SECTION I

ORGANIZATIONAL STRUCTURE AND PHILOSOPHY

YOUNGSTOWN STATE UNIVERSITY MISSION STATEMENT

Youngstown  State University strives to create a teaching and learning environment that promotes academic excellence, fosters intellectual growth and scholarship, focuses on the needs of students and the community, and reflects an awareness of cultural and global perspectives and concerns.  The University is dedicated to outstanding teaching;  to quality research and scholarly activity, both in the traditional sense and as they relate to classroom instruction and need of the service region; and to responsible public service addressing the employment and economic needs of the region as a whole;  providing knowledge , resources, and leadership to assist area schools, businesses, industries, agencies, and governments; and taking measures to enhance the quality of life for the constituencies it serve.

Youngstown State University aspires to provide and environment in which students can enrich their minds, their creativity, and their problem solving abilities, so that they may become fully developed individuals; informed, conscientious, and productive citizens; and responsible and understanding partners with others in life, family and work.   The University strives to prepare students for the future, that they may play active roles in shaping it.  The University seeks to integrate the best elements of the long tradition to humanistic, liberal education in the arts and sciences with education in the most significant advancements in technology, health, engineering, education, business, and the applied arts.

The University is committed to fostering an understanding of the connections between and among teaching, scholarship, and service.  The University seeks faculty who combine these elements in ways that bring excitement to the classroom, studio, clinic, and laboratory, stimulating enthusiasm and eagerness for learning in students.  The University endeavors to enhance the educational and experience by providing out-of -class development and support as well as co-curricular opportunities and services.  the primary test of the University’s effectiveness is the high quality of its graduates, the kinds of lives they lead, their accomplishments and their service to society.   In this sense, teaching and learning, research and scholarship, University and public service are seen not only as interrelated but also as fundamental to endeavors both within and outside the University.

As a state assisted metropolitan university, Youngstown State University provides a wide range of opportunities in higher education primarily, but not exclusively, to the residents of northeastern Ohio and western Pennsylvania.  The University espouses the principles of equal opportunity, affirmative action, and broad access to education:  academic access through open admission for all Ohio high school graduates to a wide range of programs; economic access through reasonable tuition and a comprehensive program of financial aids; and programmatic access through careful attention to the collective and individual needs of all its various constituencies; degree and non-degree students, transfer students; commuters and non-commuters; traditional and nontraditional students; associate, baccalaureate, masters, and doctoral students; as well as other encompassed by the  Youngstown State University mission.
 

HOUSING SERVICES OVERVIEW

YSU owns and operates five housing facilities and one dining facility for students:  Kilcawley House located on Spring Street; Lyden House and Cafaro House, the newly built residential honors facility, on Madison Avenue; and the Wick and Weller Houses on Wick Avenue; and Christman Dining Commons is on Elm.  On-campus options for students range from traditional residence hall-type facilities to apartment-style housing.

On-campus living provides students many advantages and opportunities.  University housing facilities are structured environments.  Each is a small community, and as such, has procedures and regulations addressing such things as noise, safety, guests, and security.  University Houses have full-time professional and part-time student staff that oversee the operation of the Houses.  On-campus living is a good place to get to know many students a short period of time.  Sharing bathrooms, lounge space, and corridors with a group means you can’t help but make friends quickly.  Being on campus also means that classes, the library, the student center and the computer center are never far away.
 

MASTER PLAN

The goal of the Long Range Student Housing Master Plan is to provide Youngstown State University with a document that will enable the University to make decisions on the development of future student housing.

The major objectives of the student housing planning study are:

 1. Identify Youngstown State University’s current residential resources

 2. Identify various potential housing user groups

 3. Identify possible sites for future student housing

 4. Identify various housing types and related probable costs

 5. Make recommendations relevant to the long term development of student    housing Youngstown State University

Youngstown State University’s resident student population is housed in four on-campus and several off-campus non-university owned facilities and private housing.

Currently the overall student population is considered stable at approximately 15,000 students.  In 1991, the University initiated a new marketing plan to expand its recruitment effort beyond its traditional recruiting area.  With the implementation of the marketing plan, it is anticipated that the make-up of the student population would change to include additional students requiring on-campus housing.

At the present time, University housing is only available to single traditional undergraduate and graduate full-time students.  Designated housing is not available to identified groups such as married students, single parent students, honor students, and member of Greek organizations.  Likewise, University housing is not available to staff, faculty, and visiting faculty.

At the present time, University operated housing facilities are located at the following location:

 1. Kilcawley House on Spring Street, adjacent to Kilcawley Center

 2. Lyden House on Madison Avenue, bounded by Elm Street and the     Madison Avenue Expressway

 3. Wick and Weller Houses at the corner of Wick Avenue and the East    Bound  Service Rd. for the Madison Avenue Expressway

 Future sites designated for new student housing include the following locations:

 1. South of Madison Avenue between Elm Street and the Madison Avenue    Freeway.

 2. The area around Wick Oval.

 3. East of Fifth Avenue between Rayen and Lincoln Avenues.

 4. West of Fifth Avenue between the Madison Avenue Freeway and Ford    and Grant Streets.

Traditional or suite-type facilities could be built at site locations 1 and 3, apartment -type facilities at site location 2, 3, and 4, and specialized group-type housing sites 3 and 4.  It is possible that some of the apartment and the specialized group housing would be constructed by private developers responding to requests for proposals from the University.

The Long Range Student Housing Master Plan recommends the following:

1. Highest priority should be given to the construction of a pedestrian corridor on  Elm Street, north of the campus, from Spring Street to Madison Avenue.

2. The University should develop an adequate reserve fund for the ongoing and long  term maintenance of housing facilities.

3. In light of the new marketing and recruitment effort, the University should  update  the Feasibility Study of Student Housing Demand in conjunction with the  new marketing and recruitment effort.

4. The University should plan future housing around the four designated sites.

5. The University should continue to purchase property in the areas proposed for  housing as it becomes available and within the Board of Trustees’ guidelines for  property acquisition.

6. The University should construct future housing types based on needs identified in  the updated Feasibility Study of Student Housing Demand.

7. The University, when appropriate, should solicit request for proposals from  private firms for the development of specialized housing.

During the 1970s, Youngstown State University began to discuss the need for various forms of on-campus student housing.  It was with the goal of better serving the student needs that various methods of augmenting housing have been pursued.

In June of 1970, a master plan for the physical development of Youngstown State University was completed by the Architectural and Planning firm of Caudill, Rowlett and Scott of Dallas, Texas.  The plan envisioned the University’s enrollment growing to 22,000 full-time students by 1985, and established guidelines for the physical expansion of the existing campus.  The University closely followed the plan, until the early 1980s, when several major factors halted the enrollment expansion of the previous decade.  A weakened local economy, a declining number of traditional students and reduced state funding for education presented the University with problems of fewer students and reduced financial support from public revenues.  As a result of these conditions, three interrelated planning efforts were initiated in 1982:

 1. An academic master plan was developed to define to the broad goals    objectives and priorities of the University.

 2. Long range fiscal planning was undertaken to identify and acquire the    financial resources necessary to fund University activities.

 3. A long range facilities development plan for Youngstown State     University’s physical facilities was developed to project land and facility    needs for the following 10 to 15 years.

Richard Fleishman Architects, Inc., of Cleveland, was selected to prepare the long-range facilities development plan.  Published in February of 1984, the plan was intended to be a broad framework for physical development and provide a decision making tool for the University.  It was not intended to be a static plan and, as such, has been modified periodically.

The Fleishman Plan projected three different scenarios for the student population between 1982 and 1992.  The best case had the enrollment staying stable at approximately 15,600 students.  In reality, current (Fall 1991) student population has declined slightly to 15,164, or about 2.8%.

 When the report was published, only one university-owned facility for student housing (Kilcawley) existed on campus.  Two non-university owned facilities (Buechner Hall and Lincoln Towers, now known as Lincoln Place) were located close to campus.  Many students lived in rented housing in the residential neighborhoods to the north of campus.

The 1984 Report stated that well designed, competitively priced student housing on or near the campus would increase the University’s attractiveness to students who need residency.  Statistics estimated a need for 400 to 600 beds.  It recommended that without available state support for additional student housing, the University should solicit proposals from, and work with, private developers to explore methods for constructing additional housing near the campus.

The Wick Oval area and the Pollock House site were the only campus locations identified as being suitable for new student housing.  Reasons given were the proximity to campus, recreational areas and parking facilities.  The housing type on Wick Oval was designated to be developer constructed apartments for approximately 400 students.  Final parking solutions for residents on this site were not fully addressed in this report.

Pollock House was recommended to be rehabilitated for use as student apartments, a university inn, or another appropriate special use type of facility.

In December of 1985, the University requested proposals from developers interested in renovating the former Pollock residence into a university inn or hotel.  Subsequently, Pollock House was renovated into The Wick Pollock Inn with a hotel and conference addition constructed to the east toward Wick Oval, which opened in October of 1988.

In August of 1987, the University sent out a request for proposals for a student housing development project.  The request solicited proposals from developers to construct apartment style housing units on University land around and adjacent to the Wick Oval area.  The concept and location was consistent with the 1984 University Master Plan, but the project did not go forward.  After reviewing several proposals, the Youngstown State University Board of Trustees decided to re-evaluated the types and location of housing that should be made available to current and future students.

Youngstown State University has traditionally been a commuter campus, serving the academic needs of the counties of Trumbull, Mahoning and Columbiana in Ohio, and
Lawrence and Mercer in Pennsylvania (primary service area).  As a consequence, the vast majority of University students, faculty and staff drive to campus from their own homes located in the primary service area.  In addition to students from the primary service area, there are approximately 1,600 students registered for classes whose resident county is outside of this area.  It was estimated that between 600 and 700 students resided within walking distance of campus in rented housing.

In 1988, at the request of their President, a staff report was prepared which identified models of non-apartment student housing units.  In the same year, it was decided by the Board of Trustees that a specific housing project should be undertaken.  RPR Consultants of Bethesda, Maryland, were retained to do a Feasibility Study of student demand for various types of on-campus housing.  In conjunction with this study, the President appointed a staff committee (the Student Housing Committee) to begin developing a preliminary program for the project.  In January of 1989, the University interviewed Architects to (1) write a long range Master Plan for Student Housing; (2) write a program for a specific housing project; and (3) design and prepare plans and specifications for a Student Residence Hall and Dining Facility from the developed program.  Buchanan Ricciuti & Balog Architects of Youngstown were selected.  Other individuals were appointed to join the Architects and RPR as members of what came to be known as the University Project Team for Student Housing.

RPR conducted surveys of five specific student groups inside and outside the primary service area.
 These groups included:

 1. Current undergraduates living off campus

 2. Applicants for the fall 1989 term

 3. Applicants from previous years who did not enroll at Youngstown State    University

 4. Randomly selected high school seniors from surrounding states

 5. Other randomly selected students at Youngstown State University
 

In 1989, at the time the survey was completed, Kilcawley Residence Hall (currently called Kilcawley House) had 100% occupancy.  Buechner Hall and Vaccar Towers (Lincoln Place) had occupancy rates of 92% and 50% respectively.  Survey results indicated that for 30% of the respondents  a lack of choice in on-campus housing forced students to locate further from the  campus then they desired.  The lack of on-campus housing represented a negative issue for new Youngstown State University students requiring residency.

RPR’s analysis indicated that, historically, 10 to 11 percent of all Youngstown State University students who did not live at home with parents or occupy their own homes required housing during the school year.

The historic capture rate for students requiring housing at Youngstown State University was 47%.  RPR projected that the capture rate with the addition of a new residence facility would be estimated at 75 to 80%.  The report concluded that new and existing university owned facilities would be able to generate a demand for about 700 students, approximately 300 over the 1989 level.

Because of the immediate need for the estimated 300 beds outlined in the RPR report, development and implementation of the program for a new student resident hall became a priority.  The project team spent several months selecting the site, researching facilities at other institutions and developing the program.  Construction documents were completed in the fall of 1989 and construction of Lyden House, a 306 bed residence hall was begun in December of 1989.  Phased construction allowed students to occupy half the building in September of 1990, with the balance of the building made available in January, 1991.

Prior to the completion of the Long Range Student Housing Master Plan, three other projects associated with student housing were authorized by the Youngstown State University Board of Trustees.  These projects included Christman Dining Commons, a dining hall constructed adjacent to Lyden House; Weller House and Wick House, renovated buildings on Wick Avenue designed to house additional students.  The University Team for Student Housing, along with the Architects, developed specific programs for each of these projects.  Christman Dining Commons and Weller House opened in 1991, while Wick House is scheduled for completion in 1992.

The objectives of the Long Range Student Housing Master Plan are to:

 1. Identify all student housing resources currently available on the campus    of Youngstown State University and areas adjacent to the campus.

 2. Identify various potential user groups that may require housing facilities.

 3. Identify possible sites for future student housing development for     Youngstown State University.

 4. Identify typical examples of various types of housing and outline the    related probable costs.

 5. Make recommendations relevant to the long term development of student    housing for Youngstown State University.

PHILOSOPHY AND OBJECTIVES OF HOUSING SERVICES

The Housing Services staff wants to ensure that each of the resident houses is more than a place to eat and sleep.  It should be a valuable means of furthering the goals of education:  self-discovery and improvement; learning to establish meaningful relationships with others; and the exercise of self-improvement; and the exercise of self-government through respect for democratic procedures, responsibility, and concern for others.

There are certain basic objectives inherent in the residence life program. These include:

? Providing an environment conducive to academic achievement and maximum intellectual stimulation for each resident.

? Assisting the self-development and growth of each student.

? Helping each student develop a sense of responsibility and self-discipline.

? Providing a viable out-of -class learing environment and an integration of curricular and co-curricular experience.

? Assisting the individual student in adjusting to the educational tasks and social responsibilities which constitute college life.

? Broadening the student’s understanding and tolerance of varying life-styles, cultures, values, and attitudes in order to increase his/her concern for the rights of others.

? Provide and keep quality food service and physical surroundings in which students can live.

? Interpreting housing objectives, policies, rules, and regulations, to students and interpreting student attitudes, opinions, and actions to the administration.

Youngstown State University
Housing Services, 1993

B. ORGANIZATIONAL STRUCTURE

Housing Services Organizational Structure
 
 
 
 
 
 
 
 
 
 

C. POSITION DESCRIPTIONS

Director of Housing Services

Basic Function and Responsibility

To manage, and direct, the University owned student housing facilities, including the activities related to student life and the personnel involved in staffing residence halls; and to coordinate student housing services for non-University student housing.

Characteristic Duties

 Develops, coordinates, and administers a comprehensive housig services program  for University owned student housing.

 Develops appropriate policies and procedures to ensure the saftety and well-being  of resident’s.

 Oversees a residence life program designed to foster student development.

 Develops and  administers annual budget; authorizing department expenditures  and monitoring expenditures against budget.

 Monitors financial procedures and administers collection of  student fees for  housing.

 Monitors enforcement of University regulations in residence halls-serves as  Hearing Officer for violations involving the behavior of students in residence  halls.

 Monitors and coordinates maintenance, custodial services, resident food services  and University police services in residence halls, including contract provisions  and vendor services.

 Selects, supervises, trains, and evaluates professional, clerical and administrative  staff.

 Markets and promotes campus housing to improve occupancy.

 Manages five facilities including long-term plans for refurbishing and  replacement of equipment and  furniture.

 Maintain a registry of off-campus housing opportunities for students.
 

SUPERVISION EXERCISED:

Functional and administrative supervision is exercised 4 full time and 1 part time Professional/Administrative staff, 2 full time Classified staff, 9 part time intermittent classified staff, 21 student resident assistants and 13 FTE student employees.

REPORT TO:

Executive Director Student Services

MINIMUM QUALIFICATIONS:

A master’s degree in  Student Personnel or related field with three-to-five years related, or closely related, administrative experience; or an equivalent combination of education and experience.

Assistant Director

Basic Function and Responsibility:  To oversee the operational and program activities of three residence halls and a dining commons.  To assist in the operation of the Housing Services department.

Characteristic Duties:

? Supervises, trains and evaluates Kilcawley and Lyden housing coordinators.

? Supervises, trains, and evaluates desk staff.

? Ensures observance of all applicable rules and regulations.

? Serves as a hearing officer for university discipline cases.

? Supervises, trains, and evaluates resident assistant staff with regard to the daily and long-term operation of the hall.

? Selects, trains, and evaluates residence hall student staff.

? Develops social and educational programs.

? Counsels individuals and groups.  Refers students to helpful services as needed.

? Maintains room assignment records, oversees, and communicates room changes, maintains student information, inventory information, etc.

? Opens and closes halls as needed.

? Works with maintenance, custodial, food services, and campus police personnel.

? Develops and maintains regular, effective communication with residents.

? Coordinates all aspects of two or more department-wide assignments (i.e., summer refurbishing, RA selection, summer camps, etc.) as assigned.

? Assists in departmental planning, goals, and projects.

? Lives in the residence hall.

? Assumes on-call duty as assigned.

? Performs other duties as assigned.

SUPERVISION EXERCISED:  Functional and administrative supervision is exercised over two professional/administrative staff, eight intermittent classified staff, and nine FTE student employees.

REPORTS TO:  Director of Housing Services

MINIMUM QUALIFICATIONS:  Masters degree in Student Personnel or related field, and 3-5 years of professional experience in housing.

Coordinators of  Housing

Basic Function and Responsibilities:  To plan and coordinate the operational and program activities of the assigned residence hall.

CHARACTERISTIC DUTIES:

? Ensures observance of all applicable rules and regulations.

? Conducts initial disciplinary counseling with students.

? Supervises, trains, and evaluates resident assistant staff with regard to the daily and long-term operation of the hall.

? Selects, trains, and evaluates residence hall student staff.

? Develops social and educational programs.

? Counsels individuals and groups.  Refers students to helpful services as needed.

? Maintains room assignment records, oversees and communicates room changes, maintains student information, inventory information, etc.

? Open and closes hall as needed.

? Work with maintenance, custodial, food services, and campus police personnel.

? Coordinates all aspects of two or more department-wide assignments (i.e., summer refurbishing, RA selection, summer camps, etc.) as assigned.

? Assists in departmental planning, goals, and projects.

? Lives in the residence hall.

? Assumes on-call duty as assigned.

? Perform other duties as assigned.

SUPERVISION EXERCISED:  Functional and administrative supervision is exercised over 4 FTE student employees.

REPORTS TO:  Director of Housing Services

MINIMUM QUALIFICATIONS:  Masters degree in Student Personnel or related field, or an equivalent combination of education and experience.
 
 
 
 
 
 
 
 
 
 

D.  SUPPORT STAFF

Housing Secretary

JOB DUTIES:

Manages and coordinates all clerical and secretarial work for Housing Services.  Supervises the account clerk, reviews and verifies accuracy of work; performs duties of the account clerk in her absence.  Interviews, hires, trains, schedules, and monitors work of 26 student employees work in four buildings; signs time cards.  Answers inquiries and complaints which may involve interpretation of Housing policies and procedures as they apply to a given situation.  Acts as a liaison for Director; maintains the office in Director’s absence.  Develops and recommends new office and front desk procedures; develops and recommends inter-departmental forms.  Performs research and writes reports; researches and recommends purchases for Housing Services.

Produces typed copy form rough written copy and shorthand dictation and brief oral instructions involving correspondence, memoranda, reports, minutes, budget, forms, bid specifications, tables, charts, brochures, etc., of a routine/non-routine and at times complex/confidential nature.  Proofreads same and corrects error in spelling, grammar and punctuation.  Independently responds to some routine correspondence and upon request may respond to some more difficult correspondence; may initial same.

Provides preliminary contact with students, faculty, staff, administrators, general public, etc.; and answers telephone and greets visitors; routes other inquiries to appropriate person/office.  Screens calls and visitors for Directors; manages appointment schedule.  Sets up meetings; notifies participants, prepares and distributes agendas; reserves meeting rooms.  Makes transportation reservations and prepares and processes travel requisitions.

Maintains filing system, including residents, general correspondence, etc.; adds and deletes materials; searches files, gathers materials and statistics and generates reports.  Oversees the quarterly occupancy process (i.e., insures forms are completed, payments are deposited, etc.).

Perform other duties such as:  duplicate materials, pick up, opens, sorts, distributes mail; requisitions and picks up supplies; assists with inventory; makes service calls, requests maintenance work in residence hall, etc.

EQUIPMENT OPERATED

Olivetti and Electric Typewriter; Calculator; Xerox and 3M Copiers; Cash Register; IBM PC (File Express, Multimate, CICS, M204); Hewlett Packard Printers; various software.

Account Clerk

JOB DUTIES:

Analyzes and maintains income and expense accounts for Housing Services; receives, counts and deposits income.  Monitors student financial transactions utilizing CIC/ARDS and CICS/FADS; provides payment extensions; verifies family financial data; transfers data to Housing File Express software; notes past due accounts; expedites collections as necessary.  Generates room and board billing quarterly; generates damage bills and refunds as needed.  Records vending income and camp income; records and monitors department expenditures.  Transfers CICS/ECFD data to Excel software for Housing Services use.  Compiles daily and quarterly year-to-date reports.  Utilizes various software packages (e.g., File Express, WordPerfect, Excel, etc.) and mainframe programs as necessary.

Provides preliminary contact with public.  Answers telephones and greets visitors.  Provides information regarding housing, billing, etc. to perspective residents and current residents.  Screens office phone calls.

Performs other routine clerical duties:  types, prepares mailings, duplicates material, picks up and distributes mail, maintains department inventory, orders and picks up supplies.  Assists with other Housing Services operations and projects as needed.
 

EQUIPMENT OPERATED:

PC; Mainframe; Printers; Calculators; ElectricTypewriter; Card Access Hardware; Copiers.

Graduate Assistant

The primary responsibility of the assistantship in Housing Services is to assist in the overall management of a co-educational residence hall housing 274 students.  The general responsibilities include:

? Select, train, supervise, and evaluate student employee staff.

? Assist with the selection, training supervision, and evaluation of Resident Assistants.

? Coordinate Resident Assistant and hall programming and assist with week-end
? programming.

? Assist with the daily operation of the residence hall including facilities management,
? front desk operation, room reservations and set-up, and other administrative responsibilities.

? Participate in housing wide staff meetings and functions.

? Additional responsibilities may be developed based on the interests and need of the
 graduate assistant and department.
 
 

SUPERVISION:  Director of Housing Services or Housing Coordinator.

HOURS:  Approx. 30 hours week. 20 office hours per week.

TIME OFF:  All University breaks and three weekends out per quarter.

CONTRACT DATES:  September through June.

REMUNERATION:  $4,250 plus room and board during fall, winter, and spring quarters, computer availability, and tuition remission.

MINIMUM QUALIFICATIONS:  Bachelor’s Degree, remain enrolled full-time in a
 graduate program at YSU.  Experience in housing an residence life as an undergraduate.
 

Clerk 1

JOB DUTIES:

? Check student ID cards; signs in guests.

? Acts as receptionist; answers telephone; greets visitors, answers routine inquires.

? Performs clerical tasks (e.g., enters data into computer; files material; copies material,
 etc.).

? Performs other related duties as assigned.
 

EQUIPMENT OPERATED
Video Switcher; Computer Terminal; Calculator; Copier.
 

D.  FACILITIES

Cafaro House

Cafaro House was opened in the fall of 1995 and is designated as the residential honors building.  The building consists of suites ranging from 4-18 people and has a maximum capacity of 274 residents.  The suites consist of double rooms with a common lounge and bathroom in each suite.  The building is co-ed by suite (all men or women per suite) with men and women living on the same floor. Students must be University Scholars, BS/MD students, honors students or international students to live in Cafaro. The building consists of four floors (two wings per floor) which are occupied by residents.  Each wing has a Resident assistant who resides on the floor.  In addition to the living space, Cafaro House has office space for both Housing and the Honors Program, and an academic wing on the first floor.  The basement level consists of recreational space, fitness room, laundry, and a kitchen available for use by residents.  The academic wing consists of a seminar room, computer lab, and a 80 seat multipurpose room complete with a fireplace.  Phone and cable service is available to all residents along with air conditioned rooms and mainframe hook-up.  Residents of Cafaro House must participate in the food plan.

Kilcawley House

Kilcawley House was constructed in 1965.  All areas of this facility have been refurbished recently.  Public areas, bathrooms, and students room are attractive and modern.  This traditional type, seven-story housing facility can accommodate 238 students.  Kilcawley residents live in double occupancy rooms, complete with bunk beds, wall to wall carpeting, built-in desks, telephones, and plenty of closet and drawer space.  Lounges are available on each floor, with two formal study lounges located on the ground level.  The basement contains a game room equipped with big screen TV, ping pong, pool, and foosball tables.  Its residents have the advantage of being located in the heart of the YSU campus, and can use all of Kilcawley Center’s facilities, including National City Bank, Bytes & Pieces, and food services without going outdoors.
 

Lyden House

When Lyden House opened in 1990, a new era began for on-campus housing at Youngstown State.  The impressive four-story structure reflects a traditional collegiate gothic style with clean, contemporary lines.

Lyden House located just north of campus along Madison Avenue houses 300 students.  A typical student room is approximately 12’ x 16’, and houses two students.  In addition to a bunk bed, which can be stacked or separated,  each student has a desk and chair, a dresser, a shelving unit and an armoire wardrobe unit.  The furniture is uniquely designed to interchange to suit the individual students’ tastes in personal decor.

Rooms also feature individually room controlled heating as well as air conditioning units, decorator vertical window blinds , overhead lighting and tiled floors.  All rooms in Lyden are designed to be handicapped accessible.

Each wing  of this beautifully designed residence hall includes convenient shower and rest-room quiet study rooms, and comfortable conversation lounges.  Students have full access to a kitchenette/vending area, fitness room, computer lab, rec lounge and laundry facilities in the lower level of  Lyden.  A convenient parking area is available adjacent to Lyden House.

Wick and Weller  House

Both Wick and Weller Houses are located along Wick Avenue and have a unique historical setting located next to the Arms Museum and near the Butler Institute of  American Art .  Both of these house were purchased by the University, and were then completely renovated.  Weller House accommodates 38 upper-class, junior, senior and graduate tenants.  Wick House accommodates 36 women.  Complete renovations of this houses includes all new energy efficient windows, heating and air conditioning units, carpeting, and lighting.  Furnishing provided for each student are similar to those previously listed for Lyden House residents.

Weller House opened in Fall 1991 offering apartment-style on campus living facilities with each unit having a full bathroom with tub and/or shower.  A kitchen furnished with modern cabinets , telephone, an electric range,, refrigerator/freezer, garbage disposal and a dining table.  Apartments vary in size and designed to accommodate two to five students.

Weller also offers students a comfortable, group lounge with convenient laundry facilities in the lower level.

Wick House, constructed in 1906, offers the traditional architecture style of the turn of the century.  This former mansion is four floors and features an impressive historically preserved dual staircase options ranging from single-occupant rooms to rooms accommodating four students.  Rooms vary in size and share showers and rest-room facilities. Wick House residents enjoy security monitoring, a conversation lounge, and laundry facilities
E.  DINING SERVICES

Food Service Information

Residents of University Housing are required to purchase the food service plan.  We contract with Wood Food Service to serve 19, 14, or 10 meals per week for our residents.

Program Features:

? Students are allowed unlimited seconds.
? There is no service on days the University is closed nor during the summer.
? Food Service Calendars are posted weekly.
? Mini-Specials - Cookouts etc. are held  2 times monthly
? Theme Dinners are provided  monthly.
? Exam Treats are provided on evenings prior to finals.
? Sick Trays are available for sick residents through the Housing Services Office.
? Steak Cards entitle students to five steaks per quarter to be used when the student desires.
? Special Diets are available for students who need them.  Please see the Director of Campus Dining for details.
? Student Attitude Survey is administered twice annually.
? Food Committee meetings are held regularly to evaluate / discuss food service.
 

Meal Plan

The schedule for meal plan runs from Monday breakfast through Sunday dinner (1 meal per meal period, not to exceed 3 meals per day).

 19 Meal Plan
 Any 19 meals per  week

Meal Plan
Any 14 meals per  week + $75 in bonus points per quarter

Meal Plan
Any 10 meals per  week  + $100 in bonus points per quarter.

There is a maximum of one meal per meal period and three meals per day (breakfast, lunch, and dinner).  Residents of Weller House are welcome to purchase on of the meal plans.

Students are placed on the 19 meal plan and can elect to change during the first week of each quarter at the Dining Services Office.

Penguin Points

Penguin points can be used at any time towards food and beverage purchases and the Time Out convenience store.  $1.00 Penguin Point = $1.00 Cash.

Penguin  Point balances expires at the end of spring quarter.  If your account balance is depleted during the quarter, you can purchase additional Penguin Points with a cash deposit of $25 or more.

Bonus Points

Bonus points can be used like cash toward purchases when you have used all of your meals or when an equivalency option is not available.  You can even use bonus points toward purchases at Time Out!  When you’ve used all of your bonus points throughout the quarter with a deposit of $25 or more.

Equivalency Options

These enable you to apply a pre-set value toward the purchase of a meal at the Terrace Food Court or Noodles, Inc.

7:00 AM - 9:00 AM......................$3.00
9:00 AM - 10:00 AM....................$2.00
10:31 AM- 2:00 PM......................$4.00
2:00 PM - 3:00 PM.......................$3.80

Should you not be able to get to these locations or Christman Dining Commons, you can opt for package deals at the Bagel Stop or our Penguin Express locations in the Wick Avenue Bridge  or at Williamson Hall.

Christman

In addition to the amazing variety of menu selections for breakfast and dinner, Christman Dining Commons now offers a full, hot lunch.  Here are s few of the concepts you’ll see at Christman Dining Commons.
Unlimited Seconds
 
 

BREAKFAST

Make-your-own-waffle station
Expanded cereal selections
Breads and spreads
Hot choices like omelets, pancakes, bacon, home fries, and so much more

LUNCH AND DINNER

Pete’s Arena Pizza and Deli... even more variety to choose from this year
Hometown Cafe... traditional entrees like Mom used to make
Heartland Selections.. so good you won’t even know you’re also eating healthy
Super Salad Bar
Grills-n-Frills... sizzling hot favorites!
Rotating Bar Station... pasta, tacos and baked potatoes are just the beginning.
Freshly baked desserts...simply delicious!
 
 
 

SECTION  II

FINANCE AND MARKETING
(Still being Revised)

A.  FINANCE

Office Procedures

1.  Daily Deposit - Each day that funds are received a deposit is made to the Bursar using the Housing Services Deposit Slip.  The Housing Services copy is held until it can be checked against the Bursar deposit slips for that day, then filed.

2.  Student Billing - All charges  for  students billing are entered on the Bursar’s System.  Students are billed for room & board, security deposits and residence hall damage.  Access to this system is shared by the secretary and account clerk.  All charges must be approved by the Director.

3.  Credits & Refunds - All credits and refunds are also entered on the Bursar’s System.  If a resident is released from his housing contract during the quarter and his bill has been paid, he may receive a refund.  If his bill has not been paid, he will receive a partial credit calculated on a prorated basis.  Security deposits are refunded to the student through this system. access to this system is shared by the secretary and account clerk.  All credits an drefunds must be approved by the Director.
 

B. ACCEPTANCE AGREEMENT

Room Contract

Each resident must sign a completed agreement prior to their moving in to the residence house( in most cases well before they move in).  In cases where the student is under 18 years of age the contract must also be signed by their legal guardian.

Room Deposits and Room and Board Fees

Housing Services provides room and board to students for a specific amount per year.  Housing Services is authorized as a cash collection point by the University.  Room Reservation Fees are collected primarily by Housing Services.  Most billing for Fall, Winter

Room Reservation Fee

A $200 Room Reservation Fee is collected from students starting in Spring for the next Fall.  The purpose of this fee is to give Housing Services reasonable indication of which students will live in the hall during the coming year.  This fee is mandatory for all students and non-refundable.

In cases where a senior graduates prior to the end of Spring quarter, the fee is applied to his/her last quarters room and board fees.  These fees are deposited into Account # 1360 as they are collected.
 

Security Deposit

A $100.00 Security Deposit is held as security against damage/loss to the Residence House facility and furnishings and to ensure compliance with check-out procedures.  Each student is responsible for damage in their room or damage they cause in other areas.  Each time a student is billed for damage, they are notified in writing.  Student are given five days to appeal these billings.  If a student prefers to pay the fine in cash rather than have it deducted from their deposit, they will normally be credited towards their bill.

In any case where a student incurs damage charges which give him/her a balance below $25.00, the student is required to restore the account to the initial $100.00 deposit.
 

Duration of Housing Agreement

A.  Upon the execution of this agreement by both parties and payment of the room resevation fee, this contract becomes effective and constitutes a binding agreement for the academic year (Fall, Winter, & Spring quarters, excluding breaks) or the remaining portion thereof subject to terms and ocnditions herein stated.

B.  Any student who remains enrolled in the University but leaves University housing during the contract period without being released from this agreement continues to be liable for all the charges for the full academic year contract period.

C.  This Agreement is a legal contract between Youngstown State University and the individual student.  It entitles the student to the use of residence house accommodations only in such manner set forth herein.  This contract is a  license to use the residence house and shall not be construed as a rental agreement.  This agreement must be signed by the student.  If the student is under 18 years of age it must also be signed by their parent or legal guardian.
 
 

Payment Extensions for Hardship Cases

In the event that a student feels he/she cannot make payment for his/her Residence Hall fees due to hardship, the following procedures and policy will be in effect.

1.     The student will be requested to fill out a Residence Hall Request for Payment
        Extension Form.

2.     This form will be reviewed by the Director of Housing Services.

        a.)  Housing will immediately advise the student to seek financial aid through
               the Department of  Scholarships and Financial Aid.

        b.)   If aid is not available or pending a determination from Scholarships and
               Financial Aids, Housing will determine if legitimate hardship exists.

        c.)   If it is determined that hardship exists, and a payment plan can be worded out.
    The Director of Housing Services will extend the payment deadline and inform         the Bursar of the action.
 

3.        The payment schedule must assure that the student is paid in advance of any
           expenses incurred by Housing Services.

4.         The Associate Director of Student Activities and Auxiliary Services may also
            determine whether a payment deadline extension will be approved.

5.         If the payment extension is denied, the student may appeal to the Associate
            Director of Student Activities and Auxiliary Services.  In the event the Associate
            Director of Student Activities and Auxiliary Services denies the request the
            the student may appeal to the Vice President--Student Services.

Procedure for Figuring Hardship Payment Extensions
Although payment extensions may be granted for hardship cases, the schedule for payments must be made  so that the student has paid in advance of any changes that incur based on probation (i.e. if a students first payment is scheduled for the second week.  The payment schedule should be as short as possible based on the student’s financial circumstances.  The last payment should be scheduled prior to the start of the next billing cycle.  (This date is established by the Bursar’s Office).
 
 
 
 
 

Refunds /Credits

             a.)  Room Reservation Deposits

             Room Reservation Deposits are non-refundable except for cases where students
             paid the room reservation fee, but are separated from housing by University
             action (i.e.-disciplinary removal, suspension etc.) prior to the start of the contract
             period.  The Fees and Charges Appeals Board has the authority to authorize a
             refund of this deposit for cases where unusual extenuating circumstances exist.

             b.)  Room and Board Charges

             Room and board charges are refunded as provided for in the Housing agreement.

             c.)  Withdrawal from the University

 When a student withdraws from the University the unused portion of the
  student’s room and  board charge is prorated and is refunded to the student.   When a student withdraws or is suspended from the University between quarters,  room and board fees are credited/refunded.  This is  not done until the after  add/drop of the following quarter in case the student returns.

            d.)  Disciplinary Expulsion

            When a student is expelled from the residence hall for disciplinary reasons, only
             the remainder of the students damage deposit is refundable.

            e.)  Unauthorized Withdrawal from Housing

            Student’s who leave the hall , but remain enrolled are liable for all the fees
            enumerated in their contract.  No fees are refundable and the student is billed for
            all subsequent quarters included in the Agreement unless the student has been
            released from the

            f.)  Damage Deposit

Check-out
Whenever a student moves out of a room, the room is checked for damages by a resident assistant with the resident present.  The resident takes the initiative to ensure that this check occurs.  After the resident has moved out (usually the same day), the Housing Coordinator gives the room a final check.  Any problems noted resulting in a charge to the resident are noted.  The student is immediately notified in writing regarding these now charges and given the opportunity to appeal.
 
 

2.)          Appeal

Students are given five days from notification of a charge to appeal it.  Appeals must be in writing.  Appeals go directly to the Director.  If the Housing Coordinator feels the appeal is warranted, he/she informs the student that it is granted.
 

3.)          Timetable for Refunds

Timing is critical to processing refunds.  Refunds should be done as follows:

              Day after check-out     Notice of charges sent to resident
                  Students Billed

 Within ten days after notice sent    Process refunds

Refunds should be processed even though several residents refunds have been not finalized (due to appeals, etc.)  Pending cases can be sent later.  The bulk of the refunds should not be held up waiting for resolution to these.

4.)       Processing Refunds

Security Deposit Refunds - Security deposits are refunded tothe resident when  he/she moves out of the residence houses.  Security deposits are refunded through the Bursar’s System.  Refunds are entered by the secretary or account clerk and must be approved by the Director.  If the student has an outstanding balance on his/her acccount, the refund may be applied towards the balance.

Athletic Guarantees

Only the Director or Associate Director of Athletics can authorize us to bill them for a scholarship student.  Since their guarantee represents a financial transaction, it must be in writing.

Transfer of space - In some instances, Athletics will guarantee us a student’s space and the space will not be used.  Where it is possible, we allow the Athletic Department to fill the space with another student.  This other student cannot be currently living in housing.
 
 
 

Damage Deposits
Scholarship athletes pay their damage deposit themselves.  For athletes the damage deposit is due at the same time that non-scholarship residents pay their room reservation fee.

Insurance Policy

Students must be covered under an insurance program in order to live in the residence hall.   The Acceptance Agreement requires that students name the carrier of the insurance for which they are covered.  The carrier may be the family’s insurance company.  A students contract is considered void unless an insurance carrier has been named.  Students living in the are required to have insurance coverage so that in the event of a medical emergency the student can be properly treated by medical personal.
 

C.  ROOM AND BOARD FEES 1999-2000

Housing Fees

KILCAWLEY HOUSE/ LYDEN HOUSE/ WICK HOUSE/ CAFARO HOUSE

Annual Rate:*  Room and Board  $4,695.00
 

   Fall Quarter
   $1565.00
       200.00  Room Reservation Fee**
       100.00  Security Deposit
   __________
   $1865.00  Fall
   $1565.00 Winter Quarter

   Spring Quarter
   $1365.00

                                   Summer Session:
   $415.00 (room only per 5 week period)
   $100.00  Security Deposit
   $415.00  Weller (room only)
   $500.00  BSMD Session (6 weeks)

WELLER HOUSE - MUST BE A JUNIOR, SENIOR OR GRADUATE STUDENT
(96 Hours or more) Room Only

Annual Rate:* 2,3,4 Person Apartment -- Room Fee

Fall Quarter     Winter Quarter  Spring Quarter
  $1000.00     $1000.00   $800.00
    200.00 Room Reservation Fee**
    100.00  Security Deposit
_________
$1300.00  Fall Quarter Fee

The $100 Security Deposit Fee is payable the first quarter of residency.
 
 

*  University Housing is available on an academic year basis only.  YSU does not offer housing on a quarterly basis.

**  The $200 Room Reservation Fee is non-refundable.  Once it is paid, if you decide not to attend Youngstown State University or not to reside in University housing, this fee will not be refunded to you.
 

Timeline (being revised)

Contract Review Board

The contract review board is committee of students, faculty and staff that makes the final decision if a student should be released from his or her contract.  The board meets at the end of each quarter except for the summer sessions.  If a student would like to be released from his or her contract they must first complete a release from housing form.  The contract reviews the reasoning why the student wnts to be release and the makes a final decision.  If a student is not given permission to leave housing they may appeal the boards decision.  All appeals are then directed to the Director of Housing Services.
 
 

SECTION III
 

OPENING, CLOSING  &  OCCUPANCY
 

A.  OPENING HALL CHECKLIST

Setting the Tone-Coordinator

“Once the Resident Assistants arrive, they will look to you, the Coordinator of Housing, for direction, guidance and leadership.  The way in which they perceive you is extremely important.  It is often said that first impressions are lasting ones and this is so true”.

a.  Be gracious and outgoing- Demonstrate your enthusiasm when meeting them or welcoming returning R.A.s; invite the staff to your apartment and exhibit your desire to get to know them.

b.  Be organized- Materials for your staff should be prepared and ready for distribution.  Good organization on your part helps to build their confidence in your ability to administer  to them and the house.

c.  Help your staff move in- It is great to teach cooperation and helpfulness, but it is much better  to show it.  This effort on your part will undoubtedly be a sign that you are interested in them as individuals and will be appreciated.

d.  “Be yourself- Allow the real you to shine through.  The sooner the R.A.s get to know you as a person and not just a supervisor, the sooner  the foundation for a strong working relationship can take place”.

e.  Be explicit with your expectations- Make sure your staff knows what you expect and why.  Do not hesitate to let them know where you are coming from.

f.  Share your feelings- If you are new to the job and still a bit uneasy, share it with your  staff; be sure to express your confidence in your own ability, but also let them know you will be counting on them for support and assistance.

g.  Communicate and maintain contact- Get to know the Resident Assistants as individuals; visit them in their rooms; spend a little time with them while they are on duty.  Be sure to inform them of information that could affect them or the house.

h.  “Participate- If the staff asks you to join them in an activity, do your best to participate.  Try to attend their programs.  Your willingness to be involved will help build strong ties”.

i.  Be proactive versus reactive- Avoid problems by preventing problems.  Educate your staff to anticipate and modify negative circumstances.  Do so yourself.

Opening the Hall Check List

a.  “All keys (master, submasters, room, mailbox) are kept in locked cabinets in Kilcawley, Cafaro, Lyden , Weller and Wick Houses.  Access to these keys is limited to the Director of Housing, both Coordinators of Housing, Housing Secretary .  Secure the R.A. and student keys from the metal case in the storage closet.  Locate areas that each key unlocks for the R.A.s.  At this point all keys should have been checked against the key record list and key inventory should have been done to ensure that keys for each student are in stock.  Assign an access card to each resident and forward the list to Campus Security.

b.  Keys for student rooms and access cards should be placed in manila packets with each student’s name, final copy of their contract and the Handbook for Residents.  Packets should be secured in the back storage area of the Housing Office until the residents arrive.

c.  Tour the hall with the R.A.s to help them become familiar with the location of all student rooms, storage rooms, study area, recreational facilities, laundry room, kitchen, cleaning room, fire alarms, fire panel, smoke detectors, extinguishers, mail room, and maintenance rooms.  R.A.s will become familiar with all office forms including key request cards, laundry refund, etc.

d.  An alphabetical hall roster and floor plan should be ready for distribution to all the resident assistants.

e.  Check to ensure that all hall supplies and forms are ready for use!

 Room Condition Reports    Graphic Center Chargeback
 Overnight Passes     Visitor Sign-In Sheets
 R.A. Weekly Logs     Laundry- Refund
 Maintenance Request Forms     Program Evaluation Sheets  Incident Reports     R.A. Rounds Sheets
 Employee & R.A. Change of Hours Forms       Check-out Forms for Athletic and Recreation Equipment
 

f. Residence Hall Association members should have a table set up to distribute information and conduct membership drive.

g.  Schedule floor meetings to introduce Resident Assistants and yourself, and to review pertinent hall and University regulations as well as safety measures.  Every effort should be made to avoid making this a rules meeting.  Student Interest forms should be passed out at this time to assess their programming needs.

h.  Each student mailbox should have the student’s last name in the correct slot above the box.  Mailboxes should be checked for any last minute room changes.  Employee mailboxes should also be checked to ensure that all are correctly labeled and current time cards have been placed inside.

i.  Bulletin boards on each floor should be decorated and up-to-date with current University and hall events and information.

j.  Safety and fire drill regulations should be posted on each floor and in the main lobby area.  Campus Escort posters should be posted on floors and hallways.  Protect yourself flyer on the back of each door.

k.  Resident House campus phone numbers should be posted by all campus phones.  The phone list should also include the numbers for Campus Police, Health Services, and Escort Service.

l.  Name tags should be posted on each resident’s door.  Name tags are expected to be original and more than just the resident’s name written on an index card.

m.  All the carts should be available for student use upon check-in.  They should be clean and ready for use.  Each hall should have 10.
 

n.  All vacuum cleaners should be in working order, clean bags attached, and properly numbered.  Brooms and dustpans should be assigned to all Lyden House R.A.s.

o.  Storage rooms on each floor should be clean and the floors waxed.  Items that must remain in any storage room should be inventoried.

p.  Signs should be posted in the main lobby and on each floor to inform residents of the place, dates and times to activate their dining card.

Check in RA Duties

Prior  to Check-in

? Familiarize yourself thoroughly with physical  layout or your area of
      responsibility.

? Inspect public areas and fire equipment to be sure that they are ready for arrival.

? Complete Room Condition Sheets (see instructions) for each room on your
  floor by Monday of your training week.  Be thorough!  Return the rest to Coordinator
 within the first two weeks of classes.  Give the pink copy to the resident for
 him/her to keep in their files.

? If, during the inventory, you discover a room that is in need of repair, inform
      the Coordinator.

? Put your name and title on your door.

? Make name signs for each resident on your hall the time and place of their
      first hall meeting with you.  The hall meeting must be on the evening of the first
      day of classes.

? Post fire drill instructions and important phone numbers.

? Familiarize yourself with the roster of students on your floor.

? Unpack completely and have your room neat and prepared for business before
      students arrive.

During Check-in
RA’s should be available in their residence hall continuously during check-in time--(leave only for meals according to the schedule set by the Coordinator of Housing) to assist in checking in all residents.

Meet students and their parents!  Talk personally with students and the families.
 
 
 
 
 

Floor Orientation Meeting

OUTLINE OF TOPICS

1.    Introductions

2.    Discuss the role of the Coordinator of Housing and Resident Assistants.

3.    Consideration and respect for others

4.    Review and emphasize Housing Agreement as a contract.

5.    Safety and Security
       a.  Avoiding accidents (water fights, raids, running the halls, etc.)
       b.  Prowlers (closing blinds, locking windows
       c.  Fire drill procedures
       d.  Key policy
       e.  Double-locking doors
       f.  Guests
 
 

6.    Residence Hall Policies
        a.   Care of University Property---throwing items out of windows, hanging wall
              decorations, etc.
        b.   Care of room and room inspection
        c.   No pets in students rooms
        d.   Unauthorized property is prohibited
        e.   Maintenance/damage policy and billing process
        f.    List appliances which may or may not be permitted in the residence hall, also     no open flames of incense
        g.   Door/elevator
        h.   Prohibited use of alcoholic beverages in any qualities

7.     College Policies
         a.   Physical or verbal abuse
         b.   Alcohol
         c.    Drugs
         d.    Theft

8.      Residence Hall Association
         a.   Purpose and objectives
         b.   Possible future activities
         c.   Floor and hall elections

9.      Health Center Services

10.   Counseling Center Services

11.    Campus Police
          a.  When to call
          b.   Emergency number 3333

12.    Fire Drill
         a.  All students must evacuate building when a fire alarm sounds or  will be subject
              to judicial action.  Rooms 00 to 10 out west stairwell, Rooms 11 to 20 out
              east stairwell.

13.    General Announcements
         a.  Meals hours, dining hall dishes
         b.  Mail
         c.  Bulletin boards
         d.  Study space
         e.  Parents’ homeowner’s insurance coverage for coverage of personal items,
               insurance for injury mandatory.
         f.  Lost and found policy
         g.  Telephones and billing process
         h.  Charge for being locked out of room

14.     Locating Residence Hall Staff
          a.  Locating you or RA on duty
 

Room Condition Reports

Residents are directly responsible for the housekeeping of their rooms.  Neat, clean, and well organized surroundings are more conductive to effective study.  Residents should cooperate with their roommates in the protection of their property and living quarters.  It is strongly recommended that rooms be double-locked whenever you leave your room.  Do not lend your keys to anyone, and report any unauthorized persons found in your room.

During the student’s residence in the hall, it is his/her responsibility to have an R.A. record on the RCR form any damages that may occur during the course of the academic year.

For students changing a room within the Houses, the check-out portion of the original inventory form must be completed (signed by the resident and R.A.) and turned into the Housing Office.  A new form must be completed for the new room and filed in the Coordinators Office.

For students withdrawing from the University, the check-out portion of the original form must be completed and turned into the Housing Office.  Students failing to properly check-out will be billed an improper check-out fee of $25.00.

How To Do Room Condition Report Forms

Each student must have their Room Condition Report completed at:
  1.  The start of each school year.
 2.  Whenever a change in occupancy takes place.
 3.  At the end of Spring Quarter.

The RA under the direct supervision of the Coordinator initiates the completion of the Room Condition Reports (see Appendix B) during check-in and check-out.  These RCR’s are filed for future use throughout the year.  After a room is checked out and the room condition is noted, inform the student that a final inspection of the room will be completed by the Coordinator at which time any appropriate charges will be assessed.  Students will then be held responsible and billed for any costs incurred.  It is critical that these forms be used properly as they are the only record we have on the condition of each student’s room.  One form must be used for each student.  It is important that the multiple copy RCR form is used.  A photocopy of the form is not acceptable.  RCR’s are available in the Housing Services Office.

For each student, carefully go down the checklist noting whether the item is there (where  applicable) and its conditions.  Carefully note any damage or markings so that the new student is not held responsible.

If a student has a single, they should have the entire room (i.e. both beds, closets, etc.) on his/her sheet.

RCR ITEMS
Door
 Check for dents, paint chips, stickers.
 Is door bent away from frame at top or bottom?
 Is door lock tight?
 Is door plate missing or loose?
 Is door stop missing or loose?
Ceilings and Walls
 Are there chips/cracks in tile?
 Does ceiling/walls need painted?
 “Are there holes, chips in wall?”

Floor/Carpeting
 Are there stains/marks on floor tile?
 Are there burns/stains on carpet?

Outlets/Lights Switch/Ceiling Lights/Desk Lights
 Do all outlets and lights work?
 Are there cracks in the light covers?

Heater/Air Conditioner
 Are the operational?

Window
 Does window lock/unlock?
 Is the glass/screen intact?
 Are blinds intact/operational?

Furniture
 List YSU tag # of furniture (bed is on side, chair is on bottom, wardrobe is on  inside upper left corner)
 Are there nicks in furniture?
 Are mirrors/towel racks/shelves intact?
 Are all drawers wiped out?
 Check all sides of mattress for rips/ stains
 Check bed springs for damage
 Is mattress cover clean?  Note its condition.
 Note number/condition of wastebaskets

Cleanliness
 Make certain all aspects of the room are clean and ready for new residents.  If  there is a problem, notify the Coordinator immediately.

Finish
 Make sure that all rooms are double-locked with lights out, windows closed, and  shades pulled.

Coordinator Check-In Preparations

Room Preparations

? All rooms to be ready by Tuesday prior to check-in.
? Coordinators schedules walk through with director Wednesday am.

Quarterly Clean

? Coordinators to meet daily with cleaning supervisor to review progress
? Coordinators shall confer with director on Wednesday am and daily.
? Coordinator shall stress to cleaning supervisor that adherence to staffing schedule during breaks required.

Check-In Day Staffing

? Desk opens at 8:00 am
? Coordinators work 9-5.  Staff meeting at 5:00.  New residents meeting in evening.
? R.A.s On Call R.A. starts at 10:00 am.  All others by noon.
? Staff meeting Sunday afternoon to hand our floor plans, discuss orientation for new students.

C. CLOSING

Residence Assistant Checkout Duties

Closing is perhaps the busiest time of the year for the housing staff.  Thus, all staff members are expected to help and work together in order to make closing as efficient as possible.

Expectations

 1. Staff are expected to remain in the house until released by supervisors.

 2. Room  Condition Reports and keys are to be turned in immediately upon    completing the check of the student’s room.

 3. Because of security problems, parents on campus, and a variety of last    minute student concerns, staff are expected to be in the houses as much as    possible during the last week of each quarter.

 4. Staff should make sure their floors are all vacated at the designated    closing time.

Closing Checklist

 A.. One week before closing

  1. Make sure each student receives a  copy of  the closing procedures.     Also, make sure check-out sign up sheet and any other necessary     publicity concerning check-out is posted.

  2. Conduct a floor meeting to explain all check-out procedures.

  3. Conduct pre-inspection of rooms for those students who are     concerned about any damage to their room.  Instruct students to     correct any problems so that damage charges will be minimal.

 B. Final Week

  1. Check sign-out sheets on a daily basis.
  2. Be available for duty coverage according to established schedule.
  3. Make available plastic bags for trash collection.
  4. Complete RCR’s as students check-out.  Make sure rooms are     cleaned and in proper order, keys and access cards are returned     (check keys in lock), and students sign RCR.  Once everything is     complete to your satisfaction, you should then sign the RCR.
  5. Return RCR’s and keys to their proper places.
  6. Note any maintenance or cleaning concerns.

 C. Last Day of Finals

  1. Make sure all students are checked-out.
  2. Make sure all rooms are in the proper order (concern any      problems).
  3. Inspect all rooms with your supervisor after students are checked-    out.
  4. Make sure all windows and blinds are closed.
  5. Inspect and inventory all public areas.
  6. Return an office supplies.
  7. Return staff keys.

Check-Out Procedures

 1. One week prior to finals week, the RA duty roster, check-out sign up    sheet and any necessary check-out information should be posted.  In    addition, RAs should double check their roster to make sure all RCR’s are    up to date.

 2. Pre-Inspection:  Pre-inspection will take place the week before the finals    week.  This is a less formal inspection and provides students with an    opportunity to decrease damage charges by having a staff member note    any problems that should be corrected prior to formal check-out.  No fines   will be issued during this process but the intent to charge the student may    be issued via a warning.

 3. Each student is responsible for finding a staff member to check them out    of their room.  This is facilitated by the duty schedule and the sign-up    sheets.  This may only be waived with prior consent from the Coordinator.

 4. Students should have everything out of their room before checking out    with a staff member.  The room should be swept and dusted.  (Remember,   you are responsible for making sure the rooms you check out are cleaned.    Do not sign anyone out if the room is not cleaned).

` 5. When checking a student out, the staff member should go to the office and   get the RCR and the key envelope.

 6. The staff member and student should then go to the room and inspect it    for damage/cleanliness. etc.  Any damages not listed on the RCR should    be noted on the RCR and the student should be informed of the possibility   of charges being assessed.  The RA should inform the student that a final    check of the room will be conducted by the Coordinator and exact charges    will be assessed at that time.

 7. The student should then return their keys and access cards.  The staff    member should test the key in the lock and write the key codes and access   card number on the RCR.  The staff member should then sign the RCR,    write the date and time, and have the student sign the RCR.

 8. The staff member should make sure the door is locked and then return the    RCR, keys, and access care to the office.

 9. To Check-Out A Student During The Year

  Follow steps 5-11.  RCR’s should be returned immediately after the    student check-outs, so that proper billing may occur.

 10. Failure to Check-out

  In cases where a student fails to check-out or leaves during the year    without notifying anyone, it is your responsibility to inspect the room and    complete the Room Condition Report as soon  you become aware that the    student is no longer residing in the house.  (Make sure you note that the    student did not properly check-out and be sure to sign your name and the    date you inspected the room).  Return the RCR to your  supervisor as soon   as the inspection is completed, so that appropriate charges may be     assessed to the student.  If you notice any problems in the room, take the    necessary steps to correct them.

Coordinator Check - Out Responsibility

When ever a student checks out of a house the coordinator must inspect the room comparing the condition of the room with the RCR form.  This should be done immediately following the student’s departure.  The coordinator shall notify the Housing Office by phone whenever a student checks out.

Within three (3) days of the student’s departure the coordinator will forward the student’s file, a completed copy of the student’s RCR and any damages that should be billed to the student.

Quarterly Breaks

The residence halls close during each quarterly break, although the desk is manned in the hall in which any students who need to remain, stay.  Prior to the end of each quarter students receive a memo from the Housing Office instructing them about proper break checkout procedures and charges.

During breaks students often ask to stay in the residence hall for varying lengths of time for diverse reasons.  Housing Services has set the following policy:

 1. Athletes may remain in the hall during quarterly breaks for the purpose of    practice or other athletic events.  Prior arrangements must be made with    the Director of Housing.

 2. Residents that come from the great distances may stay until the day of    their air flight or other travel arrangements that have been made.  For    example, residents from Florida often do not get flight until after the    12:00 noon deadline for check-out.

 3. During spring break, residents from great distances may remain in the    hall through out the break if they cannot afford traveling and cannot find    alternate living arrangements providing prior arrangements have been    made with the director.

 4. Any resident remaining in the hall past the check-out deadline for any    reason must inform their Resident Assistant and get permission from the    Director of Housing.

 5. Break housing is available in one house only.

Closing the Hall Between Quarters

 1. Rooms must be cleaned and personal property secured.  Floors should be    vacuumed or swept and personal items neatly in place.  All perishable    items must be thrown away or taken home. All electrical appliances must    be unplugged.  The university assumes no

 2. Windows should  be closed and locked, decals removed and shades drawn.

 3. All items should be moved away from in front of the windows and items    taken off of the heaters. The windows are washed and the heaters cleaned    during all quarter breaks.

 4. Doors must e double locked by residents before they leave.  Resident    Assistants should check each door with his/her submaster prior to leaving    the House.

 5. Residents who require University housing during a break must fill out an    Beak Housing Application.  This form is approved by the Director of    Housing.
 
 

IV

FACILITY MANAGEMENT

A.  FACILITIES

Cleaning

Each of the houses is cleaned by a contracted cleaning company.  Your direct contact with the cleaning staff will be with the person(s) who is assigned to your building.  Daily contact will prove to be most beneficial for building an effective relationship.  In the event of problems arising, please bring them to the attention of your supervisor.

The contracted cleaning service stores their equipment and supplies in a room on the first floor of each Residence House.  The cleaning room is usually kept locked, but is on the building master key.  In emergency situations the Housing staff are permitted to gain entry and use the cleaning supplies.  Available items include:  mop and bucket, brooms, liquid cleaning solutions, cleanser, trash bags, glass and tile solutions, toilet paper, paper towels, and a vacuum cleaner.
 

Room Inspections

Inspection of rooms will be held periodically to ensure healthy and safe conditions.  Residents who habitually maintain untidy rooms will be subject to disciplinary action and may be refused reassignment to the Residence House.  The university reserves the right of entry into any room for the purposes of inspection, cleaning, repair or discipline.  Coordinators must notify all residents 48 hrs in advance before any room inspections may take place.  During safety inspections coordinators or RA’s are not permitted to look into residents personable belongings such as book bags, drawers, cabinets, etc.

Key / Access Card Inventory

Each night at 11 p.m. the lobby doors leading to the Residence House should be locked by the attendant.  Entry into the hall can then only be gained through the use of a KIDDE Access Card.  Each time a resident uses the card to gain entry their name and social security number are computed at Campus Security.  The KIDDE Access System is provided as a means of building security for the Residence House.  Residents are required to use their cards during the following hours of operation:

Monday - Friday 11 p.m. to 8 a.m.
Saturday - Sunday 24 hours a day

The front desk attendant is able to activate the doors to open from his/her position at the desk.  All he/she must do is push a button located beneath the top of the desk.  Only on the weekends, when the doors are constantly locked, are the front desk attendants permitted to “buzz” visitors into the house until 11 p.m.  During all other times residents are required to come downstairs and greet their visitors.  Residents must use their cards to gain entry.

The elevators in some of the Residence Houses are an Access Card System.  Anyone wishing to use the elevator must swipe their card.  This will summon the elevator to the ground floor.  Depending on the time of day or the amount of use, the elevator may take a few seconds or several minutes to come.  On the upper floors, you do not need a card to summon the elevator.

Residents who have lost, bent or broken their room keys must obtain a Key Request Form from the front desk.  The form should then be given to the Housing secretary.  Students are given five (5) days to locate their keys if lost.  If the keys have not been found, the student is automatically charged $30 for replacement and to have their lock changed.  Employees are not allowed to give a student a “C” key.  “C” keys are given out only by the Housing secretary or the coordinator.
 

Damage Billing

If, after the initial check of a student room, damage is noted, then the coordinator assesses the persons responsible for said damage and the appropriate amount will be billed against the student’s security deposit.  If the amount exceeds the security deposit, the student will be responsible for paying the additional amount.  A record of room damage and the amount the student is billed is maintained in the Housing Services office.  Once the damage has been assessed, the room will be restored to its proper condition.  It is essential that the students involved are aware of the fact that they will be charged for damage.

Public area damage which is not identifiable to any one person or group of people is very difficult to manage.  In cases where damage is caused to a public area and the responsible person(s) is not identified, the smallest possible group will be billed for the damage (e.g. Damage to the Fourth Floor lounge would be billed to that floor rather than the entire house).  Students will be notified in writing of any charges assessed for public area damage.  Every effort should and will be made to determine the responsible person(s).

Care and Maintenance of Residence Houses

The care and maintenance of the physical facilities is an integral part of any housing program.  A good, clean, healthy atmosphere is a prerequisite if the goals of both the university and its students and staff are to be realized.

The residence houses are cleaned and maintained daily.  Maintenance and cleaning personnel are assigned to University Housing and they make every effort to provide the best possible physical environment within the housing system.

The maintenance of all houses is under the direction of Tim Dwyer.  The Maintenance staff is responsible for all preventive maintenance, repair and assisting with renovation of all housing facilities.  As a staff member, you will be working directly with him as well as directly with the people he supervises.  The department maintains a firm commitment to resolve problems as quickly as possible by involving R.A.s in the process.  Therefore, you, as staff, will be expected to have daily contact with the cleaning and maintenance staff.

Room Consolidation

If  a students roommate leaves and moves out at any point in the quarter  Housing Services may, at its option, fill the space, have the student move in with someone else, or have another student move in with them.  A student may be given the option of moving to an area that has designated singles.  If two students of the same sex do not have roommates they will be consolidated into one room.
 

C.  CAMPS

Each summer, Housing Services provides temporary housing for young people who are involved in camps sponsored by various university departments.  Most of the camps are sponsored through the Athletic Department.

Summer Camps

Housing accommodations for camps and conferences are available June through early August.  Housing Services is also responsible for housing all YSU pre-season athletes.
 
 

V

PARAPROFESSIONAL STAFF

A. RESIDENT ASSISTANTS
See RA Manual
 

F. STUDENT EMPLOYEES
 See Student Employee Manual
 

Housing Services Break & Holiday Staffing

A. One Day Holidays (Veterans Day, ML King Day, Memorial Day, July 4th, Labor Day)
 

Police:    Regular Coverage
Coordinators:   24 Hour On-Call
Office:    Closed
R.A.s:    24 Hour On-Call
     Regular Desk Coverage
Desk Employees:            Regular Schedule
 

B. Thanksgiving Weekend
     Thanksgiving Day

Police:    24 Hour Coverage
Coordinators:   24 Hour On-Call
Office:    Closed
R.A.s:    24 Hour On-Call
     No Desk
Desk Employees:             No Coverage

Friday-Sunday

Police:    Regular Coverage
Coordinators:   24 Hour On-Call
Office:    Closed
R.A.s:    24 Hour On-Call
     Regular Desk
Desk Employees:             Regular Schedule

Winter Break/Spring Break

     1.    Non-Holiday Days

Police:   Regular Coverage
Coordinators:  Regular Coverage
Office:   Regular Coverage
R.A.s:   For each building that is open, 2 R.A.s will be paid     $100 a week each to split on-call rotation.
Desk Employees: 7:00 am - Midnight

 2.  Christmas Day
Police:   24 Hour Coverage
Coordinator:  24 Hour On-Call
Office:   Closed
R.A.s:   Coordinator on-call will cover R.A.s on-call       responsibilities.
    No Desk
Desk Employees: No Coverage

 3. December 26
Police:   Regular Coverage
Coordinator:  24 Hour On-Call
Office:   Closed
R.A.s:   24 Hour On-Call
    No Desk
Desk Employees: Regular Coverage

 4. New Years
Police:   Regular Coverage
Coordinators:  Work Check-In, 24 Hour On-Call
Office:   Closed
R.A.s:   Regular Schedule - All R.A.s Back
Desk Employees: Regular Schedule

 D.  Easter Day
Police:   24 Hour Coverage
Coordinators:             24 Hour On-Call
Office:   Closed
R.A.s:   24 Hour On-Call
   No Desk
Desk Employees: No Coverage
 

VI

RESIDENCE HOUSE SERVICES

University Housing provides a number of services for its residents.  All are provided free of charge.

Cleaning Room and Supplies

The contracted cleaning service stores their equipment and supplies in a designated room in each house.  The cleaning room is usually kept locked, but is on the building master key.  In emergency situations the Housing Staff is permitted to gain entrance into the cleaning room.

The cleaning supplies should only be used in situations of dire need.  All items used should be properly returned after use.  By no means are students permitted to use the supplies simply to clean their room.

Front Desk

The front desks of the houses are open 24 hours a day except during breaks.  Visitors and guests are greeted by a Housing Services employee upon entering.
 

The front desk attendant is able to activate the doors to open from his/her position at the desk.  All he/she must do is push a button located beneath the top of the desk.  Visitors should not have to be “buzzed” in.

b.  Office Supplies - Occasionally, residents ask to use the various supplies in the Housing Services Office.  Front desk attendants are permitted to allow residents to use the staplers, tape, paper cutter, paper hole puncher, and the pencil sharpener.

c.  Sports Equipment - Sports equipment can be checked out at the front desk of each house.  Residents must give their ID card to the worker in exchange for the equipment.  The employee should then sign the student’s name to the equipment list.

d.  Vacuums - Vacuums are available at the front desks between 10 a.m. and 10 p.m.  They should not be given out during quiet hours.

e.  Visitors Log - Front desk attendants are responsible for signing in all visitors into the visitors log book.  The log is kept at the front desk at all times.  Workers should begin the log at the start of the first shift of the day.  All visitors are required to leave a picture ID at the front desk when signing in.

f.  Video Cassette Recorder - Each house has a VCR that residents can use.  Some of the houses require that a student leave his/her ID at the desk in order to get the VCR.  The other houses have a permanent VCR in the basement which anyone can use.

g.  Key Request Form - Residents who have lost, bent or broken their keys must obtain a Key Request Form from the front desk.  The completed form should be given to the coordinator of the house.

Kitchen / Laundry Room / Recreation Room

The kitchen, rec. room and laundry room are located in the basement of each Residence House.  These areas are available for all residents of the house to use.

A.  Kitchen - Students wishing to use the kitchen may inquire at the front desk.  A staff member must open the kitchen and retrieve any utensils the student needs.  The student must leave an ID at the desk in order to use the kitchen or utensils.  Before returning the student’s ID a staff member should:

? Check the kitchen area for cleanliness.
? Ensure that all utensils have been returned and properly put away.
? Check the stove and oven to be sure they are turned off.
? Make sue all chairs and tables are in their proper place.

B.  Laundry Room - Each house’s laundry room is equipped with washers and dryers, irons and ironing boards, stationary tubs and a folding table.  It costs 75 cents to wash and 50 cents to dry.  If a student reports a problem with the laundry equipment the coordinator of the house should be notified as soon as possible.  Laundry refund forms are available at each front desk if a student loses money in the machines.

C.  Recreation Room - The Rec. Room in each house has a pool table, ping pong table and foosball table.  Playing cards and board games are available at the front desk.  A student ID should be taken in order to use any of this equipment.

TV Room - The TV Room in each house is set up much like a living room.  Each is equipped with comfortable couches, chairs and coffee tables.  A large TV and a VCR are in each of the houses for residents to use.

Study Lounge - Each Residence House has at least one quiet study lounge.  Each floor has a study lounge at one end.  The rules and regulations governing the usage of the lounges are as follows:

? Open to residents and their guests only.
? Guests must be accompanied by a resident at all times.
? Smoking is prohibited.
? Food and debris must be properly discarded before exiting.
? Residents or guests who are continuously loud or cause a disturbance should be asked to leave.

Mail Delivery

1.  The mail is delivered Monday through Friday between 10 a.m. and noon.  Mail is not delivered on weekends.  Therefore, there are two mail deliveries on Monday.  The morning mail is Saturday’s mail.  The afternoon mail is the Monday mail.

2.  Desk attendants should sort and place the mail in the residents’ mailboxes by 11 a.m.  If mail is received and the addressee is unknown, no longer lives in the hall, or belongs to another department the following should be done:

? Re-address the piece with a forwarding address.  Place in the mailman’s basket for return to the post office.  (Bulk Rate mail is not forwarded)
? When no forwarding address is available, stamp Return To Sender.

3.  Campus mail should be collected and put in the mailbag prior to the mailman’s arrival.

4.  Properly stamped U.S. mail which has not yet been postmarked should be bundled and put in the mailbag.

5.  Outgoing mail from the Housing Office should have a Mail Permit attached.  All Mail Permits must contain the authorized signature of the Director, Assistant Director, Coordinator or Secretary.

6.  UPS packages are delivered to the Housing Office after 3 p.m.  An office staff member must sign for packages upon delivery.  Packages should be properly secured in the mailroom.

7.  Package slips are to be placed in residents’ mailboxes to inform them of their package.

8.  Students picking up packages, unless positively known by the staff on duty, must present positive proof of identification.

9.  Registered mail, certified mail, special delivery and insured parcels are kept and available to the recipients at the University post office.  A pick up notice will be placed in the student’s mailbox.

10.  Housing staff members are the only ones permitted to handle student mail in the mailroom.  The mailroom is off-limits to all non-staff members.

Telephone Service

 Housing Office

Local Calls - The Housing Office pays $.08 for each local call placed outside the university.  All calls are to be logged and are kept for review with the monthly telephone bill.  The office phones are strictly for business use only.  Student staff and outside personnel should use the campus phones located at the front desk area.

Long Distance Calls - All long distance calls for university business are made through the WATS line (Wide Area Telephone Service), between 8 a.m. and 5 p.m.  Student staff are not permitted to make long distance calls without first getting permission.

 Students

Each student has a campus phone line in their room.  All calls made locally are provided and paid  for by the university.  Students are provided long distance service and voicemail. They must go to Support Servic