The Housing Advisor Position: Meeting a Critical Need for Chapter Advisors Barb Bridges, Director of Housing Laura Seaver, Assistant Director of Housing 7/12/2010

How We Got Here and Why! Initiated the Pilot Program Spring 2009  WHY?  Chapter Advisors of “Housed Chapters” were being overburdened with the added responsibilities of handling housing operations  Headquarters wanted to find the best method of assisting with the support of a chapter “housed experience” for both the advisor and the house manager THE PURPOSE OF THE PILOT  To determine if chapter employees could be supervised through the Housing Department

MODELS FOR THE PILOT Four Models Evolved I.Staff supervision of all employees II.Staff supervision of House Director only III.Staff supports a Housing Advisor in supervising all employees jointly IV.Staff supervision of all employees except for the house director who is supervised by a Housing Advisor

Best Practices for Employee Supervision  Employee supervision remains at the chapter level  Oversight of chapter housing operations requires a dedicated advisor locally  The Housing Advisor position should be a mandatory board position for “housed” chapters  The House Manager position should become a mandatory executive board position for “housed” chapters  Job descriptions for the Housing Advisor & House Manager should be revised clearly defining roles and responsibilities for each

Best Practices for Housing Support at Headquarters  Effective August 1, 2010 “All things Housing” should be located in the Housing Department  Effective for Officer Elections, the House Manager becomes an executive officer position.  Effective August 1, 2011, Alpha Chi Omega will have a standardized model for the House Director job description  The Housing Department is to develop and implement a “House Director Training Program-DBA

What will a Housing Advisor do?  Appointed by Chapter Advisor  Works directly with House Manager and House Director  Oversee all chapter employees  Attend House Corporation meetings, university housing meetings and sit on the Advisory Board  Educate Chapter regarding housing policies and issues

Housing Advisor Roles and Responsibilities  Chapter Management- working with House Manager  Form C140- Housing Commitment Agreement  Form C138- Residential Services Agreement  Review and revise chapter bylaws (housing section)  Review and recommend room rental and meal plan rates  Assist House Manager in developing a positive living- learning environment

Housing Advisor Roles and Responsibilities Continued  Employees  Oversee hiring, supervision, and evaluation  Review and update all employee contracts  Initiate employee contracts  Send copy of House Director contract to HQ

Housing Advisor Roles and Responsibilities Continued  Facility Operations  Advisor for House Manager  Serve as House Corporation Board member for Chapter Advisory Board  Assist House Director in maintenance and repair plan for facility  Assist in establishing and complying with all health/safety requirements  Assist with facility and room check-in/check-out, key distribution and collection, room inspections  Develop methods to maintain the orderliness and cleanliness

Housing Advisor Roles and Responsibilities Continued  Campus  Serve as Alumnae Advisor attending all campus housing informational sessions that address fraternity/sorority housing issues

Housing Advisor Suggested Timeline Move-in/Fall  Begin key distribution  Assist with check-in/move-in  Begin periodic employee evaluation  Assist in complying with all health/safety requirements Prior to winter break  Conduct mid year evaluations on employee performance  Begin house rules revision and bylaws  Review live-in policy  Assist with room inspections  Distribute and collect of the C-140 form Following winter break  Begin establishing room & meal plan rates for next fiscal year  Begin developing page 3 of the chapter budget  Distribute and collect of C-138 form  Begin end of year employee evaluation  Renew employee contracts Prior to end of academic year  Develop maintenance & repair plan  Begin key collection  Assist with check-out/move-out  Assist with room inspections  Clean out storage items/donation  Hire new employees (if needed)

House Manager Responsibility  Chapter Management  Serve as chapter liaison to House Director  Establish weekly meal plans for the cook with House Director  Develop positive living-learning environment and recognition system  Collect C140- Housing Commitment Agreement  Collect C138- Residential Services Agreement  Review and revise chapter bylaws (housing section)  Review and recommend room and meal plan rates

House Manager Responsibility Continued  Facility Operations  Develop a plan for live-in members to maintain common areas, dining room and individual rooms and bathrooms  Assist House Director and CRSB to implement house rules, facility and room check-in/check-out, key distribution and collection, room inspections and move-in/move-out procedures  Work to schedule fire inspections  Provide continuous fire/facility safety information and training  Serve as one of the chapter’s representatives to the House Corporation Board

House Manager Responsibility Continued  Campus  Attend all campus housing information sessions that address fraternity/sorority housing issues