Fall 13 Move-in SOP Presentation on 7-24-13

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Presented to the Fall 2013 Move-in Team, University Housing and various campus partners pertaining to move-in details.

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Fall 13 Move-in SOP Presentation on 7-24-13

  1. 1. 2013 Fall Move-in Process Prepared by the Office of University Housing and Residential Life
  2. 2. Opening Teamwork • Comments from Michael Scales • Opportunities • Challenges • Expectations
  3. 3. Important Dates • RA Training • August 8 - 16 • SS II Ends • Saturday, August 17 • Transition Housing • Saturday, August 17 • International Student Orientation • August 10-17 • Early Arrival Process • August 18 - 19 • LLC Early Arrivals • August 19 • New Student Move-in • August 20 – 22 • Returning Residents Move-in • August 24 - 25
  4. 4. Promoting Move-in to Campus Community
  5. 5. Communication • Online resources – UHRL website – Fall/Spring Move-in Micro-site • Fall 2013 Move-in Guide • printed • Fall 2013 Move-in Schedule • online • Google+ Hangout • online August 5, 2013 • Direct Mail – Fall Move-in Packet sent around July 1st • Welcome Letter • Fall 2013 Move-in Guide • Promotions from vendors: MicroFridge Brochure, Dorm-in-a-Box brochure, On-Campus Marketing, Insurance, and Hillel promotion.
  6. 6. Communication • University Communications – Temple Today stories about Move-in • Need a list of activities for the Fall 2013 semester from DOSA partners • Focus on opening Morgan Hall • University Photography – University Photography normally shoots various locations during move-in and Welcome Week and we will need to provide them with a wish list of events to cover – Looking to schedule freelance photography for night-time events • Contact Sean Killion for more details if you have activities.
  7. 7. Operating Procedures for Move-in
  8. 8. Standard Operating Procedures • Includes important information from all units within University Housing and Residential Life: – Finance & Administration – Residential Life – Maintenance Operations • Details our standard operations for Fall Move-in
  9. 9. Streamlining the Process • Steps in the Check-in Process – RCR process – Check-in using swipe card system • No signature verification • No move-in counts each day • System can be used for late check-in & early arrivals – Cart rental system – Signage for move-in process
  10. 10. Check-in Set-up • Design schematics due to Emily Smith by August 1 • All work orders complete by August 8 • Door decorations and bulletin boards must be completed by Friday, August 16 • Buildings should be decorated by Saturday, August 17 • Tents will be set up by Friday, August 16 • Carts will be delivered by Friday, August 16
  11. 11. Resources for Check-In • Items for staff and volunteers – Professional Staff SOP Binders • Tents, Tables and Chairs • Red Carts (existing stock) – Check storage locations • Vendors & Services – Comcast – Alumni Relations – Computer Services – MicroFridge – Athletics (Cherry & White Pass)
  12. 12. Steps of check-in • RMS Check-in with ID card • Emergency Contact Form • Room Condition Reports (RCR)* • Meningitis Process • Wallets for all students
  13. 13. Items for staff and volunteers • Student Affairs or UHRL professional staff – Wear appropriate gear from department or division • RA Staff Shirts – Distributed during training
  14. 14. Literature that must go in student rooms • Get Connected Tri Fold – Computer/Telephone/Cable information for EACH room • Campus Philly “Everything you need in and around Philly” • Welcome Week booklet, Diamond Dollars Guide, and Campus Map • Promotion about Code of Conduct • Promotion for Fall Move-in Survey
  15. 15. Distributed at 1st floor meeting • Guest Cards will be handed out at floor meetings in exchange for turning in RCRs • RAs will have a 1st floor meeting agenda (Included in Fall Move-in SOP)
  16. 16. Important Reports in RMS
  17. 17. Reports to check in RMS • Early Arrival Report (All details) • Early Arrival Building and Reason Report • Floor Building Summary – Arrival • Meningitis Compliance Summary • RA E-mail and Phone Summary • Rooms Not Fully Assigned – All (Emergency Housing) • Student E-mail and Phone Number • Alpha Roster is printed and distributed by A&B
  18. 18. Transition from Summer to Fall & Early Arrival
  19. 19. Transition & Early Arrival Processes • Check RMS for Early Arrival Reports – All Early Arrival requests must be received by August 1st; reports ready 8/5 • Athletic Sports Camps (Schedule in Fall Move-in SOP) • International Student Orientation – New for 2013 – Saturday, August 10, 10:00 a.m. – 3:00 p.m. (Check-in) – Saturday, August 17, 10:00 a.m. – 3:00 p.m. (Check-out or Transition into Fall 2013) • Summer 2013 to Fall 2013 Transition will occur on Saturday, August 17, 2013 from 12:00 p.m. – 5:00 p.m. – Primarily for Football (1940) and Summer residents (TT) • Regular Early Arrivals occurs: – Sunday, August 18, 10:00 a.m. – 3:00 p.m. – Monday, August 19, 10:00 a.m. – 3:00 p.m.
  20. 20. Move-in Procedures
  21. 21. Move-in • Residential Life Set-up • Sunday, August 18th through Sunday, August 25th • RA staff meets one hour prior to scheduled time • All staff should be wearing staff shirts, khakis, and closed-toe shoes – Professional Staff – RA staff – Volunteers (Volunteer T-shirts)
  22. 22. Move-in • Cart Rental Set-up • RDs ensure that carts are stored at the end of each day and returned to the Cart Rental Check-in Station – See Fall 2013 SOP for Cart Storage locations • RDs ensure that check-in stations with forms from students with unsigned returned carts and TU ID cards are sent to Assignments & Billing for damage billing. ($350 for each lost cart) • Forms must include: – Building location, date, and time – Student signature (rented) / Staff signature (returned)
  23. 23. Move-in Roles • Professional Staff – ADs supervising process, ensure that staff adhering to the system – Directors and Senior Staff observing and trouble shooting – RD staff supervising their building operation • Student Staff – RAs working with their building check-in – Floor dialogue with students and parents • Volunteer Staff – Students – Hoot Squad, Football Team, TSG, Greeks, etc. – DOSA Professional Staff • Volunteers can sign up for various shifts (Emily)
  24. 24. Move-in • Volunteers • Check-in Station – Overseeing check-in process, forms, keys, etc. • Cart Rental – Responsible for issuing carts and collecting forms • Directional – Providing directions and differentiating between unloading zones and check-in stations • Monitoring – Watching for questions, observing check-in materials and signage is not moved • Training on Monday, August 19
  25. 25. Welcome Week
  26. 26. Welcome Week • RAs responsibilities will be to: – Promote Welcome Week throughout Fall Opening – Take residents to events • Promoting Welcome Week – www.temple.edu/welcome – Any new events can be added to the website by e-mailing Chris Carey (ccarey@temple.edu) • TempleFest applications are due July 31 • Convocation • #TUWelcome

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