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2013 University Approved Housing

2013 University Approved Housing. Process & Deadlines for First-Year Student Housing. Merge with Dean of Students. Moving towards a more focused, streamlined process to primarily address the needs of first-year students.

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2013 University Approved Housing

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  1. 2013 University Approved Housing Process & Deadlines for First-Year Student Housing

  2. Merge with Dean of Students • Moving towards a more focused, streamlined process to primarily address the needs of first-year students. • The removal of narratives is a result of the separation of the University Approved Housing application from the Relationship Agreement. • University Approved Housing: Application to house first-year students • Annual Report: Narratives required to be a recognized fraternal organization, per the Relationship Agreement

  3. Process & Deadlines 2013 University Approved Housing

  4. Process & Deadlines • All materials required for the application will be submitted via CougSync. • Information is collected through file uploads, checkboxes, drop downs, and numeric entry. • Submissions can be sent in starting March 1st, on a rolling deadline: • Confirmation of an organization’s status in housing first-year students will be provided no later than one (1) month following the official submission. • Applications will not be accepted after June 3, 2013. • Men’s fraternities seeking to house first-year students who are summer signed should plan to have their application in no later than April 10, 2013. • A printed copy of the chapter’s final submission should be turned in to the Center for Fraternity & Sorority Life. This copy can be submitted in a folder or manila envelope, no later than one (1) week after the online submission.

  5. Summer Signing Incentives • Fraternity Summer Signing • To receive the $150 per man incentive from WSU Housing, men extended a bid over the summer (who intend to live in during the fall) must cancel their housing contract prior to June 10, 2013. • The final deadline to cancel a housing contract is July 15, 2013. • All new members looking to cancel their contract after July 15th will not be allowed to do so, and will live in the residence halls for the fall semester.

  6. Information from the Employer • Position descriptions and required qualifications are required for the UAH application. Please ensure these documents are provided to the students before they begin the application! • To verify each facility employee is in fact employed, we are asking that the employer (housing corporation board, property manager, advisory board) provides a memo stating the individual is employed and qualified for the position. This can also be a scanned copy of the signed position contract. • Cook/Meal Provider Proof of Employment | The University would like to verify that the cook is employed by the facility corporation board. This verification can be a memo/letter verifying employment, or copy of the position contract. • Live-In Advisor Proof of Employment | This verification can be a memo/letter verifying employment from the employer (facility corporation board) or copy of the position contract. • House Director Proof of Employment | The proof of employment must be a memo / letter written by the employer (facility corporation board) verifying the House Director is employed.

  7. Status Confirmation • Once a chapter submits their application, Jami Harrison will add four reviewers who will look through and approve the submission. • First level of reviewers: • Chapter Advisor • Housing / Facility Corporation Board President • Second level of reviewers: • Two on-campus UAH committee reviewers (both have been trained) • Approval from each level will be tracked in an Excel document and once all have reviewed, Jami will notify the Dean of Students with the final status and the letter will be sent to the chapter president. • Copied: Advisor, Housing Corporation President, the Center for Fraternity & Sorority Life, and Housing & Residence Life

  8. Accessing the Application 2013 University Approved Housing

  9. How to Access the Application | Option 1 • Access the form here: https://orgsync.com/25061/forms/68484 • Begin by pressing “Fill Out” (see below) and choose to submit the form on behalf of your fraternity/sorority. Scroll to the bottom of the screen Click here to begin the form

  10. How to Access the Application | Option 2 • The second option is to open your CougSync account, select your chapter, and then click on forms. The application should be at the top.

  11. Submit on Behalf of Your Chapter Please select your chapter name when you start filling out the form. This option comes up right after you select “Begin Form”. Select the dropdown arrow and pick your chapter name. Then, press “Next”.

  12. If there are instructions , please make sure to follow them!

  13. Tips on Completing the Application • Have all of the information before you begin, including the documents, bills, and amenities information. Refer to your handout! • Work with another officer. Ask your facility manager, vice president, risk manager, or an exec member to help throughout this process. Your live-in advisors and house directors will also be a great resource. • Talk to your advisor / housing board. Some of the information could easily be gathered from your advisor or housing / facility corporation board president. They have also been offered training, so utilize them as a resource. • Allow enough time. If you are prepared this will not take long, and saving and finishing later could cause you to procrastinate or not feel as organized. I would budget about 1 – 2 hours to complete the application. • If you’re stuck, let me know. Throughout this time, email me right away if you are having trouble. If it is during the work day, I will respond quickly. Only request: please do not text or call my cell after 5:30 PM.

  14. The Student Role is Complete! • Once you press FINISH, you are good to go unless something comes in as inaccurate, or needs to be changed. • If there needs to be a change, we will work together to do so depending on the issue (minor or major). • No later than one week after you turn it in, please print a copy (attachments included) for our office. • Within one month after submission, you will hear from us!

  15. Reviewing the Application 2013 University Approved Housing

  16. Receiving the Notification • Once the student has submitted the application, Jami receives a notification via email. • She will briefly scan the application for any glaring issues and if there are none, the chapter advisor and housing corporation president are added as reviewers. • Jami will only use the men/women listed by the student as the reviewer information. Because few rosters have been sent in for alumni advisors, this will be the main source.

  17. Receiving the Notification The listed individuals (advisor/house corp.) will receive a notification: The email message will read as follows:

  18. Reviewing the Form • Once you receive the notification, click on the link to review the form. This will take you to the entire application, with the following at the top of the page:

  19. Reviewing the Form • Go through the sections one by one to determine if the information provided is accurate for the organization. • After you review the entire document from beginning to end, scroll back up to the top of the page and utilize the “REVIEW SUBMISSION” section.

  20. Approving & Denying • If the application is accurate, please write a statement (example below) verifying it is good to go, and press “Approve”. • The box will change to show that the submission is approved.

  21. Approving & Denying • If the application is inaccurate or incomplete, please explain what needs to be done in order for it to be up to par (example below), and press “Deny”. • The box will change to show the submission is denied, and the note will be passed along to the president for correction.

  22. Your Role is Complete! • The approval button has now verified your involvement in the process, and now the rest of the University reviewers will complete the process. • A status letter will be sent via email to the chapter president and two adults who reviewed the document on behalf of the chapter. • If denied entirely, the appeals process will be included in the letter.

  23. More Information For additional questions, please emailJami Harrison at jlharrison@wsu.edu If the email subject line includes your chapter name and “UAH” or “University Approved Housing”, she will notice it more easily and get back to you as soon as possible!

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