Housing Occupancy Plan for 2015-2016 academic year

TEMPLE UNIVERSITY HOUSING OCCUPANCY MASTER PLAN FOR 2015–2016 1

THE OFFICE OF UNIVERSITY HOUSING & RESIDENTIAL LIFE

HOUSING OCCUPANCY MASTER PLAN

–FALL 2015/SPRING 2016

TEMPLE UNIVERSITY HOUSING OCCUPANCY MASTER PLAN FOR 2015–20162


INDEX–

4 INTRODUCTION

5 RESIDENTIAL LIFE AT TEMPLE UNIVERSITY

5 20/20 STRATEGIC DIRECTIONS FOR TEMPLE UNIVERSITY HOUSING & RESIDENTIAL LIFE

6 INVENTORY NEEDS

9 ROOM USE FOR SPECIALTY HOUSING

13 STUDENTS’ DEMAND FOR ON-CAMPUS HOUSING

16

HOUSING OCCUPANCY MASTER PLAN

ANNUAL HOUSING SELECTION PROCESS

21

28 TRAINING SESSIONS FOR SWSA SYSTEM

30 SPECIALTY HOUSING PROCEDURES Student Staff

Athletics

Medical Accommodations

Living Learning Communities

IMPORTANT THINGS TO KNOW ABOUT THE 2014 HOUSING SELECTION PROCESS Timeline

By the Numbers

Get the Inside Scoop

Mitchell and Hilarie Morgan Residence Hall & Dining Complex

MARKETING COMMUNICATIONS Integrated Marketing Communications Plan for FY14-15

Timeline

Important Dates


Over the past two decades, Temple has emerged as a vibrant, residential,

urban campus, encouraging students to immerse themselves fully in the

college experience through on-campus living closely connected to a diverse

and engaging community and city.

Rapid enrollment growth of high school graduates in recent years, burgeon-

ing adult student enrollment, and smoother access for increasing numbers

of transfer students from community colleges and 4-year institutions have

all coalesced to diversify the undergraduate student “mix” and talents in

educationally powerful ways. Those changes in combination with the evolution

of Temple University as a leading research university, the attendant prolifera-

tion of graduate programs, and a compact core campus with relatively rigid

boundaries nestled in the North Philadelphia neighborhood are shifting the

character of the University and perceptions of it as an undergraduate institu-

tion focused on academic excellence and a unique collegiate experience.

Temple University’s on-campus housing program is at a crossroads where

decisions made now will impact the college experiences of future generations

of students. As at any university, there are alternative futures. This plan for

campus housing reasserts Temple’s strength as a campus of decidedly and

exuberantly residential character, using that strength to support student suc-

cess, high-quality life-changing learning, and ready engagement in the com-

munity both on and beyond the campus.

PURPOSE AND PROCESSThe Temple University Strategic Housing Occupancy Master Plan responds

to the need for a sharpened focus on, and long range view of, campus hous-

ing in the larger institutional context. A confluence of factors is significant:

increasing complexity of Temple University’s mission as a research university,

traditional guiding assumptions about the residential character of the campus

and the undergraduate experience, institutional enrollment growth, student

housing demand, housing facilities condition, Academic Strategic Compass,

institutional partnerships for community and economic development, and the

University 20/20 plan.

The purpose of the Temple University Strategic Housing Occupancy Plan is to

provide University administrators and other institutional decision makers with

background information and priorities against which discrete decisions about

housing projects and directions can be made in future years. Institutional pri-

orities and student learning goals of special importance in the development

of the Temple University Strategic Housing Plan are:

INSTITUTIONAL GOALS AND PRIORITIES:• Access to the University.

• First-choice institution for increasing numbers of students.

• High-quality undergraduate experience in a research university.

• Student success: retention and graduation.

• Student learning in an inclusive culture of engaged scholarship, civic

responsibility, and community service.

STUDENT LEARNING GOALS AND PRIORITIES:• High impact learning experiences.

• Meaningful connections between learning in the classroom and the

residential experience.

• Integration of learning through learning communities and

capstone experiences.

The process of preparing the strategic housing occupancy plan included con-

sideration of Temple’s 20/20 Plan, re-evaluation of the rationale for on-cam-

pus student housing, analysis of enrollment projections, and a review of the

Temple University’s campus housing system’s strengths, weaknesses, oppor-

tunities, and threats.

A fundamental planning question was determining the desired mix of

students which should comprise the Temple University housing program.

INTRODUCTION–


GOALS:• Optimize accessibility of campus housing by increasing capacity and

maintaining affordability, in support of Temple’s goals for student

recruitment, academic achievement, and retention.

• Create powerful “gateway” experiences for first-year students in the

residence halls and outstanding residential experiences for students

at subsequent class levels to meet their individual learning and

developmental needs.

• Enrich community life and student learning by providing residentially-

based opportunities and connections to co-curricular programs of

student engagement and experiential learning.

• Address housing facility needs of future students through ensuring

access, safety, academic and programmatic support, sustainability, and

marketability.

20/20 STRATEGIC DIRECTIONS FOR TEMPLE UNIVERSITY HOUSING & RESIDENTIAL LIFE–• Support and enhance the University’s enrollment

management strategy.

• Be the first-choice living environment of undergraduate

students at all class levels.

• Enhance the learning potential of residence hall living.

• Build assertively, by facilities and programs, on the special attribute

of being a strong residential community of common purpose in a

metropolitan environment which holds a wide array of experiential

learning opportunities through community service, civic engagement,

service-learning, internships, and part-time work.

RESIDENTIAL LIFE AT TEMPLE UNIVERSITY–In Our Underachieving Colleges (2005), Derek Bok identifies a major flaw

in the approach of undergraduate institutions. They do not devote enough

attention to the rich learning opportunities through the “extra curriculum.”

The on-campus residential experience is one exemplar of these types of

important engaging experiences. Residential life enhances access to Temple

University by providing affordable, safe, educationally purposeful conditions

for students living away from home for the first time.

Temple’s campus housing serves as the gateway experience to the University

for approximately 75% of the incoming freshman class. Living in the

residence halls may be the only common experience the majority of Temple’s

new students share. It is a unique opportunity to develop a community of

scholars connected for a lifetime to Temple, learning, and the ideals of an

academic community.

Residential Life helps Temple students stay in school. Tracking data show

consistently higher rates of persistence at Temple by students who lived on

campus their first semester than by their cohorts who lived off-campus their

first semester.

Residential Life provides learning environments, peer role models, and

student-faculty informal interaction not available to off-campus students,

through learning communities, residential colleges, and special interest

groups. Over eight hundred (800) students were accepted as members for

the Fall 2011 / Spring 2012 in one of thirteen (13) living-learning communities

and special interest living groups. Living Learning Communities help students

succeed and Temple University data shows freshman students gained greater

academic success compared to both students who lived on campus and do

not participate in LLC programs and students who did not live on campus.

Residential Life both advances and reflects that vision every day. It provides

informal interaction, leadership roles, self-governance opportunities, and

multicultural contact in a student community more ethnically diverse than the

larger University community. The residence hall communities facilitate and

deepen the experiential opportunities for academic development and growth;

develop citizens who are intellectually engaged, care for one another, resolve

conflicts, and provide a solid basis for academic achievement and retention.


INVENTORY NEEDS


OVERVIEW OF INVENTORY NEEDS TO MEET HOUSING DEMAND

OVERVIEW OF INVENTORY NEEDS TO MEET HOUSING DEMAND The following information details the inventory that currently exists within University Housing:

HOUSING COMPOSITION CAPACITY RENTED SPACE STUDENT STAFF BEDS TOTAL CAPACITY

NEW STUDENT SPACES“1300” suites 705 – 14 719

“1940” 465 – 13 478

Hardwick Hall 480 – 12 492

Johnson Hall 472 – 13 485

Morgan Hall - South

Peabody Hall

632

286

-

–

27

8

659

294

White Hall 556 – 18 574

TOTAL 3,596 - 105 3,701

RETURNING STUDENT“1300” apartments 294 – 17 311

Temple Towers 594 – 13 607

Morgan Hall 604 – 12 616

TOTAL 1,492 - 42 1,534

RENTED SPACE– - - -

TOTAL - - - -

GRADUATE HOUSINGPodiatry Residence Hall 129 – 2 131

– - -

– – -

TOTAL 129 - 2 131

GRAND TOTAL 5,217 - 147 5,366

KEY:

NEW STUDENTS RETURNING STUDENTSGRADUATE STUDENTS


Currently, the Office of University Housing and Residential Life has 5,366

beds, continuing with the rental of 138 beds from Philadelphia Management

Company at the Elmira Jeffries Apartment Complex.

Based on housing and Admissions trends, we’d recommend maintaining the

following levels for the following occupancy demand:

TOTAL DEMAND 5,366 (CURRENT LEVEL)New Main Campus Freshman ‘15 3,500 *

Returning Students ‘15 1,717**

Returning Sophomores

Returning Juniors & Seniors

New Main Campus Transfers ‘15

Graduate Students ‘15

Staff ‘15

1,024

500

200***

129

149

THE FOLLOWING INFORMATION DETAILS THE INVENTORY THAT CURRENTLY EXISTS WITHIN UNIVERSITY HOUSING:

According to estimates outlined on the following pages, in order to

accommodate the minimum estimated number of students projected for

the 2015-2016 academic school year, the University is planning to offer 5.217

beds to meet demand from following segments:

• Incoming freshman (NMF15)

• Returning sophomores, juniors, and seniors (RR15)

• Transfers (NMT15)

• Graduate students (GR15)

* This number represents 81.5% of the projected class size for FY 15-16 (4,200 - 4,300) with an additional allocation of beds. (For Fall 2014 the last Admissions report for

deposited incoming freshman was 4,971 on September 10, 2014. And with 3,824 freshman submitting deposits, the percentage of students who were admitted and paid

a housing deposit was 77% of all incoming freshman.)

** Projected demand from Returning Residents for Fall 2015. This number includes anticipated demand for Returning Sophomores, Juniors, and Seniors. We are planning

to offer 500 beds for Juniors and Seniors. Housing deposits recieved in Fall 2013 was 1,609. We anticipate demand for returning residents with the heightened interest in

the new building and increased awareness of expanded capacity for returning residents. Historically, deposits are as follows; Fall 2012 (1,308), Fall 2011 (1,350), Fall 2010

(1,313), Fall 2009 (2,036).

*** Traditionally we have always assigned approximately 200 beds for transfer students considering that demand has typically exceeded our ability to offer transfer students

accomodations in a timely manner. While we offer some spaces for early depositing transfer students (100 beds), the vast majority will need to wait until the Summer months

before securing accomodations in order to accommodate a growing freshman population. We had 886 deposits submitted and 387 assignments for transfer students by

September 10, 2014.


ROOM USE FOR SPECIALTY HOUSING


ROOM USE FOR SPECIALTY HOUSING

THE FOLLOWING INFORMATION DETAILS THE INVENTORY THAT CURRENTLY EXISTS WITHIN UNIVERSITY HOUSING FOR FY15-16.

The beds listed in this section pertain to the number of spaces on hold for our LLC Programs at Temple University. Each program

is represented by the total number of units per building along with the target population the community serves, either freshman

or returning resident.

LLC PROGRAM ALLOCATION FOR FY15-16:

RESIDENCE HALLS NEW STUDENTRETURNING

RESIDENT/TRANSFER GRAND TOTAL

1300LLC - Honors Program - Freshman Student

LLC - Honors Program - Returning Student

LLC - Leadership

1940LLC - Sustainability

LLC - Healthy Lifestyles

LLC - Engineering

HARDWICK HALLLLC - Russell Conwell Center

LLC - School of Media and Communication

JOHNSON HALLLLC - Music and Dance

LLC - Major Exploration

LLC - Theatre, Film, and Media Arts

MORGAN HALL LLC - Fox School of BusinessLLC - Global

PEABODY HALLLLC - Tyler School of Art

TEMPLE TOWERSLLC - Global

WHITE HALLLLC - Residential Org. for Community Service

LLC - Innovate & Create

GRAND TOTAL

533506

-

27

8321

33

29

8045

35

7224

26

22

10372

31

6363

--

5825

33

992

152-

152

-

--

--

--

-

--

-

-

--

-

--

3131

--

-

183

685506

152

27

8321

33

29

8045

35

7224

26

22

10372

31

6363

3131

5825

33

1175


GENDER INCLSUVIE HOUSING ALLOCATION FOR FY15-16

DISABILITY ACCOMODATION ALLOCATION FOR FY15-16

RESIDENCE HALLS NEW STUDENTRETURNING

RESIDENT/TRANSFER GRAND TOTAL

TEMPLE TOWERSWHITE HALL

GRAND TOTAL

-6

6

12-

12

126

18

DISABILITY ACCOMMODATION ALLOCATION FOR FY15–161300 18

1940 50

Morgan Hall 113

Peabody Hall 2

Temple Towers 12

White Hall 56

Total 253

The beds listed in this section pertain to the number of spaces on hold for students

with disabilities.

Temple University Housing and Residential Life holds 18 beds for students interested in living in a Gender Inclusive Housing option. Gen-

der Inclusive Housing is defined as housing for students regardless of sex or gender identity, i.e.. students who identity as female may

live with students who identity as male. These reserved spaces vary in cost as well as room/apartment style so we can meet the need of

our students regardless of financial ability.


ROOM USE FOR SPECIALTY HOUSING (CONTINUED) –

THE FOLLOWING INFORMATION DETAILS THE INVENTORY THAT CURRENTLY EXISTS WITHIN UNIVERSITY HOUSING FOR FY15-16.

The beds listed in this section pertain to the number of spaces on hold for

student athletes.

FOOTBALL ALLOCATION FOR FY15–16

NEW STUDENTSRETURNING RESIDENT/

TRANSFER TOTAL

Temple Towers - 51 51

Morgan Hall 28 - 28

Total 28 51 79

*Total Athletic Allocation - 353 beds

NEW STUDENT ATHLETIC ALLOCATION FOR FY15-16NEW STUDENT TOTAL

1300 25 25

1940 16 16

Morgan Hall 49 49

Total 90 90

RETURNING STUDENT ATHLETIC ALLOCATION FY15-16RETURNING RESIDENT/TRANSFER TOTAL

1300 49 49

Temple Towers 15 15

Morgan Hall 20 20

Total 84 84


STUDENTS’ DEMAND


STUDENTS’ DEMAND FOR ON-CAMPUS HOUSING

–

HISTORICAL HOUSING DATA FROM FALL 2005 - FALL 2014:

FALL 2011POPULATION DEPOSITS ASSIGNED

Main Campus Freshman 3503 3203

Main Campus Transfers 653 204

Rising Sophomores 1349 1188

Total 5505 4595





Total 6100 4592





Total 6190 4367





Total 5269 4431





Total 5793 4611





Total 6226 4684





Total 5660 4425


Main Campus Freshman 3,651 3,359


Rising Sophomores 1,716 1,481

Total 6,223 5,165

78%*

76.7%*

74.5%*

*Enrollment Target : 4,300





Main Campus Freshman 4,137 3,478


Rising Sophomores 1,610 1,230

Total 6,631 5,092

81%*


SUPPLEMENTAL ACCOMMODATIONS TO MEET UPPERCLASS STUDENTS’ DEMAND–HISTORICAL HOUSING DATA FROM 2002—2004Numbers below reflect housing deposits and assigned

students from Fall 2002 - Fall 2004.

OVERVIEWPrior to the fall 2004 semester, University Housing and Residential Life

accommodated between 1100 – 1200 returning junior and senior students

annually. Due to a shift in enrollment management placing a greater

importance on meeting the needs of our new students, our occupancy

strategy changed to accommodate this growing demand.

ASSESSING UPPER CLASS DEMAND FOR 2009 AND BEYOND

Due to this disruption of housing returning junior and senior students in the

fall 2004 semester, assessing demand of this population using historical data

is difficult.

During fall 2002 and fall 2003, the average occupancy of returning juniors

and seniors was approximately 1,100 student per year (Fall 2002 (1215) and

Fall 2003 (925)).

Please note these figures do not provide enough evidence to make

assumptions with regards to trends using historical data to predict

future demand.

In order to reach the optimal demand from juniors and seniors that we once

experienced, we will need to engage in an aggressive marketing campaign

aimed at cultivating this population and reconnecting with them. We would

also benefit from engaging in marketing research to learn about their needs

and wants as it relates to housing accommodations. For example, reviewing

our policies with regards to alcohol use in the residence halls for students

over the age of 21, restrictive visitation, cohabitation, and guest policies, and

amenities offered in our residence halls.

While we acknowledge that the lack of on-campus and Temple-sponsored

housing for this population has been problematic from a public relations

perspective, we recommend pursuing additional beds. We are concerned

that the assumed demand may not result in tangible occupancy to cover

the financial liability the University would incur. Frankly, the sooner beds

are acquired, the more time we will have to market and ultimately meet our

occupancy projections.





Rising Juniors 74 54

Rising Seniors 49 38

Total 5497 4410







No Class Code 5 5

Total 6624 5056







No Class Code 7 0

Total 6552 5094


IMPORTANT THINGS TO KNOW ABOUT

THE 2015 HOUSING SELECTION PROCESS


TIMELINE–

MAIN CAMPUS RETURNING RESIDENTS (RR15)DEPOSIT PROCESS:

January 20 – August 2015

HOUSING SELECTION PROCESS:

(RR15) February 24 – August, 2015

(Jr./Sr./Soph) February 25 – August 2015

SPECIALTY HOUSING LIVING LEARNING COMMUNITIES

Application Period OPEN:

Tuesday, January 20, 2015

Application Period DEADLINE:

Monday, March 7, 2015

STUDENTS WITH DISABILITIES

Requests Period OPEN:

January 20, 2014

Requests Period DEADLINE:

March 7, 2014

GRADUATE STUDENTS (GR15)DEPOSIT PROCESS:

January 20 – August 2015

HOUSING SELECTION PROCESSROOM RETENTION:

March 20 – April 3, 2015

GENERAL ROOM SELECTION:

April 10 – April 27, 2015

FIRST COME, FIRST SERVED:

May 1 – August 2015

NEW MAIN CAMPUS FRESHMAN (NMF15)NEW MAIN CAMPUS TRANSFERS (NMT15)RECRUITMENT:

October – August 2015

HOUSING SELECTION PROCESS:

Saturday March 7 - August, 2015

Process begins at 10:00 a.m.

Access time is based on the date and

time of housing deposit submission.

SPECIALTY HOUSINGLIVING LEARNING COMMUNITIES

Application Period Open:


Application Period DEADLINE:

April 25, 2015

STUDENTS WITH DISABILITIES

Request Period OPEN:


Request Period DEADLINE:

April 25, 2015


COMMUNICATIONAfter January 20, 2015, University Housing and Residential Life

will begin sending “weekly” e-mail communications to students

via the personal e-mail address listed on their Admissions

application.

The department’s website will also be updated with information

about the annual housing selection process.

The department produces the following publications to assist

students during the decision-making process:

• Annual Housing Selection Guide

• LLC brochure

• Digital Housing Selection Guide

• Numerous online tutorials

• Virtual Tour

A specific section about the Housing Selection Process will be

available on www.temple.edu/housing

360O VIRTUAL TOUR

Check out Temple’s Housing Website for student testimonials,

360o virtual tours, and more: http://www.temple.edu/studen-

taffairs/housing

CAPACITY BY GROUPSTotal Number of Beds: 5,000+

Graduate Housing: 100+

New Freshman: 3,500+

Returning Residents: 1,500+

Transfer students: 200+

Staff: 155

SPECIALTY HOUSINGBeds Closed for Specialty Groups

LLC: 1150

Students with Disabilities: 250

Athletes: 300

ROOMMATE MATCHINGTemple University uses a special system for roommate matching called RoomSync,

an application available on Facebook. The system allows students to post profiles

and search for other Temple students interested in housing. The system is used to

help students find roommates in the self-booking system. Students need to acquire

TUids and RMSids in order to pull in roommates during the self-booking process.

ABOUT THE PROCESSThe process is on a first come, first served. The sooner their housing deposit is

received the better chances students will have for their preferred accommodations.

Temple uses the RMS Student Web Self-Assign (SWSA) system where students “self-

select” their rooms, roommates, and meal plans based on availability at the time

of their booking. We often describe the process like booking a seat on an airplane.

Students who wait to book housing in late April or early May can experience

a delay in acquiring housing. In this situation, the Office of University Housing

continues to work with students with an interest in on-campus housing through the

summer months via the Housing Wait List Process.

BY THE NUMBERS–


GET THE INSIDE SCOOP–TEMPLE UNIVERSITY RESIDENCE HALLS –

Temple University offers two styles of residence halls for incoming freshmen

students: suite style and communal style. Regardless of which residence hall

you should choose, each includes the following amenities:

• 24-hour security

• Mail room: all incoming mail and packages go directly to your residence hall

• Laundry facilities: check out eSuds, our online laundry tracking service

• Social and study lounges

• Cable ready rooms

• Air conditioning/heating

• WiFi access

• Microwaves available on each floor; low wattage “microfridge” available

for yearly rental through Temple University for in-room use

• Resident Assistant (RA) on every floor

COMMUNAL STYLE VS. SUITE STYLECOMMUNAL STYLE: JOHNSON, HARDWICK & PEABODY HALLS

• Rooms house two (2) persons, door opens to hallway

• Communal bathroom on every floor- cleaned and stocked daily

• Single-gender rooms and floors available

• Popular among freshman students

SUITE STYLE: 1940, 1300 & WHITE HALL

• Four (4) persons per suite

• Each suite contains two (2) bedrooms

• Common area/foyer entryway

• Two (2) half baths, one with shower

• Co-ed floors, single gender suites

360O VIRTUAL TOUR

Check out Temple’s Housing Website for for

the 360o

degree virtual tours, and more:

http://www.housing.temple.edu


MITCHELL AND HILARIE MORGAN RESIDENCE HALL & DINING COMPLEX–OPENED FALL 2013

The facility will house approximately 1,275 students in a combination of

singles, four-bed and five-bed apartment-suites, arranged in a series of

neighborhoods supported by glass enclosed lounges. The site is comprised

of three buildings surrounding an elevated 30,000 square foot terrace

which will provide extensive landscaping and green space. The high-rise

tower (Morgan Hall North) includes 24-floors of residential space, while the

adjacent midrise structure (Morgan Hall South) will consist of nine residential

floors offering generous views of the campus, center city, and the plush green

terrace, in addition to providing extensive natural light into all interior spaces of

the buildings.

BUILDING HIGHLIGHTS:

• Four- and five- bed apartment

• Kitchenettes

• Community lounges

• Large programming space

• Courtyard quad

• Laundry rooms

• Great views of Philadelphia

PLANNED OCCUPANCY USAGE:MORGAN HALL SOUTH (NEW STUDENTS):

• 9 FLOORS

• 8 5-Bed appartments

• 149 4-Bed appartments

• 8 1-Bed apartments

• 17 1-Bed staff apartments

Open to incoming Freshmen.

MORGAN HALL NORTH (RETURNING STUDENTS):

• 24 FLOORS



• 24 1-Bed staff apartments

Open to Returning Sophmores, Juniors and Seniors.

To learn more about Morgan Hall please visit: http://www.temple.edu/housing

Download Morgan Hall Brochure

SITE VIEWED FROM BROAD STREET

PLAN OF TYPICAL 4-BED SUITE

LOBBY LOUNGE


MARKETING COMMUNICATIONS


MAKE YOURSELF AT HOME• Used at Open House and Experience Temple

• For FY14-16, brochures printed last year

• We will give-away pens and pencils; we may need to

re-order from CMS

PROMOTIONAL PUBLICATION ABOUT HOUSING OPTIONS

ON CAMPUS

• Admissions is reprinting a promotional piece promoting all of the

housing options on campus, highlighting campus living.

• Admissions has agreed to pay for the production and printing of

this publication

• Sean will meet with SMC and Niki Mendrinos about this project in

July 2014.

GUIDE TO ENROLLING

• Admission’s produces this publication which will be revised for the

2015 process.

• This is still an extremely important publication for the depart-

ment as it pertains to the Housing Selection Process.

• Review all communications that relate to the Admissions Process:

• Need two meetings:

• BANNER SYSTEM

• Deposit page through Banner and any automatic

communications sent after payment is sent.

• Training material for the Admissions department and

scripts for the Call Center.

• Communications sent by Admissions

(This occurs in September 2014)

Fall 2014 Housing Selection Guide

• Produce 12,500-15,000 with the goal of distributing brochures

to returning residents, as well as incoming students and family

members during Experience Temple and throughout the spring

semester.

• Include LLC Program details as well as highlights about the

new Morgan Hall Residential and Dining Complex.

• 5,000 of these brochures will be given to Admissions (Wel-

come Center) to place in bags of all attendees to Experience

Temple.

• Publication will include updates regarding:

• Access to SWSA by deposits for RR15, NMT15, NMF15

• Enhanced system for LLC Program

• Continue with Electronic Brochure version via Virtual Paper

• Revise information about Residence Halls

• Look into add more video tours of buildings such as Morgan

Hall, White Hall, Peabody Hall.

DIRECT MARKETING CONCEPTS FOR UNIVERSITY HOUSING AND

RESIDENTIAL LIFE PROMOTIONS

• E-mail marketing

• Continue using Mail Chimp

• New template designs for 2015

• Available by November 1, 2014

INTEGRATED MARKETING COMMUNICATIONS PLAN FOR FY15-16–


LIVING LEARNING COMMUNITY MARKETING & BRANDING

During the FY14-15 School Year, the Office of University Housing and

Residential Life will be looking to more agressive promote the various

LLC programs it offers, recruitment efforts to expand programs, and

generally raise awareness about the program. These efforts will sup-

plement existing marketing efforts to educate students and parents

about learning more about and applying for LLC programs.

EXISTING PROMOTIONS:1. Fall 2015 Housing Selection Guide

2. Program Specific 4-Page Brochures Distributed During School

Specific Events

3. Open House/Experience Temple Booth

4. Email Campaigns Through Mail Chimp

5. Fall Move-In Post-Card

NEW/SUPPLEMENT EFFORTS1. Direct Mail Campaign (January 2015/March 2015)

2. Faculty/Staff Recruitment

a. Brochure

b. Flyer/Post-Card

c. Presentation

3. LLC Brochure

4. Campus Living Events


• Challenge with regards to University housing is that generally by May 1st,

spaces in University housing are limited for students who wait until the

deadline date since this process occurs on a first-come, first-served basis.

• Rush for housing from April 15 – May 15 creates an expectation that housing

is “guaranteed” for students without consideration of other steps in the

process.

• Reserved spaces for freshman (3, 500 spaces) generally does not become

available all at once. They open when:

• All specialty rooms are made available to the general

population (Athletics, Disability, and LLC spaces)

• Buildings that can accommodate any category are opened to all

groups: NMF, NMT, RR.

• Historically, we have been able to accommodate students by August who

agree to wait for housing beyond May 1st.

• We process cancellations and withdraw requests which may not occur

until late August and open closed spaces.

• Admissions begins the recruitment process for new students typically

early in the Fall semester (September-October) which requires University

Housing and Residential Life to begin the strategic planning process

to allow students enough time to receive information about our system,

procedures, and policies.

TASK:

• Sean Killion will need to follow-up with Admissions about finalized

Occupancy Plan by mid-October, 2014.

• Typically the earliest housing deposit we receive in a given year occurs in

late November – December; the Bursar’s Office cannot post charges for

upcoming fall until the current academic fall term is closed out otherwise

payments get posted as tuition payments which is inaccurate. (Need to

discuss this as it pertains to ERP – David G.)

TASK:

• Ed Neblock/Brian Mullane will need to follow-up with the Bursar’s

Office to review how deposits will be recorded in Banner and review

how this might impact the annual process, interfaces, etc.

• Housing Selection Process will officially kick off with the opening of housing

deposits for returning residents on Monday, January 20, 2015 followed by

the opening of SWSA for RR13 (Soph./Jr./Sr.) on February 24, 2015. SWSA

must be turned off by December 29, 2014 for spring 2015 so not to affect

deposit submissions for fall 2015.

TIME LINE

–MAY 1ST IS THE DEADLINE DATE THAT NEW STUDENTS ARE GIVEN TO ENROLL AT THE UNIVERSITY.


IMPORTANT DATES–HOUSING DEPOSIT PERIOD OPENS IN OCTOBER AND NOVEMBER 2013

• Need confirmation from Admissions about the time-line for this process.

• Also need confirmation from Portal Team about process for submitting

deposits on-line for housing.

• OPEN HOUSE scheduled (Dates Need to Be Confirmed)

• Sunday, September 28, 2014

• Saturday, November 8, 2014

• EXPERIENCE TEMPLE scheduled (Student Center, Room 217)

• Saturday, February 21, 2015

• Saturday, March 14, 2015

• Saturday, April 11, 2015

TASKS:

• Assignments and Billing staff will prepare session material, forms, etc.

• MIS will coordinate the computer and technical needs for SWSA

• Residential Life will help address LLC Program questions (Laura)

• Housing deposits for returning students begins on Tuesday, January

20, 2015

TASK:

• MIS will need to ensure that the Deposit Form Process has been

developed and tested by January 1, 2015 for all RR15, RNR15, and

GR15 types.

• ROOM SYNC system is set for all new and returning students. Needs to be

available by Friday, December 19, 2014

TASK:

• Housing IT will need to ensure that RoomSync has a list of all RR15

students to upload to the system.

• Housing IT will also need to ensure that interface for new students

(NMF15 and NM15) is working to ensure that all new depositors are

added to the system.

• Review of categories with Room Sync should occur by early

December 2014 defining: New students, Sophomores, and upper class

students


For NMF15 on Saturday, March 7, 2015

• Decided to start process on weekend based on feedback from new

students last year who expressed concerned about booking housing

during the week when in school.

• A lottery will be required for this group with access being provided for

75 students every two (2) hours.

• The A&B and MIS staff will be available on March 7th and March 8th to

field questions or concerns.

• Later date gives students opportunity to search roommate matches,

consider options, and more time to pay housing deposit before

booking housing.

• EXCEPTIONS

• Students interested in LLC Programs will be assigned as early as

January 2015

• Students who attend EXPERIENCE TEMPLE will not be permitted

access to book housing during the 1st Experience Temple. (Too early)

TASK

• MIS will need to ensure that SWSA is open for NMF15 and

NMT15 on this date; SWSA will remain open for RR15.

• GR15 SWSA will not be open until later in March 2015.

• Brian will need to estimate demand at this point (5 year period)

For NMT15 on Saturday, March 8, 2015

• Process is open to all students who submit deposits, no lottery

TASK

• A&B and MIS will release approximately 100 beds initially for NMT15

early depositors.

For RR15 on Tuesday, February 24, 2015

• Process will be open to returning sophomores, juniors, and seniors

using the lottery system based solely on housing deposit date after

which process will be open to all depositors on a first-come, first-

served basis until space runs out. A lottery will be required for this

group with access being provided for 75 students every two (2) hours.

TASKS

• MIS will create Lottery Groups for RR15 students based on their class

year (Seniors, Juniors, and Sophomores) and on the date and time of

their housing deposit. The goal will be to run this report Friday morn-

ing (10AM) on February 20, 2015.

• On Monday morning, February 23, 2015, A&B will send students

with deposits received by February 20, 2015 an appointment e-mail

with their “access time” for SWSA beginning on Tuesday, February 24,

2015. After Monday, February 23, 2015, SWSA will be available on a

first-come, first-served basis if space is available.

• Followed by this process, we will repeat the process for New Students

• NMF15/NMT15 – E-mail notification on Friday, March 6, 2015

• MIS will create list of ALL students with housing deposits and

lottery appointment times.

STUDENT WEB SELF-ASSIGN (SWSA) SYSTEM AVAILABILITY–


For GR15

• Process is open to all students who submit deposits opening on

Tueday, January 20, 2015

• ROOM RETENTION

• March 20 - April 3, 2015

• GENERAL ROOM SELECTION

• April 10 - April 27, 2015

TASK

• MIS will need to ensure that SWSA is open forGR14 A&B will com-

municate to students about room retention and about the Summer

Intent Request


TRAINING SESSIONS FOR SWSA SYSTEM


During the Spring 2015 semester University Housing and Residential Life will

offer a series of educational opportunities for new and returning students

interested in learning more about the Housing Selection Process and the new

building, Mitchell and Hilarie Morgan Residence Hall & Dining Complex.

Our goal will be to invite students, campus administrators, and relevant

departments with a role in the process to increase awareness and understanding

of the process.

ADMINISTRATORS & RETURNING RESIDENTS• Invite the following departments

• Fall 2014

• Admissions for new student advice

• Admissions Counselors, Call Center, and Leadership

• Off-Campus Properties

• Spring 2015

• University and divisional leaders for trouble shooting

• Residential Life for awareness and follow up for floor

meetings

• Assignments and Billing staff

• TSG and other student groups

• Discussion items

• New process details

• Promotional campaign for Morgan Hall

NEW STUDENTS• Offer sessions during Experience Temple before and after normal sessions

(10:00 a.m. – 3:30 p.m.) to provide a unique experience as it relates to the

decision making process.

• Saturday, February 21, 2015 from 9:00 a.m. – 3:00 p.m.

• Saturday, March 14, 2015 from 9:00 a.m. – 3:00 p.m.

• Sunday, March 22, 2015 from 9:00 a.m. - 3:00 .,m.

• Saturday, April 11, 2015 from 9:00 a.m. – 3:00 p.m.

• Reserve SC 217C/D for public demonstration and opportunity for self-

booking of new students

SWSA PREPARATION Define Category Codes (Lezley, Brian, Sean, Ed)

Category codes help to define groups that have access to rooms in our

system. Each room has a category code or a series of categories that can

view a particular space. Having this designation allows us to separate rooms

from our new and returning student population. We can also segment groups

by campus, i.e. Main versus Ambler.

The following list defines our current categories and their respective RMS

application types:

• New NMF15, NMT15

• Returning RR15, RNR15 (Senior, Junior, Sophomore)

Class codes will be important

• Graduate GR15

• Off OFF15

• Not Decided Others

Revise Room Definition Report, including category codes, Use #1 fields

• Complete this TASK by October 31, 2014

• A&B – VIP spaces, Athletics, Medical

• Residential Life – LLC spaces, Staff rooms, RHA, and emergency rooms

• Maintenance Operations – room closures

• Disability Accommodation units need to be defined for DRS including

specific dimensions, accommodation type, special amenities, etc.

• Schedule meeting in October to discuss application process, reserved

beds, and other process details with Renee Kirby and Jakki Johnson

• Revise the Disability Accommodations Database

• Discussion about Special Open House for students with medical needs

Identify LLC spaces with Laura Randolph

• Schedule monthly meetings in Fall 2014 to discuss application

process, reserved beds, and other process details with LLC

administrators

TASK

Schedule meeting by October 15, 2014

I dentify Athletic spaces with Associate Athletic Director. Joseph Guinta, and

Kristy Bannon

• Schedule meeting in October to discuss application process, reserved

beds, and other process details with coaches and other Athletic

administrators

TASK

Schedule meeting by October 15, 2013

• Review level of involvement AAD will have in housing process

• Determine set number of new student and returning student spaces

by team and establish deadline dates

OCCUPANCY PLAN FOR FALL 2015 – SPRING 2016• Draft report supplied to Michael Scales in September

• Final version to be completed by October 15th to share

to senior leadership, Board of Trustees

• Commitment of reserving spaces for various application

types: NMF, RR, NMT

• Release of spaces in the Edge; need decision by October

to prepare and update system

• Staff spaces must be determined (by November 2014) and

assigned (by April 2015) by Residential Life


SPECIALTY HOUSING PROCEDURES


THE FOUR PRIMARY CASES INVOLVING SPECIALTY HOUSING ARE: 1. Student staff

2. Student Athletes

3. Disability Accommodation requests

4. Students interested in living in a LLC program

STUDENT STAFF–During the spring semester, the Residential Life department interviews

students interested in becoming Resident Assistants. University Housing

is included in the staff’s compensation and students are assigned buildings

according to our staffing needs.

PROCEDURES: • Assignments will occur in early April 2015 when the Residential

Life staff will provide a list to Assignments and Billing; Deadline we

promote this decision should be made is Friday, March 6, 2015.

• Student staff spaces are closed off in our system however special cases

need to be addressed more urgently for the following groups:

• LLC Peer Mentors

• RHA Executive Board members

• Judicial Board members

SPECIALTY HOUSING IS ANY ACCOMMODATION REQUIRING SPECIAL ATTENTION AND/OR REQUIREMENTS FOR OUR STUDENTS–


STUDENT ATHLETES–Student Athletes may be required to live in particular buildings based on their

need to reside on campus over the University break periods or at the request

of a particular team.

PROCEDURES: • Room closures for athletics

• A number of rooms will be identified to support the needs of

our student athletes based on previous demand and previous

requests from teams

• Request for closures will be submitted by October 2014

RETURNING STUDENT ATHLETES : • Returning student athletes will follow the same process as the regular

student population: pay deposit however they will be assigned

housing if they want to live in Athletic spaces.

• Student Athletic Agreement was developed for the Fall 2010 Housing

Selection Process and was successful however we must get 100%

participation from athletes and coaches for FY15-16 process.

• Assignments will not be processed without agreement.

• Deadline for RR15 will be March 6, 2014

• Deadline for NMF15 will April 24, 2015.

Unassigned spaces will be released on May 8th, 2015, unless payment

commitment is made by Athletics.

ZERO DEPOSIT REQUESTS: • For new and returning student athletes, athletics must request a tuition

deposit waiver in order to obtain a waived housing deposit. Requests

should also be communicated to Trina Slaffey by Monday, January 5th

and for new students within 24 hours of their admittance to Temple

University

TO ASSIGN A ROOM: • Athletics contact will submit names to University Housing with TU

ID, and requested bed space of closed room identified for

Athletics. This list is usually submitted to Addis Drewery at

[email protected].

• Returning student athletes must be submitted by Friday,

March 6, 2015

• New Main Campus Freshman / Transfers must be submitted

weekly on Thursday mornings by 10:00 a.m. from this point moving

forward.

• Cancellations honored up to 15 days after which team is penalized.

Students can request Disability Accommodation units if they have been

approved by Disability Resources and Services by the deadline dates,

which are:

• Returning Students by Friday, March 6th

• New Students by Friday, April 24th


Current resident students have been added to the Disability Accommodation

Database which will be maintained to ensure we have information on students

with requests to their disability accommodation requests.

Disability Resources and Services will use information provided by

Assignments and Billing (UH&RL) to recommend assignments based on need.

A&B WILL PROVIDE RENEE KIRBY WITH: • List of rooms

• Special amenities with rooms including

• Strobe light

• Keyless entry

• Room for attendant

• Private bathroom

• ADA compliant

• Emergency contact

• Disability Accommodation Database records with current database

information.

• Any revisions to the Disability Accommodation Database will be

planned in the Fall 2014 semester:

• Incorporate the Disability Accommodation Database into

the Housing-On-Demand system.

• Create administrative tools to assist DRS and A&B with

managing requests for Disability Accommodations such as

APPROVING, DENYING, ASSIGNING requests.

NEW REQUESTS FOR CONSIDERATION - IMPORT EXISTING CONTACT INFORMATION TO SHOWCASE: • Indefinite request (all four years)

• Approved for same room assignment

• Required to re-submit medical documentation

DISABILITY ACCOMMODATION REQUESTS–


LIVING LEARNINGCOMMUNITIES–

STUDENTS CAN APPLY FOR ACCEPTANCE INTO A LIVING LEARNING COMMUNITY ON CAMPUS.Students may be required to take special classes, participate in special residential

programs, and initiatives to be eligible for these accommodations. A separate

application and approval process is required for these accommodations in

addition to the normal requirements for on-campus housing.

LIVING LEARNING COMMUNITY PROCESS AND PROCEDURES: • If a student wishes to apply for an LLC this process requires early

acceptance to a particular program.

• For new students, the deadline to apply is April 25, 2015; for returning

students, the deadline to apply is March 6, 2015

• After respective deadline dates, students not selected into a Temple-

sponsored LLC should use the SWSA system to self-assign their

housing accommodations in a regular accommodation.

• It’s recommended that students self-assign their accommodations

prior to May 1, 2015.

• Reserve spaces for all LLC groups and open them prior to a group’s

selection date and time

• Closed rooms in accordance to rooms identified on the Fall 2015

Room Definition Report.

• LLC administrators need to submit requirements for LLCs (classes,

activities, etc.) and revised copy about their LLC for the UH&RL website

and promotional materials by early October 2014.

• Separate review and application process for new and returning students

• Students complete an on-line form available for review to all LLC

administrators

• Review of requirements for each program, i.e. special Orientation dates,

required course registrations, etc.

• Reports available to all administrators in RMS

• Assignments will occur on a rolling basis beginning on January

20, 2015

• Unless LLC Administrators wish to maintain this control, the

Assignments and Billing Staff will approve/deny requests to join

one (1) LLC

• Automatic e-mail notification

• Students can change requests prior to approval; after approval

UH&RL can make the change


Each year, the University receives a number of requests from the campus

community for special consideration as it relates to the Housing Selection

Process.

These cases can range from personal requests, to financial hardships, to

customer service issues as a result of challenges during the process. It’s crit-

ical that we have alternatives available when addressing these issues.

Also, it is customary that we provide both Dr. Powell and Michael Scales with

a few spaces to control in order to service additional requests from adminis-

trators, trustees, and/or the President’s Office.

DESCRIPTION OF SYSTEMS: • We will close a set number of rooms for three purposes: Dr. Powell,

Michael Scales, and University Housing to service these needs.

• Added in 2012 – Development an on-line system for Addis Drewery to

organize this process to include the following elements:

• List of closed rooms and reason

• List of requests to include: name of person requesting room,

department, cell phone, name of student, TUid, requesting

building(s), approval, A&B staff member, assignment date, as-

signment location, roommate requests. (See spreadsheet for

examples)

• Worked well for Fall 2012 Housing Selection Process and would

like to continue this system.

STANDARD OPERATING PROCEDURES FOR ALLOCATION OF VIP SPACE–

LIVING LEARNING COMMUNITY ADMINISTRATIVE SYSTEM AND ON-LINE APPLICATIONDuring the 2015 Housing Selection Process, the Office of University Housing

and Residential Life launched a new system for the Living Learning Community

Program aimed at improving the system for applying for and being assigned

to a Living Learning Community Program.

DESCRIPTION OF SYSTEMS:On-line Application:

The on-line application was designed to collect critical information on

students including their name, TU ID number, cell phone number, and home

e-mail address in order to track information vital to the consideration of their

LLC application.

In addition to this demographic information, the on-line application

featured several improvements from the previous years’ system such as the

development of LLC specific requirements such as course requirements for

participants and LLC program participation, an agreement of requirements

box which was required to submit LLC applications, the selection and

agreement to join one specific LLC and the option of adding roommates to

the LLC application.

LLC Administrative Database:

After LLC applications were submitted, the information was stored in a special

database organized by LLC program.

Administrators involved with the LLC Program were given access to the

LLC Administrative Database and given instructions to approve or deny

applications in order for the Assignments and Billing staff to process manual

assignments.

LLC Administrative Database Reports:

Requests could be viewed using the DataView format which summarize

application information and provided administrators the options to review,

approve or deny requests.

In addition to the DataView format, administrators could also download an

excel spreadsheet with the entire database or a summary of all LLC requests

which greatly aided in the management of LLC applications.

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Housing Occupancy Plan for 2015-2016 academic year

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