Help and How To

How do I plan a BBQ?

• After submitting a Community Builder Program Proposal Form, and receiving approval, meet with your Coordinator or the
• Residential Learning Coordinator to begin planning the BBQ.
• Choose a convenient time, date, and location that is accessible to all your residents, and have your Coordinator request
  approval from Dining Services. One approval is given, complete a Meal Plan Form in order to collect signatures for Meal Plan Equivalencies.
• Reserve the location by contacting the designated person for the requested location:
  South Campus BBQ Area - includes McGuire Volleyball courts/picnic area and also the picnic area in front of Donahue Hall –
  Stephanie Cooper, 9-7157
  West Campus picnic area or St. Mary's grassy area - Sara Hicks, 9-7138
  Main Campus - O’Dwyer picnic area and the Quad- Sarah Piff, 9-7726
• Start publicizing the BBQ to your residents: remember to be creative with your advertising; keeping in mind that word-of-mouth and door-to-door publicity work really well.
• Deliver the completed Meal Plan Form to Dining Services by the deadline date given by Dining Services.
• Request grills, tables, and chairs if necessary (See your Coordinator or Residential Learning Coordinator for more information). Please note that Dining Services does not provide charcoal, so you will have to work with your Coordinator to get some.
• Pick up materials and supplies the day of your BBQ. (Grounds will deliver tables, chairs. etc.)
   

How do I make the most of my money?
Collaborating with other RAs or with other student organizations is a great way to divide costs and save money. If you have a hall-wide CB, consider co-programming with IHC. When you want food at a CB, you can utilize your residents, by asking them to donate meals or points, in order to offset costs.


What can I get from Dining Services using MPEs?

• Chicken Fingers, potato chips, pretzels, soda, water, and sauce
• Pizza, cookies, soda and water
• Standard Picnic Package - hot dogs, hamburgers, tomato, lettuce, cheese, onion, pickles, potato chips, pretzels, cookies, water and soda (utensils and condiments are provided) - Ask for veggie burgers if needed
• Healthy Choice Snack Tray – cheese cubes, fresh-cut fruit, yogurt, and drinks
• Bag lunches which include a sandwiches, chips, and drinks
• Bag breakfast which includes bagels, cream cheese, fruit, and drinks
• All MPE options come with utensils, napkins, plates and cups. (Grilling utensils for BBQ packages must be requested)

1. Cash Advance
   Once approval is given for your CB, complete a “request for funds” form, get your Coordinator to sign off on the form, and submit the form to Nancy Shea in the ORL. Allow five business days to receive the cash advance. Once the CB has occurred, you MUST turn in all appropriate receipts and account for all monies spent, including returning any unused money to Nancy.
    
2. Reimbursement
   You may use your own money up-front to pay for CB expenses, however, be sure to get approval from your Coordinator first. Once approval is given for your CB, pay for necessary expenses with your own money. Complete a “request for funds” form, attaching the receipt, get your Coordinator to sign off on the form, and submit the form and receipt(s) to Nancy Shea in the ORL. Allow five business days to receive your reimbursement.

How do I purchase tickets for a musical, play, movie or anything in advance?
Collect money from your residents and then bring all funds to Nancy Shea or Kenisha Francis who will then order tickets for you. Please give as much advance noticed as possible for these requests.

How do I purchase T-shirts for my floor?

If you are interested in selling T-shirts for your hall, please see your Coordinator or the RLC to approve the T-Shirt idea and logo, and learn how to place orders.

Do I have to get the T-shirt approved?
Yes.  According to the Sales and Solicitation Policy on page 59 of the Student Handbook:

Student organizations, including Hall Councils, are not permitted to infringe upon the privacy of residents in University residence halls, apartments and common lounge areas for the purpose of raising funds.

In accordance with University policy, all fund-raising activities must be approved by the Office of Student Development. Hall Councils interested in sponsoring fund-raising activities are expected to submit proposals through the appropriate Coordinator for Residence Management and obtain approval prior to submitting their request to Student Development for consideration. Residents may not operate “for profit” or “not for profit” business ventures from their room."

The Solicitation policy on page 89 of the Student Handbook states:

"Any sales or solicitation on campus by outside or on-campus vendors must be sponsored by a recognized campus organization, campus department or official residence hall unit, and must be approved by the Office of Student Development. No sales may be done on the campus by any individual for personal profit. University property may not be used for sales and/or solicitation unless sanctioned by the appropriate office."

If students violate these policies, they will be subject to the full range of sanctions under the Code of Student Conduct.

Can Residence Life pay for t-shirts in advance?
No.  All t-shirts must be fully paid for prior to ordering.

How do I reserve a van?
The procedures for reserving a van from the Office for Residence Life are as follows:

• Log into NOVASIS – Secured Log-In
• Click on “Administrative Menu-VU Applications” from the main menu
• Click on “Office for Residence Life applications”
• Click on “Van Reservation”
• Check on van and availability – if van is free, submit your reservation (a confirmation email will be sent to you)

NOTE: To reserve a van with another campus department, please speak to your Coordinator or the RLC.
 

Where and when do I pick up the keys and vans?
Staff who reserve the Residence Life van will pick up the keys, gas card, and packets of necessary forms* between 9:00 a.m. and 5:00 p.m. from the Office for Residence Life on the day they have reserved to use the van; with the exception of Saturday and Sunday reservations. For an event being held on Saturday or Sunday, staff must pick up the keys on the Friday preceding the event between the hours of 9:00 a.m. and 5:00 p.m. Individuals who fail to pick up the van keys during the designated hours will forfeit their right to the use of the vehicle.

What if I forget to pick up the keys?
If you forget to pick up the keys, you forfeit your van privileges for that day.
** The Professional on Call cannot get keys for you over the weekend. **

Can I pick up the van early or keep it later?
No.  Because of the heavy demand for the vans, you can only use the van during your requested time slot.

Where should I park the van?
The van must be parked in the university Van lot (next to Public Safety). Failure to return the van to this location will result in a loss of van borrowing privileges.

What if the van is missing?
If you have signed out a van and it is not in the van lot at the time of your CB, please check in other lots around campus. If you are still unable to find the van, check the online reservation system to see who had it before you and try to contact that person.

What if I need a van for the student organization of which I am a member?
Residence Life vans are for the use of RA-sponsored Community Builders only. RAs should not sign out a van for any other campus organization they are affiliated with, nor transport individuals other than their residents.

How do I get a Projector, TV, VCR, Videos, Computer Projection Cables, and more?
To borrow any audio-visual equipment, you must get your Area Coordinator or Residential Learning Coordinator to request permission in the form of a signed letter or email to the IMS department. This letter must include the RA’s name, department, Wildcard number, telephone number, items requested, statement of authorization from AC or RLC, date needed, location, and time for picking up the equipment.

How do I reserve a bus?
To reserve a bus, contact the Residential Learning Coordinator at least two weeks in advance to make arrangements with a bus company.

How do I reserve the Pavilion, Jake Nevin, South Campus Basketball Courts, Main Campus Basketball Courts, St. Mary's Gym, or West Campus Basketball Courts?
To reserve any athletic area, contact Robert Weismen in Athletics or see your Coordinator for help.

How do I reserve Sheehan Beach, Austin Field, Mendel Field, or the Oreo?
To reserve these locations, please go to the following web page https://novasis.villanova.edu/pls/bannerprd/bvskevnt.P_DispInfo

How do I reserve a classroom?
To reserve a classroom, go to www.villanova.edu/enroll/registrar/reservation/ or see your Coordinator for help.

How do I reserve a room in the Connelly Center?
To reserve a space in Connelly, contact Louise Griffin (97273) or see your Coordinator for help.

How do I reserve St. Mary's Auditorium or Chapel?
To reserve these spaces in St. Mary’s, contact Music Activities 97214 or see your Coordinator for help.

How do I reserve a residence hall lounge?
To reserve a lounge, contact the Head RA for that building or the Coordinator for that area.

How do I make a flyer?
To make flyers using Microsoft Word, clearly designate the time, date, location, and name of your LE.  Make the flyer more interesting by using Clip Art to design your flyer. For more picture options, go to www.google.com, type in your topic, and insert images into the Word document.

To make flyers using Microsoft PowerPoint, design a PowerPoint slide that you can use as a flyer.  Make the flyer catchier by using personal pictures, Clip Art, or images from the Internet. Make sure to include the date, time and location.

Remember all advertisement should go up at least a week in advance.

How do I have a Hall Mass or Liturgy?
To sponsor a hall mass or hall liturgy, contact Campus Ministry or a Campus Ministry Intern on South Campus.

How do I order discounted pizza for an LE?
Discounted pizza is available from Garrett Hill and Dominos, but in order to use the discount, you must email Nancy Shea at least a week in advance with your pizza order. Remember to save the receipt and attached it to your Request for Funds form, get your Area Coordinator’s signature, and bring the form to Nancy Shea in Office for Residence Life.