"Tips for Residence Hall Opening"
Timeline for Residence Hall Opening This timeline is merely a suggestion and the dates listed are by no means a deadline. July 16th – July 20th Take care of yourself. Use “down time” wisely to get established Explore Oxford and the MU campus If you have any questions contact any adviser on staff or your Coordinator Set up your apartment and office Take care of personal matters (bank accounts, driver’s license, etc.) Finalize class schedule (if applicable) Set up voice mail and computer. Visit www.muohio.edu/knowledgebase for technology help. Daily - Pick up materials from Kreger Hall July 23rd – July 27th Review your Hall Binder (obtained from your Coordinator). o Pay special attention to the: Spring Training Report. This contains information about tasks SSMs have been asked to complete over the summer Opening/Closing Information. This will help you plan how you will need to staff your hall for opening, as well as prepare for any needed supplies (ie. tables, chairs, signage). Physical Attributes. Review this before your first meeting with your hall manager and before your walk-through with your coordinator. Tour the hall with your Coordinator in order to become familiar with the hall. Take note of the physical attributes of the hall. Consult your Hall Binder for notes from previous advisers about the building. You may wish to have the Hall Manager take you if time permits. Contact your student staff members by email or phone to introduce yourself, answer questions, and discuss information such as: when they will move in and how to get a parking pass. Remind them about the summer reading book, Alcohol.Edu, doorboard/dec responsibilities, and any other tasks that may have been assigned during Spring Training. Develop an In-hall training schedule for your Student Staff. In FY halls with multiple advisers the FYA and the AFYA should both be involved in this process. o o o Determine activities, facilitators, needed supplies, timeframes, etc. Balance the time between staff time and individual time to prepare the hall for opening. Make a schedule to be given to SSMs when they arrive detailing exact times and locations for In-Hall training sessions (this insures that all staff know when and where they should be and allows them to better manage their free-time). Write preliminary expectations for student staff. At minimum student staff should know what is expected of them during training. Expectations for the year should be set with the staff during SSM training. Submit request for tables and chairs for opening day at http://184.108.40.206/home.html July 30th – August 3rd (RAs arrive on 7/4) Submit RA Duty boards to the Center for printing and lamination Request S Numbers for any supplies or food that will be purchased off campus for LLC kickoff or opening day Meet with your Housing Manager to discuss the following: o o o o o o o o o Hall opening procedures Trunk room access Housekeeping staff work schedule for opening weekend Use of elevator and loading carts Relationships between housekeepers and Res. Life staff (Set up a meeting with your staff and the housekeeping staff) Communication of community issues (ie. damages, bio-spills,etc.) Updated phone list on exterior phones Regular meeting time for the rest of the semester Posting procedures for your Hall Complete Key Inventory of all keys in lock box and on key board Check the RA keys in the doors to make sure they work and are not bent Create and post doorboards/decs for Student Staff Complete any other welcome plans for SSMs (ie. welcome letter, staff phone/room roster, info on first activity, training schedule). Some advisers put together small, inexpensive welcome gifts for their staffs – this is optional August 6th – August 10th Customize check-in reminders sheet for the RAs Create and copy flyers for LLC Kick-off & All-Hall Meeting Prepare agenda for All-Hall Meeting Prepare keys for check-in: o Verify that all keys and locks work; set non-working keys aside so they don’t get mixed up with working keys. o Inventory the key-box to check that you have one working key for each resident and “empty bed” (Note: If a room is a “Double as a Single” you do NOT need to keep an extra key for the empty bed.) o Contact Jay Mabry (9-3750 or firstname.lastname@example.org) to order any missing keys or to report any broken locks on room doors. o Create key packets for each key. Only label envelopes with the room number, NOT the student’s name. Create SSM duty and workshifts for opening Create a Wishlist of supplies for your RA Closet with the RAs. Use remaining start up funds to purchase these items. Create schedule for hall opening. (Tip: If you do not schedule meal breaks you may want to order lunch from Uptown or order boxed lunches from Carillon Catering. CC can deduct the cost from meal plans, see the In-Hall Guide for more information.) Create a Hall Banner (if applicable) August 13th – August 17th (Residents arrive 7/16) Update and copy RHA Elections Information & Sign-Up Sheet Update and copy Hall Assistant Application (optional) Verify catering order for LLC Kick-off Event (if applicable) Update and print flow charts and registration signage based on information received Hang hall banner Create specialty signs – direction signs for halls Spray paint orange lines/chalk lines around building – 25 feet around entire building Hang directional signs – bathrooms, stairs, fire exit, room directions, adviser’s office, laundry facilities, vending area, mail room, corridor meetings). Sign templates are available on the ORL website. Prepare check-in site (living room, lobby, etc). Set up furniture, gather materials, etc. The room should be set up no later than the night before check-in. Label tables as needed to direct students to the proper check-in location and to control traffic flow. Set up stations and lay out materials – Taste of Oxford vouchers, S-Hooks, Emergency Cards, Room Inventory Cards, etc. Discuss staff expectations specific for Opening Weekend. Make sure SSMs understand when and where they are expected to work check-in and what responsibilities they have for FYI and pre-FYI. Remember UC staff help with FY Move-in. Post all doorboards/decs no later than the day before your hall opening. Complete all bulletin boards no later than the day before your hall opening. (Make sure you have a board with information on your LLC(s) in a central location. You may also want to use a centralized bulletin board for Hall Council election information.) Every staff member should wear an ORL shirt and nametag for check-in. Things you will receive from other departments Paperwork to copy: (up to opening day) Taste of Oxford vouchers Information/brochures/giveaways (Athletic Dept.) Telecommunications Res Net booklets Menu Books (Off Campus) Guide to Residence Hall Living (ORL) S-Hooks for residents (housing manager) Room Inventory Cards (housing manager) Emergency Cards (housing manager) Smoking Prevention paint kit (Health Education) FYI Schedules (Orientation) RHA Elections Information & Sign-Up Sheet Hall Assistant Application Flyers for LLC Kick-off & All-Hall Meeting Directional signs for halls In hall training guide Staff Contact lists Initial staff expectations Important Dates (subject to change) Sunday, August 5th Student Staff Move-In (some staff may make arrangements to move-in Saturday or earlier) First In-Hall Training Session Monday, August 6th Student Staff Training begins Noon-5:00pm 5:00-8:00pm 9:00am Monday, August 13th New International students arrive to campus TBA (Date may vary for each student based on availability of international flights.) Tuesday, August 14th & Wednesday, August 15th New International Student Orientation, Advising & Registration Pre-FYI and FY early arrivals Thursday, August 16th First Year Resident move in Friday, August 17th First Year late arrivals Saturday, August 18th Upperclass early arrivals (In some cases, 50% of Upperclass students arrive on this day.) Sunday, August 19th Upperclass move-in Monday, August 20th Upperclass late arrivals FYI Programming 8/16—All Hall/Corridor Mtgs and Social Activity at Shriver 8/17—Convocation, Summer Reading Groups, LLC Kickoffs, AfterDark 8/18—Faces of America, Yager Stadium cookout, Movie in the Courtyard 8/19—Taste of Oxford and Divisional Meetings After Hall Opening Thursday, August 23rd Key Roster to Patty Martinez Friday, August 24th No Show Report submitted on-line TBA 9:00-5:30pm 9:00-5:30pm 9:00am-5:30pm 9:00-5:30pm 9:00-5:30pm 9:00-5:30pm 5:00pm 5:00pm