There s No Place Like The Residence Halls Program of the Year Hall Officer Orientation and Training 2016 East Tennessee State University Tennessee Association of Residence Halls TARH-Vegas TARH 2017
How the balloon was launched Program Overview The first night of Hall Officer Orientation and Training began with registration, where the attendees picked up their name tags, tee shirts, and meal tickets. Registration was also where Hall Councils dropped off their banners and clothespins for judging. After registration, the Co-Chairs welcomed the Hall Councils, gave some brief updates and announcements, and left time for question and answer. Next, the Hall Councils performed their Roll Calls. To end the night, Hall Officer Orientation and Training joined Buctainment for a S mores Night. The second day of Hall Officer Orientation and Training was full of leadership development and fun. The day began with a How To programming session, and was followed by a Leadership Behavior and Personal Development programming session. After the first two programming sessions, the Hall Councils ate Lunch in the East Tennessee State University Marketplace, an all you care to eat dining hall. Up next was the Diversity programming session, full of high level leadership development. Following the last programming session, there was a Fashion Show, where the Hall Councils dressed up as their assigned character and modeled for the Residence Hall Association Executive Board. The following facilities were utilized for Hall Officer Orientation and Training 2016: Culp Center Ballroom Tri Hall Field Culp Center Meeting Rooms Marketplace Buccaneer Ridge Clubhouse Buccaneer Ridge Swimming Pool Hall Officer Orientation and Training 2017 was held on Friday, September 9th and Saturday, September 10th. After a long day of leadership development, Hall Officer Orientation and Training ended at the Buccaneer Ridge Clubhouse and Pool, with pizza, a pool party, and an awards ceremony. Hall Officer Orientation and Training was planned by Residence Hall Association President Rebekah Cisney, and National Communications Coordinator Stephanie Hill, who served as Co-Chairs. 1
The road through the forest Program Origination and Development Hall Officer Orientation and Training has become a tradition of the East Tennessee State University Residence Hall Association. Each Fall, the Residence Hall Association plans a two day event to introduce new Hall Council Executive Board Members and General Body Members alike to Hall Council, the Residence Hall Association, and the Department of Housing and Residence Life as a whole. The theme for Hall Officer Orientation and Training 2016 was There s No Place Life the Residence Halls. The theme was based off of the 1939 movie The Wizard of Oz. The East Tennessee State University Residence Hall Association chose this theme because we felt that many college students could relate to the feelings Dorothy had when she found herself in a new place all on her own. We hope the students who live in our Residence Halls find friends along the way, use each others strengths to overcome any obstacles that block their path, and realize that there s no place like their East Tennessee State University home. Hall Officer Orientation and Training underwent several significant changes during the 2017 planning process. 1. In previous years, the Campus Development and Education Coordinator planned Hall Officer Training. However, as of Fall 2016, the Campus Development and Education Coordinator position was dissolved from our Executive Board. Therefore, the planning of Hall Officer Orientation and Training was placed on the President and National Communications Coordinator. 2. Co-Chairs Rebekah and Stephanie decided to reach out to professional staff members with invitations to present, creating a more professional leadership conference setting, as opposed to previous years when students handled presentations. 3. Instead of inviting someone to give a keynote speech, Buctainment, the on campus programming board, invited Hall Officer Orientation and Training to a S mores Night in Tri-Hall field. 2
Granting Dorothy s wish Program Schedule Friday, September 9th 5:00pm 5:30pm Check-in and Registration 5:30pm 5:40pm Welcome and Announcements 5:40pm 6:00pm Roll Call 6:00pm 6:45pm Question and Answer/Hall Council Breakouts and Brainstorm 7:30pm 10:00pm S mores Night with Buctainment Tri-Hall Field Saturday, September 10th 10:30am 11:05am Programming Session 1 Follow the Yellow Brick Road How to Write Amendments, OTMs, and Legislation How to Apply for BucFund and Mallard Money How to Register Your Student Organization How to Run a Meeting How to Plan an Event 11:05am 11: 40 Programming Session 2 We re Off to See the Wizard Till the Sand Runs Out: Quality versus Quantity Walking in New Shoes: Stepping out of the Box I Have a Feeling We re Not in Kansas Anymore: Overwhelmed Doesn t Mean it s Over What s Your Shade of Green: True Colors 11:45am -12:00pm Question and Answer 12:05pm 12:55pm LUNCH 1:00pm 1:35pm Programming Session 3 If I Only Had a Brain, Heart, Nerve Friends of Dorothy: Gender and the Spectrum Wear your Mask: Microagressions and Stereotypes Can you See Me: Race and Ethnicity 1:40pm 2:05pm Banner and Clothespin Swap 2:05pm -2:40pm Fashion Show 2:40pm 2:50pm Announcements for Top Two 2:55pm 3:30pm Presentation Top Two 4:00pm 9:00pm Cook Out, Pool Party in Buc Ridge Clubhouse, Award Ceremony 3
The journey to the great oz Program Goals Throughout the summer, Co-Chairs Rebekah and Stephanie worked hard to plan Hall Officer Orientation and Training 2016. During their planning, the following goals were created: Streamline the registration process through the use of Google Forms. Bring in professional staff members for programming sessions to create a more professional conference setting. Utilize more areas on campus, such as Tri-Hall Field and Buccaneer Ridge. Minimize the cost of food. Create a well-round diversity track, with mature, relevant topics. Co-Chairs Rebekah and Stephanie before closing ceremonies during Hall Officer Orientation and Training 2016 4
Search for the wicked witch Program Marketing and Communication Marketing for Hall Officer Orientation and Training 2016 Since Hall Officer Orientation and Training is created with Hall Councils in mind, the East Tennessee State University Residence Hall Association wanted to ensure that everyone in Hall Council knew about and was excited for the conference. The East Tennessee State University Residence Hall Association Executive Board attended individual Hall Council meetings to answer questions, help with registration, and get members excited to attend! Communication With Advisors National Communications Coordinator and Co-Chair Stephanie Hill handled communication with Hall Council Advisors. The main form of communication between Stephanie and the Hall Council Advisors occurred through the East Tennessee State University Residence Hall Association email. Stephanie sent updates through what was named a HOOT Packet, which contained important information such as schedules, spirit guides, and The welcome letter included Advisor updates. The HOOT Packets matched the conference theme, and were in PDF format. in the HOOT Packet Communication With Presenters President and Co-Chair Rebekah handled communications with Presenters. This communication included: sending invitations to potential Presenters, handling room assignments, answering questions, and confirming Presenters the week prior to Hall Officer Orientation and Training 2016. Rebekah communicated with the Presenters via the East Tennessee State University Residence Hall Association email. 5
The magic art of the great humbug Program Educational Components Diversity The East Tennessee State The East Tennessee State Program session two contained University Residence Hall Association is committed to Diversity and Inclusion. programs that aimed to help Hall Council members grow and development themselves. This track included topics like: Overwhelmed To help educate our Hall Council members, Program session three contained programs that focused on Doesn t Mean It s Over and Stepping Out Of Your Box University Residence Hall Association believes that all of our Residence Halls are communities, and that our Hall Councils play a large role in making ETSU feel like home for our students. The East Tennessee State University understanding and celebrating diversity, such as Friends of Dorothy, Wear Your Mask, and Can You See Me. Community Personal Growth Residence Hall Association believes that in order to be a good leader, you have to take time to focus on self growth and development Our goal when planning any event is to bring our students together and give them a sense of ownership to our Residence Halls, and to campus as a whole. Leadership Development One of the fundamental reasons the East Tennessee State University Residence Hall Association hosts a Hall Officer Orientation and Training each year is to help the new Hall Council Executive Boards and Hall Council Members learn how to become better leaders. Because of our commitment to Leadership Development, we created programs like What s Your Shade Of Green and Till The Sand Runs Out to help educate our attendees on how to development themselves into better leaders. 6
The rescue Student Input The East Tennessee State University Residence Hall Association Executive Board President and National Communications Coordinator were responsible for planning and overseeing all aspects of Hall Officer Orientation and Training. The East Tennessee State University Residence Hall Association Executive Board Vice President, Business and Secretarial Chair, and Public Relations and Branding Chair were responsible for helping with set up, tear down, and team building. Additionally, the Branding and Pubic Relations Chair was responsible for taking photographs throughout the two day event. Hall Council Advisors were asked for input during the planning process on what they would like to see presenter at Hall Officer Orientation and Training. Advisors were also asked to think back to former conferences and give feedback on what they liked and did not like. The East Tennessee Stat University Residence Hall Association also reached out to the Resident Advisors to ask for their input on what they wanted to see at Hall Officer Orientation and Training. Resident Advisors wanted to see more team building and less ice breakers. 7
The cyclone Program Budget Supplies Spent Beginning Balance Remaining 1500.00 Notepads 32.87 1467.13 Shirts (90) 604.80 862.33 Dinner and Drinks 350.00 512.33 Lunch in Marketplace 338.00 174.33 Decorations and Supplies 25.00 149.33 Ending Balance 149.33 8
Attacked by the fighting trees Program Evaluation Tools At the Residence Hall Association General Body Meeting immediately following Hall Officer Orientation and Training, we asked the General Body Members to provide us with feedback on Hall Officer Orientation and Training 2016. We were told they really liked the Diversity Track, but wanted more time to bond with their Hall Councils. Hall Council Advisors, who meet weekly with the Department of Housing and Residence Life, were also asked to evaluate Hall Officer Orientation and Training 2016. We were told they would like us to remove Top Two Presentations, and to add Hall Council Brainstorming Time on Saturday. Rebekah and Stephanie, the two Hall Officer Orientation and Training Co- Chairs, asked the Residence Hall Association Executive Board to provide their input on the conference. We were told the Board wanted to be more involved in the planning, and wanted to work more one on one with the Hall Councils during brainstorming sessions. Co-Chair Stephanie Hill with Public Relations and Branding Chair Sarah Halfacre, who took photos throughout the conference. 9
A horse of a different color Program Creativity and Uniqueness Since Hall Officer Orientation and Training is an annual event for the East Tennessee State University Residence Hall Association, it is not easy to make each year different and unique. However, Co-Chairs Rebekah and Stephanie were devoted to making Hall Officer Orientation and Training 2016 unique. As a result, the two Co-Chairs decided to theme the conference after the Wizard of Oz, and tie the conference into the idea that East Tennessee State University is a home away from home for the students. In order to make this Hall Officer Orientation and Training different from previous ones, Rebekah came up with the idea to change the schedule. We decided to not have a keynote speaker, and to partner with Buctainment for Friday night s events. Additionally, Rebekah and Stephanie wanted to make closing ceremonies more entertaining, so the two decided to move the closing ceremonies to Buccaneer Ridge Clubhouse and Pool. By making this change, we allowed attendees to swim and play pool games during the award ceremony. Governors Hall Council at Hall Officer Orientation and Training 2016 10
The deadly poppy fields Program Successes and Challenges Successes Streamlined the registration process Made it easier for the Hall Council Advisors to manage registration Made it easier for Co-Chairs to create nametags and manage information Brought in Staff Members to present program sessions Made conference feel more professional Took program presentations off of RHA Executive Board Utilized more areas of campus, such as Tri Hall Field and Buccaneer Ridge Allowed students to spend time in areas of campus they normally do not, such as the Buccaneer Right Club House Increased attendance to record breaking numbers Minimized the cost of food through cutting breakfast and partnering with Sodexo Starting the conference later in the morning allowed us to not buy breakfast Partnering with Sodexo allowed freshmen and other students who had meal plans to eat for free, lowing the cost of lunch on RHA For dinner, we partnered with a local pizza place who gave us a great deal on salad, pizza, and breadsticks Challenges Moving to a Co-Chair model made it difficult to keep the rest of the Executive Board in the know The Public Relations and Branding Chair did not advertise for Hall Officer Orientation and Training 2016 due to lack of communication and lack of digital files (logos, fonts, etc.) The Vice President could heave helped with some of the preparations if she would have had more direction. We blame lack of communication for this challenge Having the conference so early in the semester made it difficult to secure presenters Some presenters were already booked for that weekend Some presenters did not reply fast enough, so we have to move forward with other options 11
Away to the south Program Adaptability Hall Officer Orientation and Training can be adapted to fit any Residence Hall Association s needs. Conference Location Any Student Union would work for meeting rooms, and most Campus Recreation Centers would be the perfect location for opening and closing ceremonies. Also, if your Institution has a climbing wall or obstacle course, that is the perfect place to do teambuilding and problem solving. S mores Night For S mores Night, the East Tennessee State University Residence Hall Association used our fire pit. However, if your Institution does not have a fire pit, a small charcoal grill works great. Hosting on a Budget Additionally, Hall Officer Orientation and Training can be adapted to fit any budget. Shirts are fun, but are not a requirement if your budget is slim. Decorations can get expensive, but balloons are a cheap option if no one has a severe latex allergy. Streamer paper, paper yellow brick roads, and witch hat cut outs are also easy and cheap to make. Dining Options and Alternatives If the conference starts late and end early enough, breakfast and dinner do not have to be provided. For lunch, your food service provider should be able to give you a group rate. If not, local pizza places are often open to donating if you can provide a letterhead. A Make Your Own Sandwich Station is also a good option, just be aware of food allergies. 12
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