IHC Overview COMMUNITY COUNCILS ADVOCACY BOARD EVENT TEAM REPRESENT ALL RESIDENTS & PROVIDE FUNDING AND LEADERSHIP RESOURCES

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1 IHC Handbook 1

2 IHC Overview ADVOCACY BOARD REPRESENT ALL RESIDENTS & PROVIDE FUNDING AND LEADERSHIP RESOURCES EVENT TEAM WEEKEND EVENTS FOR ALL STUDENTS COMMUNITY COUNCILS LOCAL VOICE OF EACH HOUSING COMMUNITY 2

3 Inter Housing Council (IHC) is Cal Poly s housing student government comprised of 3 groups that enhances the resident experience. Community Council works together to meet resident needs in their homes, while providing representatives for campus and University Housing decision-making to the larger Advocacy Board. Event Team brings exciting events to Cal Poly s campus that create lasting memories for residents. IHC Community Councils are student-led governments, elected by residents of each community. Residents who join gain leadership experience by delegating funding, meeting community needs, and hosting events. For those who don t formally take a role in their Council, by attending Council meetings, they are empowered to play an active role in their home while interacting with other residents! IHC Advocacy Board brings together the Community Council Presidents and select Senators to provide feedback on housing, campus initiatives, and community involvement. Examples of Advocacy Board work include adding hydration stations and community gardens to housing as well as advising designers on new building developments. IHC Event Team is comprised of students who design and lead fun, large-scale, late-night, weekend events! Past events have included Escape Rooms, concerts, Magic and Laughs, Donut Festival, Amazing Race, BBQs, Mustangs Got Talent, and more. Not only can you attend these always-free events, but you can apply to this on-campus job in the winter quarter! We hope this IHC Handbook continues to provide resources for your work with IHC! Throughout the year, you ll go through mini trainings in Community Council Officer meetings that will provide more resources to add to this handbook! 3

4 Table of Contents IHC Overview... Importance of Community Council... Making Grades & Role Modeling... Community Pride... Meetings... Community Council Agenda... Tips for Effective Meetings... Purposes of Meetings... Advocacy Board Meetings... Parliamentary Procedure Quick Sheet... The Parliamentary Procedure Flow Chart... Resources on Meeting Information Programming Universal Design Guidelines Inclusive Programming Guidelines... Programming Tips Res Life Marketing Rubric Budget Allocation Sample Budget Tracking Sample Program... Position Responsibilities Important Dates Contact List Housing Community Map

5 Importance of Community Council Community Councils help University Housing implement the mission of Residential Life. Through involvement in Community Councils, students learn how to be active members of a community, how to advocate for themselves and others, and how to affect change in their community. This is a skill completely necessary in today's world. On an individual level, Council members develop leadership and career skills, gain a sense of belonging and importance, grow personally and learn about self-authorship. Community Councils can be an essential tool in teaching students how to become citizen leaders for the future. Making Grades & Role Modeling Per CSU Policy, all officers of co-curricular organizations must have at least a 2.0 cumulative GPA. If an individual s cumulative GPA drops below a 2.0 at the end of a quarter, they are not permitted to continue as an officer. If a 2.0 cumulative GPA is reestablished after one quarter from the time of losing officer status, the individual can reapply to any open officer position. Per Cal Poly IHC Policy, if a quarterly GPA drops below 2.3, the individual will enter a probationary quarter. The probationary quarter functions the same as academic probation, in that if the violation is not remedied within the time period, the member in question will have their IHC/CC status terminated after advisor approval. Probation entails developing an academic plan to enhance success at Cal Poly. All officers of IHC serve as role models in the Cal Poly on-campus housing, and in the San Luis Obispo, communities. Violation(s) of community standards or University policy could result in the removal of the individual from Community Council and/or IHC. 5

6 Community Pride A few of the ways we instill community pride is through the programming you all will do in your communities as well as housing-wide events! IHC Event Team hosts quarterly Battle of the Halls competitions between all communities! The colors and team names are below! Cerro Vista Vipers black Muirtians green Poly Canyon Village Mountain Lions light blue Santa Lucia North Mountain Dragons purple Sequoia Timberwolves grey Sierra Madre Grizzlies brown Tenayasaurus Rex red Trinibees yellow YoTown Tigers orange Meetings How often and when do we meet? All Community Councils meet on Monday evenings, the same day of the week for the convenience of quarterly all-council gatherings and events. One effective way of meetings as the CC Officers and [name for Community Reps] here is having Community Council general meetings inviting residents, getting their feedback, and making announcements every other week and meeting with your Council every other week between. Since all your training can t fit into one Council Training Day, part of your meetings will be participating in Council Development individual leadership development and teambuilding for your Council including marketing and outreach strategies, social justice training, leadership competencies, career skills, and more! Your Council Advisor will lead these sessions. Let your Advisor know if you have other needs! 6

7 Community Council Agenda Date: Roll Call: President VP of Programming VP of Administration VP of Marketing Senator Community Reps Matters of Business: Discuss: Old Business New Business Open Discussion Announcements Advisor(s) Reports Your To-Do List: Upcoming Programs: Written Announcements: 7

8 Tips for Effective Meetings The only good reason to have meetings is to do something together that you can't do better alone. Meetings are for discussing items where you need all individuals present to fully make the best decision. Generally, meetings have three primary purposes: communicating, administering, and deciding. Meetings are not the place for updates that don t require conversation. Utilize the Written Announcements section in the Community Council agendas. Set a deadline for having the agenda complete beforehand, encouraging others to add items to it they need discussed. This can be shared through OneDrive. Set goals even for regular meetings. Have a goal for what decisions need to be made, what ideas need to be generated, what needs to be planned, etc. If you have information that you would like feedback on, send it out with sufficient time before the meeting for members to review it. Stick to a schedule, updating meeting attendees on time as the meeting goes. Ban technology. Meetings will be quicker and more efficient if all attendees are tuned in. This will save time in repeating things that people missed because they were not paying attention. Designate a note taker (VPA) and meeting leader (President). Have the note taker send meeting notes with any action items that individuals said they would complete, along with the date it needs to be completed. Take notes yourself! It is surprising to observe a meeting and see how many people aren t taking notes. Create a parking lot to manage off-topic discussions that warrant further consideration. Have the note taker add items to this. Purposes of Meetings The purposes of meetings can be summed up in 2 purposes: Decide» Make decisions» Designate roles» Prioritize Ideate» Generate ideas» Get others feedback and ideas for project planning» Create resolutions to solving conflicts or problems Other reasons for meetings that are found in meeting literature, but have different outlets rather than a meeting are celebrate (gathering), promote (product/idea launch event), network (mixer), or sharing information (can be done via or newsletter). 8

9 Advocacy Board Meetings When your President and select Senators attend Advocacy Board meetings, they are not there as individuals, but representing the community! It is their duty to ensure the information discussed there is brought back to the Community Council and greater community! Presidents and Senators will serve on 1 committee as a part of their roles: Committees In both Advocacy Board and Community Councils, the Presidents may establish special committees to study, coordinate, promote, and/or administer programs of special interest. These committees will be chaired by an Officer or other invested member and may include other residents or students. The following committees have been established: Dining Committee > The dining committee will facilitate open communication between residents and Campus Dining. The LPC will contact Campus Dining to find when their meetings are scheduled and submit names of students on the Dining Committee. Peer Community Standards Committee > The Peer Community Standards Committee will represent residents by meeting with students in conflict to provide peer mediation and reviewing community standards materials to provide student input into decision-making by University Housing. The committee will be advised by a Coordinator of Student Development who works in the core area of Community Standards. Inclusion Committee > The Inclusion Committee will focus on achieving an inclusive housing experience for all residents. The committee will be advised by a Coordinator of Student Development who works in the core area of Educational Initiatives. Community Service Committee > The Community Service Committee will assist in promoting the partnership that University Housing has established with local community service organizations. The committee will be advised by a Coordinator of Student Development who works in the core area of Educational Initiatives. yak?ityutyu Committee > The yak?ityutyu committee will provide feedback on the development of the yak?ityutyu community. The committee will be advised by the Learning Community Coordinator: Learning Community Development. 9

10 Parliamentary Procedure Quick Sheet What is parliamentary procedure? A set of rules for running a successful meeting. What are the three goals of parliamentary procedure? Make meetings run smoothly, assure everyone gets to voice their opinion, and maintain order. What is it? How You Phrase It In English Second? Amendable? Discussion? % Needed to Pass Main Motion I move that... We should do this. Yup Yup Yup 50% +1 (majority) Amendment I move to amend the motion by... I have an idea to make this motion better Yup* Yup Yup 50% +1 (majority) Close Debate I move the question Are we ready to vote yet?! Yup Nope Nope 2/3 Unanimously Close Debate I call the question Get real, we want to vote! Nope Nope Nope 100% (concensus) Correction Point of information.. There s something we all should know. Nope Nope Nope No Vote Complaint I raise a point of personal privelege! I can t take it anymore! Nope Nope Nope No Vote Confusion Point of clarification.. What the hell is going on here?! Nope Nope Nope No Vote 10 Rules Suspension Table Remove from the Table I move to suspend the rule(s) in order to... I move to table this motion until... I move to take up from the table... Let s be wild! Yup Nope Nope 2/3 We need more time to think about this. Lets talk about this again... Yup Nope Nope No Vote Yup Nope Nope 50% +1 (majority)

11 The Parliamentary Procedure Flow Chart How to Handle a Simple Motion Main Motion Second Motion is not considered without a second Amended Motion Original Motion Discussion/Debate* Bring from the table.. Vote Amend Table (or refer to committee) Yes Take action No Second Stop discussion until a later time Discussion/Debate* Amended Motion Yes Vote on amendment No Original Motion It is useful to set rules for how and how long the discussion or debate will occur...usually alternating pro/con 11

12 Resources on Meeting Information

13 Programming Event Planning Guide Task PRE-PLANNING Person Responsible Due Dates/Notes Evaluate community/participants needs and desires Ensure program is inclusive for all individuals; refer to Universal Design and Inclusive Programming Guidelines Event Lead facilitates meeting to brainstorm ideas Solidify event and major needs of event Get initial approval for event from staff lead 5 WEEKS BEFORE Task Determine date and time Determine and request location Event Lead (E) designates 2 point persons: logistics (L) and Marketing (M) Person Responsible Due Dates/Notes Assign team leaders Task 4 WEEKS BEFORE Person Responsible Due Dates/Notes Determine expected number of attendees Consider parking for guests/outside vendors Create marketing plan and marketing materials using inclusive language; triple check all marketing materials have correct information! Determine anticipated approximate budget Meet with staff lead to have marketing materials and initial budget approved 13

14 ONCE STAFF LEAD APPROVES MARKETING/BUDGET Make contact with vendors and/or partners (always CC staff lead on external communication) 3 WEEKS BEFORE Task Complete appropriate paperwork Event Authorization Form (EAF) Hospitality form (if required-see Hosp. Form) erezlife proposal Create physical marketing - displays, table tents, painted lobby posters, etc. Person Responsible Due Dates/Notes Design, print, and distribute 4 flyers per CSD. Submit to front desk at Building 31. Task 2 WEEKS BEFORE Person Responsible Due Dates/Notes Gather dry goods (cups, plates, napkins) from Programming Closet (PCV for PCV and Trinity for all others) Develop shopping list for staff lead approval Assign day-of duties for event (wayfinders, greeters, photographer, someone to greet vendor) Determine event schedule (set-up/host/clean-up) Create event layout Consider tabling for event 14

15 Task 1 WEEK BEFORE UP TILL EVENT Person Responsible Due Dates/Notes Meet with staff lead for event Confirms plans/invoice with vendors/campus partners Purchase needed supplies Determine food prep timing/instructions Consider signage/directional signs for day-of event Prepare Audio/Visual Release paperwork & signage Social media push DAY OF EVENT Task Final social media push and Remind text message Person Responsible Due Dates/Notes Confirm event roles Designate 1 person per social media outlet 2 posts during event Task AFTER EVENT Person Responsible Due Dates/Notes Send thank-you cards to appropriate parties Debrief event with Event Team (SWOT analysis) Complete and Submit Event Evaluation on erezlife 15

16 Universal Design Guidelines Universal Design definition: the design of products and environments to be usable by all people, to the greatest extent possible, without the need for adaptation or specialized design. The intent of universal design is to simplify life for everyone by making products, communications, and the built environment more usable by as many people as possible at little or no extra cost. Universal design benefits people of all ages and abilities. Our goal is for people with disabilities to participate in University Housing programs and activities as independently as possible, without the need for specialized assistance whenever possible. Preparations need to be made for both the built environment of events as well as communication efforts. Built Environment definition: the environment that you have the ability to create. The physical environment would be existing structures such as trees, hills, etc. Built Environment Entrance: Make sure entrances to the event space, stage access, restrooms, and buildings are wheelchair accessible and clearly identified. Check to make sure there is modified furniture to fit needs of a mobility device (wheelchair, walker, scooter, crutches, cane) such as meeting the minimum height requirement for tables and minimum space requirement between tables (aisle space) Signage: Make sure that all restroom, exit, and parking signs are at a height where they can be seen by all individuals Be aware of where designated handicapped parking slots are located and if available near entrance of event Be able to share a wheel chair access map of Cal Poly to clearly outline path of travel for attendants Communication: Verbal Communication Person centered language Stay away from negative phrases about individuals with disabilities. Put the person before the disability. Ex: when referring to someone with a hearing impairment you would say the person who is deaf not the deaf person If you are not sure or feel that you need more information ask the person for their preferences Check for the need for the following resources: Language Interpreter Closed captioning for movies Assistive listening device Note takers. Written Communication 16

17 Handouts / web pages: Font needs to be large Contrast of colors on the paper Electronic vs. Paper All event flyers should include the following phrase: For accessibility accommodations, please contact University Housing at ihc@ calpoly.edu or Tips for supporting diverse populations during events: Low vision or blind: Be descriptive use language that clearly states hoe far or close an object is in proximity to the person Interpret everything that is being shown so that the person can process in an auditory manner When guiding people with visions impairments, offer them your arm rather than pushing or grabbing them Learning Disability: Offer instructions both orally and visually and ask which method they prefer to use Mobility impairment:»» Sit at the approximate height of people sitting in wheel chairs when you interact Deaf or hard or hearing: Face people with hearing impairments so they can see your lips Avoid talking while chewing gun or eating Speak clearly at a normal volume and only speak louder if requested Repeat questions from audience members Use paper and pencil if the person does not read lips or if more accurate communication is needed When using an interpreter, speak directly to the person who is deaf, not the interpreter. When the person signs back, look at them, not the interpreter Psychiatric: Provide information in clear, calm, and respectful tones Allow opportunities for addressing specific questions Speech Impairment: Listen carefully. Repeat what you think you understand, and ask the person to clarify or repeat the portion you did not understand Resource: Cal Poly Accessible Event Planning Guide 17

18 Inclusive Programming Guidelines Ask yourself: This program does not coincide with specific religious observances that may exclude some members of the community. This program does not reflect stereotypes or assumptions about any ethnic or political group, orientation, or gender. The publicity does not use or depict persons by stereotypes, nor is it exclusive to one. The cultural traditions for this program have been well researched and accurately reflect the highlighted cultures. The agenda of the activities does not convey the message that particular groups are included because they have to be. Examples include calling a Christmas party a Holiday party and then not celebrating all holidays that occur at that time. This program and its publicity invite all community members to attend, not just those who are members of the topic being represented. This program does not promote traditional heterosexual activities (i.e., dating games, escort dinners). This program is accessible to all community members. This program does not promote only traditional gender roles. Planners and program presenters are prepared to confront participants or staff members if they make insensitive comments or gestures. 18

19 Programming Tips USE A COMBINATION OF ADVERTISEMENT STRATEGIES Using 3 or 4 advertising methods will be more effective than only using 1. Advertise in waves. Certain methods are better for long term advertising (3-4 weeks) while others are better for short term (1-2 weeks). DRAFTS VS FINISHED COPIES Drafts are copies the CSD has not looked at yet. Getting feedback in important as there should not be any mistakes on the advertisement. Unless the CSD has given you permission to post the advertisement, consider the advertisement a draft. Finished copies mean the CSD has looked at the advertisement, given feedback, and determined the advertisement is ready to be posted. ADVERTISEMENT LAYOUT AND DESIGN Your text color and background should complement each other. Look at sports teams uniforms for examples of colors that work well together Your ad should be organized so the ad does not feel too empty or crowed. Too much empty space makes the advertisement seem incomplete while too many words or pictures can make the advertisement seem intimidating or overbearing. Thing about who your audience is and different ways to help your advertisement connect with your audience. Are there certain words or images that would help people connect better with your advertisement? CHECK AND DOUBLE CHECK It is your responsibility to ensure the details in your advertisement are right. Ensure dates, times, locations, spelling, and details are correct. Have someone else proof-read the ad. DON T REINVENT THE WHEEL There are plenty of great examples online. A quick google search on poster making will give you a lot of great ideas There are plenty of great computer programs for making advertisements including Microsoft Publisher, Adobe Photoshop, Microsoft Powerpoint, and a lot of free programs online. Experiment with different methods and strategies to find out what works best. 19

20 Res Life Marketing Rubric 20 = Available to that group = Not Available to that group to On-Campus Students Tabling Mailbox Flyering from CSD RLE Facebook Pages In-building weekly newsle er Give out promo onal items Present to each council All hall electronic newsle er Present to IHC University Housing TV Desk Events cosponsored by an RLE en ty (building/council/staff) with a Cal Poly office or department can u lize the appropriate adver sing avenues associated with that RLE en ty. University Housing Non - RLE Inter Housing Council RLE Professional Staff Organized Event n/a n/a Their Hall Their Hall With council approval Hall/Community Council RLE Advertising Rubric If RLE event With council n/a approval Student Staff Program If IHC Says OK Cal Poly Academic Departments If IHC Says OK Cal Poly Student Support Offices If IHC Says OK If IHC Says OK Associated Students, Incorporated If IHC Says OK Cal Poly Student Organiza ons Non Cal Poly: Group or Business If groups do not observe these guidelines they may receive addi onal adver sing restric ons.

21 Budget Allocation QUARTER ALLOCATION AMOUNT PURCHASE (DEPOSIT) AMOUNT Example Starting Balance: $2, Council Advocacy Programs & Events FALL Supplies Recognition Battle of the Halls Contingency Council Advocacy Programs & Events WINTER Supplies Recognition Battle of the Halls Contingency Council Advocacy Programs & Events SPRING Supplies Recognition Battle of the Halls Contingency ALL YEAR Team Development Sample Budget Tracking REQUESTOR NAME PROGRAM TITLE AMOUNT REQUEST DATE OF PROGRAM PURCHASE AMOUNT BALANCE $2, Joe Schmo Board Games $ /5/2017 $0.00 $2, Bob Builder Night Hike to the P! $ /15/2018 $6.43 $2, Cooking with your council leader Dora Explorer $ /26/2018 $21.85 $2, Herman Sherman Root Beer Float Social $ /3/2018 $10.66 $2,

22 Sample Program Title Coffee with the Community Council Meet Your [Community Name] Community Council Purpose Community Council members will learn the steps to event and program planning through hosting an introductory event. Community members will learn about Community Council, recognize community council members, and will also be provided with information on what to expect from the community council and how to get involved through a social program. Facilitator Community Council, CSD, and IHC RA Materials Beverages: Coffee, cream, sugar/sweeteners, hot chocolate, tea, water dispenser Kitchen supplies: spoons, sink (for water) Serving Supplies: Hot beverage dispenser, coffee dispenser Setup: 1 table for beverages in corner, community council members spread throughout the meeting location Timeline How long is prep time? 30 minutes (outside of shopping time) How long will program take? 45 minutes Facilitators Guide Community Council will need to select a project lead for event, decide on a budget for the event (how much to spend on beverages), and select a time for the event. Two ways to present information during this event: 1-1 conversations between residents and community council members 1 large announcement from event lead Talking points for council members and/or council president: Meeting time information, how to get involved as a floor representative, and future events and initiatives from the community council. Set up the beverages before the program begins so that way council members can interact with residents and explain their roles/opportunities to get involved 22

23 Questions to ask community members during the event What is your name? What did you enjoy doing in high school? Would you like to see something like that happen in our community? Would you be willing to help us put that event/activity on? What are fun things that we can do for our hall? What can we do to improve [building/community name]? My position on community council is [fill in here]. I help with [position responsibilities]. Advertising What was communicated to students? (Facebook, , Newsletter, Potty Talk, poster, 8.5x11 flyer) How will you make sure residents get the message? How will you advertise event? Notes Have people commit to setting up, being present for the event, and cleaning up any excess trash/washing dishes afterwards. 23

24 Position Responsibilities 2. IHC (Overall) Officer Responsibilities 2.1. IHC Officers The IHC RA will help support Community Council efforts through their knowledge of campus resources and experience with the community. At least 1 RA will have IHC as their core area (IHC RA), and all RAs will serve as Community Council supporters. The IHC RA will be the point person in communication between RAs and Community Council. RAs and the Community Council should collaborate to plan and implement quality programming that addresses the needs and interests of the residents in their community. IHC RAs can be a significant role in connecting the two groups and developing a strategy about how to work together. There should be collaboration between the 2 groups- not competition! Serve as liaison between RAs and Community Council help promote the relationship by communication and collaboration Host 3 recruitment events and Meet the Candidates Night by start of Council campaigning on designated days per IHC Community Council Election Calendar Plan Election Reveal Party with support of other RAs and CSD Promote all IHC programs and initiatives Attend Council Training Day (encouraged) Keep IHC Roster up to date Set up IHC Bulletin Board according to template in Share Drive and maintain it Monitor Council marketing and programming including verbal outreach, online presence, and physical flyers Enter Community Council programs in erezlife Ensure RAs and Community Council members understand purpose and importance of working with each other for good of community Inform Council and RAs of each group s programs and initiatives Attend all Community Council meetings Other duties as assigned All IHC Officer Responsibilities Live on campus and arrive prior to first year student move in to plan and prepare for the upcoming academic year. Dates to be determined by the Leadership and Program Coordinator (referred to from now as the LPC) During opening, staff leadership welcome tables in first year buildings on move in day(s) and attend WOW/University Housing evening events to promote IHC Create the yearly IHC budget Attend all IHC Advocacy Board meetings, Officer meetings, and 1:1 meetings with LPC Plan, implement, and participate in IHC communitywide quarterly events Hold office hours by appointment to IHC members Coordinate Advocacy Board meeting prep/take-down for at least one quarter/year Serve as a non-voting member of IHC, except in IHC Officer elections, and in case of a tie of the voting membership Participate in an end of the year orientation/training prior for incoming officers Assist in the planning and facilitation of the Council Training Day In the absence of the President, the order of who will coordinate meetings are as follows: VPM, VPP, VPA, and then VPC One Officer should be in attendance at ASI Board of Directors, University Union Advisory Board, SUAAC Committee, and Student Philanthropy Council and serve as a representative for IHC 24

25 Other duties as assigned Approximate weekly commitments Officer Meeting Advocacy Board Meeting > Approximate weekly time commitment 1 hour Cal Poly Committee (ASI BOD, SUAAC, UU Advisory Board, and Student Philanthropy Council) > Approximate weekly time commitment 1 hour varies Advocacy Board Committee 1:1 w IHC Advisor > Approximate every other week time commitment 1 hour IHC President Responsibilities Serve as the primary representative for IHC and for all on-campus students to all University departments and functions Coordinate and facilitate Advocacy Board and Officer meetings and discussions while maintaining order and focus Prepare guest speakers and agendas, with assistance from the IHC Vice President for Administration, for the Advocacy Board meetings Appoint committees and commissions and/or delegate authority as supported by the members. Meet quarterly with the Executive Director of University Housing Forward formal bills or resolutions to be submitted to the appropriate organization or University office as necessary Participate in PACURH Donuts with the C.O.P. (Coordinator of Presidents) monthly and electronically In case of officer or member removal, shall preside over any impeachment proceedings, unless the office of President is in question. In this case, the proceedings are turned over to the Vice President of Marketing. All impeachment proceedings are done in consultation with the LPC IHC Vice President of Marketing Responsibilities Design, develop, and distribute the marketing materials for all IHC programs Ensure outreach efforts comply with University Housing and campus posting policies Outreach with campus departments to jointly develop marketing partnerships and advertising Create and distribute a quarterly newsletter that informs residents, leaders, and campus entities of IHC accomplishments and future plans Receive submissions for and maintain Cal Poly IHC Facebook and Instagram page IHC Vice President of Programming Responsibilities Support Council VPPs in leading programming efforts of their Councils During each Advocacy Board meeting, recognize a Community Council, program, or member Facilitate team building activities for Advocacy Board meetings, professional development activities for Officer and Advocacy Board meetings, and other activities as needed IHC Vice President of Administration Responsibilities Administrative Responsibilities Electronic communication for the purpose of meeting reminders, Community Council action requests, and other items Prepare typed agendas, in conjunction with the IHC President, for the Advocacy Board meetings Record, post, and distribute IHC minutes weekly; send to all Council members, CSDs, and LPC Maintain attendance records at IHC meetings Keep a current roster of all officers and committee members Maintain IHC archives, which should include IHC meetings minutes and agendas, committee minutes and agendas, amendments, and resolutions to IHC bylaws 25

26 Financial Responsibilities Work with IHC Advisor(s) and Cal Poly Accounts Office in following the standard procedures for financial purchases, disbursements and deposits Keep accurate account of all receipts and payment request forms for the IHC account. Provide a finance report at each IHC and Officer meeting IHC Vice President of Communication Responsibilities National Communications Coordinator (NCC) Serve as delegation chairperson of Cal Poly during regional PACURH and national NACURH Conferences Organize the logistics of attending regional and national conferences. Register in May yearly for membership in NACURH Gather and submit an annual research resource contribution, otherwise known as the NIC Report to the NACURH Information Center annually. Failure to comply will result in the loss of voting privileges Complete the policy and activity questionnaires sent to them by the NACURH and regional officers and returning them to the proper person by the particular date requested Nominate Cal Poly when appropriate, for NACURH and regional awards Ensure IHC maintains good standing within NACURH Communicate with Coordinating Officer for PACURH Relations Attend monthly regional chats (electronically) with PACURH Poly Canyon Village Communications Coordinator Attend all PCV Community Council Meetings Attend a PCV Community Council event monthly Facilitate PCV and IHC engagement through best-fit methods for the community town halls, weekly meetings, Community Council programming, career workshops, etc. 3. IHC Community Council Officer Responsibilities 3.1. All IHC Community Council Officer Responsibilities Attend weekly Community Council meetings and programs Meet individually with the Council Advisor as needed Work with Advisor, IHC RA, and other Officers to train and support all Council members in their role and responsibilities Serve as a motivator in the Community by keeping residents informed and excited about residence hall functions Hold a weekly office hour; Presidents will hold two During office hours, Officers will complete IHC and Community Council-related work and possibly meet with groups such as residents, Advisor, IHC RA, other Officers, other Councils and campus groups. Other duties as assigned 3.2. IHC Community Council President Responsibilities Ensure completion of Council programs and initiatives, delegate responsibilities to Council members, and appoint committees Establish and support effective Council communication and mediate Council conflicts Recruit Council members to fill vacant positions or areas of need Assist with program planning, team development, and staffing IHC events Attend weekly IHC Advocacy Board meetings with Council Senator(s) President will report to Council and community on information such as upcoming programs, volunteer opportunities, building damages, funding requests, student/program/advisor recognition, and IHC committees Lead Community Council meetings by providing vision and direction Meet every other week with Advisor 26

27 Non-voting member except in the case of a tie In the case of Officer or membership removal, the President will preside over an impeachment proceedings unless the office of the President is in question; in this case, proceeding is turned over to the VPP; all impeachment proceedings are done in consultation with the Advisor 3.3. IHC Community Council Vice President of Marketing Responsibilities The Community Council VPM is responsible for marketing and advertisement through electronic or physical marketing materials of Council programs and initiatives. Coordinate the postings in the Community through standards set by University Housing Ensure outreach methods are timely, appropriate, and aesthetically pleasing Get Advisor s approval on all publicity before being posted Update IHC Calendar Maintain social media outlets including Facebook, Twitter, Instagram, Snapchat, and newsletter Serve as the Council photographer or delegate this duty at all Council-sponsored events, gather photos from residents, upload photos to sharing outlets, and create slideshows to be shared at events If established, chair the Marketing Committee for creating advertising for community initiatives/events 3.4. IHC Community Council Vice President of Programming Responsibilities The Community Council VPP leads all Community Council programming through events or initiatives. Incorporate feedback from Officers and Council members to develop Community Council programs and activities (community-wide) Conduct meetings in the absence of President Develop and contribute to IHC master calendar of Council events by communicating updates to the IHC VPP Work with Resident Advisor staff on programming topics by coordinating with the CSD Advisor to attend a monthly complex staff meeting Work with Advisors for social programming & intramural sports to plan system wide activities If established, chair the Event Committee for creating and implementing Community programs 3.5. IHC Community Council Vice President of Administration Responsibilities The Community Council VPA is responsible for administrative duties surrounding financial management, record-keeping and Council correspondence. Responsibilities: For Community Council - records and electronically stores, maintains and shares the minutes, agendas, and roster For Cal Poly and the general public maintains files of Council meeting minutes and constitutional amendments, ready to provide if needed Ensure maintenance of all financial records such as receipts Assists President in voting processes and counts Records attendance and voting records in minutes 3.6. IHC Community Council Senator Responsibilities Senators focus on advocating for their community and depending on community population, a specific amount will have the opportunity to serve as on IHC Advocacy Board. These positions are non-elected and can be added at any time, however the limit to votes in Advocacy Board still applies. Represent their Community at weekly IHC Meetings with Council President 27

28 Community Council Senator positions can be filled at any time for students interested in advocacy in the community Only a select amount of Senators per community can vote in Advocacy Board, based on representation by population. 3 Senators: Poly Canyon Village, Cerro Vista, Santa Lucia/North Mountain, Yosemite, Sierra Madre 1 Senator: Trinity, Tenaya, Sequoia, Muir Select Senators who attend advocacy Board will report on Council information such as upcoming programs, volunteer opportunities, building damages, funding requests, student/program/advisor recognition, and IHC committees 3.7. IHC Community Council Community Representatives Community Representatives focus on event planning and community building. Their focus does not lie in advocacy or initiatives for the building, but rather event support and social events. These positions are nonelected and can be added at any time. 4. Council Advisor Responsibilities All Community Councils will have at least one Advisor who is a Coordinator of Student Development (CSD) or Graduate Assistant (GA) within the community. For communities without a GA, depending on your IHC RA s experience and developmental level, some of these duties may be delegated to them. Oversee Council Elections and recruit full board of IHC Officers and Senators (at least amount allowed to vote in Advocacy Board) Host 2 Info Sessions for Community Council Recruitment by start of Council campaigning on designated days per IHC Community Council Election Calendar Participate in Council Training Day either in Advisor Track for current Advisor or as a presenter for those who aren t advising Attend all Community Council meetings Meet with Community Council Officers every other week Meet one-on-one with Community Council President every other week (simplest to schedule the 1:1 appointment w President after Officer meeting) Provide 2 professional development exercises to Community Council in Officer meetings (see Share Drive for these exercises and corresponding sketches) Meet one-on-one with Community Council Officers and members as needed Meet quarterly with the Leadership and Program Coordinator Attend at least 1 Advocacy Board meeting in the Fall quarter Keep the IHC roster up to date Monitor Advocacy Board attendance sheet shared via OneDrive Manage Council budget with assistance of VPA Share Council business with University Housing and other campus departments Notify LPC of any Community Council members in violation of Community Standards Provide Council members with team development experiences each quarter Supervise IHC RA to ensure responsibilities are being met Provide support, guidance, information, and procedural clarification as needed Non-voting member, but has power to veto Other duties as assigned 28

29 5. IHC Resident Advisor (RA) Responsibilities The IHC RA will help support Community Council efforts through their knowledge of campus resources and experience with the community. At least 1 RA will have IHC as their core area (IHC RA), and all RAs will serve as Community Council supporters. The IHC RA will be the point person in communication between RAs and Community Council. RAs and the Community Council should collaborate to plan and implement quality programming that addresses the needs and interests of the residents in their community. IHC RAs can be a significant role in connecting the two groups and developing a strategy about how to work together. There should be collaboration between the 2 groups- not competition! Serve as liaison between RAs and Community Council help promote the relationship by communication and collaboration Host 3 recruitment events and Meet the Candidates Night by start of Council campaigning on designated days per IHC Community Council Election Calendar Plan Election Reveal Party with support of other RAs and CSD Promote all IHC programs and initiatives Attend Council Training Day (encouraged) Set up IHC Bulletin Board according to template in Share Drive and maintain it Monitor Council marketing and programming including verbal outreach, online presence, and physical flyer Enter Community Council programs in erezlife Ensure RAs and Community Council members understand purpose and importance of working with each other for good of community Inform Council and RAs of each group s programs and initiatives Attend all Community Council meetings Other duties as assigned 6. Leadership and Program Coordinator (LPC) Responsibilities The Leadership and Program Coordinator is responsible for the coordination and implementation of Inter Housing Council with the support of Council Advisors, IHC Officers, and Event Team Co-Advisors. Supervise IHC Event Team and Event Team Co-Advisors Advise IHC Advocacy Board and IHC Officers Guide Council Advisors during the year and through quarterly meetings Provide support, guidance, information and procedural clarification to members of IHC as needed Share the business of IHC with the University Housing professional staff and other University Administrators as needed Guide Community Council Advisors and support them as needed and through structured quarterly meetings with each Council Advisor May not vote, but holds the power of veto with the support of the Executive Director of University Housing 29

30 Important Dates Fall Thursday, September 14 Friday, September 29 Saturday, September 30 Thursday, October 5 Friday, December 1 Monday, December 4 Friday, December 8 Winter Monday, January 8 Friday, February 9 Saturday, February 10am Friday, March 16 Monday, March 19 Friday, March 23 Spring Monday, April 2 Thursday, April 12 Saturday, April 14 Friday, June 8 Monday, June 11 Friday, June 15 First day of fall classes Pre-Training Mixer Council Training Day First Advocacy Board Meeting Last day of fall classes Fall finals week Community Councils host or collaborate with RAs to host finals support event in communities First day of winter classes Dance Marathon philanthropic opportunity for Community Councils to raise money for children s hospitals and attend a fun event! Last day of winter classes Winter finals week Community Councils host or collaborate with RAs to host finals support event in communities First day of spring classes Open House Community Councils outreach in their buildings, IHC Officers and Event Team staff Open House tables Last day of spring classes Spring finals week Community Councils host or collaborate with RAs to host finals support event in communities 30

31 Contact List LEADERSHIP CONTACT LIST ResLife & Education Student Leadership Office - ROLO FRONT DESKS Fremont - Bldg Muir - Bldg Santa Luicia - Bldg 106 & N. Mtn Bldgs Sequoia - Bldg Sierra Madre - Bldg Tenaya - Bldg Trinity - Bldg Yosemite - Bldg Cerro Vista Front Desk PCV 1 Front Desk - Aliso, Buena Vista, Inyo PCV 2 Front Desk - Estrella, Corralitos, Dover PCV 3 Front Desk - Huasna, Gypsum, Foxen

32 Housing Community Map POLYCANYON RD 9 D R SPORTS COMPLEX SPORTS COMPLEX RD 48X LEANING PINE 32 ARBORETUM EQUINE CTR 48 ENV HORT SCI 161 JANSSEN FIELD 16 BEEF UNIT 160 BAGGETT STADIUM H14 VIA CARTA H14 48Q VILLAGE DR 371B DRUMM RESERVOIR 171D DOVER VILLAGE DR 136 ITRC 371 CANYON PARKING R4 CANYON IRCLE C 171E ESTRELLA 171C CORRALITOS VISTA CABALLO 171B 171I BUENA VISTA INYO 171A ALISO 171F FOXEN 171H HUASNA CANYON CIRCLE 171G GYPSUM 171 POLY CANYON VILLAGE POLY BRIZZOLARA CREEK CANYON RD 8 7 H13 4 RESEARCH SPORTS FIELDS CTR E. CREEK RD CALIFORNIA BLVD CALIFORNIABLVD MUSTANG DR N. PERIMETER RD CALIFORNIA BLVD DEXTER RD HIGHLAND DR COLLEGE AVE CAMPUS WAY PINNACLES RD E. CREEK RD CUESTA AVE UNIVERSITY DR VIA CARTA N. PERIMETER RD CAMPUS WAY VILLAGE DR R3 271 VILLAGE PARKING 170C 170F HOLLISTER ISLAY 170B 9 CABRILLO FARM SHOP H2 170A 71 MORRO TRANSPORTATION G 24 UNIV FACILITIES SAN LUIS FOOD 8A POLICE PROCESSING AG 58 & MARKET ENGINEERING 80 H4 WELDING SHOP E.H.S H2 8 AG CORP H4 DIABLO ENGINEERING 74 ADMIN PALOMAR 100 ENGINEERING IV AG SCIENCES SHASTA 41A H4 ENGR BROWN 197 PLAZA ENGR BONDERSON FAC OFC R1 LASSEN WHITNEY ENGR III CTR NORTH ADVANCED B ENGLISH 33 TECH LABS REINHOLD FISHER H11 SCIENCE AERO SCIENCE NORTH HILLCREST HOUSING KENNEDY ERHART AG LIBRARY 38 TRINITY ENGINEERING MATH & SCIENCE A1 106 C7 SANTA LUCIA BAKER SCIENCE H DEXTER FAC OFC 1 EAST ADMINISTRATION ARCHITECTURE & MUIR 108 E DES DEXTER LAWN 20 SEQUOIA 2 52B ENGR EAST 52 COTCHETT 65 SCIENCE EDUCATION 14 UNIVERSITY 109 PILLING UNION FREMONT 20A C4 3 COMP SCI 65 FORBES 110 BUSINESS 21 UNIVERSITY FAC OFC TENAYA O'NEILL ENGR WEST STORE 44 SPANOS PAC GREEN THEATRE SIMPSON 26A DINING COHAN CTR CRANDALL 186 CONSTRUCTION PRESS 45 MUSTANG GYM DAVIDSON INNOV CTR C6 112 ENGR WAY MUSIC VISTA GRANDE 46 GRAPHIC ARTS 76 SOUTH NATATORIUM 43A KINESIOLOGY MOTT SIERRA MADRE P E SPANOS STUDENT STADIUM SERVICES 43 42A G-S 51 RECREATION CTR ANDERSON 130 UNIVERSITY POOL GRAND PARKING HOUSE G1 CHASE JESPERSEN SMITH HEALTH ALUMNI CTR POOLS TENNIS CTR COURTS C4 C2 C3 117 ORFALEA CHILDREN'S HERON CTR G4 R2 117T C1 CAD RESEARCH TRACK VILLAGEDR SLACK ST 28 CITY OF SAN LUIS OBISPO FROM CAL POLY EXIT MUSTANG DR 200 METERS G F H12 MONTE VISTA PL UNIVERSITYDR E FOOTHILL BLVD H16 VIA CARTA S. PERIMETER RD CARPENTER CRANDALL WAY E S VIA CARTA SAFETY WAY E. E. FOOTHILL BLVD N. POLYVIEW DR HATHWAY AVE TRUCKEE RD S. POLYVIEW DR KENTUCKY ST D VILLAGE DR N. PERIMETER RD HATHWAY AVE MOTLEY POLY S. PERIMETER RD ALLEY LONGVIEW LN CANYON RD TAHOE RD W CERRO VISTA CIRCLE MOUNTAIN LANE GRAND AVEGRAND SLACK ST ALBERT DR 170E BISHOP 170D 170 ROMAULDO CERRO VISTA KLAMATH RD DEER RD PACHECO WAY GRAND AVE G2 R2 C YOSEMITE AVE B A PRIVATE VISITOR'S INFO 1 32