction
Installation of external fire escapes and landscaping (Complete)
Installation of plate exchanger for air conditioning system (Complete)
Roberts, Prather & Andrews
Installation of external fire escapes (In Progress)
Prather & Roberts
Installation of Longhorn Roundup artwork (Complete)
Replaced two air handlers for a/c system (Phase II- In progress)
Installation of video surveillance equipment (Complete)
Food Prep and Serving Area Renovations (Phase III - Complete)
Installation of new electrical switchgear (Complete)
Roof replacement (Complete)
Landscape and ADA improvements (Complete)
Division Office reception area (Complete)
Consolidation of Jester East and West computer labs (Complete)
Simkins & Whitis Courts
Installation of final phase of Fire Sprinklers (Complete)
Landscaping (In Progress)
Fall 2005/Spring 2006 Construction
Almetris Duren Hall
Opening January 2007
Installation of a student accessible kitchen in old computer lab
Replacement of the clay tile roof
Replace two air handlers for a/c system (Phase III)
Opening of the Great Texas Women Gallery
Facilities - General Information
Maintenance Requests can be submitted on-line. They are submitted from a secure site,
requiring a UT EID. Residents can check the status of their work request and check their
work request history from this site. Please encourage residents to enter their
maintenance requests on line at the following web site.
Click on Quick Links, then click on Maintenance Request
Facilities Services Guide
This is a resource guide to all of the services provided by the DHFS Facilities
Department. It includes information on routine and emergency maintenance procedures,
custodial services, safety resources, procedures for dealing with Blood Borne Pathogens,
FAQ’s and also includes a Troubleshooting Guide for Residence Life staff who respond
to after hours facilities calls. The guide can be found at the following web site.
Two Pipe HVAC Systems
Several of our buildings have two pipe heating and air conditioning systems. These
systems do not provide immediate switching from heating to cooling and provide a
limited amount of individual student room control. This fact sheet explains the function
of these systems and also advises on ways to keep you and your residents comfortable.
The fact sheet can be found at the following web site.
Mold and Mildew
DHFS has established procedures for staff to follow when encountering mold and/or
mildew in our residence halls. There is also a fact sheet that explains what mold and
mildew is and how to prevent it. This fact sheet is intended to be a resource for you to
use when dealing with residents who have mold or mildew concerns. Please feel free to
share this sheet with residents as needed. The procedures and the fact sheet can be found
at the following web sites.
Collaboration and Partnerships with University Departments
Academic Community Centers: Residence Life staff partner with the College of
Natural Sciences and College of Engineering to provide on-site advising and academic
support services in Jester Center and Kinsolving Hall.
American Cancer Society: We work with the American Cancer Society to create
programming during the annual Wellness Challenge.
American Heart Association: The American Heart Association provides pedometers
for use in the spring Wellness Challenge and presents a session on health risks.
Austin Community College: ACC provides instructors for the English as a Second
Language Program and General Education Development classes for our Adult
Bursar’s Office: Resident billing and refund questions (University Apartments). We
coordinate our cash operations with the Bursar including daily deposits for all
locations, change orders, deposit reconciliations and returned checks.
Campus Mediation Services: Several Housing and Food Service staff members who
are trained in mediation techniques serve as volunteer mediators to support the campus-
wide mediation program.
Campus Security and Safety Committee: We work with the Campus Security and
Safety Committee on safety and security issues.
Coordinated Admissions Program: We work very closely with CAP. We do not
charge a $50 application fee if the student applied for housing before they are offered
the CAP. We transfer the original $50 application fee and use the original application
date to determine housing and room assignment.
Career Exploration Center: Staff coordinate with the Career Exploration Center to
provide programming for residents and to make referrals.
Center for African and African American Studies: The Center for African and
African American Studies provides key presenters and resources for diversity training,
programming for hall coordinators, resident assistants, and Housing and Food Service
staff. We support the various programs they sponsor and provide meeting space for
their Race and Politics Conference.
College Academic Advisors and Academic Enrichment Services: During the Fall
and Spring Semesters, Resident Assistants communicate with residents who have a
GPA of 2.5 or below. Staff refer students to the appropriate academic advisor and
provide them with on-campus resources to assist them in bringing up their GPAs.
College of Liberal Arts: We work with the honors department to place Liberal Arts
honors students in the Honors Hall. We collaborate with the Summer Admissions
program by combining mail-outs when possible and we verify the accuracy of housing
information in Liberal Arts letters.
College of Natural Sciences: We work with the Deans Scholars program to place
Natural Science honors students in the Honors Hall. We collaborate with the Summer
College of Natural Sciences, Coordinated Program in Dietetics: A Jester Food
Service Manager in Jester acts as preceptor for a student intern for half a semester. The
student shadows the manager and then serves in the managerial role for three days at
the end of the internship. There are two interns a semester and the interns receive
grades for the class.
Conflict Resolution Center: Serves as a resource and facilitator for our Resident
Assistant Peer Arbitration Leader Program (PALS) for conflict mediation training.
Connexus: Connections in Undergraduate Studies: We coordinate with Connexus
to ensure that information given to Longhorn Opportunity High Schools is accurate
concerning housing. We make sure any housing deadline is communicated to the
Counseling and Mental Health Center: We utilize the services of the CMHC to
provide staff training on counseling issues, to provide programs to residence hall
students, and for counsel and referral when addressing student problems. Residence
Life staff communicate with the telephone counseling staff to meet the staff and discuss
issues that staff are addressing in the halls. Staff heavily utilize the telephone
counseling when addressing after-hours student issues. CMHC counselors facilitate
training on relationship violence for our Resident Assistants during fall and spring
training activities. Housing and Food Service refers students and parents to the CHMC.
Dean of Students: We coordinate with the Dean of Students Office for serious student
incidents, such as resident death, illness, safety issue and other emergencies. Residence
Life staff partner with the Office of the Dean of Students on a variety of student issues,
including discipline, Services for Students with Disabilities, Academic Enrichment
Services, and Student Activities and Leadership Development: Residence Life staff are
also members of the Behavioral Assessment Team and Critical Incident Response
Team, both committees originate from the Office of the Dean of Students. We
collaborate with the Dean of Students on individual cases. The most important of them
deals with student safety. We have housed students who have been stalked and needed
a safe environment when they were unable to pay the initial fees.
Dean of Students - New Student Services: Housing and Food participates in the
Orientation program with marketplace presentations for Bevo Bucks, Housing
Reservations and a housing information presentation to parents. Housing and Food
Service provides housing, meals, catering and meeting space for Summer Orientation.
Collaborating with Dean of Students staff, we provide priority on room reservations,
office space in which the conduct operations for the summer, reserved housing for
special groups, information for parents, and programs for incoming students. In
addition we provide early check-in for summer and fall orientation staff and early
check-in for students attending fall and spring orientation and testing programs. We
track the number of residents participating in Orientation programs.
Dean of Students - Preview Program: Housing and Food Service works closely with
the Preview Program’s Summer Special Group program.
Dean of Students - Services for Students with Disabilities: We coordinate with the
Students with Disabilities office for students with special needs. We are usually the first
university contact with the student and/or parent. The Housing Parent Liaison deals
with the parent who calls. Quite frequently, the student does not want to be identified as
needing special services. We provide maps (showing curb cuts etc.), tours, proximity
cards for wheelchair entrance, facilitate meeting other current students with similar
Dean of Students - Student Judicial Services: Referral for disciplinary matters,
disputes between residents, multiple violations, etc (University Apartments.) Housing
and Food Service works with Judicial Services to refer cases for possible judicial
sanctions. We provide room/building changes, temporary accommodations or
suggestions for possible sanctions.
Department of Kinesiology: We partner with the Kinesiology Department for
resource information on pedometers and exercise programs for annual staff wellness
Development Office: We coordinate with the Development Office on fundraising
opportunities to assure adherence of UT fundraising policies and procedures.
Diversity Institute: The Office of Organizational Diversity and Development
collaborates with the Diversity Institute to obtain facilitators for diversity sessions and
workshops and as a resource on diversity issues and concerns. Staff serve on the
Diversity Institute Committee which provides programming and funding for research.
Employee Assistance Program: Presented and facilitated training sessions on various
topics to hall coordinators and resident assistants.
Environmental Health and Safety: We work closely with the Environmental Health
and Safety Office for all construction projects, including Storm Water Management
when the site is impacted. All construction projects adhere to nationally recognized
safety standards. EHS provides expertise on erosion, storm water, animal control, food
service permitting for events, health and other issues as needed. EHS provides
assistance on mold and mildew issues. All construction projects are reviewed for
asbestos or other hazardous materials, including all hazardous materials handling,
abatement and testing.
Equal Opportunity Services: EOS provides assistance on discrimination complaints,
support and investigations. EOS provides direction on ADA issues and
Faculty Building Advisory Committee: The FBAC reviews all renovations which
impact the exterior appearance of buildings.
Faculty: Residence Life staff collaborate with faculty from across campus to provide
programming in the residence halls. The Faculty Fellow program is the primary means
through which many faculty interact with residence hall students. The program is
designed to provide opportunities for faculty-student interaction outside of the
classroom. This is done informally over meals and by inviting the faculty member to
be an active member of the floor community.
Fire Prevention Services: The residence and dining halls have fire protection systems
which were developed in compliance with state requirements and under the jurisdiction
of the UT Fire Marshal. We work closely with the UT Fire Marshal to ensure safety for
all students. The staff perform inspections of facilities, along with the State of Texas
Fire Marshal, assist in providing training to residents, provide fire code interpretation
and review construction plans and specifications. We work with the Office of the UT
Fire Marshal on a number of fire safety initiatives, including fire safety inspections, fire
evacuation drills and educational sanctions for students who violate fire safety policies.
The UT Fire Marshal also helps address resident questions on fire safety issues and
assists staff in planning programs that adhere to fire safety guidelines. Residence Life
staff and the UT Fire Marshal work together to facilitate training sessions for resident
assistants during fall and spring training and during the school year. Residence Life
staff also coordinate with the Austin Fire Department to provide tours of the residence
halls to increase the department’s familiarity with our buildings.
Graduate Student Assembly: We work on shared concerns of affordable housing for
graduate and international students and its importance in recruiting graduate students
Hispanic Faculty/Staff Association: Several staff are active members of the Hispanic
Historically Underutilized Business (HUB) Program: Working closely with the
HUB office, we are constantly striving to increase the percentage of buying of products
and services from HUB vendors. We have developed excellent rapport with HUB
office administrators and have been commended by the office on several occasions for
our strong effort in supporting HUB use. We actively participate in the yearly HUB
fair and are currently working on a HUB vendor database to make identification of
HUB vendors easier and more accessible to all DHFS staff.
Honors Center: We provide support with the classrooms, set-ups, and maintaining
common space that Honors Hall students use. We work with the Honors Center to plan
and support cultural outings that the office sponsors. We also work with Honors Center
to support the Visiting Scholar Program by providing space, being responsible for the
calendar, and helping to advertise events. We are also collaborating with the Honors
Center to provide programming for residents. We coordinate with the University
Honors Center to place honors students in honors housing. The Parents Liaison calls
each honors student to offer honors housing, provide information and other services as
needed. We participate in Honors Colloquium each summer. Housing and Food
Service teams up with the Honors Center and other Student Affairs and UT
departments and agencies to plan and execute the Honors Colloquium to attract
academically talented students to UT. In addition to housing at a reduced rate, we
provide dining, catering, meeting space, night supervision for the program,
programming for parents and a targeted housing information mailing to participants.
Honors Center staff are able to track the enrollment of participating students.
Honors Halls: Modeled after an “Honors College,” the honors housing offers the
opportunity for increased interaction with faculty, increased academic department
involvement, increased contact with achievement-oriented peers, programming through
the Honors Center, and an intimate community where students can live and learn
Human Ecology Nutrition Department: Nutrition 243 Class: Twenty to thirty
students rotate throughout stations in Jester for nine weeks to learn food service
operations: preparation, service, computer lab and sanitation. Students prepare lab
reports for each station and receive a grade for the class.
Nutrition Education composed of a Registered Dietitian and a team of Nutrition
students provide nutrition education and personalized information to students. The
team provides monthly educational programs about nutrition topics, nutrition tidbits on
the info channel in the halls and on table tents in the dining centers. The weekly menu
and “Healthy Suggestions” for lowering fat and calories for each meal are provided to
University Health Services to enable them to provide personal counseling to students
who seek it.
Human Resource Services: Offers expertise when dealing with serious disciplinary
issues, advice to assist employees and supervisors, training supervisors on discipline
and evaluation resources. Recruiting and Staffing Services: We work with HRS
Recruiting and Staffing Services when posting jobs, recruiting at job fairs, and
screening candidates for positions. We also rely on them to conduct background
checks for our new hires. Employee Relations: We work closely with HRS Employee
Relations on all personnel issues. We partnered with HRS ER to implement the
Performance Management Plus Corrective Action process which we piloted for the
university. Leave Management: We work closely with HRS Leave Management on
all leave-related issues including Family and Medical Leave and Sick Leave Pool. We
consult with the staff in this office to assist employees with the leave processes. WCI:
We work with the WCI Office to facilitate a return to work program for employees
with limitations due to a WCI injury. Benefits Services: We rely on HRS Benefits
Services for annual enrollment and benefits information throughout the year. We
consult with the staff in this office to assist employees with benefits questions.
Compensation: We work closely with HRS Compensation when evaluating
compensation and classification issues within Housing and Food Service. HRS
Compensations has partnered with us to conduct job audits to make sure staff are
classified correctly. Records: We work with HRS Records when dealing with
documentation issues with our staff. Records will run checks when there is a question
about the validity of the documents provided. They also provide assistance with
verification of employment.
Information Technology Services: All new construction and renovation require
coordination with ITS for phone and data services. We are allowing students to sign up
for ResNet through our on-line housing preference page. We coordinate servers on line
and run the newest software.
Division of Housing and Food Service IT: Each system listed below was written and
is maintained by the DHFS IT department. These systems are used campus wide by all
eProxy: eProxy allows students to authorize their parents to view and/or update
information about the student.
Students can authorize parents to be an eProxy in:
Web Payments (What I Owe, Tuition, Loans) - View, Pay Bills
Access Billing Statements for Personal Computer Accounts
CA$H - View Financial Aid Awards and Status
View Tuition Bills
Add Dine In Dollars
Bevo Bucks Online Office
View Housing Bills
View Dine In Dollars
View Dine In Dollar Transactions - H&F
View Housing App/Contract Status
View Status of UT Application
Study Buddy: Students can join the Study Buddy program on the web. Then they
can list their class schedule and find other Study Buddy members in their class who
are interested in studying together.
Profiler: The "Profiler" helps students who are looking for roommates find potential
roommates based on their common interests.
BevoBucks: Bevo Bucks is the easy-to-use, cashless form of payment accessible
through the student ID Card. Bevo Bucks is a prepaid account that students use to
purchase food, goods and services at participating locations, both on and off campus.
There are over 50 off-campus locations accepting Bevo Bucks.
ITS PrePaid Account: DHFS supports a prepaid account for Faculty and Staff who
wish to use ITS services. The account is debited as services are used. The account
can only be used to pay for ITS services.
Faculty & Staff Dine In Dollars: DHFS created and supports a prepaid account for
Faculty and Staff to make purchases at all DHFS locations.
Incident Reporting Information System: Dean of Students uses the DHFS
Incident Reporting Information System (IRIS) when working on the cases of
students who live in our halls.
Intercollegiate Athletics for Men and Women: Residence Life staff provide a
special orientation for residence hall athletes in August and regularly communicate
with the athletic department regarding student athletes. Agreements are in place to
assist in hosting athletic recruits and provide housing for athletes when residence halls
are closed. We ensure compliance with NCAA provisions regarding housing. We offer
contracts, prepare billing, accommodate special housing requests during semester
breaks and administer Dine In Dollars for athletes. We work with IAW to coordinate
parking for events at the Women’s Rowing Team facility located at the Colorado
International Office: We rely on our relationship with the International Office to
assist in getting new international students and other employees on a work visa
approved to work. We work with the International Office on notification and
communication regarding international student resident difficulties, on ESL for
residents, and on expertise on international student VISA questions. Residence Life
staff also participate in the International Student Orientation program, collaborate with
the International Office on various diversity topics for Organizational Diversity
programming, and collaborate with International Office staff as a resource for questions
relating to international concerns. We work with the International Office by making
presentations, answering questions and housing International students.
Judicial Educator: Residence Life staff partners with ResLife.net, an on-line judicial
educator program. The program offers 19 on-line educational modules ranging from
“dealing with anger” to “respect and civility.” The modules are used during the
disciplinary process as an educational component to help students better understands
the impacts of their behavior.
Lyndon B. Johnson School of Public Affairs: We work with the LBJ School on
special summer groups.
Learning Skills Center (LSC): Residence Life staff regularly use the LSC to provide
programs on procrastination and study tips. Staff also refer students to the LSC
tutoring services. We refer students and parents of students who need additional help
with academics. The Learning Skills Center accepts Bevo Bucks for tutoring.
Malcolm Dickerson, Corpus Christi School District, Avenue E Alternative
Learning Center: Malcom Dickerson works with us as a guest presenter and expert
resource for the Black History Month Supervisor Meeting.
Monterrey Institute of Technology Academic and Cultural Exchange Program: A
semester-long Resident Assistant Exchange program that provides students with
opportunities to work as a Resident Assistant while attending class. Classes can fulfill
UT degree requirements.
Multicultural Information Center (MIC), African American Studies, and School
of Social Work: Residence Life staff partner with the MIC, African American Studies,
and School of Social Work to bring speakers to campus and to provide training for
Residence Life staff members. Staff also work with these offices to provide
educational programming for residence hall staff and students. We work with them to
send two resident assistants each year to the Big XII Conference on Black Student
Government and to support Campus Fusion programming.
National Coalition Building Institute (NCBI): NCBI serves as facilitators for
diversity training for resident assistant staff, debriefing support for Tunnel of
Oppression program, and as a resource on various diversity topics. Several of our staff
serve as facilitators for this program.
Office of Accounting - Accounts Payable: We coordinate with Office of Accounting
about vendor payments or vouchering.
Office of Accounting – Inventory: We review all existing inventory and any item that
has been transferred or salvaged.
Office of Accounting - Student Accounts Receivable: We verify payment
information with Student Accounts Receivable.
Office of Admissions: We make a presentation to all Freshmen Admissions
counselors at the beginning of the fall semester. We cover all our procedures and
answer questions. This update session helps with recruitment trips. We work with the
Office of Admissions to set residence hall tour times that fit with Admission tours of
campus. Additionally, we work with the Admissions office to conduct residence hall
tours for special groups that come to campus. We coordinate marketplace activities
during Explore UT, Longhorn Saturdays, UT Honors Day, Honors Colloquium and
summer send-offs to provide housing information to prospective students and parents.
We make presentations about the application process, residential living, room
assignments, etc. We also present to the Secondary School Counselors Colloquium
each summer. Working closely with the Office of Admissions, we provide group dining
for on-campus visits and special events. In some cases we assist with a reserved dining
room and special residence halls tours. We are able to track the number of groups and
estimated number of diners.
Office of Relationship Management and University Events: In addition to
providing our usual dining services to Explore UT visitors, we are opening a location
for visiting groups to eat a special menu with reservation on the web and billing and
payment arranged in advance. We are able to track the number of diners at the
Office of the President: Each summer a Housing and Food Service representative
accompanies the President on “Send Off” trips to various cities in Texas.
Ombudsman: We answer questions concerning housing posed by students.
Parents Association: We answer housing questions referred from the Parents
Parking & Transportation: Prior to any campus construction projects, site parking is
confirmed with P&T. We partner with Parking and Transportation to coordinate traffic
flow, reserve parking lots, provide check-in/out signage around the residence halls, and
P&T personnel to assist with traffic flow. Additionally, P&T provides training for
Mooov-in volunteers. We also regularly advertise parking information on our closed
circuit television as a public service announcement. Information Systems staff
coordinates with Parking and Transportation to programmatically select our residents
for parking spaces from the parking lottery. We also work with Parking and
Transportation with the Bevo Bucks program and vending machine contracts.
Campus Planning: Planning, design and construction administration is coordinated
through Campus Planning for all new buildings and large construction projects. DHFS
design and construction standards are reviewed to stay current with the UT standards.
Facilities Services: Coordinate maintenance and installation of fire safety systems
with the Fire Safety Systems Shop. Coordinate with 3 of the 4 zone shops for support
in the maintenance of our mechanical systems and other equipment as needed.
Coordinate with Operations to maintain a comfortable environment for the students to
live and learn. Utilize the Facilities Servicess FCMS for emergencies. Other interfaces
include preventative maintenance, Facilities Management software interfaces, vehicle
repairs, recycling, solid waste removal, asbestos and lead based-paint abatement and
liaison with Facilities Services and Pickle Research Center Safety Coordinators.
Facilities Services, Accounting: Architectural and engineering consultant contracts as
well as general construction contracts are paid through Facilities Services Accounting.
Project payments are coordinated between PM&CS and Accounting.
Facilities Services, FAMIS: Housing and Food Service teamed up with Facilities
Services to purchase and install the Facilities Asset Management System (FAMIS).
We were instrumental in assisting with testing prior to purchase and were involved in
the implementation focus group committees. This system has proved to be a great
success and many departments on campus now use it to maintain their facilities,
projects, personnel, purchasing, and inventory records. As a result of the very
successful partnership initially, Facilities Services has asked that our staff again
participate in the new version implementation focus groups for the FAMIS system. We
are participating in 6 focus groups.
Facilities Services, Landscape Services: New landscaping is designed in compliance
with Landscape Services standards and preferences. We coordinate maintenance and
improvements to existing landscapes and tree trimming and removal.
Project Management & Construction Services (formerly Architectural &
Engineering Services): Bid construction projects are coordinated through PM&CS.
Both consultants and contractors are hired under their auspices. Departmental liaison
stays current on campus policies and standards and participates in policy discussions.
Small projects are built through Job Order Contracting services provided by P&C.
Projects vary from general construction, painting, and flooring. Small projects are built
through Job Order Contracting services provided by P&C. Projects consist of Kitchen
Recreational Sports: Interface on maintenance and construction of adjoining spaces
(i.e. San Jacinto Hall/Clark Field & Moore-Hill Hall/Gregory Aquatics). Residence
Life staff utilize Recreational Sports for floor intramural sports, for Fitness/Training
programs, and for camping trips, relaxation/massage and other services provided by
Rec Sports. We have worked out arrangements with Rec Sports to easily allow
Residence Life staff to plan floor activities that involve the Recreational Sports Center.
We also work with Recreational Sports on promoting Rec Sports events by distributing
information in the halls at the start of each semester and by emailing RA staff bi-
weekly promotional events. We work with Recreational Sports with the Bevo Bucks
program and vending machines.
Research Experience Undergraduates: We work with their REU special summer
Residential FIGS: We partner with the FIGS office to provide a residential Fig
component. This involves collaborating on advertising the program and assigning
students to the Residential FIG. We also co-sponsor programs with the FIG office for
the benefit of residential FIG students. We mutually select FIG students to become
involved in the Residential FIG program. Our IT staff support programming to allow
students to self select a FIG program. Components of the program include faculty
involvement, increased staff and peer mentor interaction, weekly programming and
activities, and enrollment in a Freshman Seminar.
School of Architecture: We house the School of Architecture’s special group program
for high school students during the summer.
School of Nursing: Provides information on health risks and facilitates blood pressure
tests for annual staff wellness challenge program sponsored by Organizational
Diversity and Development.
School of Social Work: Partnering on UT Apartment’s Advisory Board (UTAAB) to
provide community services to residents and their families, not already provided by the
Student Affairs Staff Development Committee (SASDC): Two Area Coordinators
participate in this committee and provide feedback on division-wide events like the
movie and discussion group for Crash and the book club for Brownsville. They assist
in planning SASDC events held throughout the year.
Student Financial Services: We work with Student Financial Services on Terry
Scholars, PAS Tier I, II, & III, LOS, National Merit, National Achievement, National
Hispanic and LOS high schools. We ensure that the room and board bills are added to
the student account in a timely manner to facilitate payment with financial aid.
Student Manager Development Program: All food units within the Division of
Housing and Food participate in a Student Manager Development program designed to
offer our Student Supervisors a wide spectrum of hand-on, real-world managerial
experience that will transition well into whatever field our Student Supervisors choose
to pursue after graduating from the university. Each Student Supervisor receives
training in payroll processing, food management systems and human resource
management. In addition, supervisors utilize a daily Ready for Business (RFB) form to
ensure that operating standards are always maintained at a high level. Our Student
Supervisors have become a vital link to our DHFS management structure.
Texas Union: Coordinate issues that impact operations in the Jester Academic
Building. Staff partner with Texas Union to co-sponsor various programs throughout
the year. We collaborate with the bowling facility to host bowling activities for our
Resident Assistants during training time and for our residents during fall and spring
semesters. We use Texas Union meeting rooms for training programming. We work
with the Texas Union with the Bevo Bucks program.
The Texas Exes – Scholarships: We guarantee housing to the scholarship winners in
U.T. System Risk Management Office: Liaison for department on Emergency
Preparedness and Risk Management.
University Copy Center: We utilize the University Copy Center services whenever
possible. Most of our inserts that accompany our major marketing pieces are prepared
by UT Copy Center.
University Food Service Advisory Council: Established to assist the university to
develop the best possible environment for the delivery of food service to the various
campus constituencies. Food is defined to include all that prepared for immediate
consumption, as well as, snack food offered at locations that have a primary purpose,
other than food delivery (e.g. convenience store.) The council evaluates proposed
changes to current food service on campus and recommend to the VP & CFO, VP for
Students Affairs and VP for Employee and Campus Services a course of action with
respect to that proposed change. The Council will review any complaints, possible
infringements or other concerns relating to food service or delivery. The VP & CFO,
VP for Students Affairs and VP for Employee and Campus Services will
collaboratively review the findings and recommendations of the Council and make the
final decision regarding any resulting action.
University Health Services: We work closely with UHS and the UHS peer advisor
program to provide health-related programming to residence hall students. We also
partner with UHS to distribute health-related information at the start of each year.
Additionally, we work with UHS to understand and address health-related issues that
impact the residence hall population. We do alcohol and drug related programming in
collaboration with ADEP, and refer students involved in an alcohol or drug related
violation to ADEP for an assessment. We work with the University Health Services to
coordinate medical withdrawals. The Pharmacy at University Health Services accepts
University Staff Council: Departmental representatives serve on this board and its
URHA Food Committee: We work with eh University Residence Hall Association on
shared concerns of providing quality food service, interacting with students, assists us
with planning special events and responding to students suggestions on food service.
UT Payroll Services: We process all payrolls for Housing and Food Service and work
closely with Main UT Payroll on all payroll related issues through the year.
UT Purchasing: Provides assistance with purchases over $25,000, assistance in
locating HUBS, rental agreements, etc. Provides assistance with obtaining prime
vendor bids for Food Service. Information obtained benefits other departments within
UT as well. We participate in the Rightsizing Program for digital multifunction devices
since its inception, performing the up-front analysis and pooling volume with all of the
participating UT departments to reduce costs overall.
At their request, we assisted the Purchasing Office in testing this purchasing web
application, PointPlus, while it was still in production prior to release university-wide.
During the initial production of this web-based purchasing module, our staff attended
focus group meetings and provided feedback to improve and make the module easy to
navigate and use. Since the PointPlus release to all UT departments, we have been
asked to participate in follow-up focus groups and meetings to test changes and
navigation issues prior to release. We work with Central Purchasing on Office Depot
ordering and processing.
Utilities: Utility repairs and maintenance. Maintenance of natural gas lines, water
lines, wastewater lines, chilled water lines, etc. and liaison with Safety Coordinator
Utilities, Electrical Distribution: DHFS works closely with Electrical Distribution on
electrical service to the buildings and site lighting.
Utilities, Elevators: New elevators are designed in compliance and in association with
Utilities’ requirements. Existing elevators are maintained through Utilities.
Utilities, Utilities Drafting: Prior to all projects which impact the site, DHFS obtains
current drawings of the site from Utilities Drafting.
UTPD: Patrolling of University Apartments, crime reporting/intervention, community
safety and outreach, community events, etc. Campus safety and security. We involve
UTPD in Residence Life staff training on a variety of topics, and invite UTPD to
conduct safety programs for our residents. Additionally, we rely on UTPD to respond
to incidents within the residence halls and provide UTPD with assistance as required.
They coordinate and facilitate the marijuana controlled burn for resident assistant
training and provide key information to staff on campus safety, drugs and alcohol and
Voices Against Violence: We work with the Voices Against Violence Program and
staff members serve on the VAV board as they have done since its inception. We
partner with the Voices Against Violence project to provide counseling and referral
services for victims of sexual assault, stalking and relationship violence. VAV staff
also provide training to Residence Life staff on addressing sexual assault. We also
provide monthly statistics to VAV on sexual assaults, stalking and relationship violence
incidents that are brought to the attention of Residence Life staff.
WCI Resources Allocation Committee: Campus committee that allocates funding for
employee safety resources to mitigate worker’s compensation claims.
Welch: We work with the Welch summer special group.
Work-Study Program: Provide assistance on securing jobs for students who qualify.
Office of the President, Intercollegiate Athletics for Men, Intercollegiate Athletics
for Women, Center for African and African American Studies, Center for
Mexican American Studies, Development Office, Facilities Services, College of
Natural Sciences, Red McCombs School of Business, College of Education, College
of Fine Arts, College of Engineering, College of Communication, School of
Architecture, Graduate School, School of Nursing, Lyndon B. Johnson School of
Public Affairs and the Jackson School of Geosciences: We provide dining, meeting
and/or conference services to these colleges and departments.
Diversity Institute, School of Social Work, Black Faculty and Staff Association,
College of Communication, Gender and Sexuality Center, Texas Diversity
Council, and Hispanic Faculty and Staff Association: We partner with these entities
in the development of our Expanding Your Horizon Series to facilitate and present
various workshops and discussion sessions throughout the year.
Office of Equal Opportunity Services, Facilities Services Services, Center for
American History, Hispanic Faculty and Staff Association, Asian American
Cultural Center, and Black Faculty and Staff Association: They serve as a resource
for Lunch Time Discussion sessions to present new and innovative information on
various diversity topics to staff participants.
Students with Disabilities Office, Voices Against Violence, Conflict Resolution
Center, University Police Department, Fire Marshal’s Office, UT Athletics, Texas
Hillel Foundation, Performing Arts Center, Student Government, Office of the
Ombudsman, Parking and Transportation, Faculty and Staff Mentor Program,
Campus and Community Involvement, College of Fine Arts, Study Abroad Office,
General Libraries, Counseling and Mental Health Center, Health Promotions,
Recreational Sports Center, Learning Skills Center, University Honors Programs,
& Career Exploration Center: We work with these offices to provide resources for
the Resident Assistant fall training resource fair where they share brochures and
informational flyers that highlight different aspects of their department or organization.
Recreational Sports, Student Health Services, UT Learning Center, Counseling
and Mental Health Center, and Housing and Food Service team: Provide
information to students in our dining centers about wellness activities and services
available to them. We are able to measure the number engaged in the program by
contest quiz winners, usually about 300 per program.
Residence halls had an average occupancy of 101% for the long session 2005-2006.
The SSN Remediation of the Bevo Bucks/Dine In Dollars and ResLife Systems were
A new Time Keeping System for Facilities, Building Services and Food Service employees was
implemented. This system will help managers of our revenue centers evaluate and better
manage their labor expense.
The DHFS web site was expanded to include all areas of DHFS including Diversity, Res Life
Careers, and Safety. Spanish versions of the Bevo Bucks and Living on Campus websites were
$10 million down payment on the Duren Hall project while keeping 2005-2006 rate increase
down to 3% and, due to the increase in gas prices projected a 77% increase in utilities.
FACILITIES AND UNIVERSITY APARTMENTS
Completed $10 million in capital projects. This includes planning, designing, bidding, hiring
the contractor and supervising the projects.
Bilingual Training Center: As part of the UT System Worker’s Compensation Incentive
program, $60,000 was allocated for DHFS to set up and go beyond a Bilingual Training
Program for staff. The funds were used to purchase laptop computers and bilingual programs
for training non-English speaking employees.
Completed $5 million in capital projects. Planned, designed, bid, hired contractor and
Needs Assessment Survey: As part of our community-based initiatives from the University of
Texas Apartments Advisory Board (UTAAB) a Needs Assessment Survey was conducted and
administered on-line for all University Apartments residents, including spouses. The survey
results will assist the UTAAB in developing resources for apartment residents that are not
traditionally provided by a housing organization. These may include referrals for physicians,
child care, volunteer efforts and transportation. DHFS contributed $500 for the survey
development and implementation. The results are currently being analyzed.
Deferred Maintenance: A long range Deferred Maintenance Master Plan was developed,
utilizing the Facilities Condition Assessment and a staff survey. This seventeen year plan will
direct our efforts in securing funding and in project scheduling to address the $89 million
backlog of primarily infrastructure needs.
Kinsolving Sprinklers: With the addition of fire sprinklers in Kinsolving, the total number of
residence hall beds currently protected by fire sprinklers is now 94%. The final phase of fire
sprinkler installations will occur in 2006-2007. The Kinsolving fire sprinkler installation cost
$908,500. The total expenditures to date for fire safety are $22 million.
HVAC Renovations: Phases I and II of the HVAC renovations at Brackenridge Apartments are
complete. Each phase costs approximately $500,000 and includes 20-25 apartments, depending
on the size of the individual apartment buildings. The renovations install energy conserving
heating and air conditioning systems to bring these apartments up to an acceptable air quality
standard. The original construction has inefficient and inadequate window mounted units that
are extremely taxing on our maintenance program.
Added nine exterior stairwells for emergency exiting.
Finalized and developed a prime vendor food contract. Made available contract to other campus
units. The contract is for two years with four additional one-year terms. Total value of $30
million for the six year contract term.
Successful opening of Kins Market. Sales approx $1 million in eight months.
Renovated and successfully opened Oishii Sushi, fresh-made sushi to order.
Renovated and successfully opened Jester Convenience Store. Will provide $1.5 million new
money first year.
Introduced steak, shrimp, and lobster twice weekly at JCL. Reaching 600 servings a night.
Reorganized and improved customer flow in Kinsolving Dining; including separate areas for a
variety of hot vegetables.
Installed soft-serve ice cream and yogurt machines in Kinsolving Dining for self-service. This
has been extremely popular with customers.
Redesigned and rebuilt Kinsolving dish room to increase speed of service and reduce staff by
one full time employee.
Redesigned and renovated Jester Bakery allowing us to produce additional bakery products
from scratch and made fresh daily on campus. No added staff was needed.
Overall food service sales for the year increased from $15.6 million to $18.3 million. Averaged
65,000 customers served per weekday.
RESIDENCE LIFE, DIVERSITY AND DEVELOPMENT, PERSONNEL & PAYROLL
Academic Community Centers: Residence Halls Academic Community Centers were expanded
this year to include the College of Natural Sciences. Beginning fall 2005, Jester Center and
Kinsolving Residence Halls will each house Academic Community Centers for the College of
Engineering and the College of Natural Sciences. Additional office space was constructed in
both Jester and Kinsolving to accommodate the two colleges, and additional office space is
available for other colleges that we hope to add to the program. The inclusion of on-site
academic community centers provides increased opportunities for student-to-student interaction,
student-to-faculty interaction, on-site tutoring, individual and group mentoring, and it is a
positive step to bridging the gap between student affairs and academics.
Performance Management Plus Program Pilot: With the help of Lou Scaruffi of HRS Employee
Relations, we piloted the Performance Management Plus program in Housing and Food Service.
The PMP process stresses Corrective Action rather than the traditional Discipline process.
Many training sessions for supervisors and all regular staff were conducted to implement the
program. An evaluation of the program was accomplished by conducting two focus groups
comprised of supervisors to solicit their input. This pilot has helped reduce the amount of
documentation being placed in employee files while at the same time increasing the
communication with employees through coaching and positive feedback.
Moore-Hill Construction: The staff maintained a positive attitude and did all within their areas
of influence to make this process as manageable as possible for the residents. Surprisingly few
complaints from residents were received through this process. Not only that, but the Moore-Hill
staff had better and more creative involvement in the Faculty Fellow program. Not only did
every RA exceed the requirements of the program, but they also did creative programming that
was well attended. Finally, the RHC made a budget at the beginning of the year, which they
stuck to exactly and spent nearly all of their funds on areas of interest to the residents, including
co-programming with RAs and with other halls.
Added two pieces to the Longhorn Art Series, September 2005: The Moore-Hill Lounge
includes our third Longhorn Mural, "Day of the Horns." The "Good Mama" mural by artist
Orren Mixer debuted in February 2006. An opening reception was organized for each
presentation that included Jester residents, UT campus dignitaries, members of the Texas
Longhorn Breeders Association of America, and Division staff. .
Almetris Duren Residence Hall: The proposal to name the new residence hall to be located on
the corner of 27th Street and Whitis Avenue in honor of Almetris Marsh Duren received
Regent’s approval. The approval was granted without the usual requirement of a substantial
monetary contribution because of Ms. Duren’s far reaching contributions to the success of
African American students during the integration of UT. The hall will consist of 580 rooms and
will provide housing for freshman, upper class and graduate students. The University
Residence Hall Association has made a commitment to dedicate funds each year to help fund a
statue of Almetris Duren to be situated in the courtyard or other suitable location.
In support of student's leadership development, staff received training on being an effective
advisor during Hall Coordinator training. One more advisor was added to the University
Residence Hall Advising student to better support student initiated programs and services and
student leadership development.
The Targeted Academic Guidance (TAG) program was conducted during the fall 2005 semester
as well as the spring 2006 semester. In past years, TAG was conducted only during the spring
semester. The TAG program includes residence hall staff meeting with students who have a 2.0
GPA or below to discuss academic performance, academic goals, and resources and academic
support services available on campus.
Produced Hunger Management credit-sized card promotional piece with campus locator map
promoting Food Service.
The third and fourth phase of the Longhorn Art Series celebrated the installation of "Day of the
Horns" artwork in Moore-Hill Residence Hall and "Good Mama" in Kinsolving Residence Hall.
Coordinated school group dining for Explore UT which organized 10 school groups with over
4,500 students and income over $35,000 on March 5.
Recruited weekly McCombs School of Business Event for fall 2005 that will attract over $5,000
as a result of single event success of fall 2004.
2006-2007 KEY GOALS AND INITIATIVES
1. Install fire sprinklers in Simkins and Whitis Courts.
2. Continue on campus GPA level.
3. Keep Freshman to Sophomore matriculation at 94%.
4. Develop and open Great Texas Women Lounges in Kinsolving.
5. Develop Texas Culture Lounge in Jester West Residence Hall.
6. Replace two major air handling units in Jester.
7. Keep occupancy at 100+%.
8. Continue the Longhorn Roundup art series.
9. Institute a new more comprehensive organizational diversity model for DHFS.