Move In Day

  1. Resident Mentor Move In:
    1. Saturday, 1 August 2020
  2. Leadership Retreat Early Arrivals Move In:
    1. Sunday, 9 August 2020
  3. Move In Day would be spread out over four days:
    1. Friday, 14 August 2020: Athletes and Early Arrivals
    2. Saturday, 15 August 2020:
    3. Sunday, 16 August 2020
    4. Monday, 17 August 2020
  4. Move In Information will be communicated out to residents in multiple waves:
    1. End of June: Initial Email and Text with COVID-19 Information on what to expect
    2. Early July: Housing Contract Addendum will be sent to residents via email and USPS. Residents will be updated on changes to Contract as well as given the option to cancel their Contract by 15 July at without penalty
    3. Mid-July: Second Email and Text with additional information on plan for Move In (including testing)
    4. Early August: Third Email and Mailed Packet will any information that is needed for move in, including COVID-19 testing paperwork, Move In Date and Time, Map, and Color Coded Flyer with Date and Time
  5. Check-In will move to online processes as much as possible, including the apartment condition cards, key information, and roommate agreements. Items that may be completed ahead of time will be provided to residents via email before the Move In Day.
  6. Each family would be assigned a time to check in for Move In and would only be allowed to Move In at that time; they will have two hour block to move in, based upon the housing assignment. This would prevent large numbers of people in small spaces, and allow for traffic flow in elevators, and in stairwells (which would be indicated as either up or down).
    1. Example of how Move In times will be assigned. Pacer Crossings has 8 students in a suite. The maximum number of suitemates that would be able to move in at the same time would be 2 and no roommates would ever move in at the same time.
    2. This would be duplicated in the Pacer Commons and Pacer Downs, though the maximum occupancy in those apartments is 4.
  7. No children or elderly would be allowed to come to campus at the time of Move In.
  8. Each resident would only be allowed to have two additional persons come with him or her up to the room to assist with the move-in process.
  9. Once the two hour period is up, the student and move in helpers would need to vacate the room, in order for the next family to move into the space.
  10. Masks and gloves will need to be provided to students and family members who do not bring their own with them.
  11. All residential students must obtain a COVID-19 test as close to return date to campus as possible, however, a test should not be taken more than 10 days prior to the return to campus. Medical documentation of negative test results should be brought with the student to housing move in.
    • Students testing positive prior to returning to campus will not be allowed to move into housing until after the minimum 10 day isolation period off campus. Once the student shows no signs of COVID-19 symptoms, including no fever for at least 72 hours without the use of fever-reducing medications, the student will be provided a new date and time to move into University Housing. Students who test positive must notify University Housing at This email address is being protected from spambots. You need JavaScript enabled to view it., that they will need to check in at a later date and time. University Housing will coordinate a new date and time to check in and will provide this information to the student via email. Any student who has tested positive should contact his or her advisor to make arrangements to learn remotely through their quarantine period.
    • If a student does not undergo a test prior to move in, student will be required to go to the Convocation Center prior to moving into their dorm room to get tested and then maintain a self-quarantine in their dorm room until results are obtained. Self-quarantine protocols will be provided to those residents at the time of move in.
    • Additional Information on Where to Find COVID-19 Testing:
  12. All Move In Day traffic will enter through the Bell Highway gates onto Leadership Drive. The gates in front of University Police will be down and be exit only.
  13. Move In will take place for all residents, regardless of building or community, under the sail cover on the Pacer Crossings plaza.
    1. It will be set up with social distancing practices, allowing residents to pick up keys and get directions to their new assignments
    2. Resident Mentors will help with concierge service to let residents and families know how long the wait will be until they can see a staff member and advise them to wait in their cars and call them from a duty mobile phone when there is only 5 minutes to go. This will prevent mass gatherings of people and prevent residents and their families from having to stand in the sun.
    3. Social Distancing signage, including where to stand, will be posted ahead of the Move In Day
    4. Resident Mentors will be in the pavilions behind Pacer Commons and in the Pacer Downs Quad to provide buggies for Move In and direct residents to their rooms.
    5. Elevators will be limited access for residents with their buggies and stairwells will be marked as up and down.
    6. Staff will be provided with lunches and will eat them at the picnic tables around the Housing buildings.
    7. Water stations staffed by an RM or volunteer will be located around the Housing Buildings.
  14. Those families that arrive before their assigned move in time will be asked to park and wait for their time in the Convocation Center parking lot.
  15. Maintenance and custodial staff will wipe down all buggies upon returning to pick up location prior to the next student uses one.
  16. Floor Meetings will be held virtually by the RMs on each night of Move In.

Common Space and Cleaning Responsibilities

See list of rooms and cleaning responsibilities

Fall 2020 Housing Programming

Program Types and Numbers

  • Social Programs
    • 1 social program conducted with another Resident Mentor
    • 1 floor dinner conducted by individual Resident Mentor
    • 2 social programs conducted by individual Resident Mentor
  • Educational Programs
    • 1 guest speaker education programs
      • Pre-arranged
    • 1 wellness program
      • Mental Health
      • Emotional Health
      • Physical Health
    • 1 ICE Event
    • 1 education program created by the Resident Mentor
      • Supervisor approval beforehand
    • Building Wide Programs
      • Conducted through RSA and Community Councils

Tracking, Checking-in and Resident Attendance

  • Usage of Presence
    • All program check-in will be done in presence; ID cards will be scanned with I-pads, making it a no contact check-in.
    • If they student does not have their ID card, the RM will record the name and information of the student on a attendance sheet and input the information into Presence.  The student WILL NOT physically sign-in
    • Loading important documents onto Presence for easy access
    • Assistant Directors given higher clearance to access all Housing programs

Virtual Delivery Options

  • Zoom
    • Resident Mentors creating personal accounts to use for virtual programs/meetings
    • Will have up to 45 minutes to complete program
  • Microsoft Teams
    • Resident Mentors and all freshman students have access to the program itself
    • Creating specific hall/building organizations and adding residents into the group
  • Blackboard Collaborate
    • Resident Mentors having own specific organizations with their residents to host meetings or programs
    • Addition of the Assistant Directors/Supervisors as administrators on the group

Bulletin Board Themes for Each Month

  • Pacer Crossings
    • August: Welcoming and Campus Resources/Making Connections
    • September: Making Connections
    • October: Academic Success/Stress Management
    • November: Career Choice/Tips
  • Pacer Commons and Pacer Downs
    • August: Welcome/Campus Resources
    • September: Alcohol Awareness
    • October: Healthy Relationships
    • November: Healthy Body

Advertising Methods for Programs

  • Flyers posted on bulletin boards and near residential suites
  • Specific residential emails sent by Resident Mentors
    • Supervisor approval
  • Housing website?
  • Presence
  • Groupme
  • Social Media
    • Creating building specific Instagram’s to showcase events going on around the area
  • Microsoft Teams
    • Using the chat feature to post events or programs coming up and the process that will need to be taken for COVID-19 precautions.

First Year Experience Programs

  • Face to Face Delivery
    • August: Welcoming to USCA and campus resources/events coming up
    • September: Making Connections
      • Using the Student Life Office, Peer Educators, Diversity Initiatives, Student Academic Success Center, and etc. for presentation.
      • Bulletin Board tips for making connections with roommates/suitemates, resident mentors, and faculty/staff
    • October: Academic Success/Stress Management
      • Using the Student Academic Success Center for presentation
      • Wellness Panel: mental, emotional, and physical health
      • Bulletin Board tips for studying, keeping up with healthy mind and body, and stress management
    • November: Career Choice/Interview Tips
      • Using Corey Feraldi from Career Services for presentation
      • Interview Tips
      • Locating jobs either on or off campus
      • Program with upperclassman from certain majors
    • Virtual Delivery
      • August- November
        • Emails
        • Presence
        • Social Media
        • Zoom, Skype, Blackboard Collaborate, or Microsoft Teams for Presentation
        • Bulletin Boards

Living Learning Communities

Honors

August: Honors Meet and Greet who is who on campus and introducing them to the community. This is the only set event on the Calendar. Other ideas that we could have is:

  • Coffee Chat
    • Would invite Honors Faculty and Staff.
    • Dr. Petrie already hosts one but we want to host one inside the Hall as well.
  • Study sessions for Midterms with Honors faculty and Staff
    • Invite tutors if possible
    • This could be done both online and in person

Coordinate with Honors Faculty and Staff what they are learning in their shared course that is being Held in Pacer Commons and link it with the programming that we are doing in the halls.

Most of it will fit in with the programming requirements so that Nick does not have to do any additional programs as beyond the normal ones.

A “lesson plan” will be made for each event that we host with learning outcomes for each event.

Equestrian

August should be used as a meet and greet. Some other ideas is talking about time management and the normal programming.

Covid-19 Information

Presenters:

We will continue to invite on and off campus presenters.  The information and resources they contribute is invaluable and will need to be shared.  If possible, we will ask off campus Presenter to use a virtual platform (see list above) which the RM or AD will set-up using campus resources.  This option will also be given to on campus presenters

If a presenter want to do an in person presentation, they will be asked to wear a mask or a shield or to be six feet away from the participants

Check-In:

(In Person)

All program check-in will be done in presence; ID cards will be scanned with I-pads, making it a no contact check-in.

 If the student does not have their ID card, the RM will either manually enter the resident’s e-mail into presence or record the name and information of the student on an attendance sheet or input the information into Presence.  The student WILL NOT physically sign-in.

(Virtual)

If a Virtual Program is done, it will be the responsibility of the RM to make a list of Participants and enter the names into Presence.

Participants:

  • Residents will be required to wear a mask or a shield
  • The room will only have ½ the occupancy that allowed in the space; the RMs will count the residents at the door while scanning IDs.
    • New occupancy numbers will be posted outside the door or given to each Resident Mentor before the event happens.
  • While sitting residents will show distance, but not necessary the 6 feet, since everyone will be wearing mask
    • Precautions for COVID-19 will be posted on each flyer.
    • If a student refuses to leave or wear mask, that information will be later discussed on how to control the matter.

Room Preparation:

The Resident Mentor that is responsible for the program will need to arrive 30 minutes before to clean tables/objects. Cleaning supplies will be provided from University Housing for the Resident Mentors. After the event has been completed, the programmer will need to clean the room thoroughly. Maintenance will be responsible for cleaning before opening, in between usage, and after closing.

Supplies:

Mask:

If the budget allows, RMs will be given disposable mask to hand out at the presentation to residents who may not have one.  The mask will be in a box and kept in the AD office, when needed the RM will request the mask, and return the unused mask to the AD

Clorox wipes:

If the budget allows, wipes will be available at presentations to sanitize items that might need to be touched by more than one individual

Forms/Handouts:

Handouts are an important take away in programs.  Presenters will be allowed to hand out forms, handouts, but will need to give each participant a handout individually (no longer pass the form), the presenter will then need to collect the form individually (no long pass the form back-up). The RM may assist with the passing out and collection of forms.

When possible the presenter can e-mail information to the RM and the RM can then forward the information to the Participants after the meeting, or before the meeting and use it as part of their advertisement for the presentation.

Writing utensils:

Residents will be asked to bring their own writing utensil.  If the budget allows, the RMs will be given writing utensils to give to residents who did not bring one.  The resident will then keep the writing utensil.

Food:

Food will be limited to pre-package food and drinks

Food will be handed out individually by the RM. Participants will not be allowed to touch the items on the table.

The RMs will be required to wear gloves

Movies:

Outside-RMs and RSA can show movies outside, weather permitted

Inside – RMs and RSA can show movies inside using social distance and mask requirement

Virtual - RMs and RSA can host virtual NetFlix Watch Parties

Individual pre-Package items can be handed out by the RM at these events