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 Services to activate these services.
 
 
 
 

 VII

RESIDENCE LIFE
 

A. PROGRAMMING

Philosophy

The Housing Services staff works to ensure that each of the resident houses is more than a place to eat and  sleep.  It should be a place where the staff is dedicated to furthering the goals of education;  self discovery and improvement; and learning to establish meaningful relationships.

Goals of Residence Life

? 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 learning environment and an integration of curricular and co-curricular learning experiences.

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

? Broadening the students understanding and tolerance of varying lifestyles, cultures, values, and attitudes in order to increase his/her concern for the rights of others.

? Providing and keeping 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.

Program Requirements
Each RA will be responsible for completing six floor programs (2 per quarter), participate on a housing committee, and  planning one weekend of activities for the academic year.

Floor  Programs
All floor program evaluation forms are to be turned in to your Housing Coordinator or supervisor.  The housing coordinator will then submit your evaluations to the appropriate person.

Co-sponsorship of programming will be permitted.  You are allowed to co-sponsor (1) program per quarter.  It is up to the discretion of your housing coordinator if you will receive full or partial credit.

Housing Committees

RA’s are required to be a part of one of the following committees  (Dining Services Food Committee, News letter Committee, Academic Support Committee, or the Resident Assistant Board).  To receive credit for your efforts you must attend all meetings as assigned, if you can not attend one of your meetings make sure that you notify your committee leader.

If your committee meets once a month you are allowed to miss one meeting per quarter with proper notification.  For those committees that meet twice a month you are allowed to miss two meetings per quarter with proper notification.  Please do not join a committee that conflicts with your schedule.  Every hall should have at least one RA on each of the committees.

RA Sponsored Weekend Activities

Each RA will be responsible for completing 1 weekend activity per academic year.  There are an average of 11 weekends per academic year for these programs.  The other weekends will be covered by the Residence Hall Association.  A weekend of RA sponsored activities include Friday and Saturday.

Each RA will team up with another RA (preferably from a different building) to sponsor these programs.  On some weekends there will be teams of three instead of two. Each team will be assigned a coordinator to assist with the development, budgeting, and planning of these programs.  The coordinator who is on-call during a RA sponsored weekend activity is responsible for overseeing the operation of the weekend program.  To help support these programming efforts each  team will have a budget  for these weekend activities.
 
 

Listed below are some suggestions for weekend activities:

Movie Night   Trip to the Zoo   Wing A Thong
Coffee House Night  Trip to the Mall   Ice Skating
Theme Dance   Board Game Night   Roller Blading
Pool Party   Trip to the Rock and Roll Hall of Fame
Open Gym Night  Recreation Tournament  Bowling
Late Night Dinner  Pool Tournament   Ski Trip

Trips Off Campus

Whenever the Residence Hall Association, Resident Assistant or any group of residents sponsors a trip off campus, a professional staff member must go on the trip or participate in the off-campus program.  The professional staff person is responsible for ensuring that University procedures and regulations are adhered to and responding to any problems that may arise.
Bulletin Boards

All RA’s must complete two bulletin boards per quarter.  On the next page is a listing of Due dates for these bulletin boards are noted in the housing calendar and the RA calendar..
Programming Goals

Every house will have programming goals to attain. Included with your individual houses’ goal is a  housing wide programming goal.  There are measuring scales located in your staff office to help you assess your progress.  Rewards and prizes will be given to each house who reaches its goal and to the entire RA staff if the housing wide goal is met.  There will be more information at a later date concerning the rewards and prizes to be given away.  Listed below are goals set for each house as well as our housing wide programming goal.
 
 
 
 
 
 
 
 
 
 

(Example of  Programming Goals)

Residence Hall    Housing Programming Goals

Cafaro House     16 Floor Programs

Kilcawley House    12 Floor Programs

Lyden House     16 Floor Programs

Wick/Weller     2 Floor Programs
______________________________________________________
Housing Wide Total    42 Floor Programs

* All of these goals are very attainable.  We should all be encouraging one another to accomplish these goals.  These are not individual goals but team goals.  For us to be successful it will take a total team effort.  If some of your co-workers are having a difficult time meeting their goals you should be there encouraging and motivating  them to reach their goals.  The only winners on this team are those who are willing to help out their teammates.

Quarterly Program Requirements

Listed below are examples of  the RA quarterly programming requirements.  These programs should be completed by the due dates to receive full credit towards their requirements.
 

Fall Quarter

Program Requirements     Due Dates

1st Bulletin Board Due    Before opening
1st Program Due     3rd week
2nd Bulletin Board Due    6th week
2nd Program Due     5th week

Winter Quarter

Program Requirements     Due Dates

1st Bulletin Board Due    Before opening
1st program Due     3rd week
2nd Bulletin Board Due    6th week
2nd program Due     5th week

Spring Quarter

Program Requirements     Due Dates

1st Bulletin Board Due     Before opening
1st program Due     3rd week
2nd Bulletin Board Due    5th week
2nd program Due     Quarter end (budgeted by 5/15)
 

Housing Committees

There are several types of committees that RA’s may participate on to receive credit towards their programming requirements.  All RA’s must participate in one of the following committees listed below.

Dining Service Food Committee    Meets twice a month
Summary: This committee discusses the quality of the food service and makes suggestions to improve dining services.  This committee meets throughout the duration of the school year.

Academic Support Committee    Meets twice a month
Summary: This committee is designed to assist with the educational enhancement of students in the residence halls.  There are two major components to this program.  1) Facilitating tutoring sessions in the residence halls.  2) Creating educational support programs to enhance the academic development of  students.  The RA’s responsibility will be to facility a tutoring session once a week in the evening.

Housing Services Newsletter Committee.   Meets twice a month
Summary:  This committees purpose is to inform residents about the residential life components and administrative aspects of housing.  The Newsletter committee writes articles and assist with designing the layout for the scoop newsletter which is published once a month.  Meetings are held the first week of every month and articles are submitted the third week of the month.

Resident Assistant Board     Meets twice a month
Summary:  RAB is a committee that discusses and makes decisions about the issues and concerns that RA’s may have concerning their job or housing services. Only returning RAs are eligible for this committee
 

What are the Methods for Programming?

A wide variety of programming methods exist, ranging from student development models to wellness models.  The latter method is used at YSU.  A variety of different approaches to the Wellness Model exist, however, at YSU we have elected to utilize a more contemporary approach to Wellness.  Our model consists of nine wellness dimensions:

Intellectual:  The Intellectual dimension involves two task areas:  Learning and Thinking Skills.  Learning skills focus on styles and strategies for learning which include effective verbal and written communication.  Thinking skills focus on ways to discover and evaluate information.  This task also includes analyzing complex problems to arrive at practical and creative solutions.  The purpose of these tasks is to encourage academic success and excitement in becoming a self-directed learner.  Intellectual development means that there is a curiosity about the world and how knowledge can improve the quality of life.

Occupational: The Occupational or Life Planning dimension involves two task areas:  Career and Lifestyle Choices.  The career task involves decisions regarding education, major-field, and occupational alternatives which are realistically connected to abilities, opportunities, and dual-career family issues.  The lifestyle task is concerned with the important relationship between personal life and work life values.  It includes using leisure time to participate in campus activities and selecting academic electives which will add richness to the life experience.  The person who is well-developed in this dimension recognizes the benefits of study, work, and play and balances them effectively.

Social:   The Social dimension involves two task areas:  Friendships and Intimacy.  The friendship task includes a variety of situations from meeting strangers comfortably to developing a social network that is fun and supportive.  It includes the ability to be spontaneous and warm in social interactions. Development in this dimension involves respecting the rights of others.  The  intimacy task involves deeper level relationships where trust and loyalty are important qualities.  In social intimacy there is respect for the need to be alone or be with a crowd.  It involves communication without speaking.  While intimacy strives for harmony in relationships, it recognizes that disagreements are inevitable and need not disrupt friendships.
 

Physical: The Physical dimension involves three task areas: Nutrition, Exercise and Rest, and Health Care. The nutrition task focuses on food knowledge and behavior that is enjoyable and reduces the risk of disease.  It is also concerned with avoiding the dangers of tobacco, alcohol, and substance abuse. Balancing rest and exercise are important factors in developing strength and endurance. Being physically healthy means that health care principles are practiced to ensure that the body is functioning at an optimum level.  It also involves the appropriate use health care systems and facilities.  A consistently high level of physical energy is one indication of physical well-being.

Emotional:   The Emotional dimension involves two task areas:  Expression of Feeling and Emotional Autonomy. Emotional development begins with a self-evaluation regarding four basic emotions: fear (anxiety), anger (frustration), depression (sadness), and joy (celebration). The expression-of-feeling task involves sensitivity and skill in expressing these emotions appropriately.  The task of emotional autonomy is building a sense of confidence that one does not need continual reassurance, affection, and approval.  There is also an increased willingness to risk loss of friends and status if there are compelling principles or interests.  Dealing with stress and creating psychological energy are important aspects of emotional development.

Sexual:   The Sexual dimension involves three task areas: Appearance, Gender, and Sexuality.  This dimension is key to identity development for young adults. The appearance task includes learning to improve physical appearance as a primary way to build self-acceptance and self-esteem.  The gender task focuses on personal competence and potential. It replaces power-oriented assumptions about men and women with behavior that is supportive of the opposite sex in work and social settings.  Mature sexuality looks beyond media images and stereotypes to include inner qualities and beauty.  It also involves intimate relationships where behavior is responsible at both the emotional and physical level.

Cultural:   The Cultural dimension involves two distinct but related task areas: Aesthetics and Tolerance.  The aesthetic task includes enjoyment of a wide variety of experiences in the liberal and performing arts.  Involvement can be in appreciating creative works or performing them. Development in this dimension results in an awareness of the unique relationship between the arts and cultures. The tolerance task also requires the ability to suspend judgment while learning to understand differences of all types.  Acceptance of individuals with a diversity of lifestyles, religion, and ethnic backgrounds is essential.

Spiritual:   The Spiritual dimension involves two task areas: Values Development and Behavioral Integrity.  The heart of this dimension is the search for "meaning in life."  Values development ranges from simple questions of right and wrong to complex questions of life and death. It involves moving from rules and to a set of principles which guide personal behavior and learning to make important ethical and moral decisions.  Sorting out important basic values can take place in either a philosophical or religious setting.  Behavioral integrity means that there is an increasing consistency between beliefs and action.  Finding peace and joy in daily activities and a confident view of the future are hallmarks of this dimension.

Political:   The Political dimension involves two task areas:  Learning the System and Leadership. This dimension begins with a basic understanding of rights and responsibilities at both the local and national level.  Learning the system requires a practical knowledge of legal and legislative systems.  It also learning to successfully negotiate organizational values and procedures without becoming cynical.  Leadership and service are the ultimate expression of being aware of current events and empowered enough to help solve problems in the community.  Political development is a recognition that interdependence is necessary value in modern society.
 

Wellness Model

B. ACADEMIC SUPPORT

Educational Tools for Success

Housing Services, in cooperation with other available campus support services, has created a program that will enhance each residents’ educational development.  This program was designed to provide an opportunity for students to engage in activities that promote a living and learning environment.  Through active participation, we hope to positively influence residents’ grade point averages. This program can impact a variety of dimensions within the wellness model: Intellectual, Occupational, Social, Physical, Emotional, Cultural, and Spiritual.  The following are examples of such programmed initiatives: career exploration, essay and paper revision workshops, math tutoring twice weekly, proofreading services, and many more.  We offer a full range of resources and contact persons in many support services’ offices.

Sometimes, students need a little help in their weakest areas.  Other times, they want to gain a competitive edge.  Through this program, we hope to provide support and direction in academic achievement.  This program will familiarize you with resources to strengthen recognized areas of weakness and make them a more competitive student.  We are dedicated to providing direction and information for your success.
 

C. PUBLICATIONS
Scoop

“The Scoop” is a Housing newsletter for residents that is issued once a month.  This newsletter is issued to the residents to inform them of current events.  The Scoop informs residents of upcoming programs, acknowledges new staff members, and new policies and procedures.

Student Employee Newsletter

The “Student Employee Newsletter” is a quarterly newsletter for student staff members.  This newsletter informs student staff members about new policies, procedures, as well as what decisions were made from the Employee Advisory Board (EAB).

RA Newsletter

The “Excel Newsletter” is a Housing Newsletter for Resident Assistants.  This newsletter advises RAs  on issues they may face in the residence halls.  The Excel  newsletter is an additional training tool for the RAs.  Likewise, the newsletter provides good insight for “do’s” and “don’ts” for RAs to do an effective job in the residence halls.

D.  RESIDENCE HALL ASSOCIATION
Purpose

The purpose of this organization shall be to assist in implementation of policies and help create programs consistent with the goals of the Residence Hall Association and Youngstown State University; namely to facilitate ease of communication among the students, staff, faculty, and administration;  to help provide needed services for the residence hall community; and to help implement cultural, educational, and recreational programming to enhance residence life.

Organizational Structure

? President:  The President presides over all meetings of the R.H.A., and preserves order and enforces the constitution of the R.H.A.  He/ She appoints all committee chairpersons except the programming chairperson, and acts as the official representative of the R.H.A. to all other organizations and the administration.  He/She shall be a voting member of the Association only if needed to break a tie and can veto any action of legislation of the R.H.A.  The President also plans and administers all in-house elections.

? Vice-President:  The Vice-President oversees committee operations, except programming, and maintains a record of their activities, and presents a monthly committee report to the R.H.A.  He/ She has full powers of the President if the President is absent and maintains one (1) vote in all proceedings.

? Secretary:  The Secretary records, types, and files the agenda and minutes of all R.H.A. meetings and distributes copies of the agenda and minutes to all members of the R.H.A.  He/She shall incorporate into the files all written material submitted to the association.  The Secretary also is in charge of publicizing meeting times and locations and performs miscellaneous clerical work, correspondence, information bulletins, charts, graphs, etc.  The Secretary takes attendance at all meetings, maintains an updated list of all members, officers, and committees, and maintains one (1) vote in all proceedings.

? Treasurer:  The treasurer maintains an accurate account of all R.H.A. funds.  This account must be ready for inspection by members of the R.H.A. and its advisor at any time.  He/She prepares and distributes monthly financial statements for all R.H.A. accounts and is responsible for a budget report at R.H.A. meetings.  He/She collects revenue and pays expenses of all R.H.A. activities and prepares and presents a complete budget, which must be approved by two thirds (2/3) of elected Association members.  The Secretary maintains one (1) vote in all proceedings.

? Programming Chair:  The Programming Chair chairs the programming committee and oversees the coordination and promotion, with the assistance of the Programming Committee, of all R.H.A. programming events.  He/She coordinates the recording of all R.H.A. programming events using pictures, slides, video tape, and or other medium, and serves as the representative of the R.H.A. to other constituencies where programming is involved.

Major Theme Programming

All major theme programs are organized by Housing Services and RHA .  These programs are for students who live in the residence hall with the exception of Diversity Week.  There are separate committees that meet to assist with the organization of these programs.  A professional staff member is assigned to one or more of the major theme programs.  His or her responsibility is to arrange a committee and oversee the event.

TITLE       MONTH

Family Day       November

Late Night Breakfast     December

Diversity Week     January

Roommate Appreciation Week   February

Lil Sibs Weekend     May

RHA Advisors

A.  Appointed annually by the Vice-President of Student Affairs, the advisor agrees to maintain contact with the organization and to be familiar with its programs and personnel.  Each student organization is required to have a full-time faculty or staff member as an advisor.

VIII

RESIDENT AND JUDICIAL POLICIES

A. PHILOSOPHY

The central mission of Housing Services is to provide a living environment that is conducive to the needs of the residents.  The Code of Student Rights, Responsibilities, and Conduct and the Information for Residents are the documents that govern behavior.

1. To establish and enforce rules and regulations so that an environment conducive to learning is maintained.

2.  To help those individuals who violate the rules to learn from their mistakes.

Discipline in the Residence House has an educational foundation.  We are not merely concerned with punishing residents for undesirable behavior, but also helping them learn from their mistakes.  One of the largest challenges for the residence house is enforcing thr rules and regulations and helping reidents understand that the rules and regulations are present to enhance the living and learning environment on campus.  When a student exhibits poor behavior we want that student to understand why the behavior is unacceptable and for him/her to develop viable alternatives to that behavior.

The Residence House experience is certainly a time of learning for residents.  The Code and the Information for Residents are designed to enhance this process.  Properly used, they can be an invaluable asset in achieving desired results.  They are not intended to be used as a threat, or a punitive measure, but rather as an educational tool that insures proper consequences for deviant behavior while providing an opportunity for growth.  Our committment should be to developing strategies to help the so called “problem students” in the Residence Halls, and not to write them off as trouble-makers.

B. Discipline Procedures and University Rules

 These are contained in the Handbook for Residents and the Code of Conduct.
C. Discipline Steps for Housing Staff

1. Use the Letter of Concern (LOC) to charge students with violations. Attach any pertinent Incident/Police Reports. Copy to Housing Services. Whenever student is an athlete, coach must get copy of LOC and incidents immediately.
2. Letters of Concern should be filed within 48 hours of the incident. Residents from other houses who commit violations in your house should be referred to their Coordinator using the Letter of Concern.
3. Contact the charged student to schedule a hearing. Always follow up as much as possible to ensure that student takes opportunity for hearing.
4. Check on student’s prior discipline status.
5. Conduct hearing. Make it educational. Attempt to build a relationship and come to an understanding. Make sure student understands ramifications of further violations. Discuss appeal process.
6. Invoke sanction. Have student sign form. Copy to student, housing and coach (if applicable).

D.  GUIDELINES FOR SANCTIONS  (updated July 1999)
 

1. Physically abusive to staff or anybody else
- possible police action
- straight to hearing
  -     possible interim removal to another building

 Harassment/ Threatening/Verbally abusive to staff or anybody else
  - one time coordinator apology, possible move from floor, probation
  - panel--interim move
  - possible police action
2. Alcohol
- Underage
Police
- Minor Violation (i.e. - one beer in hall)
   - 3 page educational assignment & warning-one year
- referral to Jain Savage

  - Middle Violation (i.e. - participate in room party)
   - 3 page educational assignment & warning – one year
   - referral to Jain Savage

  - Strong Violation (i.e. - party ringleader)
   - 5 page educational assignment & probation – one year
- referral to Jain Savage
- possible community service

  - Severe Violation (i.e. - hospital, vomiting)
   - assessment & probation
   - educational assignment and /or community service

3. Animal
- animal removed immediately
- educational assignment
- warning or probation
4. Appliance
- Warning and educational assignment

5. Assault
- arrest/removal/hearing panel

5. Breaking In
  - arrest/removal/panel

6. Elevator Tampering
  - 1st time - ask for courtesy & restitution
  - 2nd time - meet with coordinator & restitution
  - Repeated - warning/work./can’t use elevator & restitution

7. Eliminate Body Wastes
  - probation or panel

8. False Information
  - probation

9. Fire Alarm
  - panel (possible interim removal)
  - criminal charges

10. Fire Safety Violation (Candles, incense, fireworks, smoking)
– first two weeks – warning
– probation
– educational assignment

11. Food, china, utensils From Dining Hall
  - restitution, work & warning

11. Guest Unescorted
  - 1st time - warning
  - 2nd time - meet with coordinator
  - 3rd time - can’t visit/have guests for a quarter

12. Horseplay
  - 1st time - warning/move/work/educational assignment
  - 2nd time - probation

13. Phone Abuse
  -  same as harassment/threatening
  -  criminal charges

14. Quiet
  - 1st time - meet with coordinator possible warning
  - 2nd time - warning/move/take stereo/work assignment

15. Shaving Cream/ Water Fight
  - 1st time - clean, restitution, warning
  - 1-3 quarters - clean, restitution, probation

16. Sneak In/Trespassing
  - warning, can’t visit/have guest for a quarter

17. Tamper with Screen (see Trespassing/Alcohol)
  - restitution, warning/probation (depends on situation)

18. Theft
  - panel
- criminal charges
- possible interim removal

19. Use Wrong Sex Bathroom
  - warning & educational assignment

20. Visitation
  - 1st time - ask to leave, meet with coordinator
  - 2nd time - warning/move/revoke privilege/work

21. Furniture In Room
  - warning

22. Weapon/Ammunitions/Firearms
  - panel
  - interim removal

23. Drugs
  - criminal
  - hearing panel
- possible interim removal

25. Vandalism
  - restitution, probation
 

E. GENERAL POLICIES

Courtesy Hours

Courtesy hours are in effect 24 hours a day, seven days a week.  Courtesy hours mean that residents will respect each other and be considerate of each other’s rights and privileges.

Quiet Hours

Quiet hours are in effect from 11 p.m. to 10 a.m. on weekdays and Sunday , and from midnight to 10 a.m. on Friday and Saturday, except during finals week when the 24-hour quiet hours are in effect.  The following regulations are in effect during quiet hours:

1. The volume of stereos will be kept at a level that cannot be heard outside the room or outside the building.

2.  There will be no loud talking or other noise which will disturb the residents who wish to study or sleep.

3.  Running, jumping, yelling, or other inappropriate behavior is not permitted in the corridors.

4.  During those times when quiet hours are not in effect, the noise level must not deter those students who want and need to study at any given time.

Stereos/Radios

The use of stereos, radios, and other audiovisual equipment  is a privilege which may be revoked if used in such a way as to interfere with the maintenance of courtesy and study hours.

Electrical Appliances

Certain electrical appliances are permitted in the Houses (i.e. television sets, record and tape players, clocks, etc.)  However, experience has proven that some appliances can be a health and safety hazard, creating problems.
 
 
 
 

Student Conduct

All University regulations regarding student conduct are applicable to residents of University housing.  Residents are expected to familiarize themselves with regulations and policies contained in the Youngstown State University Code of Student Rights, Responsibilities and Conduct and this Residence Hall Survival Manual.  All residents are expected to cooperate with members of the Residence Hall Staff and to respect their requests.

Visitation and Guests

Visitors and guests may visit in rooms, corridors, floor lounges, study lounges, or the basement only during regularly scheduled visitation hours and only when accompanied by the resident.

GUEST HOURS – UPPERCLASS FLOORS

YSU Students
Guests who are YSU students may visit anytime. YSU student who wish to stay more than 3 nights in any given week must fill out an overnite pass to secure Housing Services permission to do so.

NonStudents
Guests who are not YSU students may visit:

Sunday - Wednesday 10am – 2am. Guests who wish to stay later or overnite on these days must fill out an overnite pass to secure Housing Services permission to do so.

Thursday – Saturday anytime; no guest pass is needed, yet guest must have valid ID and be over 18 years of age (or have a college ID).

Residents with upperclass guest hours may entertain overnight guests of the opposite sex.

FRESHMEN FLOOR GUEST HOURS

Sunday – Thursday  10am- 12midnight
Friday and Saturday 10am- 2am
 

Residents with freshmen guest rules may not entertain overnight guests of the opposite sex.
UNDERAGE GUESTS

All underage guest must have secure prior written permission from the Housing Coordinator (via a guest pass*) to visit the residence house.  The only exceptions to this rule are:

? The underage guest is accompanied by his/her parent and is visiting during regular guest hours.
? The guest is a member of the resident’s immediate family and is visiting during regular (not upperclass) guest hours.   The guest must receive permission from the Housing Coordinator to stay overnight.
? Guests with a college ID.
*- Coordinators will call parents of underage guests to ensure they have parental permission to visit.

Interfloor visitation corresponds with outside guest visitation hours.  Members of the opposite sex are not allowed on opposite sex floors after visitation hours.

All guests must sign in at the front desk leaving proper identification (a driver’s license or college I.D. only).
Maintenance and Damages

Requests for maintenance or repair should be reported to Resident Assistants when required.  Requests should not be delayed until the end of the quarter.  Any person living in the Residence House is responsible for damages to, or loss of, University property, due to his negligence or carelessness.  At check-in, all residents are required to complete a room inventory form indicating all damages and any missing property.  In case of damage in the hallways or other public areas of the building, charges will be asses to those responsible;  in the event that it is impossible to determine responsibility, the charges may divided equally among all residents.  No additional furniture or equipment may be placed in rooms without authorization from Student Services Housing staff.  A charge may be assessed whenever the service staff must remove unauthorized furniture or equipment.

Cooking in Rooms

With the exception of Weller House, the University does not allow cooking in student rooms.  Each House has a kitchenette located in the basement.  It contains a stove, oven, and microwave.  All cooking must be confined to this area.

Smoking Policy

Smoking is prohibited in all buildings.

Room Changes

Because of the amount of paperwork required, room changes will be permitted only during the last two weeks of each quarter unless exceptional circumstances (approved by the Director of Housing) warrant the change.  The following regulations apply:

 1.  All persons involved in the change must accord with the move.

 2.  All room changes must first by approved by the Housing Coordinator
      concerned.

 3.  Request for Room Change forms shall be completed by the
      residents, signed by the appropriate R.A. and submitted to the
      Coordinator of Housing.

 4.  Residents will receive notification from the Coordinator of
      Housing authorizing the change.  If they move before their
       request has been authorized, the will be required to move back
      into their old room until approved.  The RA shall indicate that no
      furniture, including drawers, may be moved and that no keys may
       be removed from rings.

 4.  Room inventory forms of vacated rooms should be turned into the
      Coordinator within three days following the move.

 5.  R.A.s should be aware for unauthorized room changes and:
           a. discourage them.
           b.  report them to the housing coordinator immediately.
 
 

SECTION IX

EMERGENCY PROTOCOL
 

Aids
In the event we become aware that a resident is HIV positive or has developed AIDS, every effort will be made to protect their confidence and to ensure that they are not discriminated against. Upon learning that a resident is HIV positive, all housing administrators will be notified and the student will be referred to Health Services and Counseling Services for appropriate assistance and guidance.  A communication report must be filed.

Bomb Threat
Any time that a bomb threat is called in, it must be considered legitimate and University Police must be immediately notified of the situation at their emergency extension (3333).  The administrator on-call must also be immediately notified.  He/She must contact his/her supervisor.  The building must be evacuated.  University Police should coordinate this, possibly by activating a fire alarm pull station.  All residents must then vacate the building completely.

University Police will search the building, along with University maintenance personnel.  They will notify the administrator of any findings, and a determination will be made as to whether the residents may return to the building.

Once the situation is under control, a communication report must be filed.

Broken Locks
Any student having a broken lock should report it immediately to an RA or to the Housing Office.  Maintenance must be contacted immediately (University Police after 4:00 p.m.).

If maintenance cannot fix the problem, the locksmith will need to be notified.  In the event that the lock cannot be repaired until the next day, the administrator on-call should be contacted to make a decision whether to have the locksmith called out on an emergency basis.  It will be the discretion of the administrator on-call as to whether the charge will be billed to the residents of the room or will be a floor charge.  A communication report must be filed.

Broken Window
Any time a window breaks, maintenance must be notified immediately.  (After 4:00 p.m., call University Police and have them radio maintenance.)  Night maintenance will not replace a window, only secure it, therefore a communication report must be filed immediately so that Tim Dwyer can be certain to be notified.  If a student's window is not secured in a reasonable amount of time, the administrator on-call should be informed.  All residents of a particular room are responsible for damages to their room.

Cleaning Problems
If there is a problem that requires the attention of the cleaning staff, the cleaning staff member on duty should be located and notified.  If the cleaning staff member cannot be located and notified, then the cleaning supervisor should be paged.  In case the cleaning supervisor cannot be notified or there is a problem, the administrator on-call should be notified to contact cleaning.  A communication report should be filed as soon as circumstances are under control.

Clogged Toilet/Sinks
If a toilet or sink is reported to be clogged or overflowing, maintenance and cleaning should be contacted immediately.  (After 4:00 p.m., contact University Police to radio maintenance.)  A communication report must be filed.  The RA on duty should inquire from the maintenance personnel the cause of the problem.  If vandalism is suspected, this should be included in the communication report.  In the case of vandalism, all students of the floor will be charged for repair, if the student(s) responsible are not discovered.

Communicable Illnesses
If a student is suspected of having an illness that is contagious (e.g., chicken pox) and possibly transferable to other residents, the RA’s supervisor or administrator on-call must be notified immediately along with Health Services and together they will make a determination whether the student needs to be quarantined or if further action needs to be taken.  If needed, roommates may be placed in a vacant room or with an RA for an evening.  If the student has not been examined by a physician, arrangements will be made to have this done so immediately.  The student may be taken to the emergency room, or parents may be notified, again at the discretion of the administrator.

After consultation with Health Services, a determination will be made regarding the notification of the health department and/or notifying all the residents.  Care should be taken so that residents do not get false information and begin to panic.  RA's should remain on their floors to the greatest extent possible to ease residents' minds and to answer questions.  If necessary, a member of Health Services or other appropriate health care professionals will be made available to assist with questions and concerns.  Once the situation is under control, a communication report must be filed.

Death Of A Family Member Of A Resident
In the event that the Housing Office learns that a family member of a resident has passed away, the Housing Office will do all in its power to help the student cope.  All administrators should be informed via a communication report.  The Housing Office will contact the Registrars Office, who will then contact the student's professors, if necessary.  Counseling Services staff and/or the appropriate campus minister may also be called to assist the student.  RAs should maintain daily contact with the student, and report this contact to their supervisor.

Death Of A  Student
If a student dies suddenly, the housing administrators need to be notified immediately.  The Director of Housing or their designee will contact K. J. Satrum and the Vice President of Student Affairs and will arrange to notify the family.  An administrator will contact the roommate.  If desired, other sleeping arrangements will be made for the roommate.  RAs should maintain daily contact with friends and roommates.

The Director of Housing, or their designee, along with University Police, shall be on hand when family members come to campus and will help the family secure personal property of the deceased.

Arrangements will be made with Counseling Services and/or campus ministry personnel to be available to counsel residents. A communication report must be filed.

Emergency Phone List:  In the event of an emergency, you should contact the following people in the order listed.  Continue to call the list until someone is reached.
  1.  Rounds RA  (changes daily, check duty roster)
  2.  On-Call Administrator  (changes daily, check duty roster)
  3.  Coordinator of your House
  4.  Professional Staff in other Houses
  5.  Jack Fahey- 629-7268
  6.  K.J. Satrum- 539-4878
 Other Important Numbers:
  Cafaro House- 742-4742
  Kilcawley House- 742-3547 or 740-0784
  Lyden House- 742-1981 or 740-1880
  Wick/Weller- 742-1982 or 740-1882
  University Police- 3527
  Emergency- 3333
  Maintenance (call Campus Police after office hours)

Elevator Malfunction
If the elevator alarm goes off, the RA on rounds should be paged  to find out what floor it is stopped on.  If it is a simple matter of readjusting the stop button, the RA. should do this.  (Occasionally, residents will pull the stop button and leave, causing the elevator to stop and the alarm to continuously sound.)  If this is not the case, then University Police must be contacted to radio maintenance.  The elevators in Cafaro and Lyden are equipped with emergency telephones.

The RA on-rounds should determine whether anyone is in the elevator.  If a person is trapped, the RA should let him/her know help is on the way, inform University Police that an individual is inside, and stay with the individual until help arrives.  DO NOT try to pry the doors open, nor should the individual jump up and down, for this may damage the elevator further.  As soon as the elevator is functional again, a communication report should be filed.

Eliminating In Public Areas
In the instance where a  resident chooses to relieve him/herself in the elevator or stairwell, the area must be cleaned and disinfected immediately.  Cleaning personnel must be notified.  If he/she cannot be located, contact the cleaning supervisor on their pager. The administrator on-call must be notified and a communication report filed.  All attempts will be made to identify the student(s) responsible, with the students going through the University discipline procedure.

Excessive Trash In Hallways
When a floor has excessive trash in the hallway, the RA on the floor and the RA on-rounds the previous night will be questioned as to what occurred.  The cleaning personnel must be notified immediately, with as much of the trash picked up before they arrive as possible.  If the investigation yields no responsible students, the floor will be assessed a clean-up fee to be deducted from their security deposit.  A letter will be sent to the  residents of that floor that any further behavior of that type will result in clean-up fees and other appropriate action.  If  the responsible student is located, a discipline referral will be made, with a request for creative sanctioning, such as cleaning the outside each morning for several weeks.

Explosives and Weapons
As written in the University Housing handbook, "The possession or use of firearms, ammunition, explosives (e.g. firecrackers) or other dangerous weapons, and of hazardous or combustible materials is prohibited in the Residence House."  Any individual possessing or using firecrackers or other pyrotechnics in the hall will be subject to disciplinary action.  Any material of this type found in a student's room or in a student's possession will be immediately confiscated.  Any student found to be setting off firecrackers or any other combustible material will be subject to disciplinary action.  An incident report should be filed immediately, and the administrator on-call notified.

In the event that a student is found to have either firearms or a knife, University Police should be called immediately (x3333) and then the administrator on-call should be notified.  The RA should take precautions not to place themselves in danger.  If it is suspected that a student may have a weapon in the building, you should inform your supervisor or the administrator on-call  immediately.  The Director of Housing Services should also be notified.  K. J. Satrum and the Vice President for Student Affairs will also be notified.
 

Fight/Riot
If a fight or riot should break out, University Police must be contacted immediately at their emergency extension (3333).  The RA on duty should call for backup from the other RAs if possible.  The RA should at no time risk his/her own personal safety.  If needed, wait for University Police to arrive.  RAs should NOT contact the Youngstown City Police.

The RA should ensure that the administrator on-call is notified immediately.  An incident report must be filed along with statements from those individuals involved and any witnesses.

If the incident involves extreme violence (e.g., knives, guns), extreme caution should be exercised and University Police must be notified at their emergency extension (3333) immediately. The administrator on-call needs to be aware of this situation immediately.  The Rounds RA must make certain he/she is notified.  In addition, the administrator on-call must notify the Director of Housing immediately.  K. J. Satrum will also be notified along with the Vice President of Student Affairs if necessary.

Fire/Explosion
Any time that a fire breaks out, if an alarm has not yet been sounded, the nearest pull-station must be activated.  Once a fire alarm has sounded in Cafaro, Kilcawley, Weller, and Wick House, University Police will automatically arrive.  In Lyden House, University Police must be notified.  University Police will notify the fire department, if necessary.  As long as safety permits, a fire extinguisher should be used.  At no time should an RA, student, or administrator risk their own safety to fight a fire.  (The fire extinguishers in our buildings are suitable for both electrical and non-electrical type fires).  You should become familiar with the location of all fire equipment in the building. To activate an extinguisher, remove the pin from the handle, point the hose and squeeze the handle.

In the event of any fire or fire alarm, the entire House must be evacuated and all rooms and public areas must be checked.  Students should use the exit nearest to them.  All residents must exit the building completely.   Never use the elevator during a fire.  The administrator on-call should be notified of the situation immediately, even in the event of a false alarm.  The Resident Assistant on rounds should ensure that this occurs as soon as the situation is under control.  Once the building has been evacuated, the RA should also evacuate the building, do not wait for the police.  No one is to return to the building until the alarm has been reset and University Police give an  "all clear" signal.  After everyone is safely returned to the building, a communication report must be filed.

In the event of an explosion, handle the same as a fire.

Furniture Removed from Public Areas
Most lounge furniture is identified with a YSU tag number.  It is the responsibility of the RA on that floor to inventory his/her areas daily and to complete a communication report whenever furniture is removed or damaged.  In conjunction with their supervisor, RAs will check student rooms for the furniture.  If the furniture is not located, University Police should be contacted to file a theft report.  If the furniture is found in a student’s room, the residents of that room will be sent through the University discipline procedure.

Guest Hours Violations
Visitation hours are in effect from 10:00 a.m. to 12:00 a.m. Sunday through Thursday and 10:00 a.m. to 2:00 a.m Friday and Saturday.  Visitation hours on upper-class floors are 24 hours Sunday through Saturday for YSU students and for non-YSU students 24 hours, Thursday through Saturday with an overnight pass and 10:00 a.m. to 2:00 a.m. Sunday through Wednesday.  At all other times guests are permitted to visit a resident provided they sign in at the front desk and leave a picture I.D.  In addition, the resident who the guest is visiting must escort the person at all times while they are in the building.

Visitors and guests may visit in rooms, corridors, floor lounges, study lounges, or the basement, only during regularly scheduled visitation hours and only when accompanied by the resident.  This includes residents of other houses.

Families of residents are required to sign in.  Traditionally, parents of residents are not required to leave an ID but family members over the age of 18, not accompanied by a parent are required to leave an ID  Family members under the age of 18 are traditionally allowed to visit a resident, however, if they request to stay the night it is left up to the discretion of the Housing Coordinator in that house.  All non-family members under the age of 18 are required to receive permission to visit a resident and it the acceptance of the request is left up to the discretion of the Housing Coordinator.

Health and Safety Inspections
Health and Safety Inspections will be conducted once per quarter.  During the inspection, each resident's room is inspected by the RA and their supervisor.  The inspections are intended to correct any visible violations of health and safety standards or sanitation problems.  In the event that a violation is discovered, the residents of the room will be given 48 hours to correct the problem and the room should then be inspected again.  Disciplinary action should also be taken if necessary.

Informal inspections are also done by the RA while on and off duty.  If any room violation is suspected, the students must be confronted and an incident report must be filed.  The Coordinator will investigate the matter, and disciplinary action will be taken, if necessary.

Hospital Trips/Sick Residents
When a resident becomes ill or has a minor accident, the Housing staff should encourage that student to go to an emergency room.  Northside Hospital is preferred due to our relationship with them.  Campus Police should be notified so that an ambulance may be called.  The administrator on-call will accompany the student and notify his/her supervisor prior to leaving.  All medical information for residents is kept in the student files located in the black file cabinet in the Housing Office.

Under extreme circumstances, the Housing staff member will remain with the resident at the hospital until the resident is released.  Upon return from the hospital, a communication report must be filed.

International Students Arriving Unannounced
When an international student arrives, usually the first place they are taken is to Kilcawley House and the Housing Office, whether they are to be University residents or not.  If they are not, Susan Khawaja, Assistant Director International Studies & Programs should be contacted at her office (x3006) or at home 758-9687.  The Housing staff should make the student as comfortable as possible.  If the student is to be a resident, the administrator on-call should be contacted.

Intoxicated/Drugged Students
In accordance with the Youngstown State University Code, Article V, section B. h., "A student  may not use, possess, or distribute alcoholic beverages on University premises except as expressly permitted by law and University regulations."

To comply with this regulation, and to ensure the well being of our residents, the Housing staff will deal with situations involving alcohol in the following manner:

* Any person found to have alcohol in their possession while in the confines of the residence hall must immediately surrender the alcohol to a staff member, with the alcohol being immediately disposed.  The person shall be sent through the University disciplinary procedure.  An incident report must be filed.

* All bags/containers suspected of containing alcohol should be inspected at the front desk before the student will be permitted into the hall.  Any student found to have alcohol will have the alcohol immediately confiscated and disposed.  The person shall be sent through the University discipline procedure.  An incident report must be filed.

* Any student who is intoxicated to the point that a disturbance is being caused,  the student is a threat to themselves (e.g. student is vomiting due to ingestion of alcohol) or others upon entry to the hall will be detained at the front desk.  In cases where a student has become sick due to the ingestion of alcohol, the administrator on-call is notified and accompanies the student to the hospital.  University Police needs to be called to provide and ambulance to transport the student to the hospital. A student who has become sick due to alcohol should not be permitted to return to their room. The student shall be sent through the University disciplinary procedure.  An incident report must be filed.

* Any student found to have alcohol in his/her room will have the alcohol immediately confiscated and disposed.  All residents of that room will be sent through the University discipline procedure.  An incident report must be filed.

* For situations where alcohol abuse is evident or suspected, the University may require that the student be evaluated for evidence of dependency.  For these instances, a student will be given one week to complete an evaluation.  Residents who refuse to do so or who fail to follow recommendations included in an evaluation will be removed from the hall.  Other sanctions may be imposed in addition to removal from the hall.

* Any student who appears to be a threat to himself/herself or others due to being under the influence of alcohol and/or drugs, should be taken to the hospital.  If a student shows signs of intoxication, the administrator on-call should be notified immediately.  As soon as the situation is under control, the RA on duty must file an incident report.

Loitering
Anyone who is not a resident of the house, nor a guest accompanied by a resident of the house during visitation hours is not to be in the building.  This includes the basement and all lounges.  The RA on duty should politely confront the individual and offer assistance.  The person should be escorted out of the building, if necessary.  If the situation may be volatile, the RA should contact University Police to escort the individual out.  The administrator on-call should be notified and an incident report filed.

Lost Keys/Access Cards
Upon notification that a resident has lost his/her room keys, he/she should notify a member of the Housing staff to be given a temporary key.  Lost keys should then be reported to the Housing Services office so that  a request can be made to the locksmith to change the lock and issue new keys.  The resident who lost the keys will have a $30.00 re-keying charge subtracted from his/her security deposit.

Upon notification that a resident has lost an access card, the access card will immediately be deactivated, and a new card will be issued. The student will have $10.00 deducted from his/her security deposit.

Maintenance Arrives, We Do Not Know Why
Any time that maintenance arrives, the housing staff needs to know the reason.  Whenever maintenance arrives, they should be asked their purpose for being in the building, and a communication report of the reason should be filed.  If the reason is for anything other than routine building checks, the administrator on-call should be notified immediately.  If maintenance will not state why they are in the building, the administrator on-call should be notified immediately.  The administrator will then contact maintenance to obtain the information.  The administrator will then contact the RA on duty if needed, and will inform him/her to write a communication report.
 
 
 
 

Medical Emergency
A medical emergency is defined as anything more serious than a routine scheduled  doctor visit.  If a resident is seriously injured or unconscious, University Police must be notified immediately at their emergency extension (3333).  University Police officers are trained in first aid, and as such must be notified at the first hint of trouble.  The administrator on-call also needs to be notified of the situation immediately.  The administrator on-call should then contact the Director of Housing Services.  The RA on-duty should not leave the resident until University Police arrive, and until then, should make the student as comfortable as possible.  University Police will contact an ambulance, if necessary.  All student files, containing personal and medical information, are kept in the black file cabinet located in the Housing Office.  RAs should NOT notify parents of  residents.  If this action is warranted, one of the administrative staff members will do so.  As soon as the situation is under control, a communication report must be filed.
 

Non-Residents Staying in University Housing
If a guest signs in, but stays past visitation hours, it is the responsibility of the RA on-rounds to go to the room the guest signed in to visit and escort the guest from the building.  If the guest is not in the room, the RA should check to see if the guest is elsewhere in the building.  If the guest is then found, again the RA should insure that he/she is escorted from the building.

If the guest is not found, the guest's identification card should be placed in the office along with a completed incident report.  The student's ID will be returned to him/her via the mail, along with a letter stating the residence hall visitation policy.  Any guest violating visitation regulations twice in the same academic quarter will have their visitation privileges revoked for the remainder of the quarter and will be sent through the University discipline process.

Objects Thrown From Windows
Whenever someone reports objects being thrown from a student's window, a statement will be taken from that person as to which window the item came from.  If the window is known, a staff member will immediately go to the room involved to see if the residents, or other students are in the room, and question them as to what occurred.  An incident report must be filed, and disciplinary action taken, if warranted.

Pests (Insects/Rodents)
If a resident  complains of insects, the cause of the insects should be determined, if possible.  Any opened containers of food should be removed and destroyed.  The RA or student employee should report the incident to their supervisor and a communication report should be completed.

The coordinator of the building should contact the staff in Environmental & Occupational Health and Safety to arrange to have the area sprayed by an exterminator or to have traps placed in the area.  (After 4:00 p.m., contact University Police to radio maintenance.)

Power Outage
In the event of a power outage, maintenance or University Police should be notified immediately.  The Rounds RA should notify the administrator on-call so that he/she is aware of the situation.

All RAs will be contacted and asked to remain on their floors to calm residents and to answer questions.  RAs should always have their flashlights ready to use.  Residents should not light candles, due to the possible fire hazard.  If needed, an impromptu information session should be held in each building.

Once the situation is under control, a communication report must be filed.

Pregnancies
Once a Housing staff member becomes aware of a pregnant student, all attempts will be made to keep the situation confidential.  However, if an RA becomes aware of such a situation, it is his/her duty to inform his/her supervisor immediately.  This should not be considered a breach of confidence, rather it is intended to insure that the student is made aware of the services available to them and so that help and referrals can be offered.  Housing administrators will be notified so that they are aware of the situation.  A communication report must be filed.

Pull Station Activated
If a pull station is activated, University Police will automatically arrive except in Lyden (University Police must be notified).  The building must be evacuated, as in any normal fire alarm.  If a pull station is falsely activated, every effort should be made to identify the student(s) responsible.  As stated in the University Housing handbook, "Any individual responsible for a false alarm is subject to eviction from the residence hall, suspension from the University, and/or prosecution under the University, and/or prosecution under the laws of the state of Ohio."  An incident report must be filed, and disciplinary action will be taken.

Quiet Hours
Quiet hours are in effect from 11:00 p.m. to 11:00 a.m. Sunday through Thursday and Midnight to 11:00 a.m. Friday and Saturday with the exception of those floors designated as "quiet" floors, where quiet hours begin at 9:00 p.m.  Courtesy hours are in effect 24-hours a day, 7 days a week.  During courtesy hours noise should not be at an excessive level. If a suspected quiet hours violation is reported, the first step is for the offended student to confront the violator, and request them to stop.  If this is ineffective, the offended student should report the incident to the front desk so that the RA on-rounds can be paged.  If the RA finds a loud resident, he/she should formally request that the student be quiet, stating that he/she will check to make certain that the student complies.  A warning should be given so that the student knows that any continued violation will result in a write-up, which will result in disciplinary action.  The warning should be noted in the rounds log and a communication report should be filed.  Any further incidents will result in formal discipline action and an incident report should be filed.

Room Lockouts
When a student is locked out of his/her room, the first course of action is to seek the assistance of the floor Resident Assistant.  If the floor RA is unavailable, the locked out individual should notify the front desk.  The front desk staff will let the student in (weekdays 8:00 a.m. - 5:00 p.m.).  After 5:00 p.m. the RA on-rounds should be paged to let the person into their room.  Before unlocking a room, you should verify that the resident lives in that room.   The name of the person locked out and their room number she be noted on the communication report which is used for lockouts.

If a student has several lockouts in a short period of time, it must be assumed that the student no longer has his/her keys, and the Housing Office will initiate a lock change.

Roommate Change Requests
Room changes are granted prior to the end of each quarter.  At other times if a student wishes to change roommates, the first course of action is to approach the RA on that floor.  The RA will attempt to help the residents resolve any differences they may be having.  If the RA is unable to help, the RA should enlist the help of their supervisor.  A conference with the students involved will then be scheduled.  It is understood that roommate changes are only granted under extreme circumstances, where, under the discretion of the appropriate administrator, it is in the best interest of all parties involved that a roommate change take place.

If granted, a meeting will be set up to coordinate the move.  All individuals must be in agreement, or no move will take place.  A specific date and time will be set up where all individuals involved can move.  All personal items will be removed from the rooms of all individuals involved, keys exchanged, room condition reports completed, all at this time.  The RA(s) involved shall coordinate this, and be responsible for its successful completion.

Suicide Attempt
Any student  either threatening to do harm to him/herself, or having attempted to do harm to him/herself, must be considered a legitimate suicide risk.  University Police must be notified immediately at their emergency extension (3333), then the administrator on-call must be notified.  University Police will notify an ambulance, if necessary.  The RA should NOT notify parents of residents.  If this action is warranted, an administrative staff member will do so.

The resident should NOT be left alone under any circumstances.  It is imperative that an RA or  Housing staff member stay with the resident.  The administrator on call should notify the Counseling Services staff and the Director of Housing Services. The Director will contact the Executive Director of Student Services and the Vice President of Student Affairs if necessary. The resident must not be left alone until it is deemed that he/she is no longer a threat to him/herself.  If the resident is a student athlete, the appropriate coaching staff member may also need to be contacted, at the administrator's discretion.

In consultation with appropriate health care personnel (hospital emergency room, poison control center, or counseling services), a determination will be made if the student is in any immediate health danger. Additionally, the student will be asked to sign a release allowing Housing Services staff to consult with the attending psychologist.  If the student is deemed a health risk or refuses to sign the release, he/she cannot remain in the hall.  If needed, a housing staff member will remain with the student until such time as the evaluation can be scheduled.

The Director of Housing, or their designee, shall notify the parents of the individual once the situation is under control.  A communication report must then be filed.

Theft
If a theft is suspected, University Police should be called immediately (extension 3527).  An officer will respond to take a report.  A communication report should be filed (incident report if it is determined who is responsible) and the administrator on-call notified immediately.

Tornado
When a tornado warning is issued, an alarm automatically sounds in Cafaro, Kilcawley, Weller, and Wick. In Lyden, the alarm must be sounded manually after you have been contacted by University Police.  A tornado warning means that a tornado has been sighted in the area.

If a tornado alarm is activated, the entire hall should go immediately to the lowest, most secure point possible, which in each house is the basement.  Students should remain there until such time that the warning is canceled, which could be quite a while.  When the tornado warning is over, University Police will contact those individuals in the shelter to notify them that all is clear.  A communication report must then be filed.

Trespassing
Whenever you become aware that a person has gained entrance into a residence house without following the prescribed guest procedures, the following steps should be taken immediately.

A If  the person is on the Not Allowed to Visit List

1. Call University Police immediately to have them dispatch and officer to the  house to remove the person.
2. Call the R.A. on call to have them find the person.
3. Call the staff person on call to apprise them of the situation and get further  instructions.
4. Call Jack Fahey to apprise him of the situation.
5. The trespasser should be located and brought to the office to talk with University  Police and/or Housing Services professional staff for a determination regarding  how to handle the violation.
6. A detailed incident report should be filed by all student staff involved with the  incident.
 
 

B. All Other Trespassers

1. If you are (absolutely) sure that the trespasser is a student:
 a. Call the R.A. on call to have them find the person. Note any helpful    information such as who they came in with or who they usually visit.
 b. Call the staff person on call to apprise them of the situation.
 c. If the person can not be located within 15 minutes, the R.A. on call    should call the staff person on call for further instructions.
 d. When the student is found, they should be brought to the office and asked    to write a statement.  The staff person on call will want to speak to the    student in person or by phone.
 e. The staff person will inform the student that they will be referred for    discipline and, if warranted, the staff person may restrict the student    pending the hearing.

2. If you are not (absolutely) sure that the trespasser is a student:
 a. Call University Police immediately to have them dispatch an officer to the    house to remove the person.
 b. Call the R.A. on call to have them find the person.
 c. Call the staff person on call to apprise them of the situation and get further   instructions.
 d. Call Jack Fahey to apprise him of the situation.
 e. The trespasser should be located and brought to the office to talk with    University Police and/or Housing Services professional staff for a     determination regarding how to handle the violation.
 ? If the person is a student, handle same as B. 1. c. & d.
 ? If the person is not a student, a criminal trespass warning should be given by University Police.
 

Trouble Alarm
If a high pitched noise is heard, a trouble alarm has sounded.  A trouble alarm means that there is a problem with the fire alarm system and it requires attention.  If a trouble alarm sounds, the building need not be evacuated immediately.  When one occurs, maintenance should be notified (University Police after 4:00 p.m.).

Underage Visitors
All visitors must follow the proper sign-in/sign-out procedure and leave positive identification (either a college ID or driver's license) at the front desk.  All visitors must be a minimum of 18 years of age, or have a college ID, to be allowed upstairs.  Exceptions to this regulation are:
  1. Underage students who are accompanied by a parent may visit     during visitation hours.  For emergency situations, administrative     staff may make allowances during other times.

  2. Underage students may stay overnight if proper authorization (an     overnight pass) is obtained and approval is secured in advance of     the visit.

  3. Underage members of a resident's immediate family may visit     during visitation hours.

Any time an underage student attempts to visit a resident, an incident report must be filed.

University Police Arrive, We Do Not Know Why
Any time that University Police arrive, the housing staff needs to know the reason.  Whenever University Police arrive, they should be asked their purpose for being in the building, and a communication report of the reason should be filed.  If the reason is for anything other than routine building checks, the administrator on-call should be notified immediately.  If the Police officer will not state why they are in the building, the administrator on-call should be notified immediately.  The administrator will then contact the police Sergeant on duty to obtain the information.  The administrator will then notify the RA on duty, if needed, and will inform him/her to write a communication report.
 
 

Vandalism
As soon as an occurrence of vandalism is noticed, a communication report must be filed.  If the situation needs immediate attention (broken window, broken lock, etc.) maintenance should be contacted (University Police after 4:00 p.m.), and the administrator on-call notified.

The RA should do as much as possible to secure any damage until maintenance arrives.  As soon as the situation is under control, a communication or incident report must be filed.
 

Verbal Abuse of Residents/RAs
Any abuse, verbal or otherwise, of any student will not be tolerated.  Any reports of abuse should be reported to an RA, the Coordinator of Housing, or the Director of Housing.  An investigation will proceed into the charges, and if warranted, disciplinary action will be taken.

As written in The Code, Article V, section B., paragraph 2.1. "Consistent with this Code, a student must follow oral or written instructions which are given by any University official, student, faculty or staff, whom the Board of Trustees or President has vested with such authority."  Included among these individuals are University Resident Assistants.  If an RA makes a reasonable request of a student, it is expected that the request will be obeyed.  If not, an incident report must be filed, and disciplinary action will be taken.

Water Fights
Whenever residents choose to participate in a water fight, the incident must be stopped immediately.  Anyone participating in the fight should be included in an incident report.  Excess water must be mopped up or the WetVac used.  The cleaning personnel member on duty should be notified.  If he/she cannot be located, the cleaning supervisor must be paged.  Any individuals that were involved, and any available RAs should do as much as possible to secure the area until cleaning staff arrives.  The administrator on-call must be notified and an incident report filed.

Water Leak/Heat Failure
In the event of a serious water leak, maintenance must be immediately notified.  (After 5:00 p.m. - contact University Police at x3527 to radio maintenance.)  The administrator on-call must also be advised of the situation.  If safe to do so, any electrical appliances in the immediate vicinity should be unplugged and removed, so that the chance of fire is minimized.

The cleaning personnel need to be notified as soon as possible to WetVac the area.  The administrator will determine whether to notify Tim Dwyer, maintenance supervisor.  A communication report must be filed.

In the event of a heating failure, maintenance must be notified immediately.  (After 4:00-- p.m. contact University Police at x3527 to radio maintenance.)  The administrator on-call should also be contacted.  After 4:00 p.m., the administrator will determine whether to notify Tim Dwyer, maintenance supervisor.  A communication report must be filed.

Work No-Shows (RAs, Front Desk, Rec 5, Police)
The front desk at each House must be covered 24-hours a day, 7 days a week, 365 days a year.  If the Desk RA does not report for work as scheduled and cannot be located, another RA must fill in.  Attempts should then be made to locate the person who is scheduled or to find another person.  Any RA not reporting as scheduled is subject to disciplinary action.  In an emergency, a student employee can fill in if authorized by the administrator on-call.

If the police officer does not report for work, the RA on-rounds should sit desk duty until University Police finds a replacement.  The rounds RA should notify the police dispatcher that no one has reported for work so that they are aware of the situation.  A communication report must be filed.

If a front desk worker (student employee or clerk) does not show up for work during regular office hours, efforts will be made to find a replacement.  If a person does not report for work during a time the office is closed, the RA on-call should telephone that worker or others until the hours are covered.  If no one is able to cover the hours, the RA on-call is responsible to work the desk.  Any employee not reporting for work is subject to disciplinary action.  A communication report must be filed.

If the Rec Area 5 worker does not report to work, the area should be locked and secured until the next shift.  A communication report must be filed.

All employees are responsible for their scheduled shifts and in the event that it is necessary to report off, the employee should make every effort to find a replacement.
 
 
 
 

SECTION X

FUNCTIONAL RELATIONSHIPS
 

A. UNIVERSITY

Campus Security

YSU police officers are armed and trained annually in the use of fire arms.  On foot and in vehicles, they patrol the campus and residence halls 24 hrs per day.  The YSY Police Department has a mutual aid agreement  with the Youngstown Police Department to exercise the same police authority as the Youngstown Police Department when engaged in police functions relating to the University on the near North Side.

All of the residence halls are monitored from a front desk that is staffed 24 hrs per day.  A YSU police officer conducts a roving patrol among the residence halls from 10:30 p.m. until 2:30 a.m.  All residence halls doors are locked each evening at 8 p.m. to 8 a.m. and students may gain access by showing the appropriate identification to the police or staff on duty.

Counseling Services

The counseling department works with housing services on a year round basis.  There is one counselor on call 24 hrs a day and 7 days a week.  You can look at the duty schedule to see which counselor is on call.  Each counselor has been trained to any emergency situation.  The coordinator will also call counselor to referral a student who is in need of their services.

Health Services

All students with a current valid YSU ID are eligible to use the Student Health Clinic and to schedule an appointment with a physician.  Staff and faculty are welcome to utilize the clinic for routine health checks but physician appoints are limited to students.

Health care available for illness and injuries, in addition to routine health care, during the three regular academic quarters.  Nurses are available 8 a.m. to 5 p.m. Mon.- Fri.  Physicians are available for appointments four hours a day.  During the summer and break weeks, nurses are available 8 a.m. to 4 p.m. Mon. - Fri. and physicians are available for appointments four hours weekly.
 
 
 

Maintenance

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.

Maintenance List

Beds

Bed uprights        90.00
Bed Frames
Bed Drawers        90.00
Damage to Finish       25.00
Mattress        90.00
Mattress Stain        10.00 - 25.00
Matress Cover        12.00

Carpet

Carpet room (New)        200.00

Ceilings

Light Cover        20.00
Tile  (Room)         15.00
 

Doors
Door Repair  (Chips)        40.00
 

Wardrobe   Door                                      56.00
Mirror           8.00
Towel Rack         15.00

Desks

Bulletin Board  (KH)       46.00
Desk Chair Repair        20.00
Desk chair Replace       125.00
Desk chair Replace seat or back     65.00
Desk Light Cover        12.00
Desk Light Switch        6.00
Desk Top         25.00

Doors

Adhesive Removal  (Per Sticker)      1.00
Door Stop Replacement       6.00
Lock Broken         30.00 - 90.00
Lost Keys         40.00
Number Plate Replacement       5.00
Repaint One Side        11.00
Door Knob         10.00
Door Replacement        120.00 (Kilcawley )
         200.00 (Lyden)
         600.00 (Weller)
         120.00 (Wick)
Walls

Baseboard Damage  (Per Foot)      5.00
Nail Hole  (Small)        1.00
Paint Damage (1 Wall)       35.00
Paint Damage (Whole Room)      100.00
Wall Holes (Patch)        25.00

Wastebaskets

Wastebaskets         6.00

Windows/ Heaters

Broken Window (Top)       25.00
Broken Window (Bottom)       25.00
Heat Unit Switch        30.00
Radiator Cover Damage       40.00
Blind replace        85.00
Blind slat        5.00

Corridor / End Lounge / Stairwell

Auxiliary Light        22.00
Broken Window       25.00-125.00
Bulletin Board (Large)       75.00
Ceiling Light Cover  (2’ x  2’)     20.00
Ceiling Tile         15.00
Coffee Table (Replacement)       200.00
Coffee Table (Top Replacement)      75.00
Emergency Light (Pair)       100.00
Exit Sign         100.00
Lobby Chair (Repair)        50.00
Lobby Chair (Replacement)       700.00
Lobby Chair (Re-upholster)       185.00
Lobby Couch (Repair)      150.00
Lobby Couch (Replacement)       800.00
Lobby Couch (Re-upholster)       235.00
Phone (Replacement)        25.00
Stairwell Tile (Replacement)       10.00
Tables (Repair)        30.00
Trash Can Top (Replacement)      40.00

Restroom

Faucet Aerators        5.00
Intentional Clogging        40.00
Mirror          50.00
Paper Towel Dispenser       30.00
Shelves         75.00
Shower Curtain        8.00
Soap Dish         10.00
Toilet Tissue Dispenser       22.00
Wastebasket         35.00
 
 
 
 

Fire Extinquisher / Emergency Equipment Damages

Fire Alarm Horn        53.00
Refill / Replace Extinguisher      50.00
Smoke Sensor Damage       125.00

Miscellaneous

Dismantled Furniture (i.e., bunk beds)     25.00
Excessively Dirty Room (1 to Room)     40.00
Excessively Dirty Room (2 to Room - Each)    20.00
Improper Checkout        25.00
Mailbox Key Replacement       5.00
Moving Beds         10.00
Recover Pool Table        250.00
Vacuum         75.00

Carpet Shampoo        30.00

Cable Outlet cover        5.00

Window Screen        30.00
 
 
 

B. CONTRACTED SERVICES
Cleaning Information

We contract with Johnson and Gordon Cleaning Service in all of the residence houses.  They provide all the labor and supplies necessary for the job.

Contract Provisions

1.  Service seven days a week.
2.  Cleaning times - shifts of 8 a.m. to 3:30 p.m., 5:30 p.m. to 10:30 p.m.
3.  Cleaning frequency
? Student room - When someone moves out.
? Carpets - Vacuum daily, remove spots weekly, shampoo daily.
? Windows - Clean weekly, extract monthly.
? Restrooms - Clean and disinfect toilets, sinks, shower stalls, etc. twice daily, machine scrub shower stalls weekly.
? Stairwells - Sweep, wet mop daily.
? Trash - Empty all bags as needed.

For all other cleaning information, see cleaning specifications.

Food Service

The Wood company is a dining service management firm.  Housing services has been contracting with them for over 8 years.  In 1996, the Wood company was extended their contract for an additional seven years.  The food service contract is open for bids every seven years.  This gives Housing Services the option of renewing the exsiting bid or extending it to other food service company’s.

Residents of University Housing are required to purchase the food service plan. They are offered a 19, 14, and 10 meal plan.  Each meal plan includes bonus points except for 19 or 14 meal plan.  Food service also provides catering for many of RHA, RAHousing Services programs.

Washer and Dryer Service

Automatic Apartment Laundries (AAL) services all of Housing Services laundry equipment needs.  As apart of their agreement, they are responsible installation, inspection, modifications, and repairs for each of their laundry units. Contact AAL for any repairs that are needed.

Painting

Housing Services contracts with Leon Jackson who is a local painter of L & J contractors.  Most of our painting is conducted during the summer months when students have left, but painting can be done at any given time.  During the summer months coordinators should inspect their buildings for any touch up or major repairs.  This includes rooms, lobbies, hallways, front desk areas, offices etc.

Copy Machines

Comdoc Copy Center maintain all of Housing Services coin operated copiers.  A Comdoc card can be purchased or one will be provided  for the use at these self service copiers.  COMDOC also offers a wide variety of coping services such as white copies, resumes, colored paper, color photo copies, and transparencies.  For all repairs and refunds call Comdoc at ext. 3690.

Vending Machines

AVI Food systems, Inc., is an independently owned and operated food service company that maintains all of Housing Services vending needs.  There food service program is responsible offering high quality products, cleaning and sanitizing of their machines, service and repairs.  The following is a list of products that AVI offers to housing:  Hot beverages, cold beverages, pastry, milk, fruit juices, hot canned foods, snacks, candy, cookies, gum and mints.    For all repairs and refunds contact the Kilcawley Center Associate Director (Bill Sperlazza).

SECTION XI

ADMINISTRATIVE PROCEDURES

Answering the Phones
When ever answering the phones you always want to be polite and customer service oriented.  Phones can either be answered by Hello, housing services or Hello, your name.

Apartment Repairs and Furnishing
Apartment Repairs: For any apartment repairs you will use the same procedures as repairing housing facilities. For non emergencies fill out a maintenance request form and send to the maintenance supervisor.  In case of an emergency contact the maintenance supervisor directly.

Apartment Furnishing: You have two options of furnishing your apartment.
1) Inexpensive technique-Housing services provides furniture for all of the coordinators apartments.  If something is something is broken or needs replaced contact the Director of Housing.

2) Expensive technique:  Each coordinator has the option of purchasing their own furniture.  If you choose this option contact the Director of Housing Services so that  storage spaces for the housing services furniture can be made available.

Daily Responsibilities
Although know two days are the same there are some general responsibilities that should be done on a regular basis.  Read through all reports and follow up with them as needed. Walk through your building.  Meet with cleaning staff once a week.  Follow up with all emergency.  Follow up discipline reports and previous sanctions.

Meetings : 1) Individual RA staff meetings - these meetings can be held weekly or every other week depending on the discretion of coordinator. These meetings allows the coordinator to establish expectations, review programming requirements, discuss school work, and any other information.
2) RA Staff Meetings - These meetings are usually held on a weekly basis.
3) Coordinator Staff Meetings - These meetings are held every other week.
4) Housing Services Staff Meetings - These meetings are usually held on a weekly basis
5) Student Employee Meetings - It is up to the coordinator if he or she wants to meet with student employees every two weeks or on a monthly basis.
 
 

Damage Billing
At the end of the year and during the quarters coordinators are responsible for during a damage billing report.  This report includes the room numbers, student names, damage, and the cost.  This information is then given to the person (budget mgr. or clerk) in charge of damage billing.  Entire floors are also charged for any damage that has been done.

Discipline
The majority of discipline sanctions are developed form communication and incident reports completed by RA’s and desk workers.  See appendix # for a outline of sanctions.  Each coordinator has the ability to use his or her own discretion towards sanctioning.  Please refer to the student code and resident hand book for any violation of university policies.  Every student is allowed due process.  You should maintain a file folder of all letter of concerns.  There is a program(LOC) installed in each of the computers for easy access and file maintenance.

Evaluation
Coordinator:  Each coordinator is evaluated at least once a year.  Evaluations are conducted during the Winter Quarter by your supervisor (Director or Assistant Director).   See appendix # for a sample of an evaluation

Resident Assistants and Student Employees: Each coordinator is responsible for evaluating his or her staff at the end of each quarter.  These evaluations should take place at least two weeks before the quarter ends.  These evaluations are then turned in to the Director of Housing Services. See appendix # .

End of the Year Reports
At the end of the year all coordinators are responsible for completing one of these reports.  These reports allow you to express how your feeling toward the year and give suggestions for improvements.  See appendix # .

Key Inventory
At the end of every year coordinators are responsible for their buildings key inventory.  The campus lock smith is responsible for the entire campus, therefore, a missing key
list should be completed at the end of the Spring Quarter.  Each room should have a A, B, C, key and two A & B mail box keys.  If any of these keys are missing they should be re-ordered.

A $30 charge is billed to any student who has lost the key to his or her room.  All lost  room keys must be called in to the locksmith to be re-keyed.

Meal Plan
Each coordinator is allowed to eat on campus during the non summer academic school year. There are no food plans during the Winter, Spring , or Summer breaks.  Coordinators have the option of choosing between the 10, 14, or 19 meal plan. For a listing of locations and meal plan options refer to section I. - D. under Dining Services.

Monthly Reports
At the end of  the month each coordinator completes a monthly report addressing issues and concerns of  their building and staff.  See appendix #

Reports: Change of Schedule, Communication, Incident, Guest Sign in Logs, Overnight Passes
All reports should be kept in a separate ring binder.  The coordinators keep the white copies and the carbon copies are sent to the housing administrative office.  These reports should be kept until the end of the school year.  After each quarter you may want to file the previous quarter reports so that the binders are not too full.  All reports should be kept until the end of the academic year.  If one of the reports are lost you can find a copy of the original in the housing office main file.
 
 

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