pc handbook

Program Coordinator Handbook

S PC Handbook Summer Scholars Program Loyola University Chicago

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A Note from the 2013 PCs for the 2014 PCs

Congratulations! You have survived the process and are now the overseers of the Summer Scholars program! This is a program near and dear to our hearts as we have collectively put 4 years of work into the program and try to make it better each and every Seminar for our students. Get ready to buckle down for a hard summer with a great deal of autonomy given to you. YOU are in charge of the day-‐to-‐day operations of this program, the oversight of the staff, and managing anything that comes up. If you want higher education/student affairs experience, you’ve come to the right internship.

You will get a great deal of professional experience. This internship is a mix of

student activities, residence life, housing, student conduct, and leadership development. As components are added each summer, you may even get some international student experience. It is important to establish some ground rules about your relationship first and foremost. You will be seeing a great deal of one another and you need to know how to challenge and support one another.

It is important to establish how you will supervise the Student Life Assistants. Will

you co-‐supervise? What does that look like? Will one person supervise the residential aspect of the program while the other is over the administrative side? These are important things to consider moving forward as they make your work much easier.

Read this next part very carefully: it is very easy to get bogged down in your work

and never take a break. Take a break! You are in the city of Chicago and there’s a great deal to explore. You have a job to do, yes. But you cannot do your job effectively without some time to relax to yourself. If you are not on-‐call one night, get out of the building and do something fun. If you do not have friends in the area, use the 15-‐minute away zone as much as possible with your co-‐PC. If you want, take some of the Student Life Assistants out with you. But most of all do what you need to do to stay on top of your game. Days like Orientation and Move-‐Out are going to be tough days to get through.

Do great work. Go forth, and set the world on fire.

Best of luck,

Kristen & Alex, the 2013 Program Coordinators


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Master PC To Do List Below are items that will need to be completed prior to Seminar A Move-‐In. While it may be helpful to split the different tasks up between PCs, some of these items may need more of a collaborative effort, such as contacting campus offices or designing SLA training. Some of these items may not yet make sense but as training progresses, these items will be easier to understand. This list is not exhaustive but something for you to be thinking about.

€ SLA Training Checklist o Complete Van Certification o Schedule Meet and Greet with FYE Staff o Create CTA Pass Log on Google Drive o Become Familiar with N:/ Drive o Set Up Google Voice/Duty Phones o Create/Update Orientation Prezi o Schedule Campus Tour with Orientation Leaders/Admissions for Training,

Seminar A, and Seminar B o Create Class and Classroom List o E-‐Mail Frank Dale in Campus Safety re: Receiving Swipe Reports for the

Residence Hall o Develop a Behind Closed Doors Activity o Create City Pass Log

€ Before SLAs Arrive

o Draft/Print Training Schedule o Reserve Rooms for SLA Training o Ensure SLA Paperwork is Processed for Staff IDs and Meal Plans o Develop Move-‐In Protocol for SLAs o Call Campus Safety to Schedule a Hot Spots Tour for Staff o Compile SLA Binders and Materials o E-‐Mail SLAs about Staff Move-‐In o Contact Residence Life about SLA Room Keys o Determine Pick-‐Ups for SLAs o Set-‐Up SLA Rooms

§ Rambler § Candy § City Guide § T-‐Shirts § Staff Shirt § Water Bottle

€ Orientation Checklist

o Create Student Roster/Check-‐In Sheet o Contacted the Following Campus Offices for Speaking at Orientation:


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§ Campus Safety § Wellness Center § Director of FYE § Chaplain/Sr. Jean

o Assign Orientation Tasks (Detailed Later) o Reserve Orientation Rooms (Seminar A and B) o Reserve Rooms for Evening Programs (Seminar A and B) o Ordering Catering for Orientations (Seminar A and B) o Stuff Parent Folders/Student Padfolios

€ Move-‐In Checklist

o Contact All Students to Confirm Participation in the Program o E-‐Mail Move-‐In/Orientation Information to Students/Parents o Collect and Confirm Flight Itineraries o Confirm Residential Students and Housing Contracts o Complete All Custodial Needs o Complete Room Condition Reports for All Rooms o Assign Rooms and Roommates to Each Student o Follow-‐Through on SLA Checklist o Obtain Room Keys and Master Key from Residence Life o Create Student Check-‐In Sheet

§ Name, Contact Information, Class, Room #, Key/Key Cody, Paperwork, and Deposit

o Reserve Vans for Move-‐In


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PC Roles & Responsibilities Program Coordinator (PC) – Chicago 2014

Summary

Together with the Office of First Year Experience (FYE), the Program Coordinators (PCs) lead a team of Student Life Assistants (SLAs), who are typically undergraduate university students, who live and work directly with the students enrolled in the Summer Scholars program. She/he/ze serves as the senior administrator of the Summer Scholars program. The PC lives in university housing with the students and reports to the Program Director.

Principal Duties and Responsibilities

1. Oversee the planning and implementation of various co-‐curricular programs, in-‐ and out-‐of-‐hall, for students in the Summer Scholars program. While the SLA staff heads a majority of programming up, PCs are expected to contribute or lead at least one program per seminar.

2. Develop and administer the training of the SLA staff. 3. Serve as the primary conduct officer, hearing cases of misconduct in the hall, after

receiving training from the OSCCR office staff. 4. Create a pre-‐/post-‐program assessment, using both qualitative (focus group) and

quantitative measures 5. Address the maintenance needs of the residence hall, making sure the building

and rooms are ready for staff and students. 6. Serve as the primary on-‐site individual to clarify and enforce program policies,

including the disciplinary process, to ensure a positive living-‐learning experience. 7. Serve as the primary contact for all emergencies, rotating on a 24-‐hour duty

phone with other staff members. 8. Collaborate with other campus offices to address program needs including, but

not limited to, Residence Life, Dining Services, the Campus Card Office, Campus Safety, the Wellness Center, the Information Commons, Campus Reservations, Halas Sports Center.

9. Supervise the SLA staff and prepare written evaluations of their performance at the end of the summer.

10. Create/update training handbooks for future staff use, as well as a list of concerns to still be dealt with, at the end of each summer.

11. Manage the program budget and document all expenditures. 12. Live in, for the duration of the program, the residence hall where the students are

housed and act as a resource for students and staff, unless off-‐duty.


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Residential Program

The largest component of the Summer Scholars experience is its residential program. Students have the option of selecting to reside on the Lakeshore campus while taking either a 3-‐week or 6-‐week course. Students will participate in a community style program that combines residential, educational, and relationship building components. Identifying oneself in the context of a shared space or community is an important outcome of the Summer Scholars program; therefore, the successful execution of the residence hall is essential.

Preparation – Working with Residence Life Prior to the start of the Summer Scholars program, building a relationship with Residence Life is important for access to materials such as the master key, move-‐in materials, and maintenance needs. The following areas are important to inquire about. Students must complete a housing contract if they wish to participate in the residential component of the program. It is accessible through their LOCUS account. Directions for accessing the housing contract are located on the N:drive in the administrative folder. Students must select the correct seminar of attendance. Afterwards, they can select the proper residence hall, the $400 meal plan, and what rooming option they prefer. (These questions are subject to change). The housing deposit in 2013 was $670 in addition to the $400 meal plan. Residence life may opt to add their charges after move-‐in, as it is common to have no-‐shows. Once they receive a confirmed list of residents, they will go in and add charges. For billing purposes, students might have a negative balance if they paid prior to arrival. Acquiring the master key early on will ease the preparations for move-‐in. This key can be acquired through the Associate Director of Residence Life or their designee. Residence life has red move-‐in tubs that are locked away in the garage of the residence hall. These will need to be unlocked so there is access for move-‐in. Maintenance and janitorial cleaning should be confirmed prior to both move-‐in dates. The first is to clean the lounge areas and public restrooms. The second is to clean rooms that were checked-‐out of. These rooms will have a one-‐day turnover, so early communication with Residence Life will be important. These requests should be submitted through TMA and Residence Life.

Finalizing room assignments and confirming residential students at least 1 week prior to move-‐in will allow enough time to process key requests with residence life. Generally, you will not have access to individual keys for the building. Residence Life will provide individual key-‐sets to rooms you identify as going to be occupied. Room assignments should be made for confirmed/deposited students, as well as students who


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have registered for classes. It is really important to be pro-‐active about getting confirmation from students prior to assigning them, but be prepared for students who might show-‐up or students who are no-‐shows.

Preparation – Hall Decorations

Each year, the Student Life Assistants select the theme for the hall. Past theme ideas have included Chicago Neighborhoods and Nautical. The theme should be incorporated throughout the entire hall. Decorations should be of the highest quality. Encourage the SLAs to be resourceful with program supplies and crafts. For example, in past years, SLAs utilized chalk and hairspray in order to create life-‐size animals for a zoo theme. The theme should be selected prior to SLA arrival in case additional supplies need to be purchased. It's also important to be careful and considerate when hanging items on the walls. Painter's tape is a non-‐harmful way to hang decorations.

The following decorations/signs should be completed during SLA Training:

• Door Decorations • Homework Calendar • Activity Calendar • Events Calendar • Duty Boards • Laundry Signs • Welcome Signs (In-‐

Hall/Orientation) • Entrance Signs • Lounge Signs • Hall Decorations • Bulletin Boards

• Desk Signs • Emergency Exit Signs • Scholar of the Week Board • “Today’s Events” Sign • Meal Plan Budget Tracker Sign • Mailboxes • “Games Available” Sign • Rambler Bucks/Fill Stations Sign • Room Assignments List • Trash Room Signs

Preparation – Organization and Set-Up

The residence hall should be organized as a fully functional residential program, including desk access, student files, program materials, and community kitchen supplies. Organizing your supply closet early on will facilitate the development and planning of programs. This should be the priority of the assigned SLA. Desk procedures are described in the administrative tab of this manual. Desk forms are located on the Google Drive. These include the CTA Pass Log, the Cash Box Log, the Desk To Do Form, the Phone Log, and the Voicemail Log. There should be at least one social lounge and one study lounge for student use. Study space and arrangement should be conducted by the SLAs.


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Residence Life and Others in the Building

One thing you will notice on your day-‐to-‐day in the hall is that Summer Scholars students and staff are not the only people actively in the hall. Many individuals will have access to the residence hall during the summer including, but not limited to: the Office of Residence Life and their staff members, Resident Directors, custodial staff, maintenance staff, and Campus Safety. They will all come in with different purposes and reasons. One thing to keep in mind is that there are minors in the building after Seminar A move-‐in. All Summer Scholars staff members have the right to ask someone why they are in the building. Generally, Campus Safety will come through the building in the late hours of the night on routine patrols. Custodial and maintenance staff will come in the early mornings during the week and late afternoons on the weekend. Residence Life staff members will come sporadically throughout the program, generally during the late morning and early afternoon hours. Towards the end of the program, the Loyola Resident Assistants will be moving into the hall to begin their staff training for the Fall semester.

Move-In and Move-Out Procedures

For detailed itineraries of move-‐in and move-‐out procedures, see the SRC Folder on the Google Drive and the Administrative > Residence Life folder, on the N:drive.

Move-In Preparation

In order to facilitate student move-‐in, a check-‐in list should be created that includes student ID numbers, name, their seminar, class, residential/commuter status, deposit status, paperwork completion, room number, key code, and cell-‐phone number. The majority of this information is collected during the admissions process and can be input easily into an excel spreadsheet. An example is located on the Shared Drive under class and Student Information and Administrative under Important Forms.

Room assignments should be made one week prior to move-‐in. Pairing 3-‐week

students with 3-‐week students, as well as 6-‐week students with 6-‐week students is beneficial for move-‐out and turn over of rooms in the middle of the summer session.

Move-In Tasks and Assignments

The day-‐of itinerary for move-‐in includes the following tasks: • Set-‐Up of Primary/Secondary

Check-‐In • Hanging Welcome Sign • Chalking

• Collecting Room Condition Reports

• Taking Student Pictures • Collecting Emergency Contact

Cards


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• Picking Up Students from Airport/Train Station

• Distributing Materials for Orientation

The assignments for move-‐in are as follows, Once assignments and preparations are

complete, the information should be reviewed in a staff meeting:

• Primary Check-‐In o At the primary check-‐in, the staff member should be greeting residents and

guests as they enter the building. Be sure to: § Ask the student’s last name § Provide them with their room number § Provide them with their key/lanyard § Verify deposit and paperwork status § Ask them to record their cell phone number § Ask them to proceed to secondary check-‐in

• Secondary Check-‐In

o At the secondary check-‐in, the staff member should be explaining the additional paperwork needed to complete move-‐in. Be sure to:

§ Provide students with their padfolio and a parent/guardian folder § Explain the emergency contact card § Explain the Room Condition Report and how to check it § Explain that once they return the contact card and Room Condition

Report, they will receive their water bottle and t-‐shirt

• SLA Runners o Staff members are stationed at the front desk to take students up to their

rooms for check-‐in and respond to parents, guest, and students, as needed. Be sure to:

§ Take student’s photo against the wall before they go to their room upstairs

§ Give students their t-‐shirt and water bottle, after they return their emergency contact card and Room Condition Report

§ Escort students to their rooms § Change door decorations for unexpected students § Help students with any room issues § Pull parents, guest, and students aside to alleviate the check-‐in

process § During downtime, mingle with guests in the building

• Move-‐In Crew

o Staff members are outside, responsible for greeting guests as they arrive. Be sure to:

§ Greet students and guests with a smile when they arrive


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§ Explain the parking situation – staff needs to get the stuff now while the student checks in inside

§ One person should remain with the student’s items during the move-‐in process

§ Escort the student’s items to their room, empty the bin, and bring it back downstairs

Move-Out Preparation

A student checkout sheet should be created. It should mirror the student check-‐in sheet but include columns for key return and checkout sheet/room inventory form completion.

Students should have a floor meeting where the move-‐out procedures are

explained. They should receive the room checkout form that includes a checklist to guide students through the process. Keys must be returned at the end of the process.

Students will often have a lot of money left over on their meal plan. Organizing a

donation drive where students can purchase items from Simpson Market to donate to local food pantries is encouraged.

Have students send confirmation of flight itineraries or travel arrangements

well in advance to coordinate these needs the day of.

Move-Out Tasks and Assignments

The following tasks and assignments are for the day of move-‐out:

• Desk Set-‐Up o The desk computer should have the student checkout sheet available that

contains student information and spaces to indicate they have returned their checkout sheet, Room Condition Report, and key.

o The desk should include: § Room Checkout Sheets § Room Condition Reports students filled out prior to Moving In § Key Box § Cleaning Materials for Students § Extra Trash Bags

• Van Drop Off

o There will be a van running throughout the day to escort students to Midway and O’Hare Airports, as well as any train stations.


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• Hall Walkthroughs

o Beginning at 7:00 AM, SLAs should begin knocking on doors making sure students are awake and have begun packing. This will be done periodically throughout the check out day. These SLAs should also be making sure students understand the checkout process and helping them with any materials (cleaning or trash bags).

• Checkout Runners o SLAs should be stationed at the front desk. When students come down to

verify that they are packed and that their parents are arriving within the next 10 minutes, 1 SLA should go up with the student to fill out the RCR, verify the student checkout is complete, answer any last minute questions regarding billing, and begin moving the students' belongings downstairs. The SLA should have the RIF and checkout form with them.

• Move-‐Out Bins o The moving SLAs should bring the bins and unload students’

luggage/belongings to await parent cars and/or the lounge area if the parents have yet to arrive.

• Desk Check Out o Staff should be collecting paperwork and keys and logging the information

in the computer. It should be noted that the RCR is complete and that the key is returned. Once a key is returned it should be placed into a new envelope and re-‐labeled with the room number and key code. This is to facilitate an easier turnover for move-‐in for the next seminar or for the return to Residence Life.

• Room Turnover o Housekeeping should arrive in the afternoon or evening to clean rooms for

move-‐in.

Move-In and Move-Out Procedures

After Seminar A move-‐out, the Program Coordinators will begin to reset the desk for Seminar B move-‐in. One SLA will be escorting six-‐week students out on a program for most of the afternoon so the rest of the staff can reset the building for Seminar B move-‐in. SLAs should complete the following tasks:

€ Set Up Orientation Stations (Swag Station, Check-‐In, etc.) € Hang Up Seminar B Program Calendar € Remove Seminar A Door Decorations/Put Up Seminar B Door Decorations € Remove Seminar A Mailboxes/Put Up Seminar B Mailboxes


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€ Hall Decorations Re-‐Taped, Re-‐Done, and/or Fixed € Vacuum Lounges € Wipe Down Lounges € Clean Lounges € Clean Dishes € Wipe Down Counters € Empty Dishwasher € Empty Refrigerator of Old Items € Complete New Room Inventory Forms € Room Thermostats Set to 72 Degrees € Place Toilet Paper in Each Empty Room € Any other tasks assigned by the Program Coordinators € Febreze, where necessary

After Seminar B move-‐out, the following tasks need to be completed:

€ All decorations possible recycled € Kitchen materials packed away, after being cleaned € Refrigerator emptied € Trash taken out to dumpster € Office supplies packed up € Donation delivery to non-‐profits € Packing up remaining supplies € Double checking student rooms for any items left behind € Returning items to Sullivan Center Basement

Mail

Prior to student move-‐in, a full residential student roster should be sent to the

mailroom in order for students to be able to receive mail/packages. This needs to be done in advance. If the mailroom does not have our students’ information, things will be returned to sender.

Safety/Maintenance

Maintaining a safe and clean building is another aspect of running a successful

program. Collaboration with Campus Safety and Maintenance will ensure the utmost quality. On occasion, you will see these staff members enter the building. Please be sure you stop them and verify their identity.


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Janitorial staff will come to take out the trash and mop the lobby floors. They take the trash out of the lounge areas, behind the desk, and off of the individual residence hall floors. If additional maintenance is needed, it can be requested online at http://www.luc.edu/reslife/resources/maintenance.

Campus Safety will also enter the building in the evenings to secure the building.

Card swipe logs to verify who is entering the building can also be obtained from the Campus Safety office.

Duty

Each night, two SLAs will be “on duty,” serving as the primary staff members who are responsible for the safety and security of the residence hall and its students. These are the two staff members each night who respond to emergency and are the primary staff members who should be interacting with students in common areas, though all staff is invited to interact with students each night. Both SLAs must call the PC on-‐duty at the start of their duty shift to inform the PC that they are present and in the building.

The PC on duty is on for the full day starting at 8:00 AM. They are required to be

within 30 minutes of the residence hall and have access to their phone. While on duty, SLAs should have the duty phone(s), flashlight, master key, and

clipboard with the duty log on persons at all times. It is imperative that both SLAs have their duty phones charged, on a loud ringer, and available for use. Be mindful of students’ personal space while completing room checks and entering their space. Although it is beneficial that you are friendly with residents, it is important to remember that you are working and not interacting with them as a friend – your role is more of a mentorship. Also, if commuter students are still in the building after 8:30 PM, please make sure that they either have a ride home or that they have been approved to stay overnight. Staff can also offer to escort them home, if requested.

Staff duty nights will be scheduled during staff training. Once the schedule is

set, duty switches may only occur if a Program Coordinator is notified 72 hours in advanced, except in the case of an emergency. It is important to only switch duty between similar dates – a weekend shift for a weekend shift and a weekday shift for a weekday shift. – to ensure everyone has equal duty coverage. The number of duty nights per staff member will depend on staff numbers in a particular program year. Duty switches should be worked out between individual SLAs first and then brought to the Program Coordinators’ attention.

The duty phone will serve as the primary contact for the SLAs on duty in case of an

emergency. It is imperative that both SLAs have their duty phone charged, on a loud ringer, and available for use. Duty phones should be turned on at all times, answered at all times, and have enough minutes and text messaging capabilities to be utilized throughout the program. There will be two given options for duty phones in a particular Summer Scholars


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year:

1. Google Voice – G-‐Voice is a program that uses a common, free phone number that forwards phone calls to one’s personal cell phone. In this event, SLAs will be asked to use their personal phones throughout the program for duty. Currently, two accounts are used for SLA Duty Phone Numbers, resulting in two duty numbers. G-‐Voice only allows five phone numbers to be attached to a G-‐number. The two duty numbers are 708-‐669-‐9387 ([email protected]) and 708-‐669-‐9612 ([email protected]). All staff members should add their phone numbers to one of these accounts, but not both.

a. To add a number to G-‐Voice: i. Using an internet browser, go to www.google.com/voice. ii. Enter in either of the two e-‐mail accounts above. The password for

both is “chicagoluc” iii. On the top right hand screen, click on the gear icon. iv. Click on “Settings.” v. Click on “Add another phone.” vi. Enter your name, phone number, and phone type. Leave “receive

text messages on this phone checked.” vii. Click on “Save.” viii. After you have added the phone, the screen should take you to the

“Phones” tab in Settings. Your name should appear faded with your phone number. You will now need to verify the phone. Google will call your phone to confirm it.

ix. During the call, it will ask you to put in a verification code that Google provides to verify your phone. Once you enter in this code, your phone will have been entered into the system.

b. Each night, the SLAs on duty should go into both accounts and leave checkmarks by those that are on duty. This will ensure that G-‐Voice is only forwarding calls to those who are on duty, and not the entire staff.

2. Designated Program Duty Phones – The Program Director will purchase minutes and phones as duty phones for SLA usage during the program. Phones are for Summer Scholars business, not personal matters. Phone usage and switching should be handled between individual SLAs each night when a new pair of staff members go on duty. During duty, SLAs should remain in hall, be visible to students, and accessibly by

their duty phones. This is the time to interact with students and get to know them through conversation, games, or homework review. There should be no “R” rated movies playing in common spaces to preserve a neutral environment. Instead, students can watch those movies in their own rooms. There should also be no inappropriate music playing that may offend other staff or students. Also, stop inappropriate language that offends race, socioeconomic status, sexual orientation, sex, gender expression/identity, (dis)ability, ethnicity, religion, or any other identity of students. At least one SLA should be in eyeshot of


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the front desk/sign out sheet to monitor students coming in and out of the hall as well as other individuals who may be coming into the hall. The other SLA should be interacting with students in another lounge/common space.

On walkthroughs, aside from formal parts of the walkthrough described below, all

building walkthroughs should include the following checks: • Check the laundry room, stairwells, and unoccupied floors to make sure there is no

trouble or unauthorized access. Make sure the washer doors are open to prevent mildew from growing in them.

• Check the lounges for missing game pieces and straighten them up if in disarray. • Locate any outstanding CTA passes from the day • Post reminders for tomorrow’s programs on bulletin boards and in designated spots • Note any facility issues and submit a TMA request or e-‐mail the Program

Coordinators • If you encounter an incident or a pattern of behavior that is unfitting of the Summer

Scholars community, make sure to submit an incident report to the Program Coordinators before bed.

• If any student belongings are left unattended in the lounges, put them in the Lost and Found

There are two types of duty:

• Weekday Duty (Sunday PM – Thursday PM)

o Two SLAs are on duty each night. Shifts start at 7:00 PM and end at 7:00

AM the next morning. § One SLA serves as the primary SLA for the shift. This SLA is required

to be on duty all night and may not leave the hall without permission from the Program Coordinator.

§ One SLA serves as the shadow SLA for the shift. This SLA is allowed to leave the hall to conduct spot checks on students signed out and for programs. This SLA, however, must always be within 15 minutes of the hall. This SLA needs to be present when conducting walkthroughs.

o Three Formal Building Walkthroughs are Conducted:

§ First Walkthrough (Building Check) – 10:00 PM

• Serves to ensure that all residents are accounted for and in the building at this time. All students are required to be back in the hall by 10:00 PM according to Chicago curfew law. If a student is not present or otherwise accounted for, it is the responsibility of the SLAs on duty to locate the student and notify the Program Coordinator on-‐call. All residents should


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be checked off for the curfew check on the duty log.

§ Second Walkthrough (Bed Check) – 12:00 AM • Serves to ensure that all residents are in their rooms for bed

checks. Residents can be in their suitemates’ rooms, as long as the suitemates have given permission. Students do not need to be asleep but must be in their rooms.

• During this check, SLAs will enter students’ rooms after knocking and announcing who you are. Eventually, students will get in the habit of staff coming around at this time of night. One SLA will remain at the door, keeping it propped open, while the other SLA visibly checks for the students’ in the room to make sure all occupants are accounted for. If students do not answer because they are sleeping, then announce yourself softly and key into their rooms. Use a flashlight to verify students in their beds. If students are showering when coming around, ask for vocal confirmation.

• Special Note – If students would like to continue studying after bed check in a particular lounge, they may until the third walkthrough.

§ Third Walkthrough (Sound and Security Check) – 1:00 AM • Serves to ensure that all students have remained in their

rooms and are not in the process of exiting the hall. • Make sure to take note and pay attention to sounds coming

from the rooms to make sure multiple students have not entered another room.

o There is no sex-‐mixing in the program. No biological males should be in the room of biological females and vice-‐versa. This is the rule throughout the entire program, 24 hours a day, and 7 days a week. If there is an intersex or transgender individual living in the hall, refer to the Program Director or Program Coordinators for guidance.

o At the end of the last walkthrough, the primary SLA is responsible for placing

the master key in the lock box or holding onto it until the next morning.

• Weekend Duty (Friday and Saturday) o Two SLAs are on duty during the weekend. Shifts start at 7:00 PM on Friday

and Saturday and do not end until 7:00 PM the following evening. Both SLAs are considered primary SLAs – not being able to leave the hall without permission.


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o Three Formal Building Walkthroughs are Conducted: § First Walkthrough (Building Check) – 11:00 PM

• Serves to ensure that all residents are accounted for and in the building at this time. All students are required to be back in the hall by 11:00 PM according to Chicago curfew law. If a student is not present or otherwise accounted for, it is the responsibility of the SLAs on duty to locate the student and notify the Program Coordinator on-‐call. All residents should be checked off for the curfew check on the duty log.

§ Second Walkthrough (Bed Check) – 1:00 AM • Serves to ensure that all residents are in their rooms for bed

checks. Residents can be in their suitemates’ rooms, as long as the suitemates have given permission. Students do not need to be asleep but must be in their rooms.

• During this check, SLAs will enter students’ rooms after knocking and announcing who you are. Eventually, students will get in the habit of staff coming around at this time of night. One SLA will remain at the door, keeping it propped open, while the other SLA visibly checks for the students’ in the room to make sure all occupants are accounted for. If students do not answer because they are sleeping, then announce yourself softly and key into their rooms. Use a flashlight to verify students in their beds. If students are showering when coming around, ask for vocal confirmation.

• Special Note – If students would like to continue studying after bed check in a particular lounge, they may until the third walkthrough.

§ Third Walkthrough (Sound and Security Check) – 2:00 AM • Serves to ensure that all students have remained in their

rooms and are not in the process of exiting the hall. • Make sure to take note and pay attention to sounds coming

from the rooms to make sure multiple students have not entered another room.

o There is no sex-‐mixing in the program. No biological males should be in the room of biological females and vice-‐versa. This is the rule throughout the entire program, 24 hours a day, and 7 days a week. If there is an intersex or transgender individual living in the hall, refer to the Program Director or Program Coordinators for guidance.

At 7:00 PM – the two “on duty” SLAs must call the Program Coordinator on-‐call to


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signify that they are present in the building and reporting for duty. At the same time, SLAs should be changing the duty board to reflect which staff members are on duty. Finally, SLAs should be accessing the G-‐Voice accounts to change the forwarding, if this is the duty phone method for a particular year, or receive the duty phone from the previous night’s SLAs.

Community Living

A specific outcome for the Summer Scholars program is for students to understand what it's like to live in a shared space. This is the basis for which much of the activity in the building occurs. Students will participate in programs, eat, and study in the hall. It is important to remind students that this is a shared space and they should be cognizant of their actions and speech. Reinforcing this from the beginning allows for a common ground for everyone to start off on.

Specific activities designed to teach students about a shared space include having each roommate sign a roommate contract, assigning groups to clean the kitchen, and enforcing lounge cleanups. A copy of the roommate contract is included in the N: Drive in the Administrative folder.


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Administration

In addition to residential and programmatic responsibilities of this position, there is also a large set of administrative tasks that need to be completed. In order for the majority of the other components to run smoothly, successful administration at the front desk, management of supplies and inventory, and the collection of records and data should occur. The following sections describe the various administrative tasks and functions of the Summer Scholars program.

File Storage/Document Access

The N: drive and Shared Google Drive are where all pertinent forms and documents are stored. Past program forms from Summer Scholars years past are also located here. While not every form is located in both locations, some forms are recommended to be posted in both places including student information rosters, the master schedule, conduct procedures, emergency numbers, and manuals.

The N:drive is accessible through logging in to the FYE Coordinator’s LUC account

on any Loyola computer. Be sure to get this information during training and begin familiarizing yourself with the drive. Summer Scholars information is accessible through the following location: N:drive -‐> First Year Experience -‐> First Year Experience -‐> FYE -‐> Summer Scholars. Here folders are organized with past forms to spark ideas or provide guidance for program processes and procedures. There is also a current folder for the current summer, which should include all information pertinent to students attending that summer.

The majority of forms on the N:drive serve as an example for future use. When

creating forms for a new summer session, be sure to use the forms in the main Summer Scholars folder. It may be beneficial to create and save separate forms so there is always an example on the N:drive, but the information pertinent to the current year is saved in a Summer YEAR folder. There is also a guide to the N:drive which may be useful for finding certain documents. It is located in the main folder of the Summer Scholars folder.

The Google Drive, sometimes referred to as the “Shared Drive,” is accessible

through drive.google.com. The account is [email protected]. The password is chicagoluc. The Google Drive should be accessible by all staff members. Its function is primarily for remote PC access as well as ease of use for projects that require collaboration (such as desk tasks).

Calendar Programing and Scheduling

Calendar programming and scheduling should be accomplished early on during training, if possible. This allows for all staff members to plan ahead for their duty,


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desk, and programming attendance requirements. All three programs should be planned at the same time. A sample master calendar is located on the Shared Drive in the main folder.

It is especially important to be cognizant of timing of programs and

transportation needs when scheduling events/programs. Inform the SLAs that their programs should be planned well in advance to accommodate calendar scheduling. Having a solid calendar going forward will alleviate last minute changes.

Things to consider are having at least one in-‐hall and out-‐of-‐hall program per

day. Also, consider timing of larger, strenuous programs around student midterms and finals. Also, consider meal times and dining hall hours, as every student may not be able to purchase meals out on the town.

Supplies and Inventory

The full stock of Summer Scholars supplies is stored in the basement of the Sullivan Center. The inventory includes office supplies, craft/program supplies, and Summer Scholars promotional materials. A complete and current list of inventory is located in the N:drive in the Administrative, Important Forms folder.

It is the responsibility of one of the Student Life Assistants to manage the supplies and inventory of the program. Generally, an extra residence life room or empty office will be utilized in order to store items and allow for easy access of necessary supplies. At the beginning of each summer, full stock of current inventory should be completed. From there an assessment of program purchases can be made. As items are used and/or discarded, the inventory form should be updated.

Program purchases for materials should happen minimally throughout the entirety of the program. Utilizing program proposals from Student Life Assistants is a seamless way of creating supplies shopping lists, as materials needed for the program is a required question.

Desk Protocol and Procedure

The front desk is the hub of activity for the Summer Scholars program. It is where all important program forms and documents are located and where many of the program procedures occur. Organization of the desk should occur prior to the start of the program and SLA training. The following sections describe various desk procedures for the Summer Scholars program including important considerations for future staff. Any time a staff member is on desk, an Internet browser should be open with the Google Drive open. To access the Google Drive:

1. Go to https://drive.google.com.


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2. In the E-‐Mail space, type in “[email protected]” 3. In the Password space, type in “chicagoluc” 4. The home screen of the Google Drive will pop up

The desk is open from 8:00 AM to 7:00 PM, Monday thru Friday. Depending on the number of staff members, desk shifts may vary between 2 1/2 to 2 hours long. It is recommended that the Program Coordinators cover the first desk shift in order to plan the administrative duties for the day. A sample desk shift calendar is included below.

8:00 -‐ 10:00 AM Program Coordinator On Duty

10:00 -‐ 11:30 AM Alt. Staff Coverage 11:30 -‐ 2:00 PM SLA 2:00 -‐ 4:30 PM SLA 4:30 -‐ 7:00 PM SLA

A desk shift is comprised of the following tasks:

1. Answering Phone Calls a. Phone calls should be answered with the following greeting: “Messina Hall,

this is [your name]. How can I help you?” or “Summer Scholars program, this is [your name]. How can I help you?”

b. All phone calls should be logged into the “Phone Call Log” on the Google Drive

2. Student Check-‐Out a. Students should stop at the desk to sign-‐out and sign back in to the building. b. Students must check-‐out with their name, location, the time they are leaving,

and estimated time of return. Additionally, if they are being checked outside of the boundary, they must be accompanied by a staff member or approved adult. Parent/Guardian leave approvals should be received 72 hours prior to student check-‐out. To verify this information, open the “Need to Know for Desk” document. If the information is not in that document, contact the Program Coordinator on call to double-‐check the student’s parental check out.

c. It is the responsibility of the front desk staff member to stop students and remind them to sign-‐in and sign-‐out, verify the student’s location, and follow-‐up with them if they have not returned by their indicated time.

3. Item Check Out a. Students are allowed to borrow supplies from the staff. If a student wishes

to check out cleaning supplies, office/craft supplies, or a vacuum cleaner, have the student write their name, date/time of item check-‐out, the item they are checking out, and the time of return.

b. If the student is borrowing a more expensive item, such as the Wii or Xbox, have them follow the same procedures, but also keep their Loyola ID in an


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organized box. This ensures that students will be responsible for the items they borrow and clean up after themselves.

4. Program Assistance a. The person working the desk is also responsible for assisting with

programmatic needs including, but not limited to, pulling emergency contact cards, logging CTA passes on the Google Drive, collecting cash payments for programs, and writing receipts to students.

5. Emergency Response/Maintenance a. In the event of an emergency or maintenance issue during the desk hours,

the front desk staff member is the primary staff member responsible for responding. There should be an emergency binder and bag stored at the front desk, which includes a full student roster, emergency phone numbers, emergency procedures, a flash light, and a master key.

b. If a maintenance issues arises, work orders can be filled out at the following link: http://www.luc.edu/reslife/resources/maintenance/. For larger issues that require immediate attention, Campus Safety should be notified.

6. Lounge Monitor a. Occasionally, the front desk staff member should verify student activity in

lounge spaces is appropriate and safe, intervening only when necessary.

7. Lock-‐Outs/Key Access a. If a student has locked themselves out of their room, the front desk staff

member is responsible for giving them access to their room. b. The front desk staff member is also responsible for providing access to the

storage room/closet.

Forms All important forms for the Summer Scholars program are saved in two places: the N:/ drive, which is accessible by logging into a Loyola computer using the Program Director’s login information, and the Google Drive. The login information for the Google Drive is below: URL: https://drive.google.com E-‐Mail: [email protected] Password: chicagoluc The following forms are important to keep note of:

• Phone Log


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o All phone calls should be logged here, including the date/time of the call, the name of the person calling, and the result of the call (i.e. you assisted the person, informed a Program Coordinator, etc.)

• Program Director Voicemail Log o During the entirety of the program, the voicemail of the Program Director

should be checked remotely at 11:30 AM and 4:30 PM. The messages should be logged similarly to the phone log and communicated to one of the Program Coordinators or the Director.

• Desk To Do o This form includes the daily checklist for each desk shift and any pertinent

assignments for the day. This is an easy way for the Program Coordinators to communicate various tasks for the front desk to work on during their respective shifts. Below is a sample desk checklist and assignment description:

Desk Check-‐list

Checked the Need to Know for Desk document for assignments and information

Logged all phone calls, Need to Know information, CTA passes, & cash transactions

Logged all item check-‐outs & ensured all checked-‐out items have been returned

Cleaned desk area of trash and stored excess items in cabinet

Communicated important updates to incoming SLA

At 4:30pm the Need to Know for desk should be re-‐printed

Assignment:

Date: 7/26/13 Assignments/Instructions: 1) Copy and paste Summer Benchmarking info from Research & Assessment folder into current Summer Benchmarking project on our shared drive -‐N Drive -‐> Research and Assessment -‐> Program Research (2 different documents) -‐This information should be added to our project, and updated by looking at the website

o At the end of every shift, the front desk staff member should send a shift

summary to both Program Coordinators using the following format:


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Hello Program Coordinator -‐ Below is the summary for my desk shift for July 24th, 2013 from 2:00-‐4:30pm: 1) Answered 3 phone calls, results are in the phone log. Informed Coordinator Kristen of parent issue. 2) Student Sarah Wohler informed me that she lost her wallet/key. Informed Coordinator Lange of the issue and called Campus Safety. 3) Inserted 5 schools into the Summer Benchmarking project. 4) Updated the first 3 tabs under Parent Resources on Summer Scholars website. My updates are logged in the website log. 5) I have attached the SLA Position Description project you requested in a Word Document for your review. Thank you, Your Name

• Need to Know for Desk

o This is a document that contains any pertinent information for the front desk staff to know for the day. Generally, it should contain information for the entire week ahead. Information may include student leave approvals, mail/package needs, visitor/guest, or pertinent program information. It is recommended that this form be re-‐printed at 7:00 PM each day, if new information has been added. Additionally, it should be updated throughout the entire day with information as it is received.

• CTA Pass Log o All purchased CTA passes for the program should be logged into this

document with their serial number. As soon as a pass is used, the expiration date should be logged. The front desk staff member is responsible for checking-‐out CTA passes to students who have Water Tower Campus classes, and SLA's who are leaving on programs. Information to be included is the person the pass is being checked out to, the person checking out the pass, and the person checking back in the pass upon its return.

o This information is important to collect because it helps verify the person responsible for lost or misplaced passes.

o If a CTA pass is lost or stolen, it is the responsibility of the student or staff member who lost it to pay for its replacement.

• Cash Box Log o All cash transactions should be logged with the amount of cash received, the

person/purchase, and the person taking the cash. Withdrawals should be marked with a negative sign.

o Receipts for every transaction should be provided with the student's name, amount, indicate what the transaction is for, and the signature of the person receiving the cash. There is a receipt book in the Summer Scholars supplies.


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• Desk Student Needs Binder o There is a binder located at the front desk that should include student check-‐

out forms, item check-‐out forms, and student leave approvals. All pertinent information should be logged in this binder and kept in an easily accessible place for students to easily check-‐in/out of the building.

• Program Sign-‐Ups

o It is a good idea to have a clipboard with program sign-‐ups next to the student needs binder. This allows students to easily sign-‐up or drop-‐out of participating in programs.

Desk Rules

As a general rule, there should be no more than two to three staff members present at the desk. It is encouraged that staff members share the space to work and collaborate on projects, but not to socialize as this can be unprofessional and distracting. Eating should be kept to a minimum and is only permitted at meal times. Cell phones should only be present for important staff messages. Appropriate music can be played. Distracting websites (Facebook, Twitter, YouTube, etc.) should not be up during a desk shift.

Supplies and Materials at Desk

The following supplies and materials should be organized at the desk: • Office Supplies (Pens, Stapler,

Paperclips) • Cash Box/Receipt Book • Locked Cash Bag for CTA Pass Storage • Emergency Bag/Binder • Flashlights • First-‐Aid Kit

• Cleaning Supplies • Craft Supplies • Keys (Master, Desk, Cash Box, Cash

Bag, Spare Room Keys, and Keys for Check-‐In)

• Emergency Contact Cards

Filing System

The Summer Scholars filing system includes folders for contracts/receipts,

student program forms, wellness forms, move-‐in/check-‐out forms, van reservations, and extra resource forms for students. There should be separate filing systems for important program forms, including duty logs, program checklists, completed student check-‐out forms, and SLA project submissions. All important forms/resources are included in the Appendix of this manual.

Assessment and Research


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In order to assess progress and learning for student participants in the Summer Scholars program, it is necessary to utilize and pre-‐assessment and post-‐assessment. See the Google Shared Drive, under SRC Documents, for links to both assessments. These forms aim to assess student learning by assessing their identity and development prior to participation in specifically tailored programs and college level courses. Additional programs, created by the Student Life Assistants, act as additional means to achieving student learning outcomes. Upon the completion of the program, the post-‐assessment aims to assess growth on the basis of program learning outcomes. A full report at the end of each summer is completed as well. An easy reference description of learning outcomes and programs is included on the N: Drive in the Administrative folder.

Program Outcomes/Measurements

The Summer Scholars program has two broad outcomes it seeks to achieve:

1. Enhance academic skills and preparation for future goals 2. Understand and develop their identity as it relates to Loyola and the surrounding

community

These outcomes were selected as the most achievable by the very basic components offered through the Summer Scholars program. As the majority of students are college-‐bound and developing educational interests and identities, these outcomes are the most realistic given the nature of the program and courses being offered. However, additional outcomes that the program aims to achieve that relate directly to the broad outcomes are included below:

ACADEMIC IDENTITY SOCIAL IDENTITY Understand classroom dynamics in a

university setting Demonstrate a commitment to social and civic engagement through awareness and actively addressing issues and needs of the

community Develop skills and confidence to pursue

future academic goals Navigate between their personal values and

those of the community Develop educational interests and pursuits Understand the values of a Jesuit education

Practice critical thinking skills Understand the concept of a “shared space” Increase their self-‐efficacy in utilizing

campus resources Establish relations with faculty, staff, and

peers

In order to achieve both broad outcomes, the Summer Scholars program has in place, recurring programs and curriculum aimed at achieving student development in these areas. These include:

• Participating in a 3-‐week or 6-‐week course


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• Meet with various campus constituents (Ministry, Wellness, Financial Aid, etc.) • Interact in reflection groups with SLA Class Liaisons • Participate in a living-‐learning community

Additional programming interventions include SLA-‐created programming. Please

see the programming section of this manual for more information on this process. These programs change year-‐to-‐year but generally include educational/informative sessions, relationship building programs, and opportunities to explore and learn about the city of Chicago and Loyola University Chicago.

As mentioned above, these outcomes and programs are assessed through the

following measures:

1. Post-‐Assessment Survey 2. SLA Program Evaluations 3. Focus Groups/Student Testimony

The combination of qualitative and quantitative data allows for a comprehensive

assessment of student development as a result of participation in the Summer Scholars program. Qualitative data is taken from the post-‐assessment survey, Student Life Assistant feedback and evaluations, as well as student testimony in focus groups. Quantitative data is computed through survey tools to demonstrate increases or decreases in various areas. Pre-‐ and post-‐assessments are run through Google Forms. There are a variety of options for administering the assessment, including e-‐mail links, an organized trip to a computer lab, or individual assessments on iPads. SLA Program Evaluations are also run through Google Forms. SLAs are asked to evaluate the success of the programs they create. Not only do they assess the program on various logistics, but also whether they believe the learning outcomes they set forth were achieved. This qualitative data is taken from SLA reflection/feedback. Focus Groups and Student Testimony should be collected at the end of each 3-‐week seminar. One PC and SLA should facilitate each focus group with pre-‐determined questions to assess student growth and satisfaction with the experience. Answers can be recorded manually, via tape recording, or video recording for later transcribing. Focus group questions are located in the N: Drive in the Research and Assessment folder under “Assessment.” The questions from the 2013 Focus Group are below:

1. What has been your favorite RA program thus far? 2. How has the program met or not met your expectations? 3. What would you change about the program? 4. How has living in the hall support and/or hindered your experience? 5. Tell me about your interactions with the staff. 6. After participating in this program, how prepared do you feel for college-‐level work?


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7. What has been your favorite experience/memory of the program? 8. What advice would you give to future students? 9. Is there anything else you feel is important to share with me today?

Ideally, 7 – 10 students should participate in the Focus Group. Students should be

assigned a number so there is no individually identifiable information that could link the student back to their answers. One person should serve as primary moderator and the other should serve as audio recorder/note taker. The note taker is looking for significant statements and themes in the answers, marking them down by number. The moderator should be the one actively engaged in discussion, asking clarifying questions about the process. After the Focus Group has ended, the recording should be transcribed by the Program Coordinators, the transcription be analyzed for significant themes, and a small report should be created.

At the completion of the Summer Scholars program, the PCs should complete a report of all of the collected data, including conclusions and recommendations moving forward. For a sample report, see the Summer Scholars 2013 Executive Summary.

Research

Additional research for program enhancement can include program comparison and benchmarking. A complete document of pre-‐collegiate programs, including admissions, courses, and program information, is located on the N: Drive in “Research and Assessment.”


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Important Website and Documents for Contact There are three important documents in concerns to admissions, parent/student contact, and program information: Slate, DOCS 2013, and Enrollment Management. Slate is an enrollment management tool used by the University to show student admission status, demographic information, and contact with staff members, amongst other information. The web URL is: https://uao.luc.edu/manage/login. The Program Director’s Username and Password is the only way to access Slate. Slate training is included in PC Training. DOCS 2014 is a spreadsheet file that is the ultimate document of the program. The tabs are numerous but contain a great deal of important information. DOCS 2014 is accessed through the N: Drive. It is important to note all changes need to be saved to the N: Drive and that only one copy of the document should exist. It is almost impossible to consolidate changes over time. There are several tabs:

• Preferences includes the student’s name, residential status (R if living in-‐hall, C if commuter), a number indicating how many weeks they are with the program, the date they were registered for their class(es), any special notes, and then their list of preferences for classes. Students in green have been accepted to the program and made a deposit. Students in yellow have been accepted to the program and indicated class preferences. Students not highlighted are those that have not preferenced classes yet.

• Courses lists all of the courses students are taking in the program. Program Coordinators will need to fill in the information.

• Applications lists all of the students who have been accepted to the program, marks

off if they have deposited, been registered for class, whether or not they have turned in their housing contract, whether or not they have turned in their signature sheets, whether or not they are receiving financial aid, the date they were admitted, and any communication that has been made since their acceptance.

• Forms lists all the students and indicate whether or not they have turned in all of

their necessary paperwork.

• Reslife includes all information related to roommate preferences. Unless the application has been amended since 2013, the program does not have access to preference information.

• Birthday Info includes the birth dates for all program students. Program

Coordinators need to fill in all of that information.


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• Seminar A and Seminar B Student Rosters is all of the student information based on Seminar A and Seminar B students. Program Coordinators are responsible for filling in this information.

• Final Roster is all of the students listed in one doc. This is the final student roster of

students who participated in the program.

The Enrollment Management document gives the breakdown of demographics for the program. The Program Coordinators are responsible for filling in this information with the help of the Program Director.

Parent and Student Contact

Prior to student arrival, constant communication with students and parents is required. It not only ensures a seamless check-‐in and move-‐in process but eases stress and apprehension for students attending the program. Examples of all types of student and parent communication are located on the N: Drive under Admissions and Communications. Below is a description of the types of e-‐mails that need to be sent before and during the program:

• Prior to Student Arrival o Acceptance E-‐Mail o Student Next Steps Information E-‐Mail

§ Class Confirmation/Selection § Signature Sheets § Housing Contracts § LOCUS Access

o Class Confirmation § Syllabus § Faculty § Textbook Requirements § Recommended Supplies (Laptop, Dress Clothes, etc)

o Student Confirmation (for Undeposited Students) § Send 1 – 2 Weeks Prior to Move-‐In

o Orientation and Move-‐In § Commuter Information § Residential Information

o Parent E-‐Mail about Orientation, with Detail

• During the Program o Student No-‐Show E-‐Mail o Parent Move-‐Out E-‐Mail o Parent Leave Approval E-‐Mails


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Move-In/Family Orientation Process Orientation is an opportunity for students and their parents to become acquainted with the Summer Scholars program. It should include programmatic information, as well as important information for parent administrative needs, and student class/relationship concerns. A sample orientation schedule is included below with necessary elaborations for orientation procedures. Based on the DOCS 2014 spreadsheet, a student check-‐in sheet for both residential and commuter students should be created. An example is located on the Google Drive under “Class and Student Information” and on the N: Drive under “Administrative and Important Forms.” Students and guests will want to know about various campus resources available during the summer. Contact the following offices and people early on in the summer for confirmation of attendance and availability to speak: Campus Safety, Wellness Center, Director of the FYE Staff, and Campus Ministry/Sr. Jean Schmidt. Utilize LIVE 25 to reserve a room for the Orientation presentation. If available, book the same room for the evening dinner program. Also, order catering for staff lunch, orientation refreshments, and dinner for students on the evening of Orientation. Parent and student folder lists are included on the N: Drive in the “Orientation” folder. An appropriate number should be stuffed prior to move-‐in. Also, create a Prezi or PowerPoint presentation for the Orientation session. The presentation for Orientation should include the following topics and speakers:

• An Introduction of FYE and Staff o Associate Provost Welcome o Director Welcome

• An Introduction to Loyola and Jesuit Principles of Education • An Introduction to Campus/Campus Resources

o Chaplain/Campus Ministry/Sr. Jean o Campus Safety o Wellness Center

• Staff Introductions • Program Overview • Residential Component

o Mean Plans o Rambler Bucks/Laundry o Programs

• Commuter Students o Programs o CTA Pass Pick-‐Up


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• Classes o Faculty Introduction o LOCUS/Sakai

• Programs o Sign-‐Ups o Cash/Refunds

• Program Procedures o Conduct o Rules o Parental Leave Policy

• Question/Q&A Panel

Below is a sample Orientation schedule: Saturday 8:00 – 12:00PM Move-‐In 1:00-‐3:00PM Orientation Presentation 3:00-‐6:30PM Move-‐In Resumes Icebreakers Roommate Agreements 6:30PM Dinner/Games 9:00PM Hall Meeting 11:00PM Bed Checks Sunday 8:00 – 9:00 AM Breakfast 10:30 – 11:30 AM Campus Tour with Orientation Week Leaders 11:30 AM – 12:15 PM Icebreakers with the Resident Assistants 12:15 – 1:15 PM Lunch 1:15 – 2 PM Break 2 – 4 PM Water Tower Campus Tour 4 – 5 PM Break 5 – 6 PM Dinner 6 – 7 PM Complete Pre-‐Assessments in Information Commons 7 – 11 PM Movies, Crafts, Board Games and More in Messina Hall 11 PM Bed Checks Monday 8:00 – 9:00 AM Breakfast 9:00 – 9:45 AM Obtain Loyola IDs 9:45 – 10:30 AM Lake Shore Campus Bookstore Visit 10:30 – 11:30 AM Games In-‐Hall 11:45 – 12:45 PM Lunch 1:00 – 4:00 PM Class for Seminar A Students 5:00 – 5:35 PM Dinner 6:00 – 8:00 PM Trolley Tour 8:15 – 9:15 PM Letters to Self w/ Rachel 12:00 AM Bed Checks

Move-‐in is one of the more stressful days of the program, for both Seminar A and Seminar B. Move-‐in occurs in the morning, followed by Orientation in the early afternoon.


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All staff members are expected to be awake at 7:00 AM downstairs. Several tasks need to occur before move-‐in begins:

• Chalking o Arrows need to be drawn to and from various locations on campus and

around CTA. Generally, the following directional areas need to be drawn. Consult with the Program Coordinators about more possible directional arrows:

§ Residence Hall to the Orientation Location (and back) § Parking Garage to the Residence Hall (and back) § Closest CTA Train Stop to the Residence Hall § Closest CTA Bus Stop to the Residence Hall § Parking Garage to the Orientation Location (and back)

• Last Minute Room Walks

o This is the opportunity to make sure all air conditioners have been turned on to “COOL” and the fan turned on to “AUTO.” This is also a last minute walkthrough to make sure hall decorations and door decorations are still taped up well.

• Check-‐In Set-‐Up o Set up padfolios, keys, lanyards, program forms, computer, t-‐shirts, water

bottles, and student photo station

• Hanging the Welcome Sign

• Getting the Golf Cart

• Preparing the cooler with water for parents and students

Once move-‐in begins, SLAs will be assigned to one or more tasks. Move-‐in occurs from 8:00 AM to 12:30 PM. Throughout Orientation, all staff members will have walkie-‐talkies to keep in constant contact with one another. Walkie-‐talkies should not be used for games but to communicate business to one another:

• Runners for Check-‐In (2 SLAs) o As one of the runners, SLAs are stationed at the front desk to take students

up to their rooms for check-‐in and respond to parents, guest, and students, as needed. Main duties include: taking students’ photos before they go to their room (mark down names); give students their t-‐shirt and water bottle once they return their emergency contact card and room inventory form; escort students to their rooms; change door decorations for unexpected students; help with room issues; pull parents, guests, or students aside to alleviate check-‐in congestion, and; mingle with guests in the building during


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down time. SLAs should also begin to label students water bottles using the label maker.

• Move-‐In Crew (4 SLAs)

o As one of the members of the move-‐in crew, SLAs are stationed outside the residence hall with the red move-‐in crates (these should be obtained from Residence Life by the Program Coordinators). Main duties include: greeting students and guests with a smile when they arrive; explaining how to get to the parking garage from the residence hall; unloading the student’s items from their vehicle into the red move-‐in crates with one SLA escorting their stuff up to the room, and; emptying the bin in the student’s room and bringing it back downstairs.

• Student Pick-‐Ups (1 SLA)

o As the person in charge of picking up students, the SLA is responsible for picking up students from the Metra Station, Union Station, and major Chicago airports, as needed. The Program Coordinators will give instructions for locations and pick up times. Main duties include: having the student’s cell phone number for pick-‐up, and; if picking up multiple students, have an icebreaker prepared so students get to know one another while waiting. This SLA is also responsible for grabbing the airport welcome sign.

• Assistant to Orientation (1 SLA) o As the assistant to Orientation, the SLA is responsible for setting up and

running the commuter student check-‐in at Orientation. The SLA should leave the hall at 11:45 AM to head to the Orientation location. Main duties include: setting up food and beverages for Orientation, greeting guests as they arrive to Orientation; answering any student or parent questions; testing audio-‐visual equipment for Orientation; communicating any issues to the Program Coordinators; bringing a list of registered commuter students and paperwork, with blank extras for walk ups; taking check-‐in materials (t-‐shirts, water bottles, camera, etc.), and; having a laptop to check-‐in students, record their cell phone numbers, and taking their pictures.

Staff members will be relieved in pairs for lunch. Take this time to relax for a bit but

remember that it is a busy day for all and everyone needs to give 100% that day. At 12:40 PM, one SLA should begin to walk through the hall to tell students and parents to begin walking over to Orientation. Everyone will head over to the Orientation session, with the exception of one SLA. The SLA who stays behind will remain at the hall for half-‐an-‐hour. No check-‐ins will occur during this time; students and parents should be directed to Orientation immediately. They may leave their stuff in the hall but they cannot be checked in at this time. During Seminar B Orientation, the SLA that stays behind should be with the six-‐week students and not allow anyone to check out. After the half-‐an-‐hour has elapsed, the SLA should walk over to Orientation (with the six week students if it is Seminar B).


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Orientation will last from 1:00 to 3:00 PM. The first half of Orientation will be

run by the Program Coordinators and Director. After the formal presentation has been completed, a Q&A for parents will begin with the Coordinators and Director. At this point, the SLAs will be asked to take the students for 30 – 45 minutes worth of icebreakers and games to help the students get to know one another. These icebreakers should be decided prior to Orientation. An open space close to Orientation should be utilized. Once the Q&A session is complete, the Program Coordinators will alert the SLAs to escort the students back to the hall to say goodbye to their parents/families/guardians.

The Program Coordinators will resume move-‐in once Orientation has ended.

SLAs should be encouraging commuter students to stay for dinner and the night’s activities. Program staff can drive them home after the night’s activities.

From 3:00 to 5:00 PM, SLAs should be playing games with students and answering

any final questions from parents. From 5:00 to 6:00 PM, SLAs should split up and begin to draft roommate

agreements with all of the Summer Scholars residents. These agreements should be established between pairs of students who share immediate room space. After roommates complete their roommate agreement, they should complete the Program Pre-‐Assessment.

At 6:00 PM, one or more SLAs should be helping the Program Coordinators and

Director for dinner set-‐up at the specified dinner location. These SLAs should also bring over games and a cooler full of drinks for students to enjoy during dinner. Dinner should be set-‐up for student arrival at 6:30 PM.

At 6:30 PM, SLAs should begin escorting students to the specified location for

dinner. Dinner will be planned and decided upon by staff prior to Orientation. After dinner, students will play games and more icebreakers. Group games, like mafia, have been effective in past years. Dinner and games will last until 8:00 PM, at which time a few SLAs should begin escorting students back to the hall and reminding them that there will be a floor meeting with the Program Coordinators at 8:30 PM. The remaining SLAs should stay behind with the Program Coordinators to clean up after dinner and bring supplies back to the residence hall.

At 8:30 PM, SLAs will go door knocking to bring students down to the floor meeting

with the Program Coordinators and Director. All students are required to attend. All SLAs are required to be present at the floor meeting. After the floor meeting, SLAs should be around to mingle with students. Bed check will be at 11:00 PM that night.


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Program Planning

Summer Scholars program are different from traditional Resident Assistant programs. Summer Scholars programs include academic components, skill building, larger trips and out of hall transportation needs. Programs must be aimed at achieving one or more of the program’s learning outcomes. The outcomes are outlined below.

• As a result of participating in the Loyola Summer Scholars program, students will…

o CATEGORY A: Enhance their academic skills and preparation for future academic goals

§ Understanding classroom dynamics in a university setting § Develop skills and confidence to pursue future academic goals § Develop educational interests and pursuits § Practice critical thinking skills § Increase their self-‐efficacy in utilizing campus resources

o CATEGORY B: Understand and develop their identity as it relates to Loyola University Chicago and the surrounding community

§ Demonstrate a commitment to social and civic engagement through awareness and actively addressing the needs of the community

§ Understand the values of a Jesuit education § Navigate between their personal values and those of the community § Establish relationships with faculty, staff, and peers § Understand the concept of “shared space”

The Summer Scholars program implements a cyclical process for programming. A properly planned program ensures maximum success and learning for Summer Scholars students. The beginning of the process is Brainstorming/Research. Prior to planning out any program, it is important to research interesting options for out-‐of-‐hall programs and enticing in-‐hall programs. The second step is Pre-‐Planning. Now that you have a host of ideas, which ones are realistic and doable for the time frame you must work in? Once pre-‐planning is complete, you will submit the Program Proposal. The proposal is formally reviewed by the Program Coordinators and feedback is provided. After the program has been approved and scheduled, the next stage is Implementation. The program actually occurs with students. Finally, after the program has ended, there is the Evaluation stage, where the program is evaluated along certain lines. This information is used for future brainstorming/research for future summers.

Program Proposals

All programs must be proposed using the online form link in the Google Drive. SLAs should have the following ratio of programs:

• 6 Programs from Category A • 6 Programs from Category B

All program proposals must be submitted to the Program Coordinators prior to the calendar meeting during training. A sample of the form is included in the Appendix of this manual. Program proposals require the following information:

€ Name of the Program € Type of Program € Description of the Program € Supplies/Materials Needed for the Program € Is the program date-‐specific? € Expected Cost of the Program € Learning Outcomes the Program May Achieve and How

These proposals should be reviewed before the programming calendar is drafted.

The proposals should be given a critical eye by the Program Coordinator. Feedback should be provided to the SLAs prior to the program calendar draft.

Paying for Programs

The Summer Scholars program will always absorb the costs of basic program

supplies, such as construction paper, glue, beach equipment, and food, among other items. However, some programs SLAs propose, such as a river and boat tour and going to the Willis Tower Skydeck, have costs attached to them to attend. Under the direction of the Program Director and Coordinators, SLAs should submit an even amount of programs that are free of charge to the program or students and those that have a cost attached to them. As of Summer 2013, students had to pay out of pocket for a certain amount of programs. Generally, the Program Director and Coordinators will make sure that each Seminar’s programs do not cost students any more than $50.

Examples of programs that are free of charge include a trip to the Lincoln Park

Zoo, the Butterfly Haven, or a trip to Oak Street Beach. Though these programs may require CTA passes, this is not considered an extra cost to the program.

Each year, the Program Director will purchase Chicago City Passes for the SLAs to

use for programs. Each City Pass gives admission to five Chicago landmarks. These are great programs for students who may or may not be from Chicago. Generally, the Program Director and Coordinators will assign a very low cost that students will have to pay to attend one of these programs. As of Summer 2013, the passes offer admission to the following attractions:

1. Shedd Aquarium 2. Skydeck Chicago 3. The Field Museum 4. Museum of Science and Industry OR the John Hancock Observatory 5. Adler Planetarium OR the Art Institute of Chicago

Finally, there may be programs that have a cost, such as the Sea Dog Speedboat

Tour on Navy Pier or a Cubs baseball game. These programs generally require particular tickets or purchases that need to happen with the Program Director’s Purchasing Card. When researching these programs, make sure to call for group rates – do not just rely on


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information provided online. Get full details – name of the person, types of deals, restrictions, etc. Also, check Living Social and GroupOn for deals in Chicago for program ideas that may be a bit cheaper. Keep in mind when the deals expire for purchase.

Advertising and Sign-Ups for Programs

All programs should be advertised with students. While there is an SLA whose primary responsibility is hall decorations and advertising, SLAs should be advertising and hyping their programs with students in conversations and day-‐to-‐day interactions. It is important to communicate to the Advertising SLA all the details of the program ahead of time so they can complete all the signage in a timely manner. At the front desk, each program should have a sign-‐up sheet. This is a way to keep track of program interest and who will be attending. This will be especially important for programs that require ticket purchases ahead of time. Purchases should be made at least a week in advance with the assistance of the Program Director and Coordinators. If there is payment attached to the program on the student’s part, it is important that money is collected prior to ticket purchase and that the student is referenced as paid on the sign up sheet. For information on how to log and collect money, check the Administrative tab with information about the Cash Box Log. If a student wishes to pay after tickets have been purchased, they will be required to pay the full price of the ticket, rather than the Summer Scholars price.

Program Checklist

Before an SLA program takes place, staff members must pick up a copy of the SLA

Program Check List (see example in Appendix). The program checklist is separated into three parts: Pre-‐Program (items that should be completed at least 24 hours in advance of the program), Immediate Pre-‐Program (items that should be completed 15 – 20 minutes prior to the program), and Post-‐Program (items that should be completed after the program ends).

€ Pre-‐Program Items include:

o Collecting all materials and supplies needed for the program o Confirming reservations or bookings, if applicable o Determining transportation needs and checking the trip route o Communicating meeting time and location to attendees

€ Immediate Pre-‐Program Items include:

o Materials are set-‐up and ready to go o Checking out CTA passes for attendees and staff, if applicable o Collecting emergency cards for attendees, if applicable o Submitting the names of students attending an out-‐of-‐hall trip to the front

desk


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o Grabbing the program trip bag from the front desk

€ Post-‐Program Items include: o Cleaning up all materials and returning them to the supply closet/room o Returning all checked out CTA passes, emergency cards, and trip bag to

proper locations, if applicable

Transportation (CTA/Van Rental) There are two main methods of transportation for Summer Scholars programs: the Chicago Transit Authority and vans rented from campus transportation. The Chicago Transit Authority (CTA) applies to both the bus and train systems. The bus system consists of 140 routes. The bus generally gets riders closer to their locations but takes a longer time to arrive to those locations and has longer periods of waiting then the train. For instance, the 147 route is perfect for students who will be commuting down to the Water Tower Campus for class. The route has several stops along Sheridan Road and will get students to the Water Tower Campus in about 20 minutes, once they have been picked up. It drops them off within a block of the classroom buildings. To ride the bus:

1. Find your bus stop and wait near the sign. Bus stops are usually located one or two blocks apart.

2. Check the destination sign as the bus approaches (or read the one on the side when it stops). Some stops serve multiple routes. When the bus opens its doors, it will also audibly announce the bus’s route and destination.

3. Ride. Have your CTA pass ready when the bus approaches and pay your fare as you enter.

Tips for riding the bus include:

€ Notify the bus driver when you wish to exit. Simply pull the stop request cord that

runs along the upper part of the windows, or push the stop request button. € Use the rear door to exit. This helps to avoid congestion at the front. € Move all the way into the bus. € Keep aisles and exits clear.

The CTA ‘L’ Train has eight transit routes. The nickname ‘L’ is short for “elevated,” a reference to the all-‐elevated beginnings of the system, though some parts of the system are now underground. The eight transit routes are separated by color. The red line is the closest and longest route of the CTA. The Red Line goes through a majority of the city and


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runs North-‐South. It runs on more regular times than the bus as the train does not wait for others like the bus. The train can get you close to desired locations but not always. The Red Line runs 24 hours a day and also can get students to the Water Tower campus easily. To ride the train:

1. Enter the station and pay fare. When you enter a train station, use your CTA card.

2. Make your way to the boarding area. Stations have maps and signs to help you find your way. Pay close attention to the direction you need to go.

a. For instance, the Red Line platforms will be divided by the Howard and 95th/Dan Ryan. If you are going towards the city, you should be on the 95th/Dan Ryan platform. If you are going towards Evanston/the Lakeshore Campus, you should be on the Howard platform.

3. Board. When the train arrives, note the train’s route and destination. A Red Line train to 95th/Dan Ryan will say “95th/Dan Ryan” on a red background on the front and inside the center, side window.

Tips for riding the train include:

€ Stand clear of the platform edge. € When the train arrives, allow passengers to exit before entering. € Move all the way into the car.

When taking students on CTA, please use the following guidelines:

€ Always have a pre-‐program meeting with the students to explain your method of transportation, the stop you will be getting on at, and the stop you will be getting off at. In the unlikely event that a student gets separated from you, it is important that they know where they are going and how to get back on their own just in case something goes awry. Also, tell students that there are times where solicitors, preachers, or other individuals may be riding the CTA with the hopes to engage the others. The students should ignore these individuals and not engage.

€ If the bus or train looks too crowded, take the next one. You should always have

your eyes on students and those around our students. A crowded train or bus may obstruct your view or separate the group.

€ Dip the students’ CTA passes for them. Students can sometimes put the CTA pass in

a cash deposit and lose the pass. That costs the program money. Plus, you can expedite getting through bus or train entrances by just dipping them for the students.


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€ When you are on the CTA, make sure all the students are within your eye view. Watch out for signals for them of discomfort. Keep an eye on all the other riders to make sure that no one is harassing the students. If they are, do not engage them but insert yourself between the person(s) and the student(s).

€ If riding the train, always get in a car closer to the driver. The closer to the front, the

safer the train is as the conductor is more likely to respond to incidents.

€ When dipping passes at the train station, have students all go through one line to continuously dip as they go through. When dipping passes on the bus, enter the bus first and tell the driver you will dip all the passes for the students. The bus driver will count off the number of people and then allow you to start dipping the passes.

For trips with destinations further away than 35 minutes from the Lake Shore

Campus via CTA, a van reservation should be made with Campus Transportation. Vans are all twelve-‐passenger vehicles, including the driver. To drive a van, SLAs must be 21 years or older and complete the following and submit it to the Campus Transportation office:

€ The Online Safety Course o To gain access, go to:

http://www.luc.edu/environmentalservices/form_ostregistration.shtml. o Enter your information as requested. For “Department,” put “Office of First

Year Experience.” For Course Title, put “Defensive Driving Course.” o After you have submitting this form, Campus Transportation will grant you

access to the online training.

€ The Authorized Drivers Form o http://www.luc.edu/media/lucedu/campus-‐

transportation/pdfs/form_authorizeddrivers.pdf

€ The Van Rental Release Form o http://www.luc.edu/media/lucedu/campus-‐

transportation/pdfs/form_drivingrecordwaiver.pdf

€ A copy of their current valid Drivers License

Once all of this information has been submitted and completed, SLAs will be eligible to drive Loyola vehicles. As of Summer 2013, van rental fees are $50 per day, $0.70 per mile. For any mileage that exceeds 180 miles, a flat mileage rate of $130 will apply. These costs should be included in Program Proposals. Program Coordinators are responsible for submitting the Vehicle Rental Requests online (http://www.luc.edu/campustransportation/forms/vehiclerentalrequest.shtml).


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When planning the programming calendar, it is important to keep trips that need vans closer together so the van can be rented for days at a time, rather than sporadically throughout the calendar.

Emergency Cards For all trips that are out-‐of-‐hall, SLAs should pull students’ emergency cards to have on hand. While the program never anticipates students getting hurt or ill on a trip, luck favors the prepared. This is included on the Program Checklist. SLAs should only pull emergency cards for those students actually going on the trip. If a student is injured during the course of the program, notify the Program Coordinator on-‐call.

Program Evaluations

All programs must be evaluated by the sponsoring SLA within 48 hours of the program’s completion. All evaluations must be submitted through an online form in the Google Drive. A sample of the form is included in the Appendix of this manual. Program evaluations require the following information:

€ Name of the Program € Date of the Program € Time of the Program € Location of the Program € Explanation of What Took Place with the Program € Learning Outcomes the Program Achieved and How € How Can the Program Be Changed in the Future € Level of Satisfaction € Most Successful Aspect of the Program € Would you do the program again in the future?

Program Evaluations should be reviewed by PCs after they are completed. They will

be important for the program assessment report.


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Classes The largest component of the Summer Scholars experience is that classroom experience. Students will participate in either a 3-‐week seminar or 6-‐week course in which they will be able to interact with faculty and other students, while learning the academic functions of a college classroom. This is where students have the most opportunity to develop new educational interests and pursuits but also for them to interact with their peers in new and challenging ways.

Courses Faculty for the three-‐week seminars are selected prior to the program. These faculty members construct a class specially designed for Summer Scholars students. They generally have room for up to 15 students and include a full course textbook and syllabus. Two different sets of courses are offered in Seminar A and Seminar B. Students receive 3 college credits for taking this course. Six-‐week academy courses are Loyola University Chicago courses. Summer Scholars students take these courses along side college students. Faculty members may be informed of the presence of a high school student in their class, but other than this information, students are treated like any other student. Often the six-‐week courses are much more challenging and require a higher amount of attention to detail and work to complete. Students may take up to two courses at a time. These courses also can be taken for credit and vary depending on the course/lab requirements. As of 2013, Summer Scholars has not offered non-‐credit courses. However, this is something that is being considered for the future. If non-‐credit courses were to be offered, they would follow the same format for the three-‐week seminars, but students would not receive credit. As a result, the course price would be less expensive. It is important to acquire the syllabus from each course prior to student arrival. Save a file of the syllabus on the N: Drive for easy access. This also helps in creating the 'What's My Homework' calendar in the hall and also allows communicate to students regarding their courses much easier. Students should also be provided a copy of the syllabus prior to arrival that includes what textbook they need to purchase. Records and registration handles course scheduling and room reservations. Verify the locations prior to the start of the program in order to communicate with students and SLAs where students need to go on their first day.

Class Liaisons Each class will be assigned an SLA liaison to facilitate student needs and concerns for the entirety of the summer. While each of the SLAs will have an assigned course, their


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relationship and responsibilities will look a little different depending on the type of course. Each SLA is responsible for escorting students to and from class at the beginning of the summer term. This ensures that students understand how to find their classes while simultaneously building an initial relationship with their class Summer Scholars students. While students are taking classes, SLAs should periodically check-‐in with students to see how they are doing in the class, what grades look like, and see if they need help on assignments. Students may ask their liaison for feedback on papers, projects, and presentations. Good examples of liaison roles are taking the class out for coffee and reflecting on the classroom experience. Questions for reflection may include the difference between high school and college teacher dynamics, the difficulty of the work, and the development of educational interests. Students might also need help with study skills and understanding their own learning style. SLAs assigned to three-‐week courses are additionally responsible for communicating with the faculty member prior to start of classes. They should introduce themselves, offer their assistance, communicate orientation information, and obtain a syllabus for their own use. Faculty members may also invite SLAs to sit-‐in on class or attend class field trips. In the past, SLAs have coordinated additional field trips for the class including transportation logistics and student escort. In addition to residential students, there are commuter students who take part in Summer Scholars courses. Commuter students are encouraged to participate fully in the program including coming to the residence hall for in-‐hall programs and to study. They are fully matriculated to the program meaning that they are invited to any program and can/should join on ones they are available to attend. As the class liaison, the SLA should be cognizant of building a relationship with these students so that they feel comfortable attending programs.


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Philosophy and Mission of the Summer Scholars Program The Summer Scholars conduct system mirrors that of the Loyola University Chicago system. Updated in 2013, it uses a system of warnings and hearings to hold students responsible for their behavior. The majority of policies enforced additionally mirror the Loyola University Community Standards, with more strict addendums added to the program due to the fact that the participants are all minors.

Community Standards While all Summer Scholars students are expected to follow the policies outlined in the Loyola University Chicago Community Standard, Summer Scholars students are held to more strict policies that ensure their safety and diminish liability on behalf of the program.

Student Boundary Students in the Summer Scholars program have a strict boundary that they are allowed to be in. The boundaries are Glenlake Ave, Pratt Blvd. Glenwood Ave., and the Lake.

If a student wishes to leave the boundary, they must be escorted by a staff member or approved adult. Students must notify staff 24 hours in advance to be escorted outside of the boundary. This allows staff enough time to coordinate the leave-‐time and staff member, as well as notifying other students who may wish to attend the newly arranged outing. Oftentimes, a student may want to go to a attraction or store outside of the boundary and these are good opportunities to have students socialize at student-‐designed programs.

If students are going to be escorted by another adult, this must be approved by their parent/guardian. Guardians are asked to provided 72 hours notice before a student is escorted out of the building. The information needed is the date/time of leave, the date/time of return, and the name of the adult escorting the student. This person will be asked to verify their ID at the front desk. E-‐mail confirmation is sent to parents/guardians. This policy is loosely enforced because most parents often call the day before.

Sign-Out Policy Students must sign out of the building any time they leave to go anywhere in their boundary. The must sign out with their name, location, time leaving, and estimated time returning. Students are allowed to be alone in their boundary or anywhere on Lakeshore campus between the hours of 8:00 AM – 7:00 PM.


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Students must be very specific with their location. They cannot put 'going for a walk/run'. They must state something like "going for a run along Albion Ave. through campus, and down Winthrop Ave."

Between the hours of 7:00 PM – Building Curfew, students must be in a group

of 3 when leaving the building. This not only encourages students to be more social but also ensures safety when walking around in the evening.

Opposite Gender Rooms Students are not permitted to socialize in opposite gender rooms. They may use the lounges for socializing. In the event that there may be a student who identifies as trans, queer, or off-‐the-‐binary, consult the Program Director.

Reporting and Hearing Structure for Violations In the event that a student is alleged to be in violation of a community standard, the following hearing and sanctioning procedures will be followed. Students found to be in violation of a community standard will be documented through an incident report. The incident report will be reviewed by the PCs and a decision about which action to take will occur in the 24 hours immediately after the report being filed. There are three response levels a PC can take after reviewing an incident report. The response levels are described and delineated, including types of violations, below. An example of an incident report form is located on the Shared Drive under SRC documents.

Response Levels

• No Action o After reviewing the incident report, the SRC may determine that a hearing

will not be necessary for the alleged violation. Generally, this is reserved for less-‐serious violations, the first response is an initial warning and conversation with an SLA and/or there is not enough information to warrant a hearing.

• Hearing o If after reviewing the incident report and the PC determines that a hearing

will be necessary, the following actions will occur: § Student will be informed of hearing through a notification letter via

e-‐mail. § A guardian letter will be sent and a phone-‐call home will be made


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§ In the hearing, the student will have their rights explained to them, be allowed to read the incident report, and be informed of the alleged violations against them.

§ A sanction will be decided within 24 hours of the hearing. The student and guardians will be informed of the sanction through a notification letter sent home and to both the student’s and guardians’ e-‐mail addresses.

• Hearing with OSCCR o If an incident report contains information about abusive behavior, sexual

misconduct, bias, alcohol and/or illegal drugs, weapons, and academic integrity, the incident report will be uploaded into the Loyola University Chicago conduct system Advocate. All Advocate reports will be handled by the OSCCR office. The following actions will occur.

§ Student will be informed of hearing through a notification letter via e-‐mail.

§ A guardian letter will be sent and a phone-‐call home will be made. § In the hearing, the student will have their rights explained to them,

be allowed to read the incident report, and be informed of the alleged violations against them.

§ A sanction will be decided within 24 hours of the hearing. The student and guardians will be informed of the sanction through a letter notification sent home and to both the student and parent e-‐mails.

• Second Violations o If at any time a student is alleged to have violated a community standard a

second time, it will warrant an automatic hearing with the SRC. If the student has already met with the SRC, an automatic hearing with OSCCR will occur. Certain violations can amount to expulsion at the discretion of the Program Director and Program Coordinators.

• Room Searches o If at any time a student is alleged to have violated the community standards

of being in possession of alcohol or illegal drugs, weapons, and having unapproved guests in their room, a room search will be conducted of the student’s immediate room and the bathroom of the alleged student.

Incident Response Level


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Violation Response Level 1 Response Level 2 Response Level 3

Abusive behavior (physical harm)

Incident report input to Advocate & Hearing w/

OSCCR

-‐-‐ -‐-‐

Sexual misconduct Incident report input to Advocate & Hearing w/

OSCCR

-‐-‐ -‐-‐

Bias incidents (spoken or action)

Incident report input to Advocate & Hearing w/

OSCCR

-‐-‐ -‐-‐

Alcohol or illegal drugs Room Search, Incident report input to Advocate & Hearing w/ OSCCR

-‐-‐ -‐-‐

Weapons Room Search, Incident report input to Advocate & Hearing w/ OSCCR

-‐-‐ -‐-‐

Academic Integrity Incident report input to Advocate & Hearing w/

OSCCR

-‐-‐ -‐-‐

Unwanted/unapproved guests (in hall/rooms)

Room Search & Hearing w/ PC's

Hearing w/ OSCCR -‐-‐

Student in opposite gender room

Hearing w/ PC's Hearing w/ OSCCR -‐-‐

Curfew Warning + Conversation w/ PC

Hearing w/ PC's Hearing w/ OSCCR

Outside of boundary, not in sign-‐out location

Warning + Conversation w/ PC


Not in a group of 3 Warning + Conversation w/ PC


Smoking Hearing w/ PC -‐-‐ -‐-‐

Noise Violations Warning Warning + Conversation w/ SLA

Hearing w/ PC's

Inappropriate Language Warning + Conversation w/ PC

Hearing w/ PC Hearing w/ OSCCR

Damage to university property

Hearing w/ PC Hearing w/ OSCCR -‐-‐

Other inappropriate or disruptive behavior

Warning Warning + Conversation w/ SLA

Hearing w/ PC's


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*A flow chart of incident protocol is located in the Administrative folder on the N: Drive. Summary of Structure IR -‐-‐> Review by SRC -‐-‐> 1) No Action 2) Hearing -‐-‐> Sanction -‐-‐> Follow-‐up 3) Advocate -‐-‐> Hearing w/ OSCCR -‐-‐> Sanction -‐-‐> Follow-‐up

Sanction Protocol In the event that a student is found to be in violation of a community standard, the following sanctioning procedures will be followed. The protocol is delineated in levels of sanctions. If a sanction is required, the student will be notified via e-‐mail within 24 hours of the hearing, a guardian letter is sent, and phone-‐call home is made. For extreme violations of community standards and results of OSCCR hearings, OSCCR will notify students and parents of the sanctions. Students have the following rights in the conduct process:

• To have notice of the allegations before the hearing and have the allegations explained clearly and fully at every level of the conduct process.

• To be present throughout the hearing but not during the deliberation process • To review all documentation concerning the allegations during the hearing • To refute information provided by witnesses

Sanctions will be developmental in nature and will be at the discretion of the PC.

The sanction applied will be determined by the severity of the incident, student's past behavior in the program, and at the discretion of the PC based on the sanction meeting. Examples of sanctions include reflective essays, mandatory educational programs, and assigned duties such as helping an SLA with an educational program. Roles and Responsibilities for Reporting and Handling Incidents

In the event of any confrontation between an SLA and a Summer Scholars student,

an incident report should be submitted within 24 hours of the event. Incident reports will be reviewed by the PCs the following morning and discussed at all staff meeting.

The following incidents deem that in addition to an incident report, a call must be

placed to the PC on duty. The PC on duty will inform you if any necessary action needs to be taken. The PC on duty will inform the other PC and Karla of all incidents immediately after receiving a call through text message. Incidents requiring phone calls include:

• Injury


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• Fire/Tornado/Active Shooter • Unwanted/Unapproved Guests (In-‐Hall/Rooms) • Student in Opposite Gender Rooms • Missing Students (Late for Curfew/No Response) • Maintenance Issues • Student in Crisis/Troubled Student • Smoking/Drinking/Illegal Drugs • Anything the SLA feels uncomfortable confronting • Any situation an SLA believes the PC should know about ASAP

Incidents not requiring phone calls include:

• Noise Violations • Inappropriate Language

The following strategies are recommended for SLAs to approach incidents and

confrontations with students in violation of the community standards:

• By Environment

o Resident Room § Knock twice and announce yourself as “SLA (NAME)” § If no answer, knock twice again, re-‐announce yourself, and ask

residents to open the door § Open the door is open, ask the resident to step back into the room

and either remain in the doorway or keep the door open § Always keep a calm tone; do not yell

o Common Areas

§ If limited to a single student, pull the student aside to discuss the issue (i.e. noise or inappropriate behavior)

§ If more than one student, attempt to pull the students aside – if that is not possible, call the PC on duty.

§ Always keep a calm tone; do not yell

o Outside the Hall § If limited to a single student, pull the student aside in view of your

entire group or utilize other SLAs on the trip § If more than one student, attempt to pull the students aside, if that is

not possible, call PC on duty § Never go out of view of your group § If students are not following community standards on a trip, you can

inform the group that you will return to the hall with the students in violation or call to have someone pick them up


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• General Guidelines for SLAs o Do not put yourself in harm’s way and/or remove yourself from harm’s way o If possible, ensure student safety o Remain calm in all situations and remember that you are an authority figure o Engage all of your senses as you approach an incident o Always inform students that you will be documenting the incident or

confrontation, including what community standard the student is in violation of

o Never tell students what is going to occur in the conduct process; inform them that they will hear from the PCs


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Staff and Supervision

As the Program Coordinator, one of the main responsibilities is that of staff development and supervision. Staff supervision includes training, supervision, staff meetings/communication, as well as staff development. Creating a cohesive staff from the beginning of the program will ensure a seamless experience for Summer Scholars students. However, there are a variety of components to making sure this aspect of the job is successful.

Supervision Overview

Supervision of the SLAs is a shared responsibility of the two Program Coordinators. This may create an interesting dynamic on the staff, if not done correctly. It is important for there to be open, consistent communication between both PCs in order to appear as one unit. Appearing as a unified force will help staff members to see PCs in an equal manner and in an equally respectful way. When staff members approach one PC, they should get the same answer from the other. It is also important for PCs to support each other's decisions, as it is not always feasible to make decisions together. Oftentimes, decisions are made in the moment, so supporting each other especially in contentious moments will help ease confusion and conflict for everyone on staff.

Determine your supervision style early on, but realize that you will be called to take on many roles in this position. One size fits all does not apply to this job. While you may prefer a more democratic approach in your interactions with staff, it may be possible that more of an authoritarian approach is needed. Operating with a balance of styles can aid in building relationships with staff and contributing to staff development through constructive and critical feedback.

Feedback

Be consistent and clear with your feedback to staff members. It is important to be very specific with feedback to grow or staff members may not take you seriously. Also be prompt with feedback. Feedback in the moment is often best, as actions can be forgotten even after just one day. Be careful however with giving critical feedback in public. Pulling a staff member aside is often best in order for the feedback to be received more positively.

Also, realize that staff members receive feedback in different ways. Some may appreciate critical feedback while others may be very apprehensive about it. Building a relationship with your staff will aid in determining the best way for the staff member to receive feedback for growth.


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Instruction

Staff instructions need to be very specific. Do not leave anything up to interpretation. Give specific deadlines. Give clear instructions in how you want specific projects to be completed, if you have them. There are some projects where leaving it up to staff interpretation is a good thing. This allows for staff creativity to shine and for staff to acquire new skills. However, projects related to larger programmatic processes should be given more clear guidance to ensure the highest quality.

1:1s

Weekly 1:1's should occur to check-‐in with staff and contribute to staff development. This is an opportunity for feedback for individual staff members. The first and last week should be a meeting with both supervisors present. After the first week, however, supervisors will alternate.

Communication

Staff communication can be disjointed at times. Oftentimes, staff members will be spread across the city, so it will be prudent to emphasize the importance of frequent communication. Creating a GroupMe for group text messages can help send instant pertinent messages. E-‐mail should be checked multiple times daily. If possible, phone calls should be made as well.

Learning Outcomes

While staff members are hired for their abilities to complete the tasks require for this job, the position is also an internship. Creating a balance between high expectations for performance and room for growth will lead to a successful summer. Creating an intentional experience will maximize growth for staff members leading to even more high quality performance. The following are learning outcomes for the SLA position:

1. Articulate Jesuit principles of education and incorporate them into practice

2. Incorporate self-‐reflection into personal life and professional practice

3. Apply effective conflict resolution and transformation skills

4. Explain personal and professional identities

5. Identify strengths, traits, and abilities in individual and group contexts


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6. Implement a cyclical process of programming

These outcomes are generally achieved through the nature of the job itself and intentional conversations with supervisors. Furthermore, training can enhance the likelihood these will be achieved.

Training

Training is traditionally the most difficult time during the Summer Scholars experience. It is time intensive and requires a lot of preparation on behalf of the Program Coordinators. However, it is also a difficult time for the SLAs. They will be receiving a lot of information during this time as well as preparing the hall for move-‐in. It is best to consider incorporating breaks and more activities within the training week to keep attention on task.

The following are outcomes for training/residential preparation:

§ Train SRAs on Competencies Needed for the Program o Including, but not limited to, session programs, duty, desk assignments,

interacting with students and parents, and the role of the SRA during the duration of the program.

§ Create Program Calendars for Both Seminars o Staff will create activity calendars that include both in-‐ and out-‐of-‐hall

programs that cater to both the residential and commuter students in the program.

§ Decorate Hall with a Specific Theme

§ Tour the Lake Shore and Water Tower Campuses and the City of Chicago o Part of training will include a tour of both the Lake Shore and Water Tower

campuses to familiarize the SLAs with the areas. A brief tour of the city of Chicago will also be included, including spots where SLAs may want to take their students

§ Receive Specialized Assignment o Each SLA will be given a specific assignment to complete over the entire

program, which may be to update social media, coordinate all photographs, or maintain hall decorations.

§ Coming Together as a Team o There will be several sessions meant for team building and staff

development.


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In addition to the competencies needed to complete the job, it is recommended that staff members be trained on certain competencies to enhance group processes and interactions with students. These additional sessions can also be considered professional development for the staff members.

§ Social Justice/Inclusive Language

§ Jesuit Values/Education

§ Group Processes

§ MBTI

§ Values Clarification

SLA Specialized Assignments/Roles

Each Student Life Assistant will be required to take on one or more specialized roles throughout the summer. The roles are outlined below:

• Hall Decorations/Advertising o Ensure that all hall decorations are maintained (door decs, hallway décor,

and signs) o Take down advertisements for past events o Create advertising for all programs and events for staff o Replace signs/decorations that have been ripped or vandalized o Brainstorm creative ways to advertise for programs and events

• Social Media

o Responsible for updating the Summer Scholars Facebook page on a daily basis, with past programs and events

o Create a Seminar A and Seminar B Facebook group, encourage students to join, and advertise upcoming events

o Encourage students to “like” the Summer Scholars Facebook page o Work with the Photography SLA to get engaging event pictures on Facebook

in a timely manner o Brainstorm creative ways to engage with students on social media (polls,

questions, etc.)

• Photography/Slideshow o Download and label all pictures from the two Summer Scholars cameras

onto the external hard drive § Label by name; Each event should receive its own folder


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o Sort through photos for high quality images to be posted on Facebook and the Summer Scholars website

o Coordinate the end of seminar slideshows to be shown at the Final Night events

o Remind fellow SLAs to take the camera on programs o Get quotes, pictures, and videos for the Student Testimonials for the

Summer Scholars website o Serve as the primary photographer for move-‐in and move-‐out

• Commuter Student Relations

o Obtain cell phone information of commuter students at Orientation o Coordinate a weekly e-‐mail to send to students about programs and events,

including the CTA pass announcement § Text message students if they have indicated they are okay with it.

o Encourage commuter students to come to the residence hall for events

• Alumni Relations o Contact Summer Scholars alumni to obtain information about matriculating

to college § This includes the schools they applied to as well as the institution

they are currently attending o Obtain written testimonials of the Summer Scholars program for the website o Brainstorm creative ways to maintain contact with alumni

• Supply Inventory

o Keep a constant inventory of the supplies and materials in the supply room/closet

o Maintain upkeep of the Supply Room o Offer supply lists for future programming o Offer suggestions to the Program Coordinators for supplies that are running

low or that no longer exist

• Special Events o Coordinate the Scholar of the Week bulletin board, announcement, and

certificate printing o Coordinate the Scholar Stock/Dollar raffle for the end of each Seminar o Ensure that the “Summer Scholars” Ramblers are handed out on move-‐out

day o Coordinate birthday banners and candy bags for students with birthdays

during the program o Coordinate thank you notes and gifts for three-‐week instructors o Plan the Scholar of the Week outing for the end of each Seminar


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Staff Meetings

Mondays thru Fridays at 10:00 AM, there is a staff meeting where upcoming programs and student concerns are addressed. A sample agenda with explanations is included below:

I. Individual Assignment Reports a. Hall Decorations b. Social Media c. Photography d. Commuter Students e. Alumni f. Supplies and Inventory g. Special Events SLA's should elaborate on updates related to their specialized role. This is the place

to share progress, ask for staff feedback, and to share brainstorming and new ideas. Staff members should understand that that there may not always be something new to report but they should constantly keep staff updated on their progress.

II. Programs a. Past Programs b. Upcoming Programs c. Program Updates This is the opportunity to share the logistics of each program and also figure out

staffing needs. Staff members should come prepared with all of their program details, transportation/supplies needs, and logistics. PC's can use the program updates section for program feedback and larger programmatic communication.

III. Student Updates a. Student Concerns b. Duty c. Class Liaison Reports This allows for a discussion on student's needs or issues that may arise over the

course of the summer. They also should update the entire staff on updates for their classes. V. PC Updates This section allows for general PC updates and program details. This is also the time

for group feedback for all of the staff members. VI. Open Floor


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Evaluations

Staff members will receive an exit interview and final evaluation from their supervisors. Both supervisors should be present if possible. It is recommended that staff members write a reflection of their experience providing thoughts on their growth in the positions and overall thoughts/feedback for the program as a whole. Additionally, they should complete the staff evaluation form. The supervisors will complete the same evaluation form. During the exit interview both evaluation forms will be compared and also be an opportunity to provide direct feedback.

The staff evaluation form is located on the N: Drive in the “Personnel” folder.


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Appendix

EXAMPLE Events Calendar EXAMPLE Homework Calendar

EXAMPLE Meal Plan Tracker EXAMPLE Duty Board

EXAMPLE Chicago-‐themed Hall Decorations


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EXAMPLE Scholar Stock Box EXAMPLE Weekly Events Calendar

EXAMPLE Laundry Room Sign EXAMPLE Laundry Explanation Signs


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EXAMPLE Call Box Sign EXAMPLE Scholar of the Week Board

EXAMPLE Kitchen Sign EXAMPLE Kitchen Cabinet Labeling


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EXAMPLE Kitchen Signs EXAMPLE Items to Remember Sign

EXAMPLE Games Available Sign EXAMPLE Emergency Exit Sign


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EXAMPLE Door Decorations EXAMPLE Student Mailboxes

EXAMPLE Welcome Sign for Orientation


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Summer Scholars Student Perimeter


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Program Checklist Pre-‐Program These items should be completed at least 24 hours in advance to the start of your program. Collect all the materials and supplies you will need Confirm reservations or bookings if applicable Determine transportation needs and check trip route Communicate meeting time and location for attendees

Immediate Pre-‐Program These items should be completed at least 15-‐20 minutes in advance to the start of your program. Materials are set-‐up and ready to go Check out all CTA passes for number of attendees if applicable Collect emergency cards for attendees if applicable Submit name of students attending for out of hall trips to front desk Communicate transportation needs to attendees Collect program trip bag from the front desk and confirm all materials are

present

Post-‐Program These items should be completed immediately after the completion of your program. Clean-‐up all materials and return to supply closet Return CTA passes, emergency cards, and trip bag if applicable Submit program evaluation and program check-‐list to the Program

Coordinators at least 48 hours after completion of program

Comments/Issues: Name of Program:


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Date of Program: SLA Signature: / Date:

SAMPLE Events Calendar for Students

Summer Scholars Session B Events Sunday Monday Tuesday Wednesday Thursday Friday Saturday

6/30 MOVE IN

7/22 9-9:45am: Obtain ID 9:45-10:30am: Campus Tour 10:30-11:30am: Bookstore 11:45am-12:45pm: Lunch 1-4pm: Class 7-8pm: Letters to Self

7/23 2:00-4:00pm: Bike the Lake

6:30-9:30pm: Movie in the Park

7/24 2:30-5:30pm: Field Museum OR Shedd Aquarium

7:00-8:00pm: Planning Your Schedule

7/25 2:00-3:00pm: Financial Aid Presentation 3:30-5:30pm: Scavenger Hunt 8:30-9:30pm: Coloring Books for Charity

7/26 1:30-2:30pm: Yoga on the Beach 5:00-9:00pm: Dinner on the Town/Cirque de Shanghai

7/27 Indiana Dunes

7/28 10:00am-12:00pm: Misericordia 1:00-3:00pm: Randolph Street Market 7:30-8:30pm: What’s your color?

7/29 3:00-4:30pm: Tie-dye 6:00-7:30pm: Fun in the Sun 7:00-11:00pm: Second City

7/30 2:00-5:00pm: Sea Dog 8:00-9:00pm: Fireside with the Father

7/31 1:30-4:30pm: University of Chicago Tour 5:00-7:00pm: Amazing Chicago Fun House

8/1 2:30-5:30pm: Chicago History Museum 7:00-8:00pm: What to look for in a Major

8/2 2:00-6:00pm: Cubs v. Dodgers 8:00-10:30pm: Movie Night

8/3 12:00-4:00pm: Museum of Science and Industry 4:00-7:00pm: Lincoln Park Zoo 7:00-8:30pm: Microwave Shenanigans

8/4 10:00am-12:00pm: Games with the Elderly 1:00-3:00pm: Rock Climbing 6:30-7:30pm: Family Dinner

8/5 2:00-3:00pm: Vision Boards 5:15-8:15pm: Broadway in the Park

8/6 2:00-5:00pm: State Street Shopping 7:00-8:00pm: Study Skills 10:30-11:30pm: Late Night Pancakes

8/7 1:00-3:00pm: Grant Park Picnic 2:00-5:00pm: Chinatown 8:30-9:30pm: Picture Frame Decorating

8/8 2:00-5:00pm: Planetarium

8:00-10:30pm: Pitch Perfect

8/9 Food Depository Delivery 5:00-11:00pm: Final Night Festivities

8/10 9:00am-12:00pm: Move Out


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SAMPLE Summer Scholars Contact Sheet for Campus Partners

SAMPLE Emergency Contact Card for Students

Summer Scholars Program 2013 !

Summer!Scholars!is!a!program!under!the!office!of!First!Year!Experience!for!high!school!students!to!be!immersed!in!an!early!

college!experience.!Students!take!college!classes!while!living!in!a!campus!residence!hall.!!!

!

!

!

!

!

!

!

!

!

!

Resident Coordinators

Alex%Lange%and%Kristen%Anthony%

Messina!Hall,!Lake!Shore!Campus!

Office!Open!Monday!thru!Friday:!! ! 8:00AMH7:00PM!

Main!Office!Number:!!! ! ! (773)!508H2316!

Email!Address:!! ! ! ! [email protected]!!

!

Curfew!Sunday!thru!Thursday:!! ! 10:00PM!

Curfew!Friday!and!Saturday:!! ! 11:00PM!

!

Session!A!and!6!Week!Students!MoveHin:!! 6/29!

Session!A!MoveHOut:!!! ! ! 7/20!

Session!B!MoveHIn:!! ! ! ! 7/21!

Session!B!and!6!Week!Students!MoveHout:!8/10!

Resident Assistants (L to R):

Sarah%Courier,%Rachel%Phillips,%Sadaf%Anet,%Corey%Shroer,%Jesse%Jimenez,%Becca%Wallace,%DJ%Singh%

Table of Contents

SECTION ONE – Orientation and Welcome Welcome Letter 2 Training Overview 3 Tips for Training 4 Master SLA To Do List 5 Position Description 6 Learning Outcomes 7 SECTION TWO – Residential Guide Hub for Programming 8 Hall Decorations 8 Other Staff in Building 8 Duty Overview 9 Tips for Duty 13 Move-‐In/Orientation 14 Move-‐In Tips 16 Move-‐Out 18 SECTION THREE – Administrative/Desk Guide Desk Protocol 20 Important Forms 21 Desk Rules 24 Supplies and Materials 24 Filing System 24 Specialized Assignments 24 Tips for Special Assignments 26 SECTION FOUR – Contact and Program Admissions Emergency Numbers 29 Important Websites 29

SECTION FIVE – Programming Program Planning 30 Program Proposals 30 Paying for Programs 31 Program Checklist Overview 32 Advertising/Sign Ups 32 Transportation 33 Emergency Cards 35 Program Evaluations 36 Tips for Programming 36 SECTION SIX – Classes Classes/Class Liaisons 38 Tips for Liaison Role 39 Commuter Students 39 Staff Reporting Structure 40 Tips for Staff Relations 40 Staff Meetings/1:1s 42 Tips for Student Relations 42 Tips for Time Off 43 SECTION SEVEN – Appendix