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Hall Opening Preparation

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

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Hall Opening Preparation

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  1. Hall Opening Preparation Presented by : Lisa Cannon

  2. 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

  3. 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

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

  5. 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 http://134.53.72.1/home.html • Submit catering order for LLC Kickoff if you have not already done so (if applicable)

  6. 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

  7. 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

  8. 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

  9. 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

  10. 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)

  11. 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.

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

  13. 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)

  14. Start Up SuppliesProvided 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

  15. Start Up Supplies & Costs • $100.00 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

  16. Hall Opening Checklist

  17. Other Advice?

  18. 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

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

  20. QuestionsPlease do not hesitate to call Lisa 9-4122 if you have any last minute questions before you open your hall!

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