Hall Opening Preparation Presented by : Lisa Cannon

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

PLAN AHEAD! So… You don’t feel rushed You have time to have all your questioned answered You don’t look like this… Use your SSM

Your Mail Room Label Boxes (good SSM task) Hire Mail Clerk (if not already done)

Tips for Residence Hall Opening Daily Check Mail! 2 weeks before opening 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 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 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

Tips for Residence Hall Opening At least 1 week before Verify that all keys and locks work (SSMs) 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 At least a Few Days Before Opening Update and print flow charts and registration signage based on information received Create welcome banner Create direction signs for halls - bathrooms, stairs, fire exit Hang Directional Signs

Tips for Residence Hall Opening At least a Day Before Opening Spray paint smoking lines around building – 25 feet around entire building Set up tables and chairs in your check in area Pre-stuff bags with giveaways and flyers Set up stations and lay out materials –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) Telephone Information Cards Information/Brochures/Give-a-ways (Athletic Dept- Maybe) 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)

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 student door boards. This must be covered by your hall start up funds or by the SSM funds.

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 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 Lisa if you have any last minute questions before you open your hall!