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HALL DIRECTOR
HOUSING AND RESIDENCE LIFE
Housing and Residence Life creates the communities in which students live, study and build
friendships. TCU is a residential campus by design, with more than 3,500 students living on
campus. These students learn responsibility, problem-solving and how to be leaders. They
begin to appreciate the unique perspective of others and develop a sense of belonging. The
Department of Housing and Residence Life challenges, supports and educates residents
within our communities to become responsible, aware and engaged citizens.
Follow us on Facebook at: TCU Housing and Residence Life, or visit us via the Housing website at rlh.tcu.edu
Table of Contents
Welcome ................................................................................................................................................... 3
Ethical Principles and Standards for College and University Student Housing Professionals .... 7
Important Policies.................................................................................................................... 21
Welcome
Welcome Letters
From Edwin 2014 Summer School Hall Director (ACUHO-I Intern)
Dear Summer School Hall Director,
Congratulations and welcome to the Horned Frog family! I am excited for you to embark on this new
journey as an ACUHO-I Intern at TCU. I can assure you, you will gain a great amount of knowledge,
experience and passion in what you do this summer and you will never forget it! The Housing &
Residence Life team will be your family from day one, and you will feel at home in no time.
Get ready for all things Texas! This binder is an instruction manual to help familiarize you with the
position and the HRL department. I hope the information contained in it is helpful and makes your job
a bit easier. Read it thoroughly then search files, resources, and ask questions to familiarize yourself
with the position. If there is anything you need please do not hesitate to ask your supervisor for
guidance.
When I assumed the position as the Summer School Hall Director, it was right around closing of the
regular academic year. There are many things happening at once, but it is the best timing for you to
become familiar with the university and the community. I am confident you will have a wonderful
supervisor who will offer support and help make your time in the position a rewarding one.
I cannot tell you that it will all be smooth sailing, and you will be challenged so be prepared. But most
importantly, have fun and seize every opportunity to grow and develop professionally this summer!
Please review my reflective piece for some inside notes, and more in-depth experience of the
position. Be proactive with your time at TCU and network as much as possible!
Again, congratulations and welcome! If you have any questions please do not hesitate to call me at
(818) 358-5528 or email me at exserrano@gmail.com
All the best,
Edwin Serrano
The HOUSING PROFESSIONAL believes in the educational value of professional associations and encourages staff
members to attend appropriate regional, national, and international meetings.
The HOUSING PROFESSIONAL is aware of the political implications of housing as an integral part of higher education and
is obligated to maintain effective relationships with the outside community so that programs, policies, and procedures
are fully understood.
Residents in university housing facilities possess specific individual and group rights while engaged in activities that are
part of university life. With these rights, residents have reciprocal responsibilities to ensure these same rights for other
residents. Housing personnel should educate residents regarding these rights and responsibilities that are associated
with community living and use them as a guide in making decisions concerning resident welfare and behavior. The
following statements define minimal expectations regarding these rights and responsibilities.
To have reasonable access to their living accommodations based on a published schedule of occupancy.
To live in a clean and secure environment.
To facilities and programs that support the pursuit of academic success.
To expect a regionally competitive price on housing accommodations and/or food service.
To have access to written copies of university housing rules and regulations, or individual building policies that
govern individual and group behavior.
To the respect and safety of personal property.
To study without interruption or interference.
To be free from unreasonable noise.
To be free of intimidation or harassment.
To express themselves freely within established guidelines.
To expect enforcement of housing agreement/contract.
To have direct access to staff who provide assistance, guidance, and support as needed.
To host guests, within established guidelines.
To receive equitable treatment when behavior is in question.
To enjoy individual freedoms regardless of race, ethnicity, sex, national origin, disability, age, religion, sexual
orientation, or political affiliation.
To participate in resident governmental bodies, and housing departmental committees.
To have access to individual and group social, educational, and developmental opportunities in their living
community.
Residents have the responsibility...
Association of College and University Housing Officers International (1987), Revised 2001
Summer School
Hall Director
Oversee the Summer School Housing Program, including staff supervision, summer programming, assignments,
check-ins/check-outs, and discipline cases
Participate in on-call rotation for summer school residents
Assist with training programs
Serve as liaison formally and informally with other departments in Student Affairs
Actively participate in the Student Affairs Staff Development program
Advise, discipline, and counsel individual students, making referrals when needed
Serve on departmental or divisional committees as assigned
Budgets
Summer School HDs must follow a budget for the summer, and keep track of what is spent throughout
the summer. Each budget will be reviewed with their supervisor monthly.
Building Condition
All maintenance and housekeeping issues should be reported in a timely manner using the procedures
outlined in the Maintenance section of this manual. Summer School HDs should walk through their building
daily: Check for outdated items on bulletin boards, vandalism, trash, propped doors, etc. Note any problems
and handle appropriately. Make sure recycling is neat and in containers.
Community Renewal
The Summer School HD works with the Hall Director in order to coordinate the Community Renewal
Initiative (Knowing, Connecting, Empowering) within their hall and for making sure each staff member meets the
departments requirements. The Summer School HD should train the RA staff to propose, execute and
evaluate Community Renewal initiatives; supervise these initiatives; and act as a resource for your staff's basic
needs. The Summer School HD should keep in mind that summer housing presents limited opportunity for
KCE, but should not stand in the way for building Community Renewal.
The Summer School HD should:
Summer School Hall Director 12
Brainstorm and work with staff to promote quality Community Renewal efforts.
Approve all staff publicity.
The Summer School HD is ultimately accountable for his/her staffs Community Renewal efforts.
Compensation
HRL provides your housing, utilities, Cable TV, dining plan, stipend, parking space and additional
benefits.
Conferences
HRL encourages active participation in professional organizations. You should discuss any plans to
attend conferences with your supervisor during the summer. ACUHO-I Interns have the opportunity to attend
a conference every summer at Texas Tech University, in addition to any additional conferences that have been
approved by supervisor and are beneficial to your success. Funding is limited to the ACUHO-I Intern
conference only.
Dress Guidelines
When representing the department or university in any manner, it is important that all staff members
dress appropriately. This includes office hours, discipline meetings, business meetings, interviews,
conferences, etc. It is also the responsibility of the individual supervisor to monitor/correct the dress of
student staff members. Being well groomed and presentable is also required of the resident assistants and
anyone working in the office.
Hall Directors should wear their TCU name tag when appropriate (i.e. opening, closing, Mondays at TCU, etc.)
Fire Alarms
The Summer School HD will be responsible for training student staff for fire drill during the summer.
When a fire alarm sounds it is the student staffs responsibility to evacuate the building. Fire procedures are
specific depending upon the building/area. During business hours, Summer School HD and HD will be able to
assist, late night fire alarms will report to HD on Duty. See the Fire Procedures section for details.
Maintenance
Pay close attention to the condition of your building (inside and outside) to ensure that maintenance
concerns are being documented and repaired efficiently. Train your staff members on specific procedures and
supervise the completion of the maintenance requests and documentation.
Summer School Hall Director 13
HRL handles any maintenance problems involving furniture and microfridges. E-mail Richard Oliver to
submit this type of service order.
TCU Connect (x4357) handles any problem related to Cable TV. The Computer Help Desk (x6855)
handles any Internet connection problems.
Physical Plant handles pretty much everything else including all service/work orders. The normal
procedure is to email the service/work order* to Physical Plant Work Order. Be as detailed as possible.
(*) It is important to note the difference between a service order and a work order. Most of the work that is
done in our halls are SERVICE orders. A service order is classified as maintenance that requires a visit from
one shop or area (light bulb is burned out, student room is not cool enough, sink is stopped up, door is not
locking properly, etc.). A WORK order is maintenance that will warrant more money, time, and more than one
shop or area (a water leak behind a wall that requires the plumbers to repair leak and then the paint shop to
repair the wall and repaint it). The reason why it is important that we distinguish between the two is when we
call or email Physical Plant and tell them about the workorder; they will be in the mindset that it is a bigger
project.
Month at a Glance
At the beginning of each month, you will submit a form regarding your monthly activities for the
upcoming month. This includes any events, RA initiatives, conferences you are attending, etc. Consider it a
preview to your month. This should be in agreement with your supervisor.
areas for improvement, programming efforts, hall council, concerns, and questions. This is a prime
opportunity to provide feedback, both positive and areas to improve.
RA Staff
To effectively supervise your staff, work to know them as individuals and as a staff team. Be fair and
consistent in supervising your staff. Provide and explain to your staff clear expectations, in writing, at the
beginning of the semester before the buildings open. Support your staff team by participating in activities and
assisting each other as necessary.
It is your responsibility as a supervisor to do what you can to make your staff feel comfortable when
they feel the need to address concerns about you to you. Moreover, it is your responsibility to let them know
that they are expected, as part of their job, to confront you with any concerns about you or anyone else they
may have.
Sick Leave
If sick time is needed, please e-mail your supervisor and student staff. Please indicate any important
meetings that you may have that HRL can cancel or inform individuals that you cannot attend.
Staff Meetings
Scheduled, structured meetings with your entire staff should be held once a week. Discuss upcoming
events and procedures. Focus on hall issues. Facilitate or delegate a team builder. Outline and discuss all
pertinent information from the previous HRL meeting. It is important to inform your staff about discussions,
issues and potential policy/procedure changes that occur at HD meetings. This sharing of information, as it
occurs and is appropriate, helps the staff understand how decisions are reached and feel more like a part of
the HRL team.
Time Sheets
The Summer School HD is responsible for working with the RAs to fill out their time sheets and
returning them to HRL by the assigned deadlines. (These are technically titled Pay Sheets and can be found
in the Human Resources Forms section of TCUs web site.) It is your responsibility to review all of the
timesheets before you submit them. Check carefully for any errors and correct them. Work with supervisor to
decide who will submit time sheets.
Training
You will discuss your training with your supervisor, and agree on time and dates upon your arrival.
Additional training is encouraged throughout the remaining of the summer, in addition to some HD training
sessions.
Vacation
While there is no paid vacation time for the ACUHO-I Intern, the nature of the Summer School HD job is
that there are certain times taking time off is highly restriticed. Check-ins and Check-outs are the most crucial
times, and occur at least 4 weekends throughout the entire summer. Speak with your supervisor well in
advance when deciding on time off. Inform student staff is highly suggested as well.
1) E-mail Supervisor for request approval.
2) Turn on Out of Office function on email
Rounds are designed to build community and keep our building safe. Use this time to check on and build relationships
with residents you dont normally talk to, or those who live on other floors.
Do not consume any kind of alcohol or drugs while on duty.
Do not leave the building while on duty aside from your dinner break or emergencies. Duty shifts are from 2PM to 8AM
on weeknights and 2PM 2PM on weekends. Make sure you are on time! Be within a 5 minute walking distance if you
do leave the building for any reason.
Rounds will take place at least 2 times a night on weeknights and 2 times on weekends.
More rounds will be conducted if the atmosphere of the building dictates a need for them.
Please be accessible while on duty: ensure your phone volume is all the way up.
When in the office from 7PM Midnight (this time varies by hall), remember to forward the office phone to the duty
phone.
Note any facilities issues while on rounds. If you encounter facilities issues that need immediate attention, call the HD on
duty and then email your HD, ensuring the appropriate calls will be placed.
Door props can get old, but please confront them immediately.
Be sure to use the duty log! The duty log is an important piece of legal documentation, please treat it as such.
Duty switches must be approved by your HD and/or AHD prior to a switch being made. Please follow your halls policy
and procedures as outlined. Update all public calendars immediately.
Please complete an incident report (IR) immediately after any incident. Give as many details and facts as you can, no
assumptions, emotions, or opinions. Write the IR in Microsoft Word, spell check, cut and paste into CoCo, cut and paste
into an email to your HD.
Please follow all emergency procedures outlined in training. Its always best to call rather than not call! Emergency
workers and HRL would rather have it be a non-emergency than not hear about an actual emergency after the fact.
Better safe than sorry!
Never hesitate to call for back up! If you enter a situation you are afraid to handle alone, please contact another staff
member or your HD. We are here to support each other!
Complete all administrative tasks and paperwork to the full extent and in a timely manner.
Plan accordingly for tests, friends and plans. If you get stuck let your HD and staff know!
Important Policies
Summer School Hall Director 18
First Offense
1. The student will be required to permanently dispose of all the alcohol and containers in his/her possession by pouring
it down a sink or it will be confiscated and disposed of by a university staff member.
2. A student may perform 30 hours of community service in lieu of paying the fine for the first violation provided they
contact the community service coordinator within 5 working days of receiving the violation.
3. A $150 fi ne will be charged to the student if the student does not choose the community service option or does not
complete their community service within the specified time frame. The charge will read as an alcohol policy violation
on the students bill from the University.
Summer School Hall Director 19
4. The student must attend an assessment screening and an alcohol education workshop designed for people who
violate policy within the specified time frame.
Second Offense
1. The student will be required to permanently dispose of all the alcohol in his/her possession by pouring it down a sink
or it will be confiscated and disposed of by a university staff member.
2. A $225 fine will be charged to the student. The charge will read as an alcohol policy violation on the students bill
from the University.
3. The student must attend a follow-up assessment screening and complete an alcohol education workshop designed for
persons who have repeated violations within
the specified time frame. The student is responsible for any education workshop cost.
4. The student must complete 45 hours of community service.
5. A letter will be sent to the student, and to the students parents, with a copy going to his/her fi le in the Office of the
Dean of Campus Life citing the students alcohol violation and the consequences for further violations.
Third Offense
1. The student will be required to permanently dispose of all the alcohol in his/her possession by pouring it down a sink
or it will be confiscated and disposed of by a university staff member.
2. A $300 fine will be charged to the student. The charge will read as an alcohol policy violation on the students bill
from the University.
3. The student will be referred to the Dean of Campus Life and placed on University disciplinary probation. Residence
hall students may be subject to removal from
the residential living program at TCU for a minimum of one semester.
4. The student must complete 60 hours of community service.
5. The student must attend a minimum of three (3) individual counseling sessions within the specified time frame.
6. A letter will be sent to the student, and to the students parents or guardians, with a copy going to his/her file in the
Office of the Dean of Campus Life citing the students alcohol violation and the consequences for further violations. In all
offenses, depending upon the surrounding circumstances,
additional disciplinary sanctions may be levied.
Keg Penalties
Summer School Hall Director 20
Any individual (s) who bring (s) a keg or similar prohibited container to the campus is subject to a $500 fi ne, removal of
the person from all University residence halls, and appropriate disciplinary action. In rare instances, students may be
allowed to have root beer kegs for on-campus programming, if they are approved in advance by a university staff
member. Any organization that allows a keg or similar prohibited container on campus property is subject to a $1000 fi
ne. If a second violation occurs, a $1500 fine will be billed. The organization that permits the serving of, or serves
alcoholic beverages in University facilities, is subject to the same penalty as for a keg. Further, student organizations are
required to follow the regulations of the Student Organizations Handbook with regard to the sale of tickets or
advertising for off-campus events where alcohol may be served. (See Code of Student Conduct section: Alcohol)
1. In university residence halls, fraternity and sorority chapter houses, and on-campus apartments: residents of legal age
(21 years) and over may possess and consume alcoholic beverages in their rooms/apartments and in the
rooms/apartments where all students are 21 years of age or older. The consumption or possession of alcoholic
beverages in open containers is prohibited in hallways, stairways, elevators, lobbies, lounges, recreation areas, rest
rooms, and all other areas of the residence (see Code of Student Conduct section, Alcohol).
2. If the residents of a student room/apartment are not of legal drinking age (21 years), no alcohol is allowed in the
residence at any time. Neither residents nor their guests (even if they are of legal drinking age) may bring alcoholic
beverages into the residence. If a student is under 21 years and in a room/apartment where alcohol is present, a
violation will be written for all students present (regardless of age).
Summer School Hall Director 21
3. If one resident is of legal drinking age and one is not, the resident of legal age may possess and consume alcohol in
his/her room/apartment. If anyone other than the residents of said room/apartment enters the residence, all alcohol
consumption must cease and containers must be stored out of plain view (even if guest(s) are 21).
4. No student of legal drinking age is allowed to purchase or in any way provide alcohol for an underage student.
5. Individual and organizational violations will accumulate for one academic year.
6. Any violation of the alcohol policy in fraternity or sorority chapter houses that is determined to be organizational
rather than individual will be referred to the Office of Fraternity and sorority Life. If alcohol or evidence of alcohol
consumption is found in the common areas leased by an organization (i.e. chapter room, kitchen, study room) the
organization is subject to a fi ne of $150, 100 hours of community service, and completion of an alcohol education
program. Other organizational violations will be referred to the judicial board of the Student Organizations Committee
for appropriate action.
paraphernalia, including but not limited to bongs, pipes, hookahs, and/or other devices that may be used to facilitate
consumption of illegal drugs, may subject a student to the same penalties as those imposed for use and possession of a
prescription drug or controlled substance. The penalty for a violation of the Drug Abuse Policy for sale, distribution, or
manufacture of a prescription drug or controlled substance will be permanent expulsion from the University.
Visitation
You may have members of the opposite gender visit you in your residence hall room during certain hours of the day. All
visitors must be escorted by their hosts in all areas of the building. Visitation hours are posted in each hall and the Office
of Residential Services website. Visitors under the age of 17 are not permitted overnight in the residence halls, unless
permission is granted by the Office of Residential Services. Violations of the visitation policy will result in disciplinary
action, which may include removal from the hall or suspension of visitation privileges. Non-residents who violate
visitation may be prohibited from returning to the hall.
Overnight Guests
Occasional overnight guests of the same gender are allowed in your room if they do not create an inconvenience for
your roommate or other residents. If your guest will be staying for more than two days, you must obtain approval from
your Hall Director. As a general rule, guests are not permitted to remain longer than five days. Regardless of the length
of stay, you should inform the hall staff of any guest. You are responsible for your guest observing hall and University
regulations. No sleeping in hallways or lounges is permitted by guests and/or residents.
Staff Supervision
The Resident Assistant is responsible for developing relationships with and among residents and working closely with
other Housing and Residence Life staff members to develop and maintain an atmosphere that promotes community
through excellence in academics, inclusion, and personal development opportunities for students. As an employee of
Housing and Residence Life, each Resident Assistant will support the TCU and HRL mission statements, and adhere to,
administer, and enforce policies and procedures as outlined in the RA Code of Ethics, Housing and Dining License and
Student Handbook.
Resident Assistants are employed for a 3 month period, beginning early May and ending early August and are
expected to participate in all hall preparation including opening and closing procedures.
Resident Assistants will attend and participate in weekly staff meetings, on-call rotations, meetings with your
Hall Director (HD), and regular staff trainings including staff development, staff holiday party and end of the year
banquet.
Resident Assistants will be at least at sophomore standing and have one full year of college experience.
Resident Assistants will be in good judicial standing with the University and Housing and Residence Life.
Resident Assistants student account will be in good standing. If a financial hold appears, the Resident Assistant
will be contacted and given a deadline to resolve account standing. Failure to resolve the hold may result in
termination.
Supervision
Resident Assistants will receive consistent supervision through regular meetings and conversations from one of
13 Hall Directors and be employed in a hall based on individual staffing needs.
Hall Directors are professional staff members that live in the building and provide support to on-campus
residents. They serve as a guide, sharing their expertise with students and student staff.
Training Requirements
Attendance at Summer Training is required for employment. Absences from training must be discussed with and
approved by the Assistant or Associate Directors of Housing and Residence Life prior to training.
Compensation
New Resident Assistants: Single room based on availability. Silver Meal Plan (1st and 2nd semesters of service).
Returning Resident Assistants: Single room based on availability. Gold (3rd and 4th semesters of service) or
Platinum Meal Plan (5th or more semesters of service).
Resident Assistants will receive a monetary stipend for both Fall and Spring training.
The opportunity to work additional hours at each Hall Office (work study preferred).
Academic Qualifications
Resident Assistants must have a 2.75 cumulative GPA and be in good academic standing at the time of
application through term of employment.
All exceptions to the academic qualifications must be submitted in writing to the Assistant or Associate Directors
of Residence Life.
To maintain balance in the RA Role and outside involvement, time commitments exceeding 15 credit hours of
coursework and 10 hours of extracurricular activity should be addressed with the Hall Director. An agreement
between the RA and HD will be reached on reasonable hours prior to fall training.
Resident Assistants will live in the building and be regularly accessible to staff and residents throughout the
year.
Resident Assistants will participate in a duty rotation throughout the academic year, including all University
breaks and Holidays.
Any extended time away that is more 24 hours must be approved in advance by the Hall Director.
The Resident Assistant will inform the Hall Director when absent for any overnight period.
Resident Assistants will participate in weekly one-on-ones and staff meetings.
________________________
Printed Name
________________________
_______________________
Signature
Date
As an employee of the Office of Housing & Residence Life (HRL) at Texas Christian University, I understand that
I have many responsibilities as a student employed by the University. I must abide by all University regulations
as stated in the Student Handbook and all policies established by HRL. I must be in good standing with the
university and HRL in order to hold the position of resident assistant (i.e. cannot be [placed] on university
probation).
I understand that a Resident Assistant is both a leader and role model for other students. Therefore, I am
expected to act in a consistent, professional manner and to refrain from inappropriate or offensive
communication or behavior. I understand that I am expected to support, enforce and abide by all federal,
state, University and HRL policies and procedures. I also recognize the fact that a resident assistant must act in
a respectful manner towards all residents.
My job is a priority. I have a primary responsibility for my floor, wing, or house. As an employee of Texas
Christian University, I have broader responsibilities within the campus community. It is expected that all
resident assistants aid in all conflicts and situations that may arise in any residence hall at any time.
I understand the TCU sexual harassment policy as outlined in the Student Code of Conduct and will abide by it.
In keeping with the institutions sexual harassment policy I understand that I may not date residents, including
staff, within the residence hall I am employed. If this situation does arise, I must talk with my Hall Director.
I am expected to maintain appropriate confidentiality of all resident and other Residence Life issues, unless
maintaining this confidentiality would compromise health and safety.
I realize that, as a staff member, I have a responsibility to be a role model regarding the use of illegal drugs. I
will not use, sell, trade, transfer, purchase, or possess illegal drugs. Any illegal drugs found while on duty are to
be turned over immediately to Texas Christian University Police.
Purpose
This policy provides details for progressive discipline for student employees in the department of Housing and Residence
Life.
Progressive Discipline:
- Verbal warning
- Letter (letter of Warning/Notice etc)
- Employment Probation (includes timeline and requirements as determined)
- Request for Resignation/Termination
The above components may be utilized alone or in conjunction with a university incident report as part of the TCU judicial
process. Sanctions may begin at any point on the continuum. The seriousness of work performance issues or employee
actions may mean probation and/or termination is the first or only Sanction.
Staff Expectations
HDs are strongly encouraged to set expectations for their staff members and have the RAs set expectation for
themselves as a group and the HD. Some HDs also have their staffs do self-expectations to be revisited
throughout the year.
Community Environment
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I expect that you will help create an environment of inclusiveness, support and openness.
Encourage residents to get involved! You should be familiar with campus activities in order to make an accurate
referral to a student organization.
Establish and maintain positive and professional working relationships with your fellow staff members, the HD,
the house keepers, hall council, the OA and office workers, and all members of Residential Services.
I do not expect all of us to be best friends, but I do expect that we will work together effectively as a teamwe
are all in this together and deserve a respectful working relationship.
Always show a unified front to residents. United we stand, divided we fall. This has never been more important
to this building than it is this year.
I expect you to develop a relationship with each of your residents and get to know them well.
Show them that you are invested in them as individuals and in the community as a whole.
Ethics
Keep confidential information confidential but never, under any circumstances, assure unconditional
confidentiality to a resident. Confidential information may go up, but not out.
Everyone begins the year with my trust. You are trusted with private information regarding HRL, this building,
and your residents. Our conversations at staff meetings must remain within hall staff members! Content from 1
on 1s must remain between both you and I. Creating a trusting environment is imperative both professionally
and personally.
Allow me to communicate with families and parents of residents over serious issues. You should not be
handling volatile conversations with family members. Please refer them to my office number.
Be HONEST! Admit to your mistakes and learn from them! Every mistake is a beautiful opportunity for self
improvement, so embrace them and educate others on the solutions to your mistakes.
Just be yourself! Let your residents see you as a person, not just an RA, but keep in mind the fine line of
professionalism you will walk in this position. Take yourself out of your comfort zone and be open-minded to
new approaches and ideas.
Recognize that those around you view you as more than just another resident your attitude and behavior
needs to reflect this recognition. Residents look up to you and your behavior, though sometimes they dont
show it. You are a role model and I will hold you to that standard.
Consistency is crucial. Your actions, decisions, and attitude impact the entire staff.
Communication
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If we want to function as an effective team we MUST maintain open lines of clear communication.
Excellent customer service at the desk, on the phone, and in person is imperative.
Try and stop by my office often to say hi you brighten my day and Im here to help!
Summer School Hall Director 31
Be sure to check your email daily and respond to all professional messages within 24 hours. Additionally, return
all professional phone calls and e-mails within 24 hours.
Please remember that Im here as a resource do not hesitate to contact me. I will try to be as available as
possible by letting you know when I will be away and unable to be in contact with you.
Availability
-
The best way to know whats happening on your floor is to be there! I expect that you will regularly be on your
floor and available to your residents. Remain visible!!
Remaining accessible and available to your staff, residents, and supervisor is an integral aspect of this
experience. You are never alone here unless you close yourself off. Please dont let that happen!
Tell me in advance if you will be out of the building for extensive periods of time (at least 48 hours).
BE ON TIME!!! You will be expected to set aside time for the following meetings:
1. One and a half hour staff meeting per week.
2. One hour every week for Hall Director 1:1s in the beginning of the year. We will revisit the frequency
of our 1:1s individually as time passes.
3. Staff development once a month. I will work in some professional developments too.
4. Flexibility! Things will come up unpredictably and I expect you to try and roll with it.
You are expected to know all policies relevant to the university and residence halls, as well as the rationale for
their existence. You are expected to abide by these policies in addition to enforcing them. I realize you may not
always agree but I expect you to understand and respect the policy.
Failure to confront or follow up on situations condones that behavior and creates double standards between
staff members and residents. We must hold each other accountable!
You are expected to create and change your bulletin board several times per summer. Also, please keep current
information posted and update your own information with away boards and class schedules.
Bulletin boards should be visually appealing and informative. Repair them as needed.
Program with deliberation and intentionality! Program to the wants and needs of your floor. By building
relationships with your residents, you can eventually program with them- this is the goal!
Complete the program proposal and follow-up and turn both in to me in a timely manner.
Support your fellow staff members! Talk up and attend each others programs!
You are issued the following keys: room, front office and sub master access (3 total keys), plus a tax exempt
card. Keep them safe and do not lose or swap them!
Keep your sub master access key in a safe place in your room! Do not carry it with you.
You are expected to be accurate and timely with all administrative duties and paperwork.
Summer School Hall Director 32
RESPECT YOURSELF!
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Your primary role at TCU is that of a student! Youre here to learn first and foremost and the RA position should
be your second TCU priority, followed by other school activities and organizations.
Please balance your time wisely and talk to me if youre struggling with time management/ priorities.
Take care of YOU: mentally, physically, emotionally if you are feeling overwhelmed, let me know!
Recognition/Motivation tips
Everybody likes to have his or her achievements recognized by others. Although personal satisfaction may
often come from meeting a predetermined goal, it is always more meaningful if someone else is there to share
the success. Recognition is an important aspect of both advising and supervision.
Staff members or hall leaders are usually not averse to putting out an extra effort when the building or
department needs help in overcoming a problem or meeting a deadline. If the extra effort goes unnoticed,
however, they will wonder why they should bother next time. A moment or two from you to thank the
individuals involved and emphasize how their efforts have helped will cost nothing and will go a long way
toward increasing their self-esteem and motivation.
In devising your recognition and reward program, you should consider:
What type of behavior to recognize
What to give as a reward (especially on a limited budget)
How to present the reward or recognition
Small Starts
A compliment
An ice cream cone
A sticker
A handwritten thank you
A certificate of appreciation
A helping hand
A personal note
A day (or time) off
A candy bar
A smile
Recognition Tools
Thank you notes and other note cards
Certificates
Flowers
Of The Month Nomination/Award
A decorated cake
Stuffed Animals
A box of candy and small recognition toys
Positive incident report forms
Stickers and colored pens
Specialty computer paper for printing out quotes and more
Books such as 1001 Ways to Reward Employees by B. Nelson
Appreciative Advising
What is Appreciative Advising?
Appreciative Advising is the intentional collaborative practice of asking positive, open-ended questions that
help students optimize their educational experiences and achieve their dreams, goals, and potentials. It
incorporates aspects of positive psychology and appreciative inquiry and was primarily created by Dr. Jennifer
Bloom of the University of South Carolina and Dr. Bryant Hudson at University of North Carolina-Greensboro,
among others.
Disarm Recognizing the importance of first impressions, create a safe, welcoming environment for
students.
Discover - Utilize positive open-ended questions to draw out what they enjoy doing, their strengths,
and their passions. Listen to each answer carefully before asking the next positive question.
Dream - Help students formulate a vision of who they may become, and then assist them in developing
their goals.
Design Help students devise concrete, incremental, and achievable goals.
Deliver The students follow through on their plans. You are there for them when they stumble,
believing in them every step of the way and helping them continue to update and refine their dreams
as they go.
Dont Settle You challenge the students to proactively raise their internal bar of self- expectations.
Bloom, J. L., Hutson, B. L., & He, Y. (2008). The appreciative advising revolution. Champaign, IL: Stipes
Publishing.
By using concepts from positive psychology and Appreciative Advising in their jobs and lives, student leaders can:
Learn much more about themselves with introspection
Build stronger, deeper, and more meaningful individual relationships
Build a stronger residential or organizational community
Inspire others by modeling a healthy, positive lifestyle
~*Adopting these concepts is a lifestyle! Walk the talk!*
*Community Renewal is intentionally caring for others and connecting them with people in their community. As
leaders, we are also teaching others to care more about their communities. What better way to show people you care
than by focusing on their positive attributes and taking genuine interest in getting to know them on an individual level??
Bloom, J. L., Hutson, B. L., & He, Y. (2008). The appreciative advising revolution. Champaign, IL: Stipes Publishing.
Staff Development
Group 1 = Red
Group 2 = Gold
Group 3 = Blue
Group 4 = Green
RA Training Prep
RA on Duty Signs
These should include a picture of the RA, their name and room number, along with your duty phone
number. These will be hung at the desk/office when the RA is on duty
As JR about laminating them!
Door Decs/Bulletin Boards/Decorations
Its wise to compile craft/art supplies so RAs can make welcome decorations, bulletin boards and door decs.
Hobby Lobby has paper, borders and markers for cheap!
Its nice for you to make a door dec for each RA to put on their doors prior to their arrival
Welcome gifts
We typically give our RAs some type of welcome gift.
These can be anything you want; however snacks are usually well received as they dont always have time to
get those during training.
In-Hall Agendas (see example)
Hand outs
Good to give out the first night!
Check In Prep
ID Cards
These are given to us by the ID center, it would be best to have temporary IDs available.
Emergency contact forms
Early arrivals
If students come early, you should have an alpha roster at the desk to verify they are supposed to be in
your hall
Check in
Prep
Create a schedule for your RAs to work (see example)
Areas for RAs on schedule
Summer School Hall Director 48
Desk
Carts/Greeter
Floater
Dont forget to accommodate for lunches/dinners
What to have ready
Rosters
Alpha order
Room order
Keep two copies of the roster in the office (alpha and room number order) just in case there are
questions
Highlighters
Pens
Staff can create a welcome banner/decorations for the hall
RAs staffed to work hall office, parking lot, roam halls to assist
Sample Hall
Summer Staff Meeting
Welcome/Check-Ins
Ice-breakers
Check-in/Check-Outs Overview
o Feedback
o Upcoming dates: _______________
o Check-out procedure
Duty
o Procedures
o RA on Duty
o Schedule
o Switching
Policies-Procedures
o Emergency preparedness
o CoCo Documentation *See example
o Fire kit
o TCU-PD: 817-257-7777
Desk
o Debbie
o Work Orders
o Equipment
o Desk Tour
Committees
Programming Requirements
o Buildingwide
o Summer budget
Expectations
o Expectations from Edwin
o Staff expectations for Edwin
Programming
o Requirements
o Passive (Bulletin Boards)
Weekly Meetings
o Staff
Day/Time of the Week: ___________________
o 1:1s with Edwin
RA #1
RA #2
RA #3
RA #4
11:00 AM 1:00 PM
3:00 5:00PM
Crew 1:
Crew 2:
11:00AM 1:00 PM
o Desk:
o Desk:
o Carts:
3:00 5:00 PM
Desk:
Desk:
Carts:
Bria
Ethan
RA #2
RA #3
Ethan
NO SHOW LIST
Your No Show list is due to Ms. Kathy by 12:00 noon the Friday after classes start in the summer. See supervisor in
case date is earlier.
Before emailing HRL your No Show list, please make sure every effort to verify if the student is actually here or not has
been done. (ex: checking if key has been picked up, items in the room, talking to the roommate(s), etcPlease do not let
the entire responsibility lie with your RAs, YOU CAN PLAY A ROLE AS WELL!!!!).
Name
ID
Hall/Room
Comments
Brady, Bo
Shepherd, Derek
Flight delayed
Timberlake, Justin
Pope, Olivia
Accurate No Show lists result in cancellation of housing, which then allows HRL to:
Notify campus partners of cancellation so they can update their departmental records (EX: the Registrar is now
able to offer class space to another student)
Share accurate roster information with campus partners such as the Vice Chancellors Office, Campus Life,
Police, etc for emergency and life safety
Adjust billing to send to Financial Services
Reassign extended housing residents to permanent spaces
Post an updated vacancy spreadsheet to Sharepoint
Once the No Show list has been verified, Ms. Kathy will notify the HD and Summer School HD so they can print an
updated StarRez Roster for their hall(s). From that point, you and your supervisor will work to fill any vacancies.
If you have a red-level situation, please notify your supervisor immediately so a vacancy will not get doublebooked.
Please note that student athletes usually request a teammate, and sometimes they do not. However, it is
important to remember that athletes from the same team should be paired together, as opposed to a
basketball player with a football player.
o If the resident has a preferred roommate and both residents have mailed their confirmation to
housing@tcu.edu, Ms. Kathy will respond and copy the HDs involved with the room change
instructions. The resident moving is given 48 hours to complete their change and return old room key.
o If the resident does not have a preferred roommate, you should attempt with the best of your ability to
make rearrangements. If you email that student about moving, please notify Ms. Kathy or your
supervisor and give them 48 hours to complete the move.
No students, including first-year students, should be allowed to buy-out their room as a Single.
GOAL SETTING
BE THE CHANGE YOU WISH TO SEE IN THE WORLD! M. Gandhi
This section is about figuring out what you want to accomplish as an intern.Goals should be specific and time
measurable. They should be S.M.A.R.T. Goals Specific, Measurable, Attainable, Realistic and Timely. Under
each of your Goals you should list the Objectives that will help you reach that goal.
Write down 5 SMART goals and objectives for the upcoming months as a way to chart your progress and
ensure that things are going the way you want them to. Some suggestions for objectives may be:
Reflective piece
You will learn that Summer School Housing is one of the most exciting and unpredictable pieces of Housing and
Residence Life at TCU. While there are many questions that you may not know the answer to, there will always be
someone available to help you. The biggest piece of this internship is the teamwork and communication aspects.
Know that your RA staff, supervisor and department are all one unit, and will work collectively throughout the
summer. Communicating effectively on all ends is extremely important as you reach out to Miss Kathy for
assignments, work with your HD, and communicate all information to the RAs and the office assistant.
When working on training, there will be mandatory material that needs to be covered, including policies,
programming expectations, and duty procedures. However, I cannot stress the importance of including several
team builders, and activities that will increase trust, communication and leadership in the team, during training.
These are activities I wish I would have done more, and encourage you to do so from the beginning. Throughout
the summer, my RAs were expected to collaborate with each other for programs that happened once a month. Due
to the limited budget there is in the summer, it is best to maximize what you have and encourage collaborations
amongst the staff members. Again, these team builders will allow the RAs to be able to speak, work and think
smarter and more effectively. I collected data from the RAs this summer regarding their programming efforts in
order for you to consider and share with your staff. Here is what they shared:
Time, game selection, food selection (USA v. Portugal Soccer Game Watch Party)
Everyone got very competitive and involved, making it super fun and encouraging for those passing
by to stop and play. (Bingo Night)
The timing did not work well in our favor. Not a lot of people had time to watch the game (NBA
Playoffs Watch Party)
Advertisement. Not enough time to advertise (Movie Night)
Summertime may be a little tricky to squeeze in programs, however, knowing the residents time and availability
helps immensely. I would encourage you to challenge your staff in their programming efforts. I noticed that my RAs
were resorting to programs around the TV, and asked them to have more interactive programs.
A few bumps I came across that I would like for you to learn from. Check-Ins and Check-Outs come and go several
times and is one of the most important functions for the staff throughout the summer. After the first check-in, your
RAs will become familiar with the flow and expectations we have of them for that day. There is a check-in where all
incoming freshmen student athletes move-in, and lots of communication happens with Athletics. Always verify that
rooms are ready to move-in before students arrive for check-in. One thing that really made things tricky was not
communicating enough with residents living in a half-occupancy. It is best to have RAs follow up with these
residents prior to the incoming roommate arriving, in order to make the space as welcoming as possible.
Check-outs can sometimes be easier and sometimes not, usually because residents have a day they have agreed
to stay in the building for, and sometimes stay past their date or do an improper check-out. This may create issues
for students who are expected to move-in, it would be best to remain flexible. Let RAs and residents know that
Express check-outs are an option, and they can pick up an envelope from the front desk, that must be completed
and sealed with their key inside, before sliding under their RAs door. The end of the summer requires all hands on
deck. Schedule at least 3 RAs beginning the Thursday-Saturday of finals that last weekend, and all will be required
to work on the final move-out day (Sunday).
As you know, staff meetings are usually the only chance you have to communicate and the best time to have the
staff get closer to each other. Finding a time for my staff to meet this summer was one of the biggest challenges for
me. There should be an agreed time before hiring or before the summer starts that requires all RAs to be available
for two hours each week. I resorted to Doodle and hearing their suggested times, but I recommend reaching out to
the RAs and have them send you a list of days & times of their outside commitments for the summer. You will have
to be very adamant about making the meeting fundatory and not optional. With this being said, you will definitely
want to be proactive with the time you have with the RAs, and understand that not all meeting will take the full two
hours. I will share that something great I had the RAs do at these meetings was Life Stories. One RA would have
five minutes of the meeting that week, to share their life story and an additional two minutes of Q&As. I noticed
that the RAs really appreciate this and liked the opportunity of revealing more about themselves to their peers.
A reminder that policy enforcement is just as crucial during the summer, as it is during the school year. Summer
tends to look a little different in terms of alcohol and drug violations that are minimal or not even an issue for the
most part. However, I realized that other policies were an issue for students who were returners/upper-classmen.
Vandalism and theft was an ongoing issue throughout the summer. Please know that this happens here, just as
much as it would anywhere else. However, because the building is occupied with students from all sides of
campus, and all walks of life, it is very unpredictable and best to take the measures to prevent this. Have the RAs
communicate safety and security to all residents from day one. There was also an issue with animals in the building
several times, and safety checks were performed by the RA staff in order to make sure residents were meeting
health and safety codes.
I wish I would have created a standard welcome letter for each resident this summer, that addressed major
policies and defined clearly WHAT IS and WHAT IS NOT allowed in the building, including a Reminder to lock
bedroom doors, suite bathroom doors, and not leaving things behind in the laundry rooms. Also, it is a good idea to
pay close attention to the furniture in the building, as the majority of the couch cushions went missing this summer.
As I have mentioned several times, communication was my best and worst piece of the summer. Communicating
with all residents on a regular basis matters, and works in your favor when you have built rapport with some of
them. Sending out emails to all residents is highly suggested prior to check-outs, and anytime that you need to
send out policy reminders.
Lastly, live and thrive with the students, staff and community around you. There is so much to see and explore in
the TCU, Fort Worth, Dallas, and Texas community! Take time to develop relationships with your RAs, your
residents and the HRL team. There is so much the people that live there year-round can show you, and so many
opportunities for you to take advantage of. Utilize your 1-on-1s with your RAs to become familiar with the campus
and all its functions. Tour the city with your intern-team, and explore the greater area as often as you can. A piece
of my heart will always lie in Texas, and I am extremely grateful for the opportunity I had to be a part of the HRL
team. There is so much care in the department and I hope you experience only the best at TCU. GO FROGS!