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University of California, Santa Barbara’s Residence Halls Association.
The Comprehensive
Hall Council Manual
A Detailed Guide into Having a Successful Hall Council
Residence Halls Association
2014-2015
2
Table of Contents
WHAT IS THE RESIDENCE HALLS ASSOCIATION?......................................................................7
THE ABCS OF RHA AT UCSB................................................................................................................8
FINANCIAL RESOURCES FOR PROGRAMMING..........................................................................10
RHA ELECTED POSITIONS & DESCRIPTIONS..............................................................................11
WHAT IS HALL COUNCIL...................................................................................................................15
OVERVIEW OF HALL COUNCIL POSITIONS.................................................................................16
Hall Council President(s) ...................................................................................................................................16
Hall Council Leader Checklist ................................................................................................................................19
Parliamentary Procedure Tips for Efficiency:.........................................................................................................20
Goals and Objectives...............................................................................................................................................21
Hints on Motivating People.....................................................................................................................................22
Administrative Vice-President Guide ................................................................................................................23
Example Agenda .....................................................................................................................................................27
Suggested Format for Minutes ................................................................................................................................28
Sample Minutes.......................................................................................................................................................29
Treasurer Guide.................................................................................................................................................31
Beginning Steps as Treasurer:.................................................................................................................................32
Sample Budget: .......................................................................................................................................................35
Programming Chair Guide ................................................................................................................................36
Beginning Steps as Programming Chair: ................................................................................................................37
The Nuts and Bolts of Programming.......................................................................................................................38
Programming Ideas for Hall Council ......................................................................................................................40
Establishing a Successful Programming Body........................................................................................................41
Environmental Awareness Chair Guide ............................................................................................................43
Beginning Steps as the EAC: ..................................................................................................................................44
Traditional Environmental Programs ......................................................................................................................45
Recognition Chair ..............................................................................................................................................46
Beginning Steps as the Recognition Chair:.............................................................................................................47
Recognition and Appreciation.................................................................................................................................48
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100 Ways to Recognize...........................................................................................................................................49
Athletics Chair Guide.........................................................................................................................................63
Athletic Ideas for Hall Council ...............................................................................................................................64
Health and Wellness Chair.................................................................................................................................65
Beginning Steps as the new HAWC: ......................................................................................................................66
Programming Ideas for Hall Council ......................................................................................................................67
The Multicultural Awareness Chair Guide .......................................................................................................69
A Voice from a past MAC ......................................................................................................................................70
Multi-media and Public Relations Chair ...........................................................................................................71
A Voice from RHA’s Past Media Coordinator: ......................................................................................................72
Publicity 101 ...........................................................................................................................................................73
Types of Publicity ...................................................................................................................................................74
Where to Publicize ..................................................................................................................................................76
Floor/House Representatives..............................................................................................................................77
Steps as Representatives: ........................................................................................................................................77
THE NATIONAL RESIDENCE HALL HONORARY SECTION .....................................................79
The National Residence Hall Honorary (NRHH)................................................................................................80
Mission Statement ...............................................................................................................................................80
Brief Description .................................................................................................................................................80
Membership.........................................................................................................................................................81
“OF THE MONTH” AWARDS ..............................................................................................................83
Of The Month Guide ...........................................................................................................................................83
PROGRAM “OTM”s...........................................................................................................................................87
Ten Quick Tips for Writing Winning OTMs........................................................................................................89
OTM Program Nomination Form ...........................................................................................................................90
General OTM Form for Non-Programs..................................................................................................................91
Recognition and Appreciation .............................................................................................................................92
100 Ways to Recognize ........................................................................................................................................93
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BENEFITS OF CREATING AN OTM ACCOUNT ...........................................................................108
4 SIMPLE STEPS TO SUBMIT AN OTM ..........................................................................................109
SUPPLEMENTARY RESOURCES .....................................................................................................113
MASTER PROGRAMMING IDEA LIST ...................................................................................................... 114
Cup Outs to Programming............................................................................................................................... 117
10 Qualities of Leadership................................................................................................................................ 118
TEAMWORK .................................................................................................................................................. 119
17 Ways to Kill an Organization...................................................................................................................... 121
Working Smarter not Harder - Time Management ........................................................................................ 122
SEVEN KEYS TO MOTIVATION ................................................................................................................. 125
Why People Lose their Motivation................................................................................................................... 126
Why People Remain in Groups........................................................................................................................ 126
Hints on Motivating People.............................................................................................................................. 127
10 Easy Icebreakers.......................................................................................................................................... 128
5
Introduction
Consistent with the academic mission of the University, the Department of Housing strives to
create a positive growth environment for students by providing programs, services, and facilities
that promote and support education, social, and cultural development. A professional, trained
staff seeks to complement the classroom experience by creating an environment that fosters the
individual and interpersonal growth of the residential population. This manual has been
developed to help provide student leader in our residence halls and apartments with necessary
tools and skills that will assist our staff in fulfilling this goal.
The manual will provide you with valuable information you need to run a successful Hall or
Area government. The residents in your hall or apartment chose you as their voice and leader in
hall decisions, believing that you had the unique skills to make their environment an exciting one
in which to live. We hope that each section of this manual can enhance the skills you have and
add to the skills you would like to obtain. Familiarize yourself with the contents of this manual
and, by utilizing this information, you will be able to develop and implement programs in your
Hall or Area through a cohesive, working committee or government. Remember, it is not the
quantity of programs that encourage resident involvement, but the quality.
We look forward to a successful year in our residence halls at the University of California, Santa
Barbara. We are confident that you, as council leaders, will provide the quality programs that
residents need. Good luck to you all this upcoming year!
This manual was compiled by Joseph Gallego, a student leadership project summers intern,
summer 2014. This manual pulls information from North Carolina State Universities’ Hall
Council Resource Manual, as well as revised and updated information from UCSB Coordinating
Board Manuals from 1995-1996 and 2002-2003. A special acknowledgement goes out to Ashcon
Mineofar, Benjamin Pu, Sara Wolf, Kelsey Pruett, and Adam Sosa for sharing their personal
experience and advice as active student leaders. This resource manual serves to provide student
leaders with an updated guide on how to successfully be a good leader and play the role as an
active hall council member.
6
7
What is the Residence Halls Association?
The Residence Halls Association (RHA) is the elected student government board for all nine residence
halls. These Halls are Anacapa, Santa Rosa, San Nicolas, San Miguel, Santa Cruz, Manzanita, San Rafael,
San Catalina North Tower, and San Catalina South Tower.
RHA is responsible for 3 things:
(1) Programming - we program for all the halls including educational, social, cultural, and
recreational events. Our signature events include Week of Welcome, All Hall Brawl, All Hall
Ball, and All Hall Talent Show.
(2) Advocacy - we advocate the needs and interests of students living in the residence halls. Past
projects RHA has implemented are To Go Boxes in Ortega, whole campus wifi coverage, swipes
for the homeless, an outdoor movie screen in the San Nicolas Lawn, and a gym by Carrillo that
outlooks the lagoon. We act as the voice for student residents in the largest campus community.
(3) Funding - we are here for YOU! Through funding events, projects, and new innovative
initiatives, we want to make living on-campus a better experience for everyone. Our goal is to
foster relationships with residence and build a strong UCSB community.
More information about RHA and the currently elected executives can be fund here:
http://www.ucsbrha.com/.
Some History
One of the first of its kind in the country, UCSB’s RHA was discovered in 1956 after the
completion of the first Residence Hall, Santa Rosa. Since then, the RHA at UCSB continued to
grow with the completion of 5 more residence halls over the next 12 years and the acquisition of
San Catalina Towers.
RHA has a rich tradition of programming and dealing with student issues, wants, and needs.
Until the early sixties when the new community of Isla Vista began to experience rapid growth, a
vast majority of students lived on campus. UCSB’s RHA helped the campus grow into becoming
a UC as attendance skyrocketed into the thousands.
RHA began as primarily a programming entity for social events. Over the years, and through
changing collegiate social climate, RHA has evolved into a strong voice for student concerns
with innovative and unparalleled residential programming of all natures. From its inception,
RHA has served as the “student voice in the residence halls” as it set out to do over sixty years
ago. Our goal is to generally meet students’ needs in a living and learning environment.
8
The ABCs of RHA at UCSB
Acronym Stands For... Means....
AD Assistant Director
Assistant Directors oversee various functions in the department including
residential community areas (Far side, Apartments, Chi-5, San Cat) and functional
areas such as Leadership, Conduct, and Assignments.
Associate Director
Associate Directors supervise the ADs and provide leadership and direction for
initiatives in the department
ARD
Assistant Resident
Director
Assistant Resident Directors assist the Resident Director to build a strong
community in the residence halls. ARDs also advise Hall Councils and provide
direction to the desks.
ASLC
Assistant Student
Leadership
Coordinator
ASLC is a professional staff member that co-advises RHA & NRHH and members
to reach their goals and objectives.
DA Desk Attendant
A desk attendant serves as an information resource in the hall/area by working at
the Residence Hall desk and working with keys, work orders, etc.
HC Hall Council
Student-run organizations located in each res hall. Supported by RHA, HCs have
financial and programming resources to promote hall development
H&RS
Housing &
Residential Services
This is the overall department that is responsible for the residential communities
and dining halls. It also oversees the operations and maintenance of these spaces.
RHA serves as an advisory board to H&RS.
RHA
Residence Halls
Association
RHA is a student-run organization that serves all residential students in both policy
and programming and offers many leadership development opportunities.
RCL
Residential and
Community Living
R&RCL is a unit in H&RS that focuses on the education, well-being, conduct, and
leadership of the residents in the residential communities. RAs, ARDs, RDs, ADs,
and other staff work in this unit. The UMBRELLA!
NACURH
National Association
of College and
University Res Halls
NACURH is the national organization to which UCSB's RHA belongs. A
NACURH conference with approximately 2200+ people is held in May/June every
year. RHA takes a delegation of students that have shown involvement and
enthusiasm in their halls to each annual conference.
NCC
National
Communications
Coordinator
The NCC is a member of the RHA executive board. This person serves as the
liaison and representative of RHA to all other schools around the country who
participate in resident hall life and also coordinates conferences and picks the
delegates.
No-Frills
No-Frills is the name of an annual conference held for the PACURH region in
which business items and legislation are considered.
NRHH
National Residence
Halls Honorary
NRHH is an honorary organization that recognizes the top 1% of student leaders
who have contributed to the residential experience in positive ways.
OTM Of the Month
Of the Month are recognition opportunities for individuals campus-wide to be
recognized locally, regionally, and nationally for contributions to campus life and
are voted onto by NRHH.
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RA Resident Assistant
An RA is student (or member of Family housing community) who receives training
in fostering community development in a variety of ways and response to crisis
situations.
RD Resident Director
RDs are full time staff members with a master's degree who receive training and
education in fostering community and personal development in the halls. They also
work with facilities and housekeeping to ensure that the residence halls are in great
condition.
PACURH
Pacific Affiliate of
College &University
Residence Halls
PACURH is the regional organization to which UCSB's RHA belongs. A PACURH
conference with approximately 800 people is held each fall semester. RHA takes a
handful of on-campus residents to each conference for leadership development.
SACC
Student Apartment
Community Council
Residential Leadership Council that oversees the Undergraduate apartments that
include Santa Ynes, El Dorado, and Westwinds
GSACC
Graduate Student
Apartment
Community Council
Residential Leadership Council that oversees Graduate apartments that include San
Clemente and Westgate
10
Financial Resources for Programming
In the Residence Hall Community
Monetary support is an integral component of RHA. The list outlines the financial resources
available to all members of the residence halls community. These include Assistant Resident
Directors, Resident Assistants, Hall Council executives, and members of the residential
community.
A preface to the list should acknowledge the source of these funds. Each student resident is a
member of the Residence Halls Association (RHA) and pays $30.00 per academic year as part of
the housing contract. This money is distributed among the floors/houses of which the student is a
member ($9 per year), the hall council ($9 per year), and the campus-wide RHA Coordinating
Board ($12.00 per year). These funds are managed, spend, and accounted for by student
residents in accordance with University guidelines.
A. Floor/House Funds
These funds are located in the floor/house treasury and are expended subject to decision made by
Resident Assistants (RA) and floor/house members. To access these funds, the floor/house
treasurer must sign a check request determining what and how much is to be purchased. The
treasurer is responsible for getting all receipts in to the finance office, and for keeping an
accurate record of funds spent.
B. Hall Council Funds
Hall council funds are located in the composite hall treasury and are expended subject to
decisions made by the Hall council government. For a hall of 400 students, their account will
have $3,600 in dues plus a portion of all revenues provided by the vending machines.
C. RHA Coordinating Board Funds
These funds are located in the RHA Coordinating Board treasury and are expended in
accordance with the RHA Constitution and By-Laws by the RHA Coordinating Board. In 2012
and 2013, the RHA Coordinating Board had access to over $100,000 within their budget. The
amount is subject to increases and decreases due to a combination of RHA dues, fundraisers, and
Vending revenue.
The Coordinating Board funds are available at the request of any person or organization for
programming. These programs shall, as defined by the By-Laws, be principally educational in
nature and have a significant impact on on-campus students. These funds are allocated in open,
weekly Board meetings. To request funds, please e-mail the administrative vice president in
ucsbadminvp@gmail.com.
11
RHA Elected Positions & Descriptions
The RHA President
○ Runs and directs the coordinating board meetings
○ Ex-officio member of all committees
○ Ability to appoint members into position
○ Works in the RHA office over the summer after elected to
prepare the incoming RHA
○ Represents on-campus students to all official functions of
the University or local communities
How we can help: The RHA President is your bridge between
students and the housing staff. They are experienced with the parliamentary procedure and
running 2 hour long meetings with large enthusiastic groups of individuals. The RHA President
can help incoming presidents run meetings more effectively and show Presidents how to
collectively advocate, communicate, and translate Hall Council ideas into the bigger community.
The Administrative Vice President:
○ Records meeting minutes and prepares weekly agendas
○ Acts as office manager for RHA general office supplies
○ Assigns the office hours and assignments
○ Chairs the RHA elections committee
How we can help: The administrative vice president is an excellent
resource for Hall Council admin VPs to learn about how to
effectively record minutes, create agendas, manage and set up
emails, and keeping meetings quick and efficient. They are highly experienced with running,
coordinating, and scheduling meetings and know the basics of journaling meetings effectively.
12
The Programming Vice President:
○ Oversees all Representative at Large
○ Coordinates biweekly meetings with the
Representative at Larges
○ Supervise and support RHA signature programs
such as All Hall Brawl, All Hall Ball, and All
Hall Talent Show
How we can help: The Programming Vice President is
an experienced programmer with both large and small
events. They can aid any hall council position that
wishes to plan a program within their hall and assist the programming chairs in organizing and
managing program committees within their Hall Council.
The Finance Vice-President:
○ Keeps all financial records for RHA
○ Gives a budget report in weekly RHA meetings
○ Chairs the Financial Committee
○ Chairs the Judicial Review Board
How we can help: The Finance Vice President is
experienced with creating budgets, managing receipts, and
recording spending approvals and disapprovals in the
weekly finance report. Treasurers can receive valuable tips on how to efficiently record financial
transactions in Hall Council, and receive advice on how to make the budget open and transparent
to members of the hall council. Remember! A budget must reflect your Hall Council’s inner
values.
13
The National Communications Coordinator (NCC):
○ Responsible of regional national conferences such as
PACURH, NACURH, and No Frills
○ Chairs the Finals kit fundraisers
○ Communicates with the region and the nation about
RHA business
○ Represents the University on a regional and national
level
How we can help: The NCC functions to inform residents
about upcoming conference opportunities. If any member in hall council would like to have
contact with other universities or learn more about conferences and other schools, the NNC
would be a valuable resource!
The Representatives at Large:
○ Hold one major program in the year
○ Seconds another representative’s major program
○ Serves on two internal committees
○ Hold two minor programs throughout the year as stated
in the constitution
How we can help: The Reps-at-Large function to guide,
advocate, and inform Hall Councils about upcoming RHA
events. Reps-at-Large can prove to be valuable resources for
floor representatives and the programming chair because of their experience planning programs
and serving on internal committees.
The Project CARE Director:
○ Responsible of the Project CARE program throughout the
year
○ Maintains the project CARE budget, purchasing prizes, and
securing a grand prize(s) for the final Spring drawing
How we can help: You can check in with the Project CARE
Director to see if your Hall has any damages! They can also advise
ways on how to respect and fix the damages done in the halls.
14
The Web Manager:
○ Maintains the RHA web page as well as overseeing the web
managers of each building
○ Serves on 2 internal committees
How we can help: The Web Manager functions to improve the
online publicity of RHA. Publicity and Multimedia chairs can
approach the Web Manager for advice on how to improve their Hall
Council’s online and physical presence around the campus.
The Media Coordinator:
○ Designs and distributes “The Flush” into each residence hall
○ Responsible online publicity initiatives of the Coordinating Board
○ Serves on 2 internal committees per quarter
How we can help: The Media Coordinator function to improve the
campus-wide publicity of RHA. Publicity and Multimedia chairs can
approach the Media Coordinator for advice on Photoshop, design, and how to create and send
Digiknows to be displayed in the dining commons. The Media Coordinator is also experienced
with publicizing and beautifying events and advertisements for programs.
15
What is Hall Council
Hall Council functions as the local student government for the individual residence hall. It stands as the branch of
the Residence Hall Association’s student government that allows incoming students a unique opportunity to
involve themselves in leadership and play an effective role in the shaping of their own community at UCSB.
Because of its locality and its architecture Hall Council is also the most extensive form of representation for each
and every resident living within the residence hall system on campus. In short, Hall Council represents
Residential Life’s most intimate effort to enable its residents by providing them with both a voice via
representation and an opportunity in leadership.
Each Hall Council is comprised of a group of executive officers who are elected at the beginning of the fall quarter
and a minimum of two floor reps for each of the building’s floors. The building’s entire Hall Council will meet
once weekly to discuss its own finances and plan any combination of social, educational, or cultural programming
for its residents
Many times, Housing & Residential Services comes to RHA to ask for input on a number of things; anything
from setting up a new gym, to what we like to eat in the dining commons.
RHA has jurisdiction over solicitation in the Halls (who gets to do it and when), as well as the authority to grant
or deny use of the dining facilities by outside groups. RHA is also always consulted when a major project that
will affect residents comes into question. Our major focus, however, is programming for the residents and
improving the quality of their residential experience.
16
Overview of Hall Council Positions
Hall Council President(s)
Constitutional Duties:
A. Each Council President(s) shall:
1. Be an official representative of the Council to RHA Coordinating Board.
2. Serve on at least two (2) RHA internal Committees (as determined by the RHA Programming Vice
Presidents)
3. Will present RHA Coordinating Board reports to their respective council.
4. Will work with their respective Executive Board in planning meetings, retreats, hall activities and
programs.
5. Will run Executive and Hall Council meetings.
6. Acts as Hall Council Committee Coordinator, organizing student representation to the Hall Council
Committees.
7. Turn in a file of activity reports to the RHA office for use in future years.
8. Be responsible for attending RHA Coordinating Board retreats and workshops.
9. If a Council President(s) has a cumulative Grade Point Average (GPA) lower than 2.0 they must meet
with the RHA advisor and they will be put on probation. If they have a cumulative GPA lower than 2.0 for
two (2) consecutive quarters, they will be required to leave office within the first three (3) weeks of the
third quarter.
10. Each President shall be required to serve on two (2) internal committees and one (1) external committee
per quarter. In addition to running their own Hall Council meetings, all Hall Council Presidents shall attend
the RHA Coordinating Board meetings.
17
A Note from a Past HC President
Hello, my name is Ashcon Minoiefar. I was the former Santa Catalina Co-President for the Resident Hall
Association. Allow me to share some of my experiences so you, the next generation of student leaders,
can better channel your desires of leadership.
My Experience: Being Santa Catalina President was a very rewarding experience. When you set
up a project or spear head a program and you see the gratitude of you residents, it’s a truly great feeling. I,
for example, started a coffee program that provided free coffee to the residents every day. I won’t lie and
say that it wasn’t a draining task that took a lot of planning, re-planning and a great deal of execution. But
when a resident would come up and thank me for setting it up, it always becomes worth the work. Being a
president takes a lot of work and dedication, with you being the one who has to push yourself to do that
job right. But I assure you that any amount of time I spent on my position was well worth it and I still
think back on very fond memories.
Presidential Duties: Your duties as President consist of a few different things. Foremost, you
will be presiding over your Hall Council Meetings every Tuesday. This is one of the best parts of the job;
I personally didn’t realize this until my spring quarter. Really trying to connect with and hang out with
you Hall Council is invaluable. Once you make that connection you will love spending time working with
them on posters, programs or other projects. The other meeting you will be the RHA Coordinating Board
meeting. Maintaining a good working relationship with everyone on this board is very important. When
you’re debating allocation funds for different programs or advocating for something you believe, make
sure to understand that your words and the words of others shouldn’t be taken personally. There can be
times when people will be a bit scathing, but it’s only out of the frustration you and everyone else at that
meeting will experience at some point. Office hours will also be another duty will be asked to perform.
Office hours are a great opportunity to get any side projects done, plan for programs or simply emailing
administration will ideas or interests (which is actually extremely helpful and can get a lot done).
Programming is also a part of your position. Your position is not required to throw a program,
but your position is expected to be a part of your Hall Council’s programs. The execution of this is very
much left up to you to shape in that way you think its best. I found myself focused mostly on the running
of the coffee program (coordinating with members of my Hall Council) and the helping organize larger
programs such as TX2. I would point my Hall Council in the right direction and answer any questions
they had, but I was mostly hands off when it came to their personal program ideas. I believe this gave
18
them ownership for their program, as well as accountability in making sure it was done. You can take on
a more hands on approach and ensure that things are done correctly or how you see it should. But I
believe a good president guides the interests of his Hall Council; this shouldn’t however make you think
your opinion or interests shouldn’t also be contributed.
Hall Council Procedures and Advice: You will be responsible to lead your Hall Council and
see that healthy, accessible discussions can be had between members of your Hall Council. This is best
done using Parliamentary Procedure, which will be explained to you at the Fall Retreat. What’s important
is to realize that Parliamentary Procedure, although complicated, makes sure that everyone has an
opportunity to talk. But the bigger issue you will be most likely dealing with is getting your Hall Council
to talk. Don’t be afraid to offer topics of discussion or simply ask a question that will foster a response
from a HC member. Often times you HC members will be talking, but won’t realize that they have to
make a motion for things to move forward. So it is advisable to help remind them that a motion must be
made or, as I preferred, laying out the course of actions possible for them to make (“as so far
mentioned”). It’s all about finding the balance between a guiding force to get the meeting moving and
making sure no one feels they shouldn’t make a comment.
Personal Note: This position can be very influential and helpful to the residents. You can do a lot
to make their lives a lot easier in the day to day rigors to being at a university. But it is up to you to make
it so. It takes time and effort to get things done within your resident hall, but it will all be worth it for
resident who has it just that much better because of you.
Always remember that “Hardship is greatness awaiting your dedication”
Ashcon Minoiefar
San Catalina South President
SY 2013-2014
19
Hall Council Leader Checklist
1. ____________ Are you in contact with your group?
2. ____________ Do you encourage discussion of issues or desires?
3. ____________ Do people share enough that you can judge their opinions?
4. ____________ Is your environment conducive to free speaking and discussion?
5. ____________ Hey! Are people attending (or not attending?) meetings? What can you do to improve
and promote involvement?
6. ____________ Is your group growing?
7. ____________ Are there more ideas all the time in the group?
8. ____________ Are you growing?
9. ____________ Can you say “I don’t know”?
10. ___________ Are you accomplishing what you and your organization set out to achieve?
FOOD: Everyone loves food. Free food is always an incentive for your stereotypical broke college kids.
You will start to notice that food is part of every single successful event. Food entices people to come and
gives them an opportunity to do something they never thought they would do. Although the cost of food
can start to add up, this will definitely encourage people to take an hour out of their daily lives to come to
Hall Council, especially during midterm’s weeks!
THEMED MEETINGS: Themed meetings were fun for everyone. If the themes are easily feasible and
something that everyone can participate in, then they will be successful. Constantly remind people of the
theme and have the theme thought up ahead of time. The more people that participate, the more fun
themed meetings can be. It also provides a great photo opportunity! I also recommend that everyone on
executive board participate in themed meetings. They are role models for everyone else. By this notion, if
executive board members aren’t participating, then hall representatives won’t feel the need to participate
either.
UNCOOPERATIVE PEOPLE: I recommend handling things calmly and not let bitter feelings start to
grow. If people are being uncooperative, you can address the situation nicely and let them know what
they are doing
20
Parliamentary Procedure Tips for Efficiency:
It is a Hall Council’s President’s responsibility for teaching the Parliamentary procedure to their
board. The motions below are a list of motions members may make to speed up the pace meetings or
to make changes to the current motion.
FREQUENTLY USED MOTIONS:
1. Table the motion: Lays a pending question aside temporarily when something more
urgent has arisen. "I move to lay the question on the table" or "I move that the motion be
laid on the table."
2. Limit or extend debate: Modifies debate by limiting or extending the number or length of
speeches. Only acceptable if made by the chair.
3. Amend: Modifies a main motion by inserting, adding, striking, striking and inserting,
striking and adding, or substituting some specific language. "I move to amend by adding
the words . . ." or "by striking . . ." or "I move to substitute for the pending motion the
following: ...."
4. Postpone to a certain time: Defers consideration to a definite day, meeting, or hour, or
until after some particular event. "I move that the question be postponed until the next
meeting" or "I move to postpone the motion until after the address by our guest speaker."
5. Point of information: Inquires as to the facts affecting the business at hand and is
directed to the chair or, through the chair, to a member. "I rise to a point of information"
or "A point of information, please."
6. Parliamentary inquiry: Requests the parliamentarian’s opinion (not a ruling) on a matter
of parliamentary procedure as it relates to the business at hand. "I rise to a parliamentary
inquiry" or "A parliamentary inquiry, please."
7. Withdraw a motion: Permits a member to remove his or her question from consideration
even after the motion has been restated by the chair. "Mr. Chairman, I move that I be
allowed to withdraw the motion."
8. Appeal from the ruling of the chair: Challenges a ruling of the chair. A 2/3 vote is
required to overrule the Chair. "I appeal from the decision of the chair."
9. Point of order: Challenges an error in procedure and requires a ruling by the chair. "I rise
to a point of order" or "Point of order!"
21
Goals and Objectives
Goals are statements of desired outcomes. Education goals, therefore, are statements of
educational outcomes. They indicate a commitment to a particular philosophical direction. They
become the criteria by which we assess our current actions and decisions to insure that we are
headed toward our destination. Goals are NOT measurable directly.
Goals are guides for action through which the efforts of the group are planned and coordinated.
They are standards to assist the group in resolving conflict between group members. Goals
provide a measuring stick to determine the progress being made by the group or individual.
They also provide opportunities to review and evaluate what is being done. Finally, goals serve
as a motivating force for the behavior of a the group or individual.
Objectives state specifically what the outcome will be of a set of related activities. These actions
can be measured. Objectives provide specific directions and a means for communication with
students and others. Finally, they detail the actions of the group or individual.
In general, goals and objectives should have the following criteria met in order for them to be
complete:
¨ Specificity-What exactly are we trying to do?
¨ Realism-Can this goal realistically be accomplished?
¨ Measurability-Can this goal logically be measured?
¨ Timely-Can this goal be accomplished in a reasonable amount of time?
Here are some sample questions to facilitate goal setting:
¨ What are you looking forward to most this year?
¨ What are you concerned about most this year?
¨ What are your goals for Hall Council as a whole?
¨ What are your goals as an executive board?
¨ What are your strengths?
¨ What are your areas of improvement?
¨ What would you like to get out of being an executive board member?
¨ What are goals for your position?
22
Hints on Motivating People
1. Get to know everyone’s strengths and weaknesses
2. Be a good listener.
3. Be constructive with criticism.
4. Give feedback in private.
5. Praise in public.
6. Be considerate and sympathetic
7. Get everyone involved and delegate according to
strengths
8. Appreciate the effort of others
9. Make your wishes known by suggestions or
requests.
10. When you make a suggestion, be sure to tell the
reasons for it.
11. Share a vision with your group members
12. Maintain and refer back to the vision you’ve
established
13. Play up and be positive.
14. Be consistent.
15. Be Confident!
16. Don’t be afraid to ask for help!
17. Never be afraid to say “I was wrong”
18. Listen to the ideas of everyone
19. Be cognizant of your own words
20. Don’t be upset by little hassles.
21. Use every opportunity to build up in members a sense of the importance of their own work.
22. Give your members goals, a sense of direction, something to strive for and to achieve.
23. Keep your members informed on matters affecting the community
24. Give members a chance to take part in decisions, particularly those affecting them.
25. Let your members know where they stand.
23
Administrative Vice-President Guide
24
Constitutional Duties:
D. The Council Administrative Vice President shall:
1. Be responsible for the writing and distribution of weekly Hall Council Agendas and Minutes
2. Be responsible for all written records and correspondence of the Hall Council Government.
A Note an Admin Vice President
Hello, my name is Junoesque Hsiao, but my friends call me Juno! I was the former Anacapa Admin Vice
President for the Resident Hall Association. Allow me to share some of my experiences so you, the next
generation of student leaders, can better channel your desires of leadership.
My Experience: Like a Disneyland ride, my time as Anacapa’s Administrative Vice was time
consuming and long and I didn’t get to truly appreciate it until the end. Like the beginning of any ride at
Disneyland, there is usually an hour-long wait. That was most of the year for me. However, first week in,
I was as excited as anyone else. I had a team of amazing people by my side and although I knew it wasn’t
going to be easy, I hoped that it would be worth it in the end. I was bright-eyed and looked forward to
what was to come. I welcomed all my tasked and knew my responsibilities and job duties. I started an
online submission form for funding requests. This link was sent out to RA’s and anyone else who e-
mailed about wanting money. With this form, I was able to document all events and money requested at
each event. This form would serve as a basis for weekly meeting agendas and would help with minutes.
This form wasn’t necessary, but it definitely made my life a lot easier.
Experience with Agendas: Delving deeper into responsibilities, an Admin VP is responsible of
keeping meetings running efficiently and taking notes through out. Each Admin VP has to create
meeting agendas that let people know the talking points of the meeting. These meeting agendas are
important because they have to be concise and to the point or else meetings can go on forever. A good
agenda provides a good backbone for each meeting. In addition to meeting agendas, the Admin VP is also
responsible for taking minutes for each meeting. Minutes are recaps of what happened at meetings. They
are notes of who said what, ideas that were brought up, and outcomes that hall council decides as a
whole. These two responsibilities make up a majority of the Admin VP’s duty, and are necessities to a
functioning hall council. Needless to say, the grunt work was waiting in line for a Disneyland ride. It
25
always seemed tedious and ridiculous; however, I knew that if there wasn’t organization, if there wasn’t a
line, then there would be no reward at the end.
Advice on Recording Minutes: Recording minutes is probably something that you aren’t used
to. Don’t worry; everyone has difficulty when they start out. Something that will make your life a lot
easier is if you base your minutes off of the agenda. Sometimes it is hard to write down everything so
everyone else will understand if you need to take a minute and have everything repeated. Don’t feel
ashamed or that you aren’t doing your job properly; if you ask, you’re improving your own work. The last
big tip I have to successfully record minutes is to learn to summarize. Most of the times, ideas or events
can be summarized into a concise sentence or so. You don’t need to write down word for word what
someone says, just the main idea. This will make your minutes a lot neater and a lot more
comprehendible, it will also make your life a lot easier.
26
DO DON’T
1) ASK FOR HELP! The rest of your exec board is there
for a reason.
2) STAY ORGANIZED! Keep a folder or have a filing
system, you should know where everything is at all
times.
3) BE CALM! Everything will work out, even if things
seem hectic at times.
4) TECHNOLOGY IS HELPFUL! Using social media or
other forms of technology to keep people informed will
definitely help.
5) SMILE! Everyone’s a stranger at first, but by the end of
the year, these people will hopefully become family.
1) PUT OTHERS DOWN! Everyone is entitled to his or her own
opinion, don’t think less of someone or criticize someone
because you think the idea is stupid.
2) TAKE CONTROL! Be a team, be a family. Everyone in the
exec board should be contributing equally, even if you have a
higher position.
3) GET BORED! If you feel like Hall Council is getting boring,
find ways to make it interesting for everyone.
4) GIVE UP! When the going gets rough, stick it through, trust
me, it’s worth the hard work.
Personal Note: It gets easier. No matter how much work you think you have, the workload gets more
feasible. You learn to manage your time and things that seem hard at first become second nature. This job
may seem tiring and a ridiculous amount of work, but in the end, you are going to be proud of everything
you have accomplished. Also, appreciate everything and the time you have with everyone. The year really
does go by really fast. On your last day, you’re going to realize that it’s over, and you won’t believe it.
Make the most out of your time as Admin VP, it’ll be a blast.
“If not us, then who? If not now, then when?” – John E. Lewis
Juno Hsiao
Anacapa Admin VP
SY 2013-2014
27
Example Agenda
I. Call to Order (w/wo Icebreaker)
II. Attendance
III. Approval of Previous Minutes
IV. Officer Reports-Updates from executive officers
- President(s)
- Admin VP
- Treasurer
- Programming Chair(s)
- Environmental Awareness Chair(s)
- HAWC(s)
- Athletics Chair(s)
- Recognition Chair
- MAC(s)
- Public Relations Chair
- Multimedia Chair
V. Committee Reports-Updates from committee chairs
VI. Old Business/Open Forum-Business left over from previous meetings
VII. Resident Forum and Floor Representative Updates
VIII. New Business/Funding-Introduction of new topics for business
IX. Announcements-Informing the assembly of other subjects and upcoming event
X. Advisor Remarks
XI. Adjournment
28
Suggested Format for Minutes
Minutes for ______________________________________ Council
Date:
Location:
Attendance of Floors/Houses/Representatives: (Varies depending on building)
Officer Reports
1) President(s)
2) Admin VP
3) Treasurer
4) Programming Chair(s)
5) Environmental Awareness Chair(s)
6) HAWC(s)
7) Athletics Chair(s)
8) Recognition Chair
9) MAC(s)
10) Public Relations Chair
11) Multimedia Chair
Committee Reports
Open Forum
New Business/Funding
Upcoming Events
Advisor Remarks
Next Meeting
Date:
Time:
Location:
To put items on the agenda, contact:
29
Sample Minutes
Hall Council Minutes 5-13-14
1) Call to Order at 9:02pm
2) Attendance
a. Alpha floor – Present (2 representatives) President - Present
b. Beta floor – Present (2 representatives) Treasurer - Present
c. Charlie floor – Present (1 representative) Athletics - Present
d. Delta floor – Absent (0 representatives) Programming - Present
e. Echo floor – Present (1 representative) EAC - Present
f. Foxtrot floor – Present (2 representatives) HAWC - Present
g. Gamma floor – Present (2 representatives) Public Relations - Present
h. Hotel floor – Present (1 representatives) Recognition – Present
3) Approval of Minutes
a. James Bond from Alpha floor motions to approve the minutes
b. Batman from Foxtrot floor seconds the motion
c. President: Batman has 2nd
the motion and we are now in discussion
c. Superman from Hotel floor calls to questions
d. President: No objections? Alright! Let’s move into a vote. Yays, Nays, and abstains!
Results: 14-2-0. Motion Passes, Minutes Approved
4) Officer Reports
a. President – There will be Nutella in the dinning commons starting on Feb 14!
b. Treasurer – In our up to date budget, we have $400 left for programming this quarter.
c. Programming – We have a dodge ball tournament this Saturday at 5!
d. Recognition – I present this award to Batman for hosting a great program last week!
e. All Other Positions – Nothing to report
5) Committee Reports
a. 3rd
Floor Programming Committee – Floor movie night is tonight!
b. No other committee reports
6) Old Business/Open Forum
a. Batman: support and publicity to help spread awareness for STIs in Gotham. Wants to
put flyers in the halls.
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7) New Business (must include how much, where, when)
1. Aquaman requesting $80 for a whale watching program on 5-13 at the pierre
a. President – Any questions?
b. Superman – How many residents have signed up for the program?
c. Aquaman – 20 so far, but I’m expecting more
d. President – Thank you for presenting
2. The Joker is requesting $200 to host a stand up show at the formal lounge on 5-14
a. President – Any questions?
b. ***Cricket noises***
c. Seeing none, let’s move on.
7b) Funding
1. Superman – Motion to approve $80 for Aquaman’s whale watching program
Batman – second that motion
President – we are now in discussion
Green Lantern – I call to question
President – Any objections? Seeing none we go to a vote
12-4-0 Motion Passes, $80 funded to the program
2. Batman – I reserve my right. I don’t think we should fund Joker’s program because it’s
a Monday night and people will be busy. Therefore, I motion to fund him $0.
Superman – second the motion
President – we are in discussion
Green Lantern – I call to question
President – Any objections? Seeing none, we move on to a vote.
4-12-0 Motion Fails
8) Upcoming Events
1. Dodge ball this Saturday at 6pm!
2. Dance Party in the lounge on Thursday
3. Salsa Dancing next week on the 23rd
9) Advisor Remarks
Morgan Freeman – You all have done very well over the last week. I’m so proud of you
and I’ll buy everyone Costco pizza for next week’s meeting!
10) Meeting Adjourned at 10:15pm
31
Treasurer Guide
32
Constitutional Duties:
E. The Council Treasurer shall:
1. Have charge of the central treasury, which shall be used for the Hall Council’s financial affairs.
2. Keep and publish accurate records of all Hall Council financial affairs
3. Submit a bi-monthly financial report to the Hall Council.
Beginning Steps as Treasurer:
1) Meet with your ARD and coordinate how much money you have to budget for the entire year. In
your meeting you should discuss:
(1) How to fill out the proper hall council financial form
(2) How much (percentage wise) of the budget do you want to devote to programs
(3) Your method of recording and keeping track of expenditures
(4) Knowing where the financial office is to receive updated versions of the Hall Council Budget.
2) Before your next executive meeting, create a rough budget on how to allocate the money within your
Hall Council. Refer to the “Sample Budget” section below for templates on how to create a Hall Council
Budget.
3) At the next Hall Council Meeting, present your budget on a screen so that all the executive members
and hall representatives can see how you’ve budgeted the money for the entire year. During your
presentation you should aim to be fully transparent and prompt feedback from your Hall Council on what
changes they would like to see made.
4) Adjust your budget accordingly based on the feedback. Coordinate with the Programming, Athletics,
MAC, and HAWC Chairs about how much money they can spend for the quarter/year.
5) Remember – A Budget is supposed to reflect your Hall Council’s Values!
33
A Voice from a past Treasurer
The treasurer budget’s the money hall council receives from student funds paid at the beginning of
the school year! We maintain, balance, and sign any paperwork relating to the Hall Council budget.
We present the Hall Council Financial report weekly and sign any check requests needed!
How I did it: I broke the finances down to quarters so that we knew exactly how much we had to
spend by the end of the quarter. This is your money, you want to spend it because once the year is
over, you don’t get it back. The budget for each quarter was then broken down even further into line-
items such as programming, diversity, etc. An example is attached in the following section.
As a side note, excel will be your best friend. You should utilize it for all of your financial records
and needs!
Challenges throughout the year are deciding which line-item to pull money out of. Please define
what you believe each line-item is for at the beginning of the year so you know exactly where money
should come from. Other than that, stay on top of your game and keep good records so that you don’t
run out of money before the end of the year!
34
DO DON’T
1) BE RESPONSIBLE! Keep an accurate and up-to-date record
of all transactions
2) COMMUNICATE with your ARD and HC Executives about
any problems with the budget. Also recommend to HC about the
amount of money and line item you want to fund from
3) BE CALM! Everything will work out, even if things seem
hectic at times.
4) TECHNOLOGY IS HELPFUL! Using social media or other
forms of technology to keep people informed will definitely
help.
5) SMILE! Everyone’s a stranger at first, but by the end of the
year, these people will hopefully become family.
1) PUT OTHERS DOWN! Everyone is entitled to his or
her own opinion, don’t think less of someone or criticize
someone because you think the idea is stupid.
2) TAKE CONTROL! Be a team, be a family. Everyone in
the exec board should be contributing equally, even if you
have a higher position.
3) GET BORED! If you feel like Hall Council is getting
boring, find ways to make it interesting for everyone.
4) GIVE UP! When the going gets rough, stick it through,
trust me, it’s worth the hard work.
Closing Notes: Always know that there are people around you that are willing to help. Being
treasurer is a huge responsibility, but a fun one! You learn to manage your time, create a budget,
maintain a budget, and help other people make their programs a reality. You are the means by which
all events are able to happen. That’s not meant to scare you, but instead, it is meant to excite you and
make you feel as though this position is the coolest and most fun thing you will ever do. I’ll let you
in on a secret, it really is!
"Tell me and I forget. Teach me and I remember. Involve me and I learn."
- Benjamin Franklin
Adam
San Nicolas Treasurers
SY 2012-2013
35
Sample Budget:
Below is a Budget Proposal that the San Nicolas Treasurer used in 2013. It is recommended that you
discuss the percentage distributions below with your fellow executive members.
Step 2: Every time you fund a program or receive receipts you record the transition in trial balances
similar below to excel.
36
Programming Chair Guide
37
Constitutional Duties:
B. The Council Activities Chair(s) shall:
1. Be responsible for planning and implementing all social and educational events with the approval and
cooperation of the Hall Council Government. There should be at least one (1) program per quarter each.
2. Assist with the RHA All Hall Talent show, by putting on a building wide talent show.
3. Be responsible for submitting accurate records of Hall Council Programs and Events to the RHA
Coordinating Board upon request.
Beginning Steps as Programming Chair:
1) Coordinate with the President and hold a programming brainstorm session in Hall Council. This ideally
should take place within the first 2 meetings.
2) Involve the floor representatives to form programming committees on programs they would love to see
and be passionate about.
3) Meet with each programming committee and assign programs they want to host.
4) Coordinate with the Treasurer to form budgets for each of the assigned programs.
5) Plan the dates throughout the quarter to ensure a steady and consistent programming quarter. Ideally,
you should aim to produce at least 1 program every 2 weeks depending on its size.
38
The Nuts and Bolts of Programming
Why Plan a Program?
Throwing events is one of the best ways that you can ‘put the unity in community’, as the saying
goes. Programs are an opportunity to fill the needs of the hall that you represent, or the greater
on-campus community as a whole. From social needs, to education needs, and even athletic
needs, Hall Council and RHA events are designed to bring services to the students. So keep that
in mind when you are planning your programs this year, your goal should always be to better the
lives of the students through your events.
Step One: The Creative Process
Believe it or not, if you do have some event ideas bouncing around in your head, you have
already started the program planning process. Feeling stuck? Think about the needs of your
audience, and if you still need a little extra help, the transition report binders are a great resource
to keep in mind.
Step Two: Big or Small?
Before even starting to hash out the details of your program, it’s important to decide how big or
small you want your program to be. Knowing this will keep you on track and it will help you
make decisions along the way. So before you get ahead of yourself, decide about how much
money (even if it’s just a rough estimate) that you want to spend.
Step Three: Getting Specific
When you are beginning to determine the specific details of your program, it is important to keep
in mind the three Ws of programming. The three Ws of programming are: Where will my
program be located? Why will residents attend my program? and What will everyone eat? The
answers to these questions are crucial, as they affect all other aspects of your event planning.
Another thing to consider is the appropriate location of your event. You need to find a location
that fits the needs of all three of your Ws. When choosing the location, keep in mind the
technological capabilities of each space, the maximum capacity, any food restrictions, and the
means of reserving the space.
Step Four: Budget
At this point, you have made enough decisions to start really nailing down your budget. I like to
use is to start with all of your big ticket items first (like a venue cost, a DJ charge, Bouncy
House, etc.). Once you have calculated that, you can add anything else that you for sure want to
have at your program that you know the price of (like balloons that cost 7.99 for a pack). Once
you add all of that up, it is very easy to see how much money you have left for food, and any
other additional purchases that are extra but not a necessity. By using this method, you will find
it easier to stay on budget. You might want to also consult your ARD and Treasurer!
Step Five: Funding, Checks, and Equipment
39
Believe it or not, you now have all of the information you need to make an official funding
request from Hall Council or RHA. When requesting funds, you will present your budget and
give the board a brief overview of you program (basically the WWWs).
If you are approved, you are now free to submit your check request! These are simple, especially
if you know exactly how much things will cost. You need a different check for every location
you will be spending money. After you submit your check (by either placing it in the box in the
office, or physically walking over to Alex’s office) it will take about a week for your checks to
be processed, so plan ahead!
Step Six: Advertising!
Now that you have your money, and your program is officially happening, it is time to get the
word out there. Advertising your program is one of the most important steps, because the more
you advertise, the more people you can expect at your program. Remember to utilize the
digiknow, the Flush, the Flush, your publicity chair, and the Facebook group for your hall!
Step Seven: Shopping and Prepping
Your program is quickly approaching, so now it is time to do your last minute prep work.
Shopping for food is best to do around one to two days before your program. During the last few
days leading up to your program, you should also be collecting your equipment. RHA has lots of
amazing equipment that you can use, but it is spread out across four separate locations, so save
yourself some time the day of your event, and start gathering it before hand, in a location close to
your program.
Step Eight: Putting it all Together!
The day of your program will sneak up on you fast, but hopefully if you follow this guide, you
will be more than ready when the time comes. Make sure you give yourself ample time to get
ready, so that when unexpected difficulties arise, you will be more than capable of solving the
problem. Also, take advantage of your internal committee; they are there to help you out. Just
try to stay focused and not freak out about all the little things, you want to make the program fun
for those who are attending it, but don’t forget to enjoy yourself as well.
By Sara Wolf
40
Programming Ideas for Hall Council
Now that we have covered many different aspects of programming and community development, it is
now time to offer some programming ideas, which fit into the different wellness and essential areas.
Physical/Nutritional:
Aerobics
Eating Disorders
Intramural Activities
Bowling Tournament
Trans Fat Informational
Eating for the Health of it
Massage Demonstration
CPR course
Emergency First Aid
Alcohol Awareness (responsible drinking)
Pool Tournament
Baseball/Softball Tourney
Volleyball Tourney
Basketball Tourney
Dance Lessons
Kayaking
Mountain Hiking
Vocational:
Resume Writing
Study Abroad Information
Interviewing Skills
How to Change Majors
Job Search Workshop
How to get an Internship
University Problem Session
Environmental:
Plant Workshop
Community Service
Ecology Week
Earth Day Celebration
Campus Beautification
Beach Clean-Up
Tree Planting Expedition
Emotional:
Stress Management
Time Management
Conflict Resolution workshop
Assertiveness Training
Mental Health Awareness
Relationship Workshop
Social:
B-B-Q
Board Games Night
Casino Night
Theme Dances (70’s, 80’s, etc.)
Luau
Ice Cream Social
Pizza Party
Beach Day
S'mores Night
Scavenger Hunt
Trip to the Movies
Twister Contest
Sexuality:
STD/Safer Sex Workshop
Sex in the Dark or Sex in an envelope
Rape & Sexual Assault Awareness
Human Sexuality Discussion
Diversity programming:
Culture Fest
Racism 101
Ice cream disability workshop
Gender Awareness
Miscellaneous Programming:
How to start your own website
How to tie-dye
41
Establishing a Successful Programming Body
The following are suggestions for working with students that will help you with planning your
activities. Often students have many ideas and the desire to help. Often students have too limited
knowledge and/or skills to implement their ideas. The first thing to do is find these people and
then you can work on training them!
Creating and continuing involvement- one of the most difficult yet necessary things to do. Here
are some suggestions:
1. Do interest surveys or brainstorming sessions with residents groups. Keep names of
people who suggested ideas.
2. Pick strong interests of students and follow through on them. People help to develop
what they create.
3. Notify residents of meetings (door-to-door, phone calls, notes in mail boxes) throughout
the year. The more personal the better.
4. Encourage people to make suggestions and support them when they do.
5. Find enthusiastic who can attract others- and delegate responsibility.
6. Make those who come feel needed. Ask them directly for input.
7. Give them a chance to feel acclimated by developing orientation and training programs
they can attend.
8. Give people positive feedback throughout the entire assignment- especially during
frustrating time !
Once you have the group together:
1. Set achievable goals. (See Goal Setting in the “Nuts and Bolts” Section).
2. List tasks to meet those goals.
3. Set deadlines for achieving those tasks.
4. Have a central leadership figure who can delegate responsibility.
Delegate Responsibility:
1. Why delegate:
a) it allows others the opportunity to get actively involved
b) distributes the workload (so you don’t have to do it all)
42
c) helps the unit run more smoothly.
d) Because doing yourself breeds apathy!
2. How to delegate:
a) explain the task and ask for volunteers
b) if none, don’t drop the idea yet – often people lack self-confidence. A good
leader will express confidence by indicating someone might be good for the job.
Make them feel good about doing it!
c) Don’t be afraid to assign tasks, if necessary don’t assume silence mean “no”;
people can always say no.
d) Spread the “good” tasks around; make sure people don’t always get the same
job
Maintain good leadership. A good leader will:
1. Coordinate and keep communication open.
2. Set Up expectations for each worker (tasks and deadlines)
3. Get resources for RLC/RD and make them available to anyone who needs them.
4. Setup a priority system.
5. Facilitate getting things done without taking over.
6. Remember tact and concern.
7. Follow up with each person to see how they’re progressing with their task.
8. Make changes if things aren’t getting done.
To maintain student involvement, let them know you’re pleased with what they’ve done. (See
motivation and recognition for more information) .
1. Plan special events for the group.
2. Give thank you notes.
3. Send letters of appreciation.
4. Give verbal praise to individuals (especially in front of others).
5. Use old members to teach new members – show faith in their skills.
6. Suggest that people give one another praise (if deserving)
43
Environmental Awareness Chair Guide
44
Constitutional Duties:
J. The Environmental Awareness Programming Chair (EAPC) shall:
1. Be in charge of putting on at least one environmental awareness program for their building per quarter.
2. Assist with the RHA Earth Day major program if one is held during the academic year.
Beginning Steps as the EAC:
1) Contact the RHA Head Environmental Awareness Chair. They will schedule meetings with all the
other EACs to coordinate schedules, programs, and fun activities.
2) Coordinate with the Treasurer to find out how much money you have available for EAC programming
throughout the year
3) Coordinate with the Programming Chair and host a brain storm session in Hall Council and plan
which EAC programs you want to implement for your Hall Council
4) Attempt to establish committees and friends to help you coordinate and put on these environmental
programs.
45
Traditional Environmental Programs
(1) Plant Workshop
- Workshops may/may not involve professors or speakers talking about methods to save
water, reduce your carbon footprint, and even offer volunteer opportunities to on and
off-campus organizations dedicated to maintain our eco-system. These orgs may include
Coastal Fund, SB Sustainability, and other groups.
(2) Community Service
- Community service projects such as building homes, volunteering in Friendship
Manor (IV’s retirement home), and even building a community garden may create an
impact to the residents and the larger community.
(3) Ecology Week
(4) Earth Day Celebration
(5) Campus Beautification
(6) Beach Clean-Up
- Most commonly done after Halloween, Deltopia, and other main campus events. Many
organizations ask volunteers from Residence Halls, and even offer T-shirts and a pizza
party towards the end! Try collaborating with other orgs who are also interested.
(7) Tree Planting Expedition
(8) Trip to the Santa Barbara Butterfly Sanctuary
- A wonderful event to expose residents to the natural beautify of nature and Santa
Barbara! The sanctuary is also available through the University’s bus system! You may
want to contact your RA or ARD for more information
(9) Shirt/Shoe Drives
(10) Movie Nights
- For all the would-be environmental enthusiasts out there! From documentaries about poaching
and environmental abuse to fun and exciting movies like A Bugs Life, it’s all up to you!
Refer to www.ucsbrha.com to contact your EAC Chair.
46
Recognition Chair
47
Constitutional Duties:
G. The Recognition Chair shall:
1. Be in charge of submitting Of The Month Awards to the NRHH President or to the Presidents on or
before the 10th
of every month.
2. Attend NRHH meetings, as set forth in the NRHH constitution.
3. Be a liaison between the Hall Council and the National Residence Hall Honorary
4. Submit at least one (1) Of The Month Award per month. (See OTM section in NRHH area)
Beginning Steps as the Recognition Chair:
1) Look through the 100 Ways to Recognize and gather ideas on how you want to genuinely recognize
amazing individuals every week.
2) Coordinate with the Treasurer to find out how much money you have available to spend on crafts
and awards for your Hall Council
3) Meet with the NRHH Vice President of Recognition to be briefed on the OTM database and learning
about recognition methods that boost our University’s prestige on a regional and national level.
4) Communicate with executive board and Hall Council (usually done via survey) to their favorite
food/snacks/toys/awards. Use this information to help you come up with awards to give them every week.
5) Encourage the Heart! Try themed meetings and to make Hall Council fun 
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Recognition and Appreciation
Recognizing and appreciating council members and outside resource persons is vital in
maintaining a successful hall or village council. Members who feel needed and appreciated will
be motivated and hardworking. Resource persons who are treated with respect and kindness will
be more than willing to share their knowledge with you in the future. A well-deserved pat on the
back goes a long way in guaranteeing the success of a program or experience. Effective and
consistent recognition and appreciation will also shed a positive light on your council making
more people eager to become involved.
In this section of the manual, you will find words of wisdom on the importance of recognition as
well as the “National Residence Hall Honorary 100 Ways To Recognize.”
The deepest principle of Human Nature is the craving to be appreciated.
-William James
We may not all admit we need to hear comments of “appreciation.” And we may often dismiss
the “thanks” we get verbally, discounting our own efforts. But, however we handle thank-yous,
all of us like them and need them. Please make special efforts to express your appreciation to all
those helpful people with whom you have contact this year in your involvement as an emerging
leader and person.
-Anonymous
When you think of a nice thing to do for someone, don’t just think it. Do it. When you have a
kind thought, express it. Bring it to life. Put it into action. If you admire something someone
has said or done, speak up and say so. His life – and yours – will be the richer for it. Never be
content to think nice things. Express them and do them.
-John Luther
Nothing is more powerful than positive reinforcement.
-Anonymous
49
100 Ways to Recognize
The National Residence Hall Honorary of the National Association of College and University
Residence Halls, Inc., an organization that is committed to the recognition of the outstanding
accomplishments and achievements of students living in the residence halls. The charter of the
NRHH allows each campus to induct up to one percent of its total on-campus population for
membership. The members of NRHH are the top one percent of student leaders living in the
halls and are selected for membership based on academic achievement, service to the residence
halls, strong character, and leadership potential.
What is “100 Ways to Recognize?”
“100 Ways to Recognize” contains a creative list of ideas you can use to recognize people at
your schools. These ideas can be used in your RHA, NRHH, or hall council meetings for goal
setting and encouragement, to recognize the efforts of groups and individuals throughout the
residence hall system, and to increase group morale. Below there is a list of seven categories in
which difference purposes of recognition can fall. They are Goal Setting, Group Morale,
Encouragement, Simple Individual Recognition, More Involved Individual Recognition, External
Recognition, and Miscellaneous. We hope that the recognition plans outlined in this booklet will
be used to recognize, celebrate, and encourage students for all of the work they do. We hope that
it will celebrate student leaders for the special gifts that they all bring to our residence hall
communities, and encourage them to continue to find ways to be involved in residence hall life.
Have fun recognizing!
How do I use the “100 Ways to Recognize”?
The beginning of list has recognition ideas that were chosen each year from 1964-2001 as the
best new idea for that year. Following those are many other ways to recognize. Read the
descriptions of each idea on the list. Choose a few for your group to work on and try. Since there
are so many ideas, you can try different ideas on the list at different times. Remember to have
fun! Some of the ideas are one-time recognition ideas, and others involve continuous
involvement. Maybe try a few of each to keep the recognition going and keep group morale up.
1. Chancellor's Lunch (1964)
Arrange for the Chancellor to take an outstanding student leader to lunch once a month. This
may also be implemented with the Dean or Director. This will be a good motivator for students
and will provide top administrators with the exposure to your best students.
2. Carpeting Award (1965)
Give a small carpet sample to those students who are wearing out the carpet by visiting other
students in an effort to encourage them.
50
3. Brushing Up Award (1966)
Give an award of a paintbrush to those members who are making efforts to improve their
leadership skills and abilities by
attending workshops, programs, and conferences. It's important to encourage this kind of
activity.
4. Plaques and Trophies (1967)
Plaques and trophies make outstanding mementos of involvement and achievement. If you
cannot afford new trophies scavenge old ones that could be revamped by adding new inscription
plates, by adding a more appropriate decoration at the top, etc. Work with a local dealer who is
willing to assist you.
5. Friend of the Halls (1968)
Make an award to administrators, faculty, and staff members who make an outstanding
contribution to the residence halls. This may be in the form of a small award, a certificate, a
newspaper ad, or simply recognition at a banquet. Don't orget that one of the efforts of NRHH
should be to recognize all of those who assist the halls - not just the students.
6. Link Award (1969)
Provide those individuals, offices, and organizations that have assisted you in your efforts with a
piece of chain. This is an inexpensive and catchy way to carry your message.
7. Murals (1970)
Recognize the creative talents of your group or organization by allowing them to create a mural
that pictorially or graphically represents the goals of the organization. Allow all members
involved to sign the mural.
8. Videos (1971)
Create a video that talks about group goals, group projects, or allows senior members to give
advice to those who will be future members. This is an excellent way for people to feel involved
and by giving copies of the video to each member, you share a lasting souvenir of the year.
9. Balloon Prizes (1972)
Solicit prizes from local merchants and at the end of the year give members an opportunity to
break a balloon that corresponds to a prize.
10. Jar of Candy (1973)
Keep a jar of candy on your desk and only let individuals take a piece of candy from the jar if
they can share an outstanding personal success or accomplishment with you.
51
11. Paper Clip Award (1974)
Give awards of a giant paper clip to those who are working to keep your organization organized
or working together -sometimes we forget how much of an impact those simple tasks can be.
12. Banners (1975)
Create banners that share items of praise to be displayed at your meetings or in the hallways near
your office. You may also choose to display a banner at the office or room of the person you are
recognizing.
13. Balloon Surprise (1976)
Share a Mylar balloon as a surprise or for an even greater surprise; arrange to fill an office or
room with balloons. This will take some coordination for entry and a lot of hot air, but it is sure
to surprise the recipient.
14. Incident Reports (1977)
Most campuses use some type of incident form or documentation for the student conduct system.
Why not take these forms and document positive behaviors? Have students meet with hearing
panels or administrators for focus on their positive contributions! Encourage good behavior to
repeat itself!
15. Wanted Posters (1978)
Use photos to create "Wanted for Good Behavior" posters to be placed throughout the office or
the hall!
16. Jail (1979)
Arrest these "do-gooders" and place them in jail - a main lobby area of the student union would
be a good place! Treat them with a lot of TLC in preparation for #84. This may also be adopted
as a fund-raisers, see if friends or colleagues will post bail money!
17. Trial (1980)
Have a trial to see if they are guilty of the good deeds they have been charged with. This can be
played to the hilt as a melodrama. (You may want to consider videotaping for later showing.)
The close of the Trial is a perfect opportunity for a going free party!
18. Meeting Themes (1981)
Boost the morale of your organization or staff by sponsoring meeting themes (i.e.: Beachwear,
movie stars, etc.)
19. Report Cards (1982)
52
Give everyone report cards at the end of a project of a term. This can be a very positive way to
evaluate and recognize accomplishments! You may even choose to send this home to family
members.
20. Flowers (1983)
Everyone enjoys flowers for special occasions. Why not share a bloom with those who are
deserving of your thanks? It's a small deed that is sure to brighten their day!
21. Cinema Announcements (1984)
Usually it is common for a member of your campus cinema organization to make some
announcements before the screening of the movie. Why not encourage the organization to
recognize those that you work with?
22. Chalk the Walls (1985)
If it does not violate campus policy, why not share positive exclamations of praise by chalking
them on the sidewalk? This is sure to draw attention to your "honoree" and to your organization
for its recognition efforts!
23. Day Off (1986)
Share recognition by trying to give an outstanding student leader a "day off." Try to find some
volunteers that will assist them in making their day as effortless and enjoyable as can be (ideas
might include doing laundry, cleaning dishes, typing memos, etc.)
24. Phone Calls (1987)
Have an administrator make a telephone call to family members of an outstanding student to
share their appreciation for the efforts of the students!
25. Dedications (1988)
Dedicate programs, activities, and events to the outstanding individuals on your campus. This
really will cost nothing – just make a mention of it on the advertisement or mention it in the
introduction.
26. Bookmarks (1989)
Create bookmarks that highlight the outstanding accomplishments of individuals and have these
bookmarks placed at the main desk of your campus learning/resource center.
27. Letter to the President (1990)
53
Why not send a letter praising the contributions of your group or an individual to your state's
senator, Representative, or Governor, or perhaps the President of the United States? Politicians
usually get letters of complaint or dissatisfaction. Many politicians will return positive letters,
but even if they don't you can send a copy of the letter to who you are praising and they'll always
have a letter that was sent to the President about their efforts.
28. Show them their Efforts (1991)
If you school nominates inductees into NRHH, rather than an application process, you send the
nominee a copy of what great thing someone else has to say about them. This goes for all of the
"Of the Month" award nominations as well. It always feels good to be nominated to win an
award, or be inducted into an honorary organization, but it feels even better when you know why
others value your dedication!
29. R.O.S.E. Award (1992)
Recognition of Superior Effort is given with a certificate and a rose. Choose a rose color that best
matches the personality
of your honoree.
30. Thank You! (1993)
Need I say more?
31. Twinkle, Twinkle (1994)
Constellations are wonderful, aren't they? So, to put things on a smaller, more individualized
level, name a star after the best among your group.
32. E-Mail Baby! (1995)
Send a groovy message to those of a deserving nature. The Internet is a popular way of sending
out some great vibes. Let the people who are worthy receive some great recognition. Everybody
loves to get email!!!
33. Induction to the Association of Alumni and Friends of NACURH (AAFN) (1996)
The AAFN was formed to recognize outstanding individuals who have significantly contributed
to improving the quality of life in the residence halls. The AAFN has been referred to as the
"Hall of Fame" for NRHH Chapters and RHA'sacross the continent. Inductees are recognized at
the NACURH Conference each May. A paragraph briefly detailing the individual's contribution
is included in an annual booklet published and distributed among NACURH member schools.
Inductees also receive an engraved paperweight. The deadline for inductees for each academic
year is March 31st. Induction requires a $100 contribution to the AAFN Fund and the submission
of a brief (approximately 50-60 words) informational paragraph describing their contributions
and accomplishments. The funds are used to support student leadership development and
54
scholarships within NACURH. To induct an individual on your campus contact the National
Advisor.
34. NRHH pins and Apparel in honor of… (1997)
At your NRHH meeting, recognize someone who has exceeded the expectations of the group
and wear your NRHH Apparel and Pins in honor of that person the next day.
35. "Liter" of the Week (1998)
At the beginning of the year the chapter decides who deserves the Leader/Liter of the Week
award. The winner is awarded with a bottle of soda and is allowed to keep it. The next week the
previous winner chooses someone they believe is deserving of the honor and it continues that
way for the rest of the year. Not only do the leaders get recognized for their leadership but they
also get a frosty beverage!
36. Go Back In Time (1999)
Ever wished you were a kid again? By simply giving the gift of a children’s book with a
significant message, you can assist somebody to regress into his/her childhood and relive the
“good ol’ days.” Might I suggest calling the Doctor (Seuss,that is!)? Did I Ever Tell You How
Lucky You Are? or Oh, The Places You’ll Go! And what about, “The Little Engine
That Could”? There is no better way to tell someone, “I think you can, I think you can, I think
you can…”
37. Build a Website (2001)
Build a website telling about the person/people and what a great job they have done or continue
to do. This can be done at some place like geocities.com or on your own organization’s web
space.
38. Adjourn in Honor of…
As a simple recognition, adjourn your meeting in honor of an individual or organization that has
excelled. This should appear in the minutes.
*39. Appreciation Marbles
Give each member of your group a small jar. Each time they do something that you appreciate,
give them a marble to place in the jar! This is made even more powerful if you attach a note, or
share with them why you are rewarding them.
40. Appreciation Weeks
Celebrate your custodial staff, hall directors or central staff by dedicating an entire week to them.
Small gifts and notes can go a long way in thanking these individuals for all their hard work.
55
41. Bright Ideas
Give out light bulbs to those members of your organization who had a bright idea!
42. Bubbles
Let members of your organization know that they “Blow you away” with all their hard work and
dedication. Bubbles can be a great way to take a break and relieve stress as well!
43. Burning the Candle
Burn a candle at both ends and award it to someone who is pushing himself or herself to the
limit! This might also work as a nice memento of a burnout of a program or workshop.
44. Buttons
Buttons can advertise a number of things. They can indicate membership, or they can indicate
special recognition within your group. Use buttons as an inexpensive way to recognize the
efforts of others!
45. Campus TV/Radio
Use your campus TV or radio station to promote outstanding achievements of organizations or
individuals! This is an excellent way for students to be aware of the excellent pursuits of their
peers.
46. C.A.R.P. Award
This award also utilizes goldfish in recognition of the fact that they are nothing but fancy carp!
C.A.R.P. is an acronym for Caring and Responsible Person, and a C.A.R.P. award should be
made anytime one or your members has done something that is sensitive and supportive of
others.
47. CDs
Have every member or you organization, committee or staff bring a CD or tape of his or her
favorite song that reflects on the memories of this group or that reminds them on each other.
Burn these songs into a master copy and then share a duplicate with all the members of the
group. This can make a good closure gift!
48. Coloring Book
Create a coloring book based upon the individuals and projects that are representative of your
group. Try selling it as a fund-raiser or hand it out at meetings for those who like to doodle.
56
49. Corn
Cans of corn are inexpensive and although really “corny” can make someone laugh. Give a can
of corn to the “Cream of the Crop” in your organization!
50. Create-A-Song
Rewrite the words to a favorite song or TV theme song to recognize a special event or the
accomplishments of an individual. Make a tape of this song to play at a meeting and award a
copy to the deserving party.
51. Door Decorations
Give each member a laminated door decoration that includes his or her name, position and
organization logo.
52. E-cards
If you need a quick way to send any variety of messages or possibly lack the creativity to make or write a
catchy slogan and card there are a number companies that provide free cards. Send to a few or many
people as deserve recognition each day!
53. Energizer Award
Give an award of a battery to the individual who is doing the most during the week to energize
the group or organization. You may use one battery mounted on a plaque or you may present
each honoree with an individual battery.
54. Fan
You are doing a “fan”tastic job in your position. Give a fan to anyone that deserves to be
recognized. Write a note on the back so they don’t forget why they were given this fan!
55. Flower Seeds
Give packets of seeds to individuals at the beginning of a term project. Tell them that the seeds
are like opportunities-if treated with care, and given the right amount of nurture, they will
flourish into something beautiful. Organizational tasks and individuals are the same…at the end
of the term or project, ask what the members did with their seeds.
56. Friendship Plants
There are varieties of plants that can be propagated very easily by simply rooting a cutter in
water. Have a big plant like this in your office or room, and give a cut out to people who have
helped you or are deserving of recognition.
57
57. F.R.O.G.s
F.R.O.G.s (an acronym "For Recognition of Growth") may be awarded to those who are
maturing and developing in their leadership positions. You may choose to give plastic frogs or
perhaps you will even decide to give tadpoles to these outstanding members.
58. GOALdfish
Few people enjoy creating goals - but everyone likes goldfish. When you set goals at the
beginning of a term or project, consider awarding a GOALdfish to all of those who achieve all of
their goals. This is an inexpensive and creative way to encourage students to reach for their goals
and for you to recognize them for their accomplishments!
59. Good Egg Award
Blow out an egg, decorate it, and award it to a member of your organization who has been "Good
Egg."
60. Hall of the Year
Form a committee to nominate, deliberate, and select a residence hall on your campus that is
deserving of the award for being the "Hall of the Year". Selection criteria should be established
early and should be communicated with all the halls wishing to participate in the program. Halls
can submit bids or the selection committee can solicit bids from deserving halls. Suggested
categories for consideration could include creativity, programming, involvement, support of
RHA, and growth or improvement that has occurred throughout the year. Involve administrators
in presenting the award to make it even more special.
61. Hangers
Give a plastic hanger to members or a group or organization that needs encouragement to "hang
in there" after a difficult meeting or week.
62. Hats off to…
Cut top hats out of paper and award them to those who deserve a tip of the hat. This is a very
inexpensive and creative way to share recognition.
63. High-Five!
Trace your hand on a sheet of paper and write High-Five at the top! Below the hand write the
word HAND vertically with the acronym Have a Nice Day! Include a personal note to make the
persons day extra special!
58
64. Honor Chords
Honor your graduating members with Honor Chords to where during commencement. Chords
can be given for being a member of the organization or for specific requirements that were met
throughout their membership.
65. Hot Ticket Award
Create an award that looks like a ticket burn it around the edges, put it in a plastic sleeve and you
have the Hot Ticket Award. A perfect way to recognize those individuals or ideas that have
burned bright!
66. Hugs and Back-Pats
Never underestimate the importance of being touched by someone. Talk is cheap, but by
reaching out to another, you can indicate your approval, your understanding, your appreciation,
and your support! Don't let anyone suffer from skin hunger!
67. Need a Hug?
Trace two of your hands then connect them with string. You can then put on the hands on the
string and write a note on the hands telling them why they are appreciated!
68. Lapel Pins
Many people like to collect lapel pins. Have your organization make an award in which each
recipient receives a lapel pin for their accomplishments. Pins can be designed specifically for
your group or organization through a number of companies. Search out the best deal for you!
69. Letter to Families
A powerful recognition tool is to take time to write a letter to students'parents, guardians and
relatives. All enjoy hearing about the special talents of the students you work with! This is a
powerful public relations tool as it enhances the status of your organization by promoting that
you care, and it shows students that their involvement has had a great impact! Many of us
recognize that families have difficult time understanding the various leadership roles and student
activities that take place in many residence halls. This may help provide a bridge to greater
understanding.
70. Light bulbs
Spotlighting a member of your organization each week can be a great way to recognize
individuals and also get to know more about them. Read off facts about each member and have
the rest of the group guess who you are talking about. The secret individual gets a light bulb or
flashlight for being the “Spotlight” of the week!
59
71. Limerick/Poem
Write a limerick or poem to celebrate an individual or the accomplishments of a group! Pass it
out at meeting or include it in your minutes.
72. Magnificent Marbles
Every member of your group should receive a marble. You then explain that this is a magnificent
marble and that it should be given to someone who is deserving because they have done
something magnificent! Each member is encouraged to visit with another member of the group
who deserves of receiving this marble and share why they are making this "award." This is a
positive, non-threatening way to share positive strokes.
73. New Cars
Give everyone in the group a new car! Make award contingent upon some accomplishment or a
record of participation. Attach the slogan “Way to Speed through the project”. Unless you are
quite wealthy we suggest you purchase Matchbox cars vs. the real thing!
74. Notes
There are so many times that a simple note can have a great impact. Many people enjoy
receiving praise in person, but there is something about having a note to refer back to that makes
it very special. You can put a note on almost anything - it's just the time you take to write it and
send it that makes it special.
75. Origami Metaphor
This recognition idea is made specifically for leaders in housing and or residence life. You take a
couple square pieces of paper, and instructions on how to make an origami piece. You also attach
the following verse: The actual residence hall with its staff is plain, like this piece of paper. But
when a staff and a little bit of work is added, both can be turned into something beautiful. Thanks
for all the hard work you do!
76. OTM Blurbs
Each month, compile a short summary of each OTM that was submitted to your campus level.
Take all those summaries and create a document with all OTMs submitted to your campus level.
Finally, distribute it to all your halls, staff members, and housing personnel to post and read
about. This way, EVERY OTM nominee can be recognized for the great work that they did in
the past month. It's simple and the database can do it for you!
77. Outlet Award
Give the award of a small outlet cover or plate to someone who has been an outlet for creative
ideas or energy within your group or organization.
60
78. Paper Plate Awards
Recognition for the most random acts can be very enjoyable! Give each member of your
organization a paper plate and some markers. Have them design an award for anyone in the
room. The awards can be serious or silly. Have everyone present their awards to the others
members!
79. Personal Ads
Take out a personal ad in you campus newspaper to praise the accomplishments of individuals or
groups that you work with. This is an inexpensive way to praise efforts and to share recognition
in front of their peers.
80. Prize Patrol
Have you ever seen Ed McMahon and the Publisher's Clearing House sweepstakes van? Take
that idea and create life size congratulatory checks to deliver to rooms of students who have won
an OTM. Take balloons, some food, and the large check right to their door and surprise them!
Don't forget to bring a camera. When you get done, post all the photos on a Prize Patrol bulletin
board so everyone can see!
81. Publicity Releases
Utilize your University relation’s experts on your campus to complete publicity releases about
efforts of the individuals that you work with. Students like to see their names in local newspapers
and usually it does not cost anything.
82. Raisins
Give everyone in your organization or on a committee a box of raisins for “Raisin’ the
Standard”. Be sure to personalize the box of raisins with a note letting them know that their
effort recently has set a new standard that others will have to strive for in the future.
83. RC
Recognition Cola! Give a can of RC, along with a note to anyone that you would like to
recognition. Whether they reached their goals, completed a task, passed a test, or were a great
friend everyone deserved to be recognized!
84. Resident of the ___________
Appoint a committee in your residence hall organization to select a resident of the (day, week,
month, etc). Resident of the ___________ can receive a letter of congratulation from the Director
of Housing, the Chancellor, and the Hall Association President. You can also announce the
selection in the newspaper, on the campus radio, etc. Post the winner’s picture too!
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HC Compilation F3

  • 1. University of California, Santa Barbara’s Residence Halls Association. The Comprehensive Hall Council Manual A Detailed Guide into Having a Successful Hall Council Residence Halls Association 2014-2015
  • 2. 2 Table of Contents WHAT IS THE RESIDENCE HALLS ASSOCIATION?......................................................................7 THE ABCS OF RHA AT UCSB................................................................................................................8 FINANCIAL RESOURCES FOR PROGRAMMING..........................................................................10 RHA ELECTED POSITIONS & DESCRIPTIONS..............................................................................11 WHAT IS HALL COUNCIL...................................................................................................................15 OVERVIEW OF HALL COUNCIL POSITIONS.................................................................................16 Hall Council President(s) ...................................................................................................................................16 Hall Council Leader Checklist ................................................................................................................................19 Parliamentary Procedure Tips for Efficiency:.........................................................................................................20 Goals and Objectives...............................................................................................................................................21 Hints on Motivating People.....................................................................................................................................22 Administrative Vice-President Guide ................................................................................................................23 Example Agenda .....................................................................................................................................................27 Suggested Format for Minutes ................................................................................................................................28 Sample Minutes.......................................................................................................................................................29 Treasurer Guide.................................................................................................................................................31 Beginning Steps as Treasurer:.................................................................................................................................32 Sample Budget: .......................................................................................................................................................35 Programming Chair Guide ................................................................................................................................36 Beginning Steps as Programming Chair: ................................................................................................................37 The Nuts and Bolts of Programming.......................................................................................................................38 Programming Ideas for Hall Council ......................................................................................................................40 Establishing a Successful Programming Body........................................................................................................41 Environmental Awareness Chair Guide ............................................................................................................43 Beginning Steps as the EAC: ..................................................................................................................................44 Traditional Environmental Programs ......................................................................................................................45 Recognition Chair ..............................................................................................................................................46 Beginning Steps as the Recognition Chair:.............................................................................................................47 Recognition and Appreciation.................................................................................................................................48
  • 3. 3 100 Ways to Recognize...........................................................................................................................................49 Athletics Chair Guide.........................................................................................................................................63 Athletic Ideas for Hall Council ...............................................................................................................................64 Health and Wellness Chair.................................................................................................................................65 Beginning Steps as the new HAWC: ......................................................................................................................66 Programming Ideas for Hall Council ......................................................................................................................67 The Multicultural Awareness Chair Guide .......................................................................................................69 A Voice from a past MAC ......................................................................................................................................70 Multi-media and Public Relations Chair ...........................................................................................................71 A Voice from RHA’s Past Media Coordinator: ......................................................................................................72 Publicity 101 ...........................................................................................................................................................73 Types of Publicity ...................................................................................................................................................74 Where to Publicize ..................................................................................................................................................76 Floor/House Representatives..............................................................................................................................77 Steps as Representatives: ........................................................................................................................................77 THE NATIONAL RESIDENCE HALL HONORARY SECTION .....................................................79 The National Residence Hall Honorary (NRHH)................................................................................................80 Mission Statement ...............................................................................................................................................80 Brief Description .................................................................................................................................................80 Membership.........................................................................................................................................................81 “OF THE MONTH” AWARDS ..............................................................................................................83 Of The Month Guide ...........................................................................................................................................83 PROGRAM “OTM”s...........................................................................................................................................87 Ten Quick Tips for Writing Winning OTMs........................................................................................................89 OTM Program Nomination Form ...........................................................................................................................90 General OTM Form for Non-Programs..................................................................................................................91 Recognition and Appreciation .............................................................................................................................92 100 Ways to Recognize ........................................................................................................................................93
  • 4. 4 BENEFITS OF CREATING AN OTM ACCOUNT ...........................................................................108 4 SIMPLE STEPS TO SUBMIT AN OTM ..........................................................................................109 SUPPLEMENTARY RESOURCES .....................................................................................................113 MASTER PROGRAMMING IDEA LIST ...................................................................................................... 114 Cup Outs to Programming............................................................................................................................... 117 10 Qualities of Leadership................................................................................................................................ 118 TEAMWORK .................................................................................................................................................. 119 17 Ways to Kill an Organization...................................................................................................................... 121 Working Smarter not Harder - Time Management ........................................................................................ 122 SEVEN KEYS TO MOTIVATION ................................................................................................................. 125 Why People Lose their Motivation................................................................................................................... 126 Why People Remain in Groups........................................................................................................................ 126 Hints on Motivating People.............................................................................................................................. 127 10 Easy Icebreakers.......................................................................................................................................... 128
  • 5. 5 Introduction Consistent with the academic mission of the University, the Department of Housing strives to create a positive growth environment for students by providing programs, services, and facilities that promote and support education, social, and cultural development. A professional, trained staff seeks to complement the classroom experience by creating an environment that fosters the individual and interpersonal growth of the residential population. This manual has been developed to help provide student leader in our residence halls and apartments with necessary tools and skills that will assist our staff in fulfilling this goal. The manual will provide you with valuable information you need to run a successful Hall or Area government. The residents in your hall or apartment chose you as their voice and leader in hall decisions, believing that you had the unique skills to make their environment an exciting one in which to live. We hope that each section of this manual can enhance the skills you have and add to the skills you would like to obtain. Familiarize yourself with the contents of this manual and, by utilizing this information, you will be able to develop and implement programs in your Hall or Area through a cohesive, working committee or government. Remember, it is not the quantity of programs that encourage resident involvement, but the quality. We look forward to a successful year in our residence halls at the University of California, Santa Barbara. We are confident that you, as council leaders, will provide the quality programs that residents need. Good luck to you all this upcoming year! This manual was compiled by Joseph Gallego, a student leadership project summers intern, summer 2014. This manual pulls information from North Carolina State Universities’ Hall Council Resource Manual, as well as revised and updated information from UCSB Coordinating Board Manuals from 1995-1996 and 2002-2003. A special acknowledgement goes out to Ashcon Mineofar, Benjamin Pu, Sara Wolf, Kelsey Pruett, and Adam Sosa for sharing their personal experience and advice as active student leaders. This resource manual serves to provide student leaders with an updated guide on how to successfully be a good leader and play the role as an active hall council member.
  • 6. 6
  • 7. 7 What is the Residence Halls Association? The Residence Halls Association (RHA) is the elected student government board for all nine residence halls. These Halls are Anacapa, Santa Rosa, San Nicolas, San Miguel, Santa Cruz, Manzanita, San Rafael, San Catalina North Tower, and San Catalina South Tower. RHA is responsible for 3 things: (1) Programming - we program for all the halls including educational, social, cultural, and recreational events. Our signature events include Week of Welcome, All Hall Brawl, All Hall Ball, and All Hall Talent Show. (2) Advocacy - we advocate the needs and interests of students living in the residence halls. Past projects RHA has implemented are To Go Boxes in Ortega, whole campus wifi coverage, swipes for the homeless, an outdoor movie screen in the San Nicolas Lawn, and a gym by Carrillo that outlooks the lagoon. We act as the voice for student residents in the largest campus community. (3) Funding - we are here for YOU! Through funding events, projects, and new innovative initiatives, we want to make living on-campus a better experience for everyone. Our goal is to foster relationships with residence and build a strong UCSB community. More information about RHA and the currently elected executives can be fund here: http://www.ucsbrha.com/. Some History One of the first of its kind in the country, UCSB’s RHA was discovered in 1956 after the completion of the first Residence Hall, Santa Rosa. Since then, the RHA at UCSB continued to grow with the completion of 5 more residence halls over the next 12 years and the acquisition of San Catalina Towers. RHA has a rich tradition of programming and dealing with student issues, wants, and needs. Until the early sixties when the new community of Isla Vista began to experience rapid growth, a vast majority of students lived on campus. UCSB’s RHA helped the campus grow into becoming a UC as attendance skyrocketed into the thousands. RHA began as primarily a programming entity for social events. Over the years, and through changing collegiate social climate, RHA has evolved into a strong voice for student concerns with innovative and unparalleled residential programming of all natures. From its inception, RHA has served as the “student voice in the residence halls” as it set out to do over sixty years ago. Our goal is to generally meet students’ needs in a living and learning environment.
  • 8. 8 The ABCs of RHA at UCSB Acronym Stands For... Means.... AD Assistant Director Assistant Directors oversee various functions in the department including residential community areas (Far side, Apartments, Chi-5, San Cat) and functional areas such as Leadership, Conduct, and Assignments. Associate Director Associate Directors supervise the ADs and provide leadership and direction for initiatives in the department ARD Assistant Resident Director Assistant Resident Directors assist the Resident Director to build a strong community in the residence halls. ARDs also advise Hall Councils and provide direction to the desks. ASLC Assistant Student Leadership Coordinator ASLC is a professional staff member that co-advises RHA & NRHH and members to reach their goals and objectives. DA Desk Attendant A desk attendant serves as an information resource in the hall/area by working at the Residence Hall desk and working with keys, work orders, etc. HC Hall Council Student-run organizations located in each res hall. Supported by RHA, HCs have financial and programming resources to promote hall development H&RS Housing & Residential Services This is the overall department that is responsible for the residential communities and dining halls. It also oversees the operations and maintenance of these spaces. RHA serves as an advisory board to H&RS. RHA Residence Halls Association RHA is a student-run organization that serves all residential students in both policy and programming and offers many leadership development opportunities. RCL Residential and Community Living R&RCL is a unit in H&RS that focuses on the education, well-being, conduct, and leadership of the residents in the residential communities. RAs, ARDs, RDs, ADs, and other staff work in this unit. The UMBRELLA! NACURH National Association of College and University Res Halls NACURH is the national organization to which UCSB's RHA belongs. A NACURH conference with approximately 2200+ people is held in May/June every year. RHA takes a delegation of students that have shown involvement and enthusiasm in their halls to each annual conference. NCC National Communications Coordinator The NCC is a member of the RHA executive board. This person serves as the liaison and representative of RHA to all other schools around the country who participate in resident hall life and also coordinates conferences and picks the delegates. No-Frills No-Frills is the name of an annual conference held for the PACURH region in which business items and legislation are considered. NRHH National Residence Halls Honorary NRHH is an honorary organization that recognizes the top 1% of student leaders who have contributed to the residential experience in positive ways. OTM Of the Month Of the Month are recognition opportunities for individuals campus-wide to be recognized locally, regionally, and nationally for contributions to campus life and are voted onto by NRHH.
  • 9. 9 RA Resident Assistant An RA is student (or member of Family housing community) who receives training in fostering community development in a variety of ways and response to crisis situations. RD Resident Director RDs are full time staff members with a master's degree who receive training and education in fostering community and personal development in the halls. They also work with facilities and housekeeping to ensure that the residence halls are in great condition. PACURH Pacific Affiliate of College &University Residence Halls PACURH is the regional organization to which UCSB's RHA belongs. A PACURH conference with approximately 800 people is held each fall semester. RHA takes a handful of on-campus residents to each conference for leadership development. SACC Student Apartment Community Council Residential Leadership Council that oversees the Undergraduate apartments that include Santa Ynes, El Dorado, and Westwinds GSACC Graduate Student Apartment Community Council Residential Leadership Council that oversees Graduate apartments that include San Clemente and Westgate
  • 10. 10 Financial Resources for Programming In the Residence Hall Community Monetary support is an integral component of RHA. The list outlines the financial resources available to all members of the residence halls community. These include Assistant Resident Directors, Resident Assistants, Hall Council executives, and members of the residential community. A preface to the list should acknowledge the source of these funds. Each student resident is a member of the Residence Halls Association (RHA) and pays $30.00 per academic year as part of the housing contract. This money is distributed among the floors/houses of which the student is a member ($9 per year), the hall council ($9 per year), and the campus-wide RHA Coordinating Board ($12.00 per year). These funds are managed, spend, and accounted for by student residents in accordance with University guidelines. A. Floor/House Funds These funds are located in the floor/house treasury and are expended subject to decision made by Resident Assistants (RA) and floor/house members. To access these funds, the floor/house treasurer must sign a check request determining what and how much is to be purchased. The treasurer is responsible for getting all receipts in to the finance office, and for keeping an accurate record of funds spent. B. Hall Council Funds Hall council funds are located in the composite hall treasury and are expended subject to decisions made by the Hall council government. For a hall of 400 students, their account will have $3,600 in dues plus a portion of all revenues provided by the vending machines. C. RHA Coordinating Board Funds These funds are located in the RHA Coordinating Board treasury and are expended in accordance with the RHA Constitution and By-Laws by the RHA Coordinating Board. In 2012 and 2013, the RHA Coordinating Board had access to over $100,000 within their budget. The amount is subject to increases and decreases due to a combination of RHA dues, fundraisers, and Vending revenue. The Coordinating Board funds are available at the request of any person or organization for programming. These programs shall, as defined by the By-Laws, be principally educational in nature and have a significant impact on on-campus students. These funds are allocated in open, weekly Board meetings. To request funds, please e-mail the administrative vice president in ucsbadminvp@gmail.com.
  • 11. 11 RHA Elected Positions & Descriptions The RHA President ○ Runs and directs the coordinating board meetings ○ Ex-officio member of all committees ○ Ability to appoint members into position ○ Works in the RHA office over the summer after elected to prepare the incoming RHA ○ Represents on-campus students to all official functions of the University or local communities How we can help: The RHA President is your bridge between students and the housing staff. They are experienced with the parliamentary procedure and running 2 hour long meetings with large enthusiastic groups of individuals. The RHA President can help incoming presidents run meetings more effectively and show Presidents how to collectively advocate, communicate, and translate Hall Council ideas into the bigger community. The Administrative Vice President: ○ Records meeting minutes and prepares weekly agendas ○ Acts as office manager for RHA general office supplies ○ Assigns the office hours and assignments ○ Chairs the RHA elections committee How we can help: The administrative vice president is an excellent resource for Hall Council admin VPs to learn about how to effectively record minutes, create agendas, manage and set up emails, and keeping meetings quick and efficient. They are highly experienced with running, coordinating, and scheduling meetings and know the basics of journaling meetings effectively.
  • 12. 12 The Programming Vice President: ○ Oversees all Representative at Large ○ Coordinates biweekly meetings with the Representative at Larges ○ Supervise and support RHA signature programs such as All Hall Brawl, All Hall Ball, and All Hall Talent Show How we can help: The Programming Vice President is an experienced programmer with both large and small events. They can aid any hall council position that wishes to plan a program within their hall and assist the programming chairs in organizing and managing program committees within their Hall Council. The Finance Vice-President: ○ Keeps all financial records for RHA ○ Gives a budget report in weekly RHA meetings ○ Chairs the Financial Committee ○ Chairs the Judicial Review Board How we can help: The Finance Vice President is experienced with creating budgets, managing receipts, and recording spending approvals and disapprovals in the weekly finance report. Treasurers can receive valuable tips on how to efficiently record financial transactions in Hall Council, and receive advice on how to make the budget open and transparent to members of the hall council. Remember! A budget must reflect your Hall Council’s inner values.
  • 13. 13 The National Communications Coordinator (NCC): ○ Responsible of regional national conferences such as PACURH, NACURH, and No Frills ○ Chairs the Finals kit fundraisers ○ Communicates with the region and the nation about RHA business ○ Represents the University on a regional and national level How we can help: The NCC functions to inform residents about upcoming conference opportunities. If any member in hall council would like to have contact with other universities or learn more about conferences and other schools, the NNC would be a valuable resource! The Representatives at Large: ○ Hold one major program in the year ○ Seconds another representative’s major program ○ Serves on two internal committees ○ Hold two minor programs throughout the year as stated in the constitution How we can help: The Reps-at-Large function to guide, advocate, and inform Hall Councils about upcoming RHA events. Reps-at-Large can prove to be valuable resources for floor representatives and the programming chair because of their experience planning programs and serving on internal committees. The Project CARE Director: ○ Responsible of the Project CARE program throughout the year ○ Maintains the project CARE budget, purchasing prizes, and securing a grand prize(s) for the final Spring drawing How we can help: You can check in with the Project CARE Director to see if your Hall has any damages! They can also advise ways on how to respect and fix the damages done in the halls.
  • 14. 14 The Web Manager: ○ Maintains the RHA web page as well as overseeing the web managers of each building ○ Serves on 2 internal committees How we can help: The Web Manager functions to improve the online publicity of RHA. Publicity and Multimedia chairs can approach the Web Manager for advice on how to improve their Hall Council’s online and physical presence around the campus. The Media Coordinator: ○ Designs and distributes “The Flush” into each residence hall ○ Responsible online publicity initiatives of the Coordinating Board ○ Serves on 2 internal committees per quarter How we can help: The Media Coordinator function to improve the campus-wide publicity of RHA. Publicity and Multimedia chairs can approach the Media Coordinator for advice on Photoshop, design, and how to create and send Digiknows to be displayed in the dining commons. The Media Coordinator is also experienced with publicizing and beautifying events and advertisements for programs.
  • 15. 15 What is Hall Council Hall Council functions as the local student government for the individual residence hall. It stands as the branch of the Residence Hall Association’s student government that allows incoming students a unique opportunity to involve themselves in leadership and play an effective role in the shaping of their own community at UCSB. Because of its locality and its architecture Hall Council is also the most extensive form of representation for each and every resident living within the residence hall system on campus. In short, Hall Council represents Residential Life’s most intimate effort to enable its residents by providing them with both a voice via representation and an opportunity in leadership. Each Hall Council is comprised of a group of executive officers who are elected at the beginning of the fall quarter and a minimum of two floor reps for each of the building’s floors. The building’s entire Hall Council will meet once weekly to discuss its own finances and plan any combination of social, educational, or cultural programming for its residents Many times, Housing & Residential Services comes to RHA to ask for input on a number of things; anything from setting up a new gym, to what we like to eat in the dining commons. RHA has jurisdiction over solicitation in the Halls (who gets to do it and when), as well as the authority to grant or deny use of the dining facilities by outside groups. RHA is also always consulted when a major project that will affect residents comes into question. Our major focus, however, is programming for the residents and improving the quality of their residential experience.
  • 16. 16 Overview of Hall Council Positions Hall Council President(s) Constitutional Duties: A. Each Council President(s) shall: 1. Be an official representative of the Council to RHA Coordinating Board. 2. Serve on at least two (2) RHA internal Committees (as determined by the RHA Programming Vice Presidents) 3. Will present RHA Coordinating Board reports to their respective council. 4. Will work with their respective Executive Board in planning meetings, retreats, hall activities and programs. 5. Will run Executive and Hall Council meetings. 6. Acts as Hall Council Committee Coordinator, organizing student representation to the Hall Council Committees. 7. Turn in a file of activity reports to the RHA office for use in future years. 8. Be responsible for attending RHA Coordinating Board retreats and workshops. 9. If a Council President(s) has a cumulative Grade Point Average (GPA) lower than 2.0 they must meet with the RHA advisor and they will be put on probation. If they have a cumulative GPA lower than 2.0 for two (2) consecutive quarters, they will be required to leave office within the first three (3) weeks of the third quarter. 10. Each President shall be required to serve on two (2) internal committees and one (1) external committee per quarter. In addition to running their own Hall Council meetings, all Hall Council Presidents shall attend the RHA Coordinating Board meetings.
  • 17. 17 A Note from a Past HC President Hello, my name is Ashcon Minoiefar. I was the former Santa Catalina Co-President for the Resident Hall Association. Allow me to share some of my experiences so you, the next generation of student leaders, can better channel your desires of leadership. My Experience: Being Santa Catalina President was a very rewarding experience. When you set up a project or spear head a program and you see the gratitude of you residents, it’s a truly great feeling. I, for example, started a coffee program that provided free coffee to the residents every day. I won’t lie and say that it wasn’t a draining task that took a lot of planning, re-planning and a great deal of execution. But when a resident would come up and thank me for setting it up, it always becomes worth the work. Being a president takes a lot of work and dedication, with you being the one who has to push yourself to do that job right. But I assure you that any amount of time I spent on my position was well worth it and I still think back on very fond memories. Presidential Duties: Your duties as President consist of a few different things. Foremost, you will be presiding over your Hall Council Meetings every Tuesday. This is one of the best parts of the job; I personally didn’t realize this until my spring quarter. Really trying to connect with and hang out with you Hall Council is invaluable. Once you make that connection you will love spending time working with them on posters, programs or other projects. The other meeting you will be the RHA Coordinating Board meeting. Maintaining a good working relationship with everyone on this board is very important. When you’re debating allocation funds for different programs or advocating for something you believe, make sure to understand that your words and the words of others shouldn’t be taken personally. There can be times when people will be a bit scathing, but it’s only out of the frustration you and everyone else at that meeting will experience at some point. Office hours will also be another duty will be asked to perform. Office hours are a great opportunity to get any side projects done, plan for programs or simply emailing administration will ideas or interests (which is actually extremely helpful and can get a lot done). Programming is also a part of your position. Your position is not required to throw a program, but your position is expected to be a part of your Hall Council’s programs. The execution of this is very much left up to you to shape in that way you think its best. I found myself focused mostly on the running of the coffee program (coordinating with members of my Hall Council) and the helping organize larger programs such as TX2. I would point my Hall Council in the right direction and answer any questions they had, but I was mostly hands off when it came to their personal program ideas. I believe this gave
  • 18. 18 them ownership for their program, as well as accountability in making sure it was done. You can take on a more hands on approach and ensure that things are done correctly or how you see it should. But I believe a good president guides the interests of his Hall Council; this shouldn’t however make you think your opinion or interests shouldn’t also be contributed. Hall Council Procedures and Advice: You will be responsible to lead your Hall Council and see that healthy, accessible discussions can be had between members of your Hall Council. This is best done using Parliamentary Procedure, which will be explained to you at the Fall Retreat. What’s important is to realize that Parliamentary Procedure, although complicated, makes sure that everyone has an opportunity to talk. But the bigger issue you will be most likely dealing with is getting your Hall Council to talk. Don’t be afraid to offer topics of discussion or simply ask a question that will foster a response from a HC member. Often times you HC members will be talking, but won’t realize that they have to make a motion for things to move forward. So it is advisable to help remind them that a motion must be made or, as I preferred, laying out the course of actions possible for them to make (“as so far mentioned”). It’s all about finding the balance between a guiding force to get the meeting moving and making sure no one feels they shouldn’t make a comment. Personal Note: This position can be very influential and helpful to the residents. You can do a lot to make their lives a lot easier in the day to day rigors to being at a university. But it is up to you to make it so. It takes time and effort to get things done within your resident hall, but it will all be worth it for resident who has it just that much better because of you. Always remember that “Hardship is greatness awaiting your dedication” Ashcon Minoiefar San Catalina South President SY 2013-2014
  • 19. 19 Hall Council Leader Checklist 1. ____________ Are you in contact with your group? 2. ____________ Do you encourage discussion of issues or desires? 3. ____________ Do people share enough that you can judge their opinions? 4. ____________ Is your environment conducive to free speaking and discussion? 5. ____________ Hey! Are people attending (or not attending?) meetings? What can you do to improve and promote involvement? 6. ____________ Is your group growing? 7. ____________ Are there more ideas all the time in the group? 8. ____________ Are you growing? 9. ____________ Can you say “I don’t know”? 10. ___________ Are you accomplishing what you and your organization set out to achieve? FOOD: Everyone loves food. Free food is always an incentive for your stereotypical broke college kids. You will start to notice that food is part of every single successful event. Food entices people to come and gives them an opportunity to do something they never thought they would do. Although the cost of food can start to add up, this will definitely encourage people to take an hour out of their daily lives to come to Hall Council, especially during midterm’s weeks! THEMED MEETINGS: Themed meetings were fun for everyone. If the themes are easily feasible and something that everyone can participate in, then they will be successful. Constantly remind people of the theme and have the theme thought up ahead of time. The more people that participate, the more fun themed meetings can be. It also provides a great photo opportunity! I also recommend that everyone on executive board participate in themed meetings. They are role models for everyone else. By this notion, if executive board members aren’t participating, then hall representatives won’t feel the need to participate either. UNCOOPERATIVE PEOPLE: I recommend handling things calmly and not let bitter feelings start to grow. If people are being uncooperative, you can address the situation nicely and let them know what they are doing
  • 20. 20 Parliamentary Procedure Tips for Efficiency: It is a Hall Council’s President’s responsibility for teaching the Parliamentary procedure to their board. The motions below are a list of motions members may make to speed up the pace meetings or to make changes to the current motion. FREQUENTLY USED MOTIONS: 1. Table the motion: Lays a pending question aside temporarily when something more urgent has arisen. "I move to lay the question on the table" or "I move that the motion be laid on the table." 2. Limit or extend debate: Modifies debate by limiting or extending the number or length of speeches. Only acceptable if made by the chair. 3. Amend: Modifies a main motion by inserting, adding, striking, striking and inserting, striking and adding, or substituting some specific language. "I move to amend by adding the words . . ." or "by striking . . ." or "I move to substitute for the pending motion the following: ...." 4. Postpone to a certain time: Defers consideration to a definite day, meeting, or hour, or until after some particular event. "I move that the question be postponed until the next meeting" or "I move to postpone the motion until after the address by our guest speaker." 5. Point of information: Inquires as to the facts affecting the business at hand and is directed to the chair or, through the chair, to a member. "I rise to a point of information" or "A point of information, please." 6. Parliamentary inquiry: Requests the parliamentarian’s opinion (not a ruling) on a matter of parliamentary procedure as it relates to the business at hand. "I rise to a parliamentary inquiry" or "A parliamentary inquiry, please." 7. Withdraw a motion: Permits a member to remove his or her question from consideration even after the motion has been restated by the chair. "Mr. Chairman, I move that I be allowed to withdraw the motion." 8. Appeal from the ruling of the chair: Challenges a ruling of the chair. A 2/3 vote is required to overrule the Chair. "I appeal from the decision of the chair." 9. Point of order: Challenges an error in procedure and requires a ruling by the chair. "I rise to a point of order" or "Point of order!"
  • 21. 21 Goals and Objectives Goals are statements of desired outcomes. Education goals, therefore, are statements of educational outcomes. They indicate a commitment to a particular philosophical direction. They become the criteria by which we assess our current actions and decisions to insure that we are headed toward our destination. Goals are NOT measurable directly. Goals are guides for action through which the efforts of the group are planned and coordinated. They are standards to assist the group in resolving conflict between group members. Goals provide a measuring stick to determine the progress being made by the group or individual. They also provide opportunities to review and evaluate what is being done. Finally, goals serve as a motivating force for the behavior of a the group or individual. Objectives state specifically what the outcome will be of a set of related activities. These actions can be measured. Objectives provide specific directions and a means for communication with students and others. Finally, they detail the actions of the group or individual. In general, goals and objectives should have the following criteria met in order for them to be complete: ¨ Specificity-What exactly are we trying to do? ¨ Realism-Can this goal realistically be accomplished? ¨ Measurability-Can this goal logically be measured? ¨ Timely-Can this goal be accomplished in a reasonable amount of time? Here are some sample questions to facilitate goal setting: ¨ What are you looking forward to most this year? ¨ What are you concerned about most this year? ¨ What are your goals for Hall Council as a whole? ¨ What are your goals as an executive board? ¨ What are your strengths? ¨ What are your areas of improvement? ¨ What would you like to get out of being an executive board member? ¨ What are goals for your position?
  • 22. 22 Hints on Motivating People 1. Get to know everyone’s strengths and weaknesses 2. Be a good listener. 3. Be constructive with criticism. 4. Give feedback in private. 5. Praise in public. 6. Be considerate and sympathetic 7. Get everyone involved and delegate according to strengths 8. Appreciate the effort of others 9. Make your wishes known by suggestions or requests. 10. When you make a suggestion, be sure to tell the reasons for it. 11. Share a vision with your group members 12. Maintain and refer back to the vision you’ve established 13. Play up and be positive. 14. Be consistent. 15. Be Confident! 16. Don’t be afraid to ask for help! 17. Never be afraid to say “I was wrong” 18. Listen to the ideas of everyone 19. Be cognizant of your own words 20. Don’t be upset by little hassles. 21. Use every opportunity to build up in members a sense of the importance of their own work. 22. Give your members goals, a sense of direction, something to strive for and to achieve. 23. Keep your members informed on matters affecting the community 24. Give members a chance to take part in decisions, particularly those affecting them. 25. Let your members know where they stand.
  • 24. 24 Constitutional Duties: D. The Council Administrative Vice President shall: 1. Be responsible for the writing and distribution of weekly Hall Council Agendas and Minutes 2. Be responsible for all written records and correspondence of the Hall Council Government. A Note an Admin Vice President Hello, my name is Junoesque Hsiao, but my friends call me Juno! I was the former Anacapa Admin Vice President for the Resident Hall Association. Allow me to share some of my experiences so you, the next generation of student leaders, can better channel your desires of leadership. My Experience: Like a Disneyland ride, my time as Anacapa’s Administrative Vice was time consuming and long and I didn’t get to truly appreciate it until the end. Like the beginning of any ride at Disneyland, there is usually an hour-long wait. That was most of the year for me. However, first week in, I was as excited as anyone else. I had a team of amazing people by my side and although I knew it wasn’t going to be easy, I hoped that it would be worth it in the end. I was bright-eyed and looked forward to what was to come. I welcomed all my tasked and knew my responsibilities and job duties. I started an online submission form for funding requests. This link was sent out to RA’s and anyone else who e- mailed about wanting money. With this form, I was able to document all events and money requested at each event. This form would serve as a basis for weekly meeting agendas and would help with minutes. This form wasn’t necessary, but it definitely made my life a lot easier. Experience with Agendas: Delving deeper into responsibilities, an Admin VP is responsible of keeping meetings running efficiently and taking notes through out. Each Admin VP has to create meeting agendas that let people know the talking points of the meeting. These meeting agendas are important because they have to be concise and to the point or else meetings can go on forever. A good agenda provides a good backbone for each meeting. In addition to meeting agendas, the Admin VP is also responsible for taking minutes for each meeting. Minutes are recaps of what happened at meetings. They are notes of who said what, ideas that were brought up, and outcomes that hall council decides as a whole. These two responsibilities make up a majority of the Admin VP’s duty, and are necessities to a functioning hall council. Needless to say, the grunt work was waiting in line for a Disneyland ride. It
  • 25. 25 always seemed tedious and ridiculous; however, I knew that if there wasn’t organization, if there wasn’t a line, then there would be no reward at the end. Advice on Recording Minutes: Recording minutes is probably something that you aren’t used to. Don’t worry; everyone has difficulty when they start out. Something that will make your life a lot easier is if you base your minutes off of the agenda. Sometimes it is hard to write down everything so everyone else will understand if you need to take a minute and have everything repeated. Don’t feel ashamed or that you aren’t doing your job properly; if you ask, you’re improving your own work. The last big tip I have to successfully record minutes is to learn to summarize. Most of the times, ideas or events can be summarized into a concise sentence or so. You don’t need to write down word for word what someone says, just the main idea. This will make your minutes a lot neater and a lot more comprehendible, it will also make your life a lot easier.
  • 26. 26 DO DON’T 1) ASK FOR HELP! The rest of your exec board is there for a reason. 2) STAY ORGANIZED! Keep a folder or have a filing system, you should know where everything is at all times. 3) BE CALM! Everything will work out, even if things seem hectic at times. 4) TECHNOLOGY IS HELPFUL! Using social media or other forms of technology to keep people informed will definitely help. 5) SMILE! Everyone’s a stranger at first, but by the end of the year, these people will hopefully become family. 1) PUT OTHERS DOWN! Everyone is entitled to his or her own opinion, don’t think less of someone or criticize someone because you think the idea is stupid. 2) TAKE CONTROL! Be a team, be a family. Everyone in the exec board should be contributing equally, even if you have a higher position. 3) GET BORED! If you feel like Hall Council is getting boring, find ways to make it interesting for everyone. 4) GIVE UP! When the going gets rough, stick it through, trust me, it’s worth the hard work. Personal Note: It gets easier. No matter how much work you think you have, the workload gets more feasible. You learn to manage your time and things that seem hard at first become second nature. This job may seem tiring and a ridiculous amount of work, but in the end, you are going to be proud of everything you have accomplished. Also, appreciate everything and the time you have with everyone. The year really does go by really fast. On your last day, you’re going to realize that it’s over, and you won’t believe it. Make the most out of your time as Admin VP, it’ll be a blast. “If not us, then who? If not now, then when?” – John E. Lewis Juno Hsiao Anacapa Admin VP SY 2013-2014
  • 27. 27 Example Agenda I. Call to Order (w/wo Icebreaker) II. Attendance III. Approval of Previous Minutes IV. Officer Reports-Updates from executive officers - President(s) - Admin VP - Treasurer - Programming Chair(s) - Environmental Awareness Chair(s) - HAWC(s) - Athletics Chair(s) - Recognition Chair - MAC(s) - Public Relations Chair - Multimedia Chair V. Committee Reports-Updates from committee chairs VI. Old Business/Open Forum-Business left over from previous meetings VII. Resident Forum and Floor Representative Updates VIII. New Business/Funding-Introduction of new topics for business IX. Announcements-Informing the assembly of other subjects and upcoming event X. Advisor Remarks XI. Adjournment
  • 28. 28 Suggested Format for Minutes Minutes for ______________________________________ Council Date: Location: Attendance of Floors/Houses/Representatives: (Varies depending on building) Officer Reports 1) President(s) 2) Admin VP 3) Treasurer 4) Programming Chair(s) 5) Environmental Awareness Chair(s) 6) HAWC(s) 7) Athletics Chair(s) 8) Recognition Chair 9) MAC(s) 10) Public Relations Chair 11) Multimedia Chair Committee Reports Open Forum New Business/Funding Upcoming Events Advisor Remarks Next Meeting Date: Time: Location: To put items on the agenda, contact:
  • 29. 29 Sample Minutes Hall Council Minutes 5-13-14 1) Call to Order at 9:02pm 2) Attendance a. Alpha floor – Present (2 representatives) President - Present b. Beta floor – Present (2 representatives) Treasurer - Present c. Charlie floor – Present (1 representative) Athletics - Present d. Delta floor – Absent (0 representatives) Programming - Present e. Echo floor – Present (1 representative) EAC - Present f. Foxtrot floor – Present (2 representatives) HAWC - Present g. Gamma floor – Present (2 representatives) Public Relations - Present h. Hotel floor – Present (1 representatives) Recognition – Present 3) Approval of Minutes a. James Bond from Alpha floor motions to approve the minutes b. Batman from Foxtrot floor seconds the motion c. President: Batman has 2nd the motion and we are now in discussion c. Superman from Hotel floor calls to questions d. President: No objections? Alright! Let’s move into a vote. Yays, Nays, and abstains! Results: 14-2-0. Motion Passes, Minutes Approved 4) Officer Reports a. President – There will be Nutella in the dinning commons starting on Feb 14! b. Treasurer – In our up to date budget, we have $400 left for programming this quarter. c. Programming – We have a dodge ball tournament this Saturday at 5! d. Recognition – I present this award to Batman for hosting a great program last week! e. All Other Positions – Nothing to report 5) Committee Reports a. 3rd Floor Programming Committee – Floor movie night is tonight! b. No other committee reports 6) Old Business/Open Forum a. Batman: support and publicity to help spread awareness for STIs in Gotham. Wants to put flyers in the halls.
  • 30. 30 7) New Business (must include how much, where, when) 1. Aquaman requesting $80 for a whale watching program on 5-13 at the pierre a. President – Any questions? b. Superman – How many residents have signed up for the program? c. Aquaman – 20 so far, but I’m expecting more d. President – Thank you for presenting 2. The Joker is requesting $200 to host a stand up show at the formal lounge on 5-14 a. President – Any questions? b. ***Cricket noises*** c. Seeing none, let’s move on. 7b) Funding 1. Superman – Motion to approve $80 for Aquaman’s whale watching program Batman – second that motion President – we are now in discussion Green Lantern – I call to question President – Any objections? Seeing none we go to a vote 12-4-0 Motion Passes, $80 funded to the program 2. Batman – I reserve my right. I don’t think we should fund Joker’s program because it’s a Monday night and people will be busy. Therefore, I motion to fund him $0. Superman – second the motion President – we are in discussion Green Lantern – I call to question President – Any objections? Seeing none, we move on to a vote. 4-12-0 Motion Fails 8) Upcoming Events 1. Dodge ball this Saturday at 6pm! 2. Dance Party in the lounge on Thursday 3. Salsa Dancing next week on the 23rd 9) Advisor Remarks Morgan Freeman – You all have done very well over the last week. I’m so proud of you and I’ll buy everyone Costco pizza for next week’s meeting! 10) Meeting Adjourned at 10:15pm
  • 32. 32 Constitutional Duties: E. The Council Treasurer shall: 1. Have charge of the central treasury, which shall be used for the Hall Council’s financial affairs. 2. Keep and publish accurate records of all Hall Council financial affairs 3. Submit a bi-monthly financial report to the Hall Council. Beginning Steps as Treasurer: 1) Meet with your ARD and coordinate how much money you have to budget for the entire year. In your meeting you should discuss: (1) How to fill out the proper hall council financial form (2) How much (percentage wise) of the budget do you want to devote to programs (3) Your method of recording and keeping track of expenditures (4) Knowing where the financial office is to receive updated versions of the Hall Council Budget. 2) Before your next executive meeting, create a rough budget on how to allocate the money within your Hall Council. Refer to the “Sample Budget” section below for templates on how to create a Hall Council Budget. 3) At the next Hall Council Meeting, present your budget on a screen so that all the executive members and hall representatives can see how you’ve budgeted the money for the entire year. During your presentation you should aim to be fully transparent and prompt feedback from your Hall Council on what changes they would like to see made. 4) Adjust your budget accordingly based on the feedback. Coordinate with the Programming, Athletics, MAC, and HAWC Chairs about how much money they can spend for the quarter/year. 5) Remember – A Budget is supposed to reflect your Hall Council’s Values!
  • 33. 33 A Voice from a past Treasurer The treasurer budget’s the money hall council receives from student funds paid at the beginning of the school year! We maintain, balance, and sign any paperwork relating to the Hall Council budget. We present the Hall Council Financial report weekly and sign any check requests needed! How I did it: I broke the finances down to quarters so that we knew exactly how much we had to spend by the end of the quarter. This is your money, you want to spend it because once the year is over, you don’t get it back. The budget for each quarter was then broken down even further into line- items such as programming, diversity, etc. An example is attached in the following section. As a side note, excel will be your best friend. You should utilize it for all of your financial records and needs! Challenges throughout the year are deciding which line-item to pull money out of. Please define what you believe each line-item is for at the beginning of the year so you know exactly where money should come from. Other than that, stay on top of your game and keep good records so that you don’t run out of money before the end of the year!
  • 34. 34 DO DON’T 1) BE RESPONSIBLE! Keep an accurate and up-to-date record of all transactions 2) COMMUNICATE with your ARD and HC Executives about any problems with the budget. Also recommend to HC about the amount of money and line item you want to fund from 3) BE CALM! Everything will work out, even if things seem hectic at times. 4) TECHNOLOGY IS HELPFUL! Using social media or other forms of technology to keep people informed will definitely help. 5) SMILE! Everyone’s a stranger at first, but by the end of the year, these people will hopefully become family. 1) PUT OTHERS DOWN! Everyone is entitled to his or her own opinion, don’t think less of someone or criticize someone because you think the idea is stupid. 2) TAKE CONTROL! Be a team, be a family. Everyone in the exec board should be contributing equally, even if you have a higher position. 3) GET BORED! If you feel like Hall Council is getting boring, find ways to make it interesting for everyone. 4) GIVE UP! When the going gets rough, stick it through, trust me, it’s worth the hard work. Closing Notes: Always know that there are people around you that are willing to help. Being treasurer is a huge responsibility, but a fun one! You learn to manage your time, create a budget, maintain a budget, and help other people make their programs a reality. You are the means by which all events are able to happen. That’s not meant to scare you, but instead, it is meant to excite you and make you feel as though this position is the coolest and most fun thing you will ever do. I’ll let you in on a secret, it really is! "Tell me and I forget. Teach me and I remember. Involve me and I learn." - Benjamin Franklin Adam San Nicolas Treasurers SY 2012-2013
  • 35. 35 Sample Budget: Below is a Budget Proposal that the San Nicolas Treasurer used in 2013. It is recommended that you discuss the percentage distributions below with your fellow executive members. Step 2: Every time you fund a program or receive receipts you record the transition in trial balances similar below to excel.
  • 37. 37 Constitutional Duties: B. The Council Activities Chair(s) shall: 1. Be responsible for planning and implementing all social and educational events with the approval and cooperation of the Hall Council Government. There should be at least one (1) program per quarter each. 2. Assist with the RHA All Hall Talent show, by putting on a building wide talent show. 3. Be responsible for submitting accurate records of Hall Council Programs and Events to the RHA Coordinating Board upon request. Beginning Steps as Programming Chair: 1) Coordinate with the President and hold a programming brainstorm session in Hall Council. This ideally should take place within the first 2 meetings. 2) Involve the floor representatives to form programming committees on programs they would love to see and be passionate about. 3) Meet with each programming committee and assign programs they want to host. 4) Coordinate with the Treasurer to form budgets for each of the assigned programs. 5) Plan the dates throughout the quarter to ensure a steady and consistent programming quarter. Ideally, you should aim to produce at least 1 program every 2 weeks depending on its size.
  • 38. 38 The Nuts and Bolts of Programming Why Plan a Program? Throwing events is one of the best ways that you can ‘put the unity in community’, as the saying goes. Programs are an opportunity to fill the needs of the hall that you represent, or the greater on-campus community as a whole. From social needs, to education needs, and even athletic needs, Hall Council and RHA events are designed to bring services to the students. So keep that in mind when you are planning your programs this year, your goal should always be to better the lives of the students through your events. Step One: The Creative Process Believe it or not, if you do have some event ideas bouncing around in your head, you have already started the program planning process. Feeling stuck? Think about the needs of your audience, and if you still need a little extra help, the transition report binders are a great resource to keep in mind. Step Two: Big or Small? Before even starting to hash out the details of your program, it’s important to decide how big or small you want your program to be. Knowing this will keep you on track and it will help you make decisions along the way. So before you get ahead of yourself, decide about how much money (even if it’s just a rough estimate) that you want to spend. Step Three: Getting Specific When you are beginning to determine the specific details of your program, it is important to keep in mind the three Ws of programming. The three Ws of programming are: Where will my program be located? Why will residents attend my program? and What will everyone eat? The answers to these questions are crucial, as they affect all other aspects of your event planning. Another thing to consider is the appropriate location of your event. You need to find a location that fits the needs of all three of your Ws. When choosing the location, keep in mind the technological capabilities of each space, the maximum capacity, any food restrictions, and the means of reserving the space. Step Four: Budget At this point, you have made enough decisions to start really nailing down your budget. I like to use is to start with all of your big ticket items first (like a venue cost, a DJ charge, Bouncy House, etc.). Once you have calculated that, you can add anything else that you for sure want to have at your program that you know the price of (like balloons that cost 7.99 for a pack). Once you add all of that up, it is very easy to see how much money you have left for food, and any other additional purchases that are extra but not a necessity. By using this method, you will find it easier to stay on budget. You might want to also consult your ARD and Treasurer! Step Five: Funding, Checks, and Equipment
  • 39. 39 Believe it or not, you now have all of the information you need to make an official funding request from Hall Council or RHA. When requesting funds, you will present your budget and give the board a brief overview of you program (basically the WWWs). If you are approved, you are now free to submit your check request! These are simple, especially if you know exactly how much things will cost. You need a different check for every location you will be spending money. After you submit your check (by either placing it in the box in the office, or physically walking over to Alex’s office) it will take about a week for your checks to be processed, so plan ahead! Step Six: Advertising! Now that you have your money, and your program is officially happening, it is time to get the word out there. Advertising your program is one of the most important steps, because the more you advertise, the more people you can expect at your program. Remember to utilize the digiknow, the Flush, the Flush, your publicity chair, and the Facebook group for your hall! Step Seven: Shopping and Prepping Your program is quickly approaching, so now it is time to do your last minute prep work. Shopping for food is best to do around one to two days before your program. During the last few days leading up to your program, you should also be collecting your equipment. RHA has lots of amazing equipment that you can use, but it is spread out across four separate locations, so save yourself some time the day of your event, and start gathering it before hand, in a location close to your program. Step Eight: Putting it all Together! The day of your program will sneak up on you fast, but hopefully if you follow this guide, you will be more than ready when the time comes. Make sure you give yourself ample time to get ready, so that when unexpected difficulties arise, you will be more than capable of solving the problem. Also, take advantage of your internal committee; they are there to help you out. Just try to stay focused and not freak out about all the little things, you want to make the program fun for those who are attending it, but don’t forget to enjoy yourself as well. By Sara Wolf
  • 40. 40 Programming Ideas for Hall Council Now that we have covered many different aspects of programming and community development, it is now time to offer some programming ideas, which fit into the different wellness and essential areas. Physical/Nutritional: Aerobics Eating Disorders Intramural Activities Bowling Tournament Trans Fat Informational Eating for the Health of it Massage Demonstration CPR course Emergency First Aid Alcohol Awareness (responsible drinking) Pool Tournament Baseball/Softball Tourney Volleyball Tourney Basketball Tourney Dance Lessons Kayaking Mountain Hiking Vocational: Resume Writing Study Abroad Information Interviewing Skills How to Change Majors Job Search Workshop How to get an Internship University Problem Session Environmental: Plant Workshop Community Service Ecology Week Earth Day Celebration Campus Beautification Beach Clean-Up Tree Planting Expedition Emotional: Stress Management Time Management Conflict Resolution workshop Assertiveness Training Mental Health Awareness Relationship Workshop Social: B-B-Q Board Games Night Casino Night Theme Dances (70’s, 80’s, etc.) Luau Ice Cream Social Pizza Party Beach Day S'mores Night Scavenger Hunt Trip to the Movies Twister Contest Sexuality: STD/Safer Sex Workshop Sex in the Dark or Sex in an envelope Rape & Sexual Assault Awareness Human Sexuality Discussion Diversity programming: Culture Fest Racism 101 Ice cream disability workshop Gender Awareness Miscellaneous Programming: How to start your own website How to tie-dye
  • 41. 41 Establishing a Successful Programming Body The following are suggestions for working with students that will help you with planning your activities. Often students have many ideas and the desire to help. Often students have too limited knowledge and/or skills to implement their ideas. The first thing to do is find these people and then you can work on training them! Creating and continuing involvement- one of the most difficult yet necessary things to do. Here are some suggestions: 1. Do interest surveys or brainstorming sessions with residents groups. Keep names of people who suggested ideas. 2. Pick strong interests of students and follow through on them. People help to develop what they create. 3. Notify residents of meetings (door-to-door, phone calls, notes in mail boxes) throughout the year. The more personal the better. 4. Encourage people to make suggestions and support them when they do. 5. Find enthusiastic who can attract others- and delegate responsibility. 6. Make those who come feel needed. Ask them directly for input. 7. Give them a chance to feel acclimated by developing orientation and training programs they can attend. 8. Give people positive feedback throughout the entire assignment- especially during frustrating time ! Once you have the group together: 1. Set achievable goals. (See Goal Setting in the “Nuts and Bolts” Section). 2. List tasks to meet those goals. 3. Set deadlines for achieving those tasks. 4. Have a central leadership figure who can delegate responsibility. Delegate Responsibility: 1. Why delegate: a) it allows others the opportunity to get actively involved b) distributes the workload (so you don’t have to do it all)
  • 42. 42 c) helps the unit run more smoothly. d) Because doing yourself breeds apathy! 2. How to delegate: a) explain the task and ask for volunteers b) if none, don’t drop the idea yet – often people lack self-confidence. A good leader will express confidence by indicating someone might be good for the job. Make them feel good about doing it! c) Don’t be afraid to assign tasks, if necessary don’t assume silence mean “no”; people can always say no. d) Spread the “good” tasks around; make sure people don’t always get the same job Maintain good leadership. A good leader will: 1. Coordinate and keep communication open. 2. Set Up expectations for each worker (tasks and deadlines) 3. Get resources for RLC/RD and make them available to anyone who needs them. 4. Setup a priority system. 5. Facilitate getting things done without taking over. 6. Remember tact and concern. 7. Follow up with each person to see how they’re progressing with their task. 8. Make changes if things aren’t getting done. To maintain student involvement, let them know you’re pleased with what they’ve done. (See motivation and recognition for more information) . 1. Plan special events for the group. 2. Give thank you notes. 3. Send letters of appreciation. 4. Give verbal praise to individuals (especially in front of others). 5. Use old members to teach new members – show faith in their skills. 6. Suggest that people give one another praise (if deserving)
  • 44. 44 Constitutional Duties: J. The Environmental Awareness Programming Chair (EAPC) shall: 1. Be in charge of putting on at least one environmental awareness program for their building per quarter. 2. Assist with the RHA Earth Day major program if one is held during the academic year. Beginning Steps as the EAC: 1) Contact the RHA Head Environmental Awareness Chair. They will schedule meetings with all the other EACs to coordinate schedules, programs, and fun activities. 2) Coordinate with the Treasurer to find out how much money you have available for EAC programming throughout the year 3) Coordinate with the Programming Chair and host a brain storm session in Hall Council and plan which EAC programs you want to implement for your Hall Council 4) Attempt to establish committees and friends to help you coordinate and put on these environmental programs.
  • 45. 45 Traditional Environmental Programs (1) Plant Workshop - Workshops may/may not involve professors or speakers talking about methods to save water, reduce your carbon footprint, and even offer volunteer opportunities to on and off-campus organizations dedicated to maintain our eco-system. These orgs may include Coastal Fund, SB Sustainability, and other groups. (2) Community Service - Community service projects such as building homes, volunteering in Friendship Manor (IV’s retirement home), and even building a community garden may create an impact to the residents and the larger community. (3) Ecology Week (4) Earth Day Celebration (5) Campus Beautification (6) Beach Clean-Up - Most commonly done after Halloween, Deltopia, and other main campus events. Many organizations ask volunteers from Residence Halls, and even offer T-shirts and a pizza party towards the end! Try collaborating with other orgs who are also interested. (7) Tree Planting Expedition (8) Trip to the Santa Barbara Butterfly Sanctuary - A wonderful event to expose residents to the natural beautify of nature and Santa Barbara! The sanctuary is also available through the University’s bus system! You may want to contact your RA or ARD for more information (9) Shirt/Shoe Drives (10) Movie Nights - For all the would-be environmental enthusiasts out there! From documentaries about poaching and environmental abuse to fun and exciting movies like A Bugs Life, it’s all up to you! Refer to www.ucsbrha.com to contact your EAC Chair.
  • 47. 47 Constitutional Duties: G. The Recognition Chair shall: 1. Be in charge of submitting Of The Month Awards to the NRHH President or to the Presidents on or before the 10th of every month. 2. Attend NRHH meetings, as set forth in the NRHH constitution. 3. Be a liaison between the Hall Council and the National Residence Hall Honorary 4. Submit at least one (1) Of The Month Award per month. (See OTM section in NRHH area) Beginning Steps as the Recognition Chair: 1) Look through the 100 Ways to Recognize and gather ideas on how you want to genuinely recognize amazing individuals every week. 2) Coordinate with the Treasurer to find out how much money you have available to spend on crafts and awards for your Hall Council 3) Meet with the NRHH Vice President of Recognition to be briefed on the OTM database and learning about recognition methods that boost our University’s prestige on a regional and national level. 4) Communicate with executive board and Hall Council (usually done via survey) to their favorite food/snacks/toys/awards. Use this information to help you come up with awards to give them every week. 5) Encourage the Heart! Try themed meetings and to make Hall Council fun 
  • 48. 48 Recognition and Appreciation Recognizing and appreciating council members and outside resource persons is vital in maintaining a successful hall or village council. Members who feel needed and appreciated will be motivated and hardworking. Resource persons who are treated with respect and kindness will be more than willing to share their knowledge with you in the future. A well-deserved pat on the back goes a long way in guaranteeing the success of a program or experience. Effective and consistent recognition and appreciation will also shed a positive light on your council making more people eager to become involved. In this section of the manual, you will find words of wisdom on the importance of recognition as well as the “National Residence Hall Honorary 100 Ways To Recognize.” The deepest principle of Human Nature is the craving to be appreciated. -William James We may not all admit we need to hear comments of “appreciation.” And we may often dismiss the “thanks” we get verbally, discounting our own efforts. But, however we handle thank-yous, all of us like them and need them. Please make special efforts to express your appreciation to all those helpful people with whom you have contact this year in your involvement as an emerging leader and person. -Anonymous When you think of a nice thing to do for someone, don’t just think it. Do it. When you have a kind thought, express it. Bring it to life. Put it into action. If you admire something someone has said or done, speak up and say so. His life – and yours – will be the richer for it. Never be content to think nice things. Express them and do them. -John Luther Nothing is more powerful than positive reinforcement. -Anonymous
  • 49. 49 100 Ways to Recognize The National Residence Hall Honorary of the National Association of College and University Residence Halls, Inc., an organization that is committed to the recognition of the outstanding accomplishments and achievements of students living in the residence halls. The charter of the NRHH allows each campus to induct up to one percent of its total on-campus population for membership. The members of NRHH are the top one percent of student leaders living in the halls and are selected for membership based on academic achievement, service to the residence halls, strong character, and leadership potential. What is “100 Ways to Recognize?” “100 Ways to Recognize” contains a creative list of ideas you can use to recognize people at your schools. These ideas can be used in your RHA, NRHH, or hall council meetings for goal setting and encouragement, to recognize the efforts of groups and individuals throughout the residence hall system, and to increase group morale. Below there is a list of seven categories in which difference purposes of recognition can fall. They are Goal Setting, Group Morale, Encouragement, Simple Individual Recognition, More Involved Individual Recognition, External Recognition, and Miscellaneous. We hope that the recognition plans outlined in this booklet will be used to recognize, celebrate, and encourage students for all of the work they do. We hope that it will celebrate student leaders for the special gifts that they all bring to our residence hall communities, and encourage them to continue to find ways to be involved in residence hall life. Have fun recognizing! How do I use the “100 Ways to Recognize”? The beginning of list has recognition ideas that were chosen each year from 1964-2001 as the best new idea for that year. Following those are many other ways to recognize. Read the descriptions of each idea on the list. Choose a few for your group to work on and try. Since there are so many ideas, you can try different ideas on the list at different times. Remember to have fun! Some of the ideas are one-time recognition ideas, and others involve continuous involvement. Maybe try a few of each to keep the recognition going and keep group morale up. 1. Chancellor's Lunch (1964) Arrange for the Chancellor to take an outstanding student leader to lunch once a month. This may also be implemented with the Dean or Director. This will be a good motivator for students and will provide top administrators with the exposure to your best students. 2. Carpeting Award (1965) Give a small carpet sample to those students who are wearing out the carpet by visiting other students in an effort to encourage them.
  • 50. 50 3. Brushing Up Award (1966) Give an award of a paintbrush to those members who are making efforts to improve their leadership skills and abilities by attending workshops, programs, and conferences. It's important to encourage this kind of activity. 4. Plaques and Trophies (1967) Plaques and trophies make outstanding mementos of involvement and achievement. If you cannot afford new trophies scavenge old ones that could be revamped by adding new inscription plates, by adding a more appropriate decoration at the top, etc. Work with a local dealer who is willing to assist you. 5. Friend of the Halls (1968) Make an award to administrators, faculty, and staff members who make an outstanding contribution to the residence halls. This may be in the form of a small award, a certificate, a newspaper ad, or simply recognition at a banquet. Don't orget that one of the efforts of NRHH should be to recognize all of those who assist the halls - not just the students. 6. Link Award (1969) Provide those individuals, offices, and organizations that have assisted you in your efforts with a piece of chain. This is an inexpensive and catchy way to carry your message. 7. Murals (1970) Recognize the creative talents of your group or organization by allowing them to create a mural that pictorially or graphically represents the goals of the organization. Allow all members involved to sign the mural. 8. Videos (1971) Create a video that talks about group goals, group projects, or allows senior members to give advice to those who will be future members. This is an excellent way for people to feel involved and by giving copies of the video to each member, you share a lasting souvenir of the year. 9. Balloon Prizes (1972) Solicit prizes from local merchants and at the end of the year give members an opportunity to break a balloon that corresponds to a prize. 10. Jar of Candy (1973) Keep a jar of candy on your desk and only let individuals take a piece of candy from the jar if they can share an outstanding personal success or accomplishment with you.
  • 51. 51 11. Paper Clip Award (1974) Give awards of a giant paper clip to those who are working to keep your organization organized or working together -sometimes we forget how much of an impact those simple tasks can be. 12. Banners (1975) Create banners that share items of praise to be displayed at your meetings or in the hallways near your office. You may also choose to display a banner at the office or room of the person you are recognizing. 13. Balloon Surprise (1976) Share a Mylar balloon as a surprise or for an even greater surprise; arrange to fill an office or room with balloons. This will take some coordination for entry and a lot of hot air, but it is sure to surprise the recipient. 14. Incident Reports (1977) Most campuses use some type of incident form or documentation for the student conduct system. Why not take these forms and document positive behaviors? Have students meet with hearing panels or administrators for focus on their positive contributions! Encourage good behavior to repeat itself! 15. Wanted Posters (1978) Use photos to create "Wanted for Good Behavior" posters to be placed throughout the office or the hall! 16. Jail (1979) Arrest these "do-gooders" and place them in jail - a main lobby area of the student union would be a good place! Treat them with a lot of TLC in preparation for #84. This may also be adopted as a fund-raisers, see if friends or colleagues will post bail money! 17. Trial (1980) Have a trial to see if they are guilty of the good deeds they have been charged with. This can be played to the hilt as a melodrama. (You may want to consider videotaping for later showing.) The close of the Trial is a perfect opportunity for a going free party! 18. Meeting Themes (1981) Boost the morale of your organization or staff by sponsoring meeting themes (i.e.: Beachwear, movie stars, etc.) 19. Report Cards (1982)
  • 52. 52 Give everyone report cards at the end of a project of a term. This can be a very positive way to evaluate and recognize accomplishments! You may even choose to send this home to family members. 20. Flowers (1983) Everyone enjoys flowers for special occasions. Why not share a bloom with those who are deserving of your thanks? It's a small deed that is sure to brighten their day! 21. Cinema Announcements (1984) Usually it is common for a member of your campus cinema organization to make some announcements before the screening of the movie. Why not encourage the organization to recognize those that you work with? 22. Chalk the Walls (1985) If it does not violate campus policy, why not share positive exclamations of praise by chalking them on the sidewalk? This is sure to draw attention to your "honoree" and to your organization for its recognition efforts! 23. Day Off (1986) Share recognition by trying to give an outstanding student leader a "day off." Try to find some volunteers that will assist them in making their day as effortless and enjoyable as can be (ideas might include doing laundry, cleaning dishes, typing memos, etc.) 24. Phone Calls (1987) Have an administrator make a telephone call to family members of an outstanding student to share their appreciation for the efforts of the students! 25. Dedications (1988) Dedicate programs, activities, and events to the outstanding individuals on your campus. This really will cost nothing – just make a mention of it on the advertisement or mention it in the introduction. 26. Bookmarks (1989) Create bookmarks that highlight the outstanding accomplishments of individuals and have these bookmarks placed at the main desk of your campus learning/resource center. 27. Letter to the President (1990)
  • 53. 53 Why not send a letter praising the contributions of your group or an individual to your state's senator, Representative, or Governor, or perhaps the President of the United States? Politicians usually get letters of complaint or dissatisfaction. Many politicians will return positive letters, but even if they don't you can send a copy of the letter to who you are praising and they'll always have a letter that was sent to the President about their efforts. 28. Show them their Efforts (1991) If you school nominates inductees into NRHH, rather than an application process, you send the nominee a copy of what great thing someone else has to say about them. This goes for all of the "Of the Month" award nominations as well. It always feels good to be nominated to win an award, or be inducted into an honorary organization, but it feels even better when you know why others value your dedication! 29. R.O.S.E. Award (1992) Recognition of Superior Effort is given with a certificate and a rose. Choose a rose color that best matches the personality of your honoree. 30. Thank You! (1993) Need I say more? 31. Twinkle, Twinkle (1994) Constellations are wonderful, aren't they? So, to put things on a smaller, more individualized level, name a star after the best among your group. 32. E-Mail Baby! (1995) Send a groovy message to those of a deserving nature. The Internet is a popular way of sending out some great vibes. Let the people who are worthy receive some great recognition. Everybody loves to get email!!! 33. Induction to the Association of Alumni and Friends of NACURH (AAFN) (1996) The AAFN was formed to recognize outstanding individuals who have significantly contributed to improving the quality of life in the residence halls. The AAFN has been referred to as the "Hall of Fame" for NRHH Chapters and RHA'sacross the continent. Inductees are recognized at the NACURH Conference each May. A paragraph briefly detailing the individual's contribution is included in an annual booklet published and distributed among NACURH member schools. Inductees also receive an engraved paperweight. The deadline for inductees for each academic year is March 31st. Induction requires a $100 contribution to the AAFN Fund and the submission of a brief (approximately 50-60 words) informational paragraph describing their contributions and accomplishments. The funds are used to support student leadership development and
  • 54. 54 scholarships within NACURH. To induct an individual on your campus contact the National Advisor. 34. NRHH pins and Apparel in honor of… (1997) At your NRHH meeting, recognize someone who has exceeded the expectations of the group and wear your NRHH Apparel and Pins in honor of that person the next day. 35. "Liter" of the Week (1998) At the beginning of the year the chapter decides who deserves the Leader/Liter of the Week award. The winner is awarded with a bottle of soda and is allowed to keep it. The next week the previous winner chooses someone they believe is deserving of the honor and it continues that way for the rest of the year. Not only do the leaders get recognized for their leadership but they also get a frosty beverage! 36. Go Back In Time (1999) Ever wished you were a kid again? By simply giving the gift of a children’s book with a significant message, you can assist somebody to regress into his/her childhood and relive the “good ol’ days.” Might I suggest calling the Doctor (Seuss,that is!)? Did I Ever Tell You How Lucky You Are? or Oh, The Places You’ll Go! And what about, “The Little Engine That Could”? There is no better way to tell someone, “I think you can, I think you can, I think you can…” 37. Build a Website (2001) Build a website telling about the person/people and what a great job they have done or continue to do. This can be done at some place like geocities.com or on your own organization’s web space. 38. Adjourn in Honor of… As a simple recognition, adjourn your meeting in honor of an individual or organization that has excelled. This should appear in the minutes. *39. Appreciation Marbles Give each member of your group a small jar. Each time they do something that you appreciate, give them a marble to place in the jar! This is made even more powerful if you attach a note, or share with them why you are rewarding them. 40. Appreciation Weeks Celebrate your custodial staff, hall directors or central staff by dedicating an entire week to them. Small gifts and notes can go a long way in thanking these individuals for all their hard work.
  • 55. 55 41. Bright Ideas Give out light bulbs to those members of your organization who had a bright idea! 42. Bubbles Let members of your organization know that they “Blow you away” with all their hard work and dedication. Bubbles can be a great way to take a break and relieve stress as well! 43. Burning the Candle Burn a candle at both ends and award it to someone who is pushing himself or herself to the limit! This might also work as a nice memento of a burnout of a program or workshop. 44. Buttons Buttons can advertise a number of things. They can indicate membership, or they can indicate special recognition within your group. Use buttons as an inexpensive way to recognize the efforts of others! 45. Campus TV/Radio Use your campus TV or radio station to promote outstanding achievements of organizations or individuals! This is an excellent way for students to be aware of the excellent pursuits of their peers. 46. C.A.R.P. Award This award also utilizes goldfish in recognition of the fact that they are nothing but fancy carp! C.A.R.P. is an acronym for Caring and Responsible Person, and a C.A.R.P. award should be made anytime one or your members has done something that is sensitive and supportive of others. 47. CDs Have every member or you organization, committee or staff bring a CD or tape of his or her favorite song that reflects on the memories of this group or that reminds them on each other. Burn these songs into a master copy and then share a duplicate with all the members of the group. This can make a good closure gift! 48. Coloring Book Create a coloring book based upon the individuals and projects that are representative of your group. Try selling it as a fund-raiser or hand it out at meetings for those who like to doodle.
  • 56. 56 49. Corn Cans of corn are inexpensive and although really “corny” can make someone laugh. Give a can of corn to the “Cream of the Crop” in your organization! 50. Create-A-Song Rewrite the words to a favorite song or TV theme song to recognize a special event or the accomplishments of an individual. Make a tape of this song to play at a meeting and award a copy to the deserving party. 51. Door Decorations Give each member a laminated door decoration that includes his or her name, position and organization logo. 52. E-cards If you need a quick way to send any variety of messages or possibly lack the creativity to make or write a catchy slogan and card there are a number companies that provide free cards. Send to a few or many people as deserve recognition each day! 53. Energizer Award Give an award of a battery to the individual who is doing the most during the week to energize the group or organization. You may use one battery mounted on a plaque or you may present each honoree with an individual battery. 54. Fan You are doing a “fan”tastic job in your position. Give a fan to anyone that deserves to be recognized. Write a note on the back so they don’t forget why they were given this fan! 55. Flower Seeds Give packets of seeds to individuals at the beginning of a term project. Tell them that the seeds are like opportunities-if treated with care, and given the right amount of nurture, they will flourish into something beautiful. Organizational tasks and individuals are the same…at the end of the term or project, ask what the members did with their seeds. 56. Friendship Plants There are varieties of plants that can be propagated very easily by simply rooting a cutter in water. Have a big plant like this in your office or room, and give a cut out to people who have helped you or are deserving of recognition.
  • 57. 57 57. F.R.O.G.s F.R.O.G.s (an acronym "For Recognition of Growth") may be awarded to those who are maturing and developing in their leadership positions. You may choose to give plastic frogs or perhaps you will even decide to give tadpoles to these outstanding members. 58. GOALdfish Few people enjoy creating goals - but everyone likes goldfish. When you set goals at the beginning of a term or project, consider awarding a GOALdfish to all of those who achieve all of their goals. This is an inexpensive and creative way to encourage students to reach for their goals and for you to recognize them for their accomplishments! 59. Good Egg Award Blow out an egg, decorate it, and award it to a member of your organization who has been "Good Egg." 60. Hall of the Year Form a committee to nominate, deliberate, and select a residence hall on your campus that is deserving of the award for being the "Hall of the Year". Selection criteria should be established early and should be communicated with all the halls wishing to participate in the program. Halls can submit bids or the selection committee can solicit bids from deserving halls. Suggested categories for consideration could include creativity, programming, involvement, support of RHA, and growth or improvement that has occurred throughout the year. Involve administrators in presenting the award to make it even more special. 61. Hangers Give a plastic hanger to members or a group or organization that needs encouragement to "hang in there" after a difficult meeting or week. 62. Hats off to… Cut top hats out of paper and award them to those who deserve a tip of the hat. This is a very inexpensive and creative way to share recognition. 63. High-Five! Trace your hand on a sheet of paper and write High-Five at the top! Below the hand write the word HAND vertically with the acronym Have a Nice Day! Include a personal note to make the persons day extra special!
  • 58. 58 64. Honor Chords Honor your graduating members with Honor Chords to where during commencement. Chords can be given for being a member of the organization or for specific requirements that were met throughout their membership. 65. Hot Ticket Award Create an award that looks like a ticket burn it around the edges, put it in a plastic sleeve and you have the Hot Ticket Award. A perfect way to recognize those individuals or ideas that have burned bright! 66. Hugs and Back-Pats Never underestimate the importance of being touched by someone. Talk is cheap, but by reaching out to another, you can indicate your approval, your understanding, your appreciation, and your support! Don't let anyone suffer from skin hunger! 67. Need a Hug? Trace two of your hands then connect them with string. You can then put on the hands on the string and write a note on the hands telling them why they are appreciated! 68. Lapel Pins Many people like to collect lapel pins. Have your organization make an award in which each recipient receives a lapel pin for their accomplishments. Pins can be designed specifically for your group or organization through a number of companies. Search out the best deal for you! 69. Letter to Families A powerful recognition tool is to take time to write a letter to students'parents, guardians and relatives. All enjoy hearing about the special talents of the students you work with! This is a powerful public relations tool as it enhances the status of your organization by promoting that you care, and it shows students that their involvement has had a great impact! Many of us recognize that families have difficult time understanding the various leadership roles and student activities that take place in many residence halls. This may help provide a bridge to greater understanding. 70. Light bulbs Spotlighting a member of your organization each week can be a great way to recognize individuals and also get to know more about them. Read off facts about each member and have the rest of the group guess who you are talking about. The secret individual gets a light bulb or flashlight for being the “Spotlight” of the week!
  • 59. 59 71. Limerick/Poem Write a limerick or poem to celebrate an individual or the accomplishments of a group! Pass it out at meeting or include it in your minutes. 72. Magnificent Marbles Every member of your group should receive a marble. You then explain that this is a magnificent marble and that it should be given to someone who is deserving because they have done something magnificent! Each member is encouraged to visit with another member of the group who deserves of receiving this marble and share why they are making this "award." This is a positive, non-threatening way to share positive strokes. 73. New Cars Give everyone in the group a new car! Make award contingent upon some accomplishment or a record of participation. Attach the slogan “Way to Speed through the project”. Unless you are quite wealthy we suggest you purchase Matchbox cars vs. the real thing! 74. Notes There are so many times that a simple note can have a great impact. Many people enjoy receiving praise in person, but there is something about having a note to refer back to that makes it very special. You can put a note on almost anything - it's just the time you take to write it and send it that makes it special. 75. Origami Metaphor This recognition idea is made specifically for leaders in housing and or residence life. You take a couple square pieces of paper, and instructions on how to make an origami piece. You also attach the following verse: The actual residence hall with its staff is plain, like this piece of paper. But when a staff and a little bit of work is added, both can be turned into something beautiful. Thanks for all the hard work you do! 76. OTM Blurbs Each month, compile a short summary of each OTM that was submitted to your campus level. Take all those summaries and create a document with all OTMs submitted to your campus level. Finally, distribute it to all your halls, staff members, and housing personnel to post and read about. This way, EVERY OTM nominee can be recognized for the great work that they did in the past month. It's simple and the database can do it for you! 77. Outlet Award Give the award of a small outlet cover or plate to someone who has been an outlet for creative ideas or energy within your group or organization.
  • 60. 60 78. Paper Plate Awards Recognition for the most random acts can be very enjoyable! Give each member of your organization a paper plate and some markers. Have them design an award for anyone in the room. The awards can be serious or silly. Have everyone present their awards to the others members! 79. Personal Ads Take out a personal ad in you campus newspaper to praise the accomplishments of individuals or groups that you work with. This is an inexpensive way to praise efforts and to share recognition in front of their peers. 80. Prize Patrol Have you ever seen Ed McMahon and the Publisher's Clearing House sweepstakes van? Take that idea and create life size congratulatory checks to deliver to rooms of students who have won an OTM. Take balloons, some food, and the large check right to their door and surprise them! Don't forget to bring a camera. When you get done, post all the photos on a Prize Patrol bulletin board so everyone can see! 81. Publicity Releases Utilize your University relation’s experts on your campus to complete publicity releases about efforts of the individuals that you work with. Students like to see their names in local newspapers and usually it does not cost anything. 82. Raisins Give everyone in your organization or on a committee a box of raisins for “Raisin’ the Standard”. Be sure to personalize the box of raisins with a note letting them know that their effort recently has set a new standard that others will have to strive for in the future. 83. RC Recognition Cola! Give a can of RC, along with a note to anyone that you would like to recognition. Whether they reached their goals, completed a task, passed a test, or were a great friend everyone deserved to be recognized! 84. Resident of the ___________ Appoint a committee in your residence hall organization to select a resident of the (day, week, month, etc). Resident of the ___________ can receive a letter of congratulation from the Director of Housing, the Chancellor, and the Hall Association President. You can also announce the selection in the newspaper, on the campus radio, etc. Post the winner’s picture too!