DEPARTMENT OF RESIDENCE LIFE, EVENT AND CONFERENCE SERVICES POLICIES AND PROCEDURES
Alcorn State University Department of Residence Life, Event and Conference Services
provides organizational assistance in coordinating conferences and camps on the
ASU campus. We work closely with
many ASU departments to provide the highest quality experience for all
individuals who visit.
manual has been developed to provide groups and individuals with information
regarding Conference Services operations, policies and procedures. This manual outlines the policies and
procedures at Alcorn State University as they pertain to Conference Services.
office is located on the 2nd Floor of the Old President’s Residence.
Any questions or suggestions that you have regarding our operations should be
directed to our staff (601) 877-6478
Summer 2013 rates per day are as follows:
$15.00 (double) per person.
$20.00 (single) per person.
(Single rooms are based on
space and availability and are not guaranteed).
facilities available for Summer 2013 are as follows:
Beulah Robinson Hall
Male: Honors Hall
meal arrangements should be made with Sodexo Dining Services.
CONFERENCE SERVICES STAFF
The Summer Conference
Coordinator is responsible for ensuring that all camps and conferences run
smoothly, assists in troubleshooting and determines possible options to meet
conference and camp needs. The Conference Coordinator will coordinate with the
Conference/Camp Director to ensure that all arrangements are made through the
group’s stay on campus.
the Request for Summer Camp/Conference Space Form has been received and
processed all housing arrangements must be confirmed in detail with the Summer
Conference Coordinator, Department of Residence Life by telephone at (601) 877-6478
or by email at firstname.lastname@example.org.
sponsors will be contacted to schedule a pre-camp housing meeting at least 4
weeks in advance of the conference opening date in order to solidify housing
needs. Group sponsors should
thoroughly review the policies prior to the pre-conference housing meeting. All housing details and expectations
will be communicated to the hall staffs through the Summer Conference
pre-conference meeting will be scheduled approximately one month prior to the
date of the conference. The following items will be discussed and determined at
the pre-conference meeting.
- A deadline for the submission of the
final roster of participants.
- Agenda of planned activities for
length of conference.
- Conference needs for equipment and
- Proper communication protocol.
- Check-in/check-out times and details.
- The first and last meal of the
note that all participant numbers must be finalized with the Summer
Conference Coordinator one month prior to the camp beginning date. No
additional participants may be added to the camp after that point.
A final roster is due to Conference
Services 14 days prior to the start of the conference and must include all conference
participants (including residential and commuter participants, staff,
counselors, advisors, etc.).
The following information should be noted clearly:
- Participant’s gender
classification (i.e. student, advisor, counselor, staff)
- Emergency contact
name, address and phone number
Conferences/camps may choose to assign room spaces for
their participants or Conference Services can provide this service for them.
Conference Services will attempt to honor any
roommate/suite requests, but additional housing requests cannot be guaranteed.
SUMMER CAMPS AND CONFERENCES POLICIES AND PROCEDURES
for summer camps and conference will be handled through the Residence Life
Office. An account number or
billing address must be supplied at the time of the original reservation. Upon completion of the conference/camp,
invoices for all lodging, damages, lost keys and other applicable costs will be
issued to the Camp/Conference Director.
Any damages, etc. discovered after the close of the camp/conference will
remain the Camp/Conference Director’s responsibility. Payments must be made in full within 30 days of the invoice.
the payment is not received within 30 days, a late charge of up to 10% will be
assessed for the overdue accounts receivable. A $30.00 charge will be assessed for a returned check.
must be made in writing to the Department of Residence Life. Cancellations
within 1 month to 2 weeks prior to the starting date will incur a $100
cancellation fee. There will be a
$200 charge for cancellations made within 2 weeks of the beginning date of the
Summer Development Program participants must have a
current housing application on file must pay the $125.00 nonrefundable
Summer camp and conference rates do not apply to
participants in this program.
Each group must identify a
primary “in-hall” contact person for each residence hall occupied by the
group. In-hall contacts are vital
to success of the overall camp experience. The in-hall contact should be the first person(s) to check in
for a group and the last person(s) to check out. No participants will be allowed to check in until the
in-hall contact person (s) is checked in.
In-hall contact persons are
- Provide counselors and staff for the
camps; a minimum of one counselor per ten participants is required. Participants must be supervised at all
- Inspect residence hall facilities
immediately prior to and after the session.
- Advise participants of appropriate
check-in and check-out procedures including charges for damages and lost keys.
- Familiarize participants with
University policies, especially those pertaining to fire and emergency
evacuation procedures, appropriate conduct, possession of controlled substances
and fire arms and authorized entry into rooms.
- Maintain discipline of the all
- Cooperate with the Residence Hall Director
and staff who are responsible for the safety, security and maintenance of the
- Collect and has readily available all
medical release and consent forms on all participants.
- Inform the Conference Coordinator in
advance of early and late arrivals.
- Complete insurance forms at the time
- Handle insurance forms returned for
lack of student information.
ALCORN HALL STAFF
Hall Director is responsible for supervising the ASU residence hall staff. He or she will develop a comprehensive
work schedule and assist with distribution of keys and room assignments as
needed to provide the best possible service to camp guests. The hall director will be available to
assist the Camp/Conference Director in providing adequate supervision and
disciplinary guidelines to participants.
After camp completion, the
Hall Director will be responsible for submitting to the Department of Residence
Life the final count of rooms/beds used.
The Hall Director:
- Acts as a daily contact person to
- Prepares staff for handling
emergencies and familiarizes them with overall building layout (elevators, fire
- Interprets supports and enforces
University policies, procedures and regulations.
- Completes work orders and maintenance
requests as needed for efficient hall maintenance.
- Completes administrative paperwork as
required by the Residence Life Office.
- Assesses all housing charges at the
conclusion of the conference.
RESIDENCE HALL SECURITY
the safety of all conference guests, all residence halls will be secured 24 hours
per day. During conference check
in and check out, residence hall lobbies will be unlocked to allow for ease of
Summer Conference Guidelines
HOUSING POLICIES AND PROCEDURES
group sponsor should estimate as closely as possible the number of students and
counselors needing University housing for the session. This should be submitted no later than
Friday, February 22, 2013 by 4 p.m.
Space will be reserved as per the reservation. Request for space will be granted on a first come, first
served basis. Concurrent
camps/conferences may result in two or more groups occupying the same residence
least 2 weeks prior to the start of the camp/conference the group’s sponsor
should contact the Summer Conference Coordinator to finalize arrangements. Issues to be discussed include early
arrivals, pre-camp inventory of the residence hall, check-in and check-out
procedures, room assignments, storage of equipment, late departures and
post-camp inventory of the residence hall.
damages and lost key charges are assessed after the group has left the
residence hall but remain the group sponsor’s responsibility. Groups meeting in the lobbies of the
residence hall are responsible for the general cleaning of these areas. Food deliveries are not permitted after
the front desk closes. Participants may not use hallways, floors or rooms other
than those assigned to the group.
participant that will need special accommodations due to a disability should
contact the coordinator prior to arrival on campus. Reasonable accommodations will be made.
changes are only permitted upon written authorization from Conferences
Services. Unauthorized changes
will require that the persons involved vacate the occupied room and move back
to the original assignment.
FACILITIES AND FURNISHINGS
of the residence halls have lounges and vending machines. Room furnishings vary by hall but
include the following:
- 2 closets/wardrobes
- 2 dressers
- 2 desks
- 2 twin beds
- 2 chairs
Maid service is not available; however, common area
cleaning is provided on a daily basis.
and/or sponsors must remove all trash from the building to appropriate
ROOM CONDITION AND DAMAGE CHARGES
to the group’s arrival, Conference Services staff will complete a room
condition report documenting the condition of the room and furnishings. A sponsor can request a copy of the
report for the assigned locations to the conference at registration. Sponsors have 24 hours to report any
discrepancies between the provided information and the actual condition of the
room. The sponsor is held
responsible for any changes in the condition of the rooms assigned to the conference
and their furnishings. Damages refer to those things outside the normal use and
depreciation. If damages do occur, it is the sponsor’s responsibility to pay
the charges and collect the amount from the responsible individual(s). The damage amount including labor will
be reflected in the group’s final bill.
It is the Department of Residence
Life’s expectation that residential conferences will not engage in activities
that would result in participants returning to the residence halls wet, muddy
or covered in substance that could be tracked into the building or leave excess
After a group has departed, the
residence hall staff and in-hall contact for the group will check each room and
make a list of damages. Charges
for damages will be made to the sponsoring group. A detailed damage list by room will be provided upon
We suggest that you make participants aware that the
group will be held responsible for damages and excessive trash. Please note that additional charges may
be assessed for:
- Mattresses moved from one room to
that is moved from one room to another.
bathroom, public area or kitchens that are left dirty.
fire alarms or damage to fire protection equipment.
to network, telephone or cable TV jacks.
1 bed will be provided for each
participant/leader in either a single or double room.
If rare cases if space allows,
sponsoring groups may request to have 1 room per participant. If this request is approved by the
Summer Conference Coordinator, the sponsoring group will be charged and
additional fee per night per person for those participants occupying these
Exceptions to this policy may
include, but are not limited to, an odd number of participants or adult leaders
with a youth conference. All exceptions should be discussed with the Summer
Conference Coordinator during the pre-conference meeting to ensure accurate
Only toilet paper will be provided in the residence
Linens are not provided to Summer Conference participants,
so please plan accordingly.
At check-in, each participant must
check his or her own key out at the front desk of the residence hall. Group sponsors cannot pick up or return
blocks of keys.
Each conference guest must check out
at the front desk at the conclusion of the conference and turn in his or her
key or an improper check out fee of $10 per guest, per key will be assessed to
the sponsoring group.
A room key will be issued to each
participant residing in the hall. Lost and unreturned keys will be billed to
the sponsoring group in the final conference invoice at $75 per key. Participants have the option of paying
for the lost key at the Bursar’s Office before checking out of the hall so that
the key is not billed to the sponsoring group. Youth conferences are especially
encouraged to have counselor/camper meetings before check-out to verify whether
campers are missing any keys so that payment can be made by the camper or his
or her parent at check-out. A list
of participants who lost or failed to return keys and who did not pay in person
for those lost keys will be provided to the sponsoring group upon request.
The Conference Hall Director will be
available to assist the in-hall contact with participants who are locked out of
their rooms. The Conference Hall
Director will meet with the in-hall contact and resident who is locked out and
unlock the door for the resident.
For security reasons, both the in-hall contact and the resident must be
present in order for the Conference Hall Director to unlock the door.
Check-in dates and times are arranged
during the pre-camp housing meeting.
Check-in is limited to a maximum of 3 hours. It is very important that participants abide by these dates
and times since the front desks have limited coverage. Staff may not be available outside of
these hours to immediately check persons into their rooms.
The in-hall contact will provide a
list of participant names upon checking into the residence hall. No one will be allowed to check in
until this list is provided. This
list is the official record of the group’s stay at Alcorn State University; it
is used to tabulate housing billings and is the record of room key issuance to
Camp leaders who plan to arrive in
advance of (or stay later than) their group must include this on their written
agreement with the Department of Residence Life.
If there is a need for a change in
times or if there is an individual problem, the group leadership should contact
the Residence Life Office to see if other options might be available.
These times are arranged during the
pre-camp housing meeting. Check out is limited to a maximum of 3 hours. Early
check-out times should be arranged in advance with the Summer Conference
Coordinator so that the in-hall staff can be available to assist.
Please note that individuals who fail
to check out will be charged for the full time the group resided in the hall. Any group who fails to complete proper
check out will be charged per person for an additional night. No participant
may remain in a room after the designated group check-out time.
It is very important that all
participants check out at the front desk of the residence hall. At that time, keys will be returned
and a record will be made of the departure date of each guest. The group will be billed only the actual
nights stayed, except where individuals leave early without checking out with
Summer Conference staff.
Individual persons checking out after 5 p.m. will be
billed for that night’s stay.
CHILDREN IN THE RESIDENCE HALLS
Every individual, regardless of age will be included
in the housing billing sent to the sponsoring group, even if a child is only
accompanying a parent who is the actual conference participant.
Childcare and/or nursery facilities and services are
not available in the residence halls.
Youths (high school age and younger)
attending youth conferences are required to have adult counselors/chaperones.
There must be one adult counselor/chaperone for every 10 youths. Adult counselors/chaperones
will need to be identified on the final rooming list and will be required to
stay on the same overnight floors as the participants.
Group leaders must be in the residence halls and
available to the participants during the times that the participants are in the
halls. This is especially critical for youth conferences.
Discipline is the responsibility of
the group leadership. To maintain discipline, one adult counselor/chaperone is
required for every 10 youths (high school age or younger).
The Alcorn State University
Department of Residence Life reserves the right to refuse service. We also reserve the right to remove
camp participants/counselors, etc. from housing facilities that violate
University and Department of Residence Life policies and procedures.
Any misuse of the residence hall may
be cause for a group to be restricted from future participation in summer
No pets are allowed for any reason in
any of the residence halls. There is a $60.00 fine for any participant that brings
a pet into any of the residence halls.
Only service animals will be allowed
in the residence halls. This
information should be submitted to the Summer Conference Coordinator at the
SALES OF MERCHANDISE AND ADVERTISING
There are to be no sales of food or
drink items on campus other than by Alcorn State University Dining Services or
from vending machines that are already placed in the buildings.
If approved at the pre-conference
housing meeting, organizations may have a camp store in the residence hall for
the purpose of merchandising items that are specific for that organization and
camp (e.g., cheerleader clothing and equipment for cheerleader camps).
No banner may be affixed to the
exterior of the residence hall.
LOST AND FOUND
and found items should be turned in to the front desk. At the end of the camp, the Camp
Director may pick up any lost and found items. Anything left over from the camp will be turned into Campus
Police. ASU will not be
responsible for lost or stolen items.
and group sponsors are reminded that use of the residence hall is strictly
conditioned on compliance with the requirements set forth herein, all policies
of the University and all residence hall regulations. The Department of
Residence Life reserves the legal authority to terminate this use at any time
if a conference participant does not abide by the residence hall and University
policies. Conference participants
must comply with all local, state and federal laws. In addition to the policies described previously, the
following regulations are also enforced:
of University residence halls are expected to conduct themselves in a manner which
is consistent with the rights and needs of other individuals on campus. For example, conference participants
who are assigned to a particular residence hall may not congregate in or around
other residence halls. Group
sponsors are charged with the responsibility of supervising their participants
in such a fashion that the safety, security and/or privacy of other residence
hall occupants are not disturbed.
sponsors must provide Conference Services with the names of adult supervisors
(minimum of one supervisor per floor of participants) who will live in close
proximity to their group. These supervisors
must remain in the building where the group is assigned and be available to housing
staff during the hours the group is physically present in the residence hall.
following activities are of primary concern. Conference participants involved in such activities will be
subject to removal from the residence halls:
- Throwing objects out of/at windows or
- Using or possessing fireworks,
explosives, flammable materials, firearms, weapons or other objects which are
potentially harmful to the physical welfare of other participants.
- Removing, damaging or in any way
tampering with fire safety equipment or triggering false fire alarms.
- Misusing or vandalizing elevators,
elevator equipment or elevator locks.
- Engaging in deliberate or malicious
vandalism or theft.
- Acting in a manner directly
detrimental to the physical safety or health of other guests.
participants will be subject to prompt removal by Residence Life for acts that
are contrary to the interests of the residence hall community. Examples
include, but are not limited to: crimes of violence; possession, distribution
or sale of controlled substances and/or illegal drugs; other acts which violate
federal, state or local laws; or acts which could threaten the safety or well
being of other members of the University community.
following are not allowed in the residence halls:
- Pets of any kind.
- Air-conditioners, washing machines,
freezers and other equipment requiring more than 120-volt electricity.
- Refrigerators with inner dimensions
larger than four cubic feet.
- Appliances exceeding 1,800 watts or
- Hot plates, deep-fat fryers, open
flames or open coil appliances.
- Halogen lamps.
- Candles of any kind.
alcohol is permitted on the campus of Alcorn State University regardless of
and disturbances that prevent other guests from enjoying a peaceful environment
in the residence halls are not permitted.
University reserves the right to enter rooms other than areas of the residence
halls for purposes of repair, maintenance or safety inspections.
solicitation or use of the residence halls facilities for profit-making
activities for individuals or groups is prohibited.
- The Department of Residence Life
reserves the right to waive or establish policies and procedures it deems
necessary for the proper management of its housing programs.
- Alcorn State University will not
tolerate conduct which involves sexual harassment of any member of the
University community on University premises or at any other location where
there may be assigned or University-sanctioned activities. Your organization is expected to ensure
compliance with this policy, and the University will take appropriate action if
you fail to do so.
U.S. Mail will not be
delivered to the residence halls.
Please notify conference participants that if they would like to receive
mail. It must be sent to the Alcorn State University Post Office. Arrangements must be made in advance
with approval of Conference Services.
the event of an emergency (Police, Fire and EMS), please call Campus Police at
(601) 877-3000. If someone is not
feeling well, Student Health Services is available for him or her. Its number
is (601) 877-6460.
All persons are required to
evacuate a building when an emergency alarm is activated. If an alarm sounds, each person must
leave the room and proceed to the nearest clear exit. Stairwells must be used instead of elevators. If the participant is unable to exit
the room, a towel, sheet or similar item should be placed outside the window,
so that emergency personnel will know that someone is in the room. Camp Directors may request that a fire
drill be scheduled during the camp by contacting the coordinator prior to
NOTICE OF RISKS
sponsors must notify all participants of potential risks that may exist with
Conference Housing and the group’s activity at Alcorn State University. This notice must also be given to the
parents/guardians of participants who are minors. It should be in writing. Group sponsors are responsible for identifying particular
risks associated with their group activities. With respect to general risks, participants should be
cautioned not to go out alone or with strangers; to always keep possession of
their keys, identification and valuables (or keep them safely locked up); not
to drink alcohol, take unlawful drugs or abuse any medicated substance (prescribed
or otherwise); and to comply with group guidelines, University policies and
laws. Group sponsors should
provide participants with the emergency phone number of Campus Police (601)
877-3000 and the campus safety information is available at: http://www.alcorn.edu. An
officer from Campus Police is also available to speak to your group upon
the event of a conflict in information between this document and the Conference
Services contract, the contract shall take precedence.
LIABILITY, INSURANCE AND INDEMNIFICATION
The following information is
stated in the contract.
UNIVERSITY shall have no responsibility for the safety and/or security
of any person participating in the use of the property by GROUP except
as may arise from the negligence of the UNIVERSITY. GROUP expressly agrees to
indemnify and hold harmless UNIVERSITY, its officers, employees,
students and agents, from all costs, loss and expense arising out of any
liability or claim of liability for injury or damage to persons resulting
directly or indirectly from their participation in GROUP’S use of the
property, regardless of whether such use was authorized or not, and regardless
of whether the liability or claim of liability arises out of the act omission
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