2013Fall Move-in Process

Prepared by the

Office of University Housing and Residential Life

Opening Teamwork

• Comments from Michael Scales• Opportunities

• Challenges

• Expectations

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

Promoting Move-in to Campus Community

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.

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.

Operating Procedures for Move-in

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

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

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

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)

Steps of check-in

• RMS Check-in with ID card

• Emergency Contact Form

• Room Condition Reports (RCR)*

• Meningitis Process

• Wallets for all students

Items for staff and volunteers

• Student Affairs or UHRL professional staff– Wear appropriate gear from department or division

• RA Staff Shirts – Distributed during training

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

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)

Important Reports in RMS

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

Transition from Summer to Fall & Early Arrival

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.

Move-in Procedures

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)

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)

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)

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

Welcome Week

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