Hall Opening Preparation Presented by : Jamie Beyer Taisha Mikell

Hall Opening Preparation Introductions Importance of Planning Ahead & Delegation Setting Up Your Mail Room & Mail Clerks Tips for Residence Hall Opening Working with Parents and Families First All-Hall Meeting Start Up Supplies & Costs Hall Opening Check List Advice from Returning Staff Hands on Training – “Opening Day Check In” Questions

Setting up Your Mail Room & Mail Clerks

Tips for Residence Hall Opening Daily Pick up materials from Warfield daily 2 weeks before opening Submit mini RA duty boards to the Center for printing and lamination Request S numbers for any supplies or food that will be purchased off campus Submit request for tables and chairs for opening day at -- please include: Your name, phone number, and room number Building Point of Contact person, phone number, and room number Department, building, room number Delivery date & pick up date Account number, work order number (if applicable) Number of Table and Chairs requested Submit catering order for LLC Kickoff if you have not already done so (if applicable)

Tips for Residence Hall Opening 1 week before Customize Check In Reminders Sheet Update and copy RHA Elections Information & Sign Up Sheet Update and copy Hall Assistant Application (optional) Verify Catering Order, or other food purchases for Opening Event Create and copy flyers for Opening Event & All Hall Meeting Prepare agenda for All Hall Meeting Verify that all keys and locks work (SSMs) Complete Key Inventory of all keys in lock box and on key board Place keys in envelopes with room number written on front of each envelope Request replacement keys from Jay Mabry for broken and missing keys Submit list of broken locks or locks needing oil to Jay Mabry Create SSM duty and workshifts schedule for opening

Tips for Residence Hall Opening 2 Days Before Opening Update and print flow charts and registration signage based on information received Create welcome banner Create Specialty signs – direction signs for halls doing multiple hall check-in

Tips for Residence Hall Opening Day Before Opening Spray paint orange lines around building – 25 feet around entire building Hang Directional Signs – bathrooms, stairs, fire exit Set up tables and chairs in your check in area Pre-stuff bags with giveaways and flyers Set up stations and lay out materials – Taste of Oxford Tickets, Telephone Codes, S-hooks, emergency cards, room inventory cards Review check-in process with SSMs

Tips for Residence Hall Opening Things you will receive from other departments (up to opening day) Taste of Oxford Tickets Telephone Code Cards (Telecommunications) Information/Brochures/Give-a-ways (Athletic Dept) Telecommunications Res-Net Booklet (Telecommunications) Menu Books (Off Campus) Guide to Residence Hall Living Card (ORLNSP) S-hooks for residents -1 or 2 per resident (housing manager) Room Inventory Cards (Housing Managers) Emergency Cards (ORLNSP) Smoking Prevention paint kit (Health Education) FYI Schedules (Orientation)

Tips for Residence Hall Opening Special Notes Duty boards should be printed and laminated through the Center and not the Copy Center The Center does not supply lamination for door boards. This must be covered by your hall start up funds or by the SSM if you choose not to cover this expense FYI schedules – only 1 per student for opening; DO NOT give additional schedules to parents or students – limited supply available

Parents & Families Introductions Have “all about me” information by your office Questions & Concerns Facility/Hall -related Questions & Concerns Students First!!!

The First All-Hall Meeting Encourage residents that they need to attend the All-Hall Meeting when they arrive to check-in All Hall Meeting will be held shortly after check-in ends Topics to cover: Self and staff introductions Policies and procedures Hall kick-off information Hall Council Academic advising information Divisional Meetings Resources (GTRLHL, Code of Conduct)

Start Up Supplies Provided by ORLNSP Receipt books for lockouts 1 white key envelope per student 1 pair of scissors 1 ream of paper 2 black & 2 red markers 1 black pen 1 box of paper clips 1 bag of rubber bands

Start Up Supplies & Costs $ per hall Departmental Code Wells Hall, Shriver Center Book Store Departmental Credit Card Wal-Mart & Meijer What to buy & what not to buy Start up money can be used throughout the year

Hall Opening Checklist

Other Advice?

Resources Available on the ORLNSP Web site - Manual Directional Signs for Move-in Days What Can I do with $100 of start-up funds? List of supplies available at Wells Sample Move-In Day SSM Check-in Schedule Daily check-list of things to do before Move- In Day

Hands on Training – “Opening Day Check In” Welcome to Shriver Hall

Questions Please do not hesitate to call Jamie or Taisha if you have any last minute questions before you open your hall!