Housing Registration for Summer 2024 Programs - Form Builder

Welcome to Campus Housing for Summer Programs at Truman!

Whether this is your first summer with us or you've been on campus many years, we are excited to provide excellent accommodations to support your summer participants and staff. Please complete the form below to help us plan a summer experience for your program. If you have questions, please contact the Residence Life office at 660-785-4227 or email at reslife@truman.edu.

Please note that programs may run between 5/18/24 and 7/28/24. We need to reserve enough time for housekeeping to clean rooms prior to and after summer operations. We also need to make sure all rooms are available for staff and fall early-return students to move in as scheduled.

Room Rates

Room usage is calculated per day (not per night). For example, a person checking in on a Tuesday and leaving the following Wednesday would be charged for 2 days.

Single Occupancy: $27.00/day
Double Occupancy: $23.00/day
Unoccupied Room (using rooms as offices or storage): $4.00/day*

Meal Rates

Each person living on campus has a meal plan to use at a dining hall when the dining hall is serving. People are billed the daily rate for meals. If a person's check-in/out would prevent them from eating a meal, they are charged à la carte for the meals they would be on campus for. The daily rate entitles a person to a breakfast, lunch, and dinner Monday-Saturday and breakfast and lunch on Sunday.

Daily Rate: $19.75
Breakfast à la carte: $3.29
Lunch à la carte: $6.58
Dinner à la carte: $9.88

Incidentals

Microfridge Rental: $2.50/day*
Lost Room Key: $30.00/incident
Other Keys: Replacement value
Lost Perimeter Access Card: $25.00/incident

*requests for microfridges can be made on the program roster you will submit later

General Information

We would like to know some information about your program and who to contact during the planning phase. Please list the information for whom we should contact in your office or organization.

For groups external to Truman State University, this form should be completed by the Summer Programs staff with Truman's Union and Involvement Services.

Program Name*

Primary Contact Name*

Primary Contact Email*

Primary Contact Phone*

Truman Athletics Program
Is this a summer program affiliated with the Truman Athletics department? If yes, a copy of this request will be sent to the Truman Business office to verify for you that "housing arrangements have been made" per Business Office policy on summer Athletics programs.

If verification is needed sooner, please addtionally email Jamie Van Boxel, Director of Residence Life, at jvanboxel@truman.edu.*

Emergency and Critical Situation Contact

Should there be an emergency or critical situation, particularly after hours or on the weekend, with whom should we get in touch? For programs external to Truman State University, this should be someone with the program and not from Truman's Union and Involvement Services.

Emergency Contact Person*

Emergency Contact Email*

Emergency Contact Phone (should be reachable after hours and on the weekend, so not an office phone)*

Account Information for Billing

Please work with the Truman Business Office to ensure you have the correct department or program Vendor ID number (a nine-digit Banner ID designated by the Business Office) for Residence Life to use when billing your program. If you are completing the form for an external group working with the Summer Programs staff with Truman's Union and Involvement Services, please list the Vendor ID number that housing and meal charges should be billed to. Please consult with the Business Office with questions and to determine the correct department Vendor ID numbers.

Department Vendor ID Number (9 digits, designated by the Business Office)*

Session I Information

When will staff and participants be arriving? Many programs have their staff arriving in advance of the participants and leaving after participants depart. Some programs also have multiple sessions with additional arrival and departure times. If you will only have one session, you only need to complete the Session I information. Some programs name their sessions different things. Please share the session names with us if you use them.

For our planning purposes, "staff" are any members of your program that will be living on campus and providing leadership to the participants in your program. Staff may include parents and chaperones, coaches of high school sports teams, Truman students hired as employees, or Truman athletes helping to oversee sports program participants. "Participants" are people attending your program. These may include Truman students, outside students, or anyone else receiving services from the summer program.

You will be asked to share anticipated numbers of staff and participants for each session. Please share realistic (rather than aspirational) numbers so Residence Life and Sodexo staff can plan accordingly. If you want to put notes at the end about aspirational numbers, please share them there.

You will be asked to provide information about first and last meals. We recognize you may have staff and participants arriving at various dates and times. Please indicate what will generally be the first meal for each group so Sodexo food services can begin meal planning. You will have the chance to submit first and last meal information for each staff and participant individually on the roster you will submit later.

What do you call your first session?

Staff Move-In Date*

Staff Move-In Time*

Staff First Meal*

Staff Move Out Date*

Staff Last Meal*

Anticipated Number of Staff*

Will staff be primarily staying in their own room or sharing with another staff member? Please see the rates table on double vs. single room usage. *

Participant Move-In Date*

Participant Move-In Time*

Participant First Meal*

Participant Move Out Date*

Participant Last Meal*

Anticipated Number of Participants*

Will participants be primarily staying in their own room or sharing with another staff member? Please see the rates table on double vs. single room usage. *

Session II Information

If your program will not have a second session, please skip the fields in this section.

What do you call your second session?

Staff Move-In Date

Staff Move-In Time

Staff First Meal

Staff Move Out Date

Staff Last Meal

Anticipated Number of Staff

Will staff be primarily staying in their own room or sharing with another staff member? Please see the rates table on double vs. single room usage.

Participant Move-In Date

Participant Move-In Time

Participant First Meal

Participant Move Out Date

Participant Last Meal

Anticipated Number of Participants

Will participants be primarily staying in their own room or sharing with another staff member? Please see the rates table on double vs. single room usage.

Building Placement

Each summer, Residence Life needs to carefully coordinate placement of all the summer programs to maximize the needs of the programs, facilities needs and limitations, and operational factors.

Please describe any operational needs your program has that would assist the Residence Life team in determining building and floor placement. You may have worked with Residence Life in advance and already have a good idea of where you will be located this summer. *

ID Cards and Exterior Door Access

Truman ID cards are used to grant access to the residence halls and entry to services like the dining hall, rec center, and library. If needed, you can work with Residence Life to print a personal ID card for each participant and/or staff member. This does take time and coordination on the part of program organizers. If your program does not need personal Truman ID cards, please indicate below and list "N/A" on the fields that are not applicable for your program.

For current and recently graduated Truman students serving as participants or staff, we can grant access via their current Truman ID card. Current Truman students needing their Truman ID card replaced will pay for their own replacement card.

ID cards are made for the program staff and participants by submitting photos online at least 7 days prior to arrival. This will be up to the program to carefully manage with participants and ensure photos are submitted on time. Staff and participants will need to know their nine-digit, Truman ID number. They can submit their ID photo here: https://idoffice.truman.edu/upload-id-photo. All staff and participants should treat this as an official ID card and submit a photo following the guidelines outlined.

For limited numbers of staff and participants that could not submit a photo online in advance, they can visit the ID office to have their pictures taken in person and have their cards printed. This is only available Monday-Thursday, 8:00 AM - 5:00 PM, on days when Truman is not hosting an in-person Summer Orientation. Please coordinate this in advance with the Truman ID Office (idoffice@truman.edu, 660-785-4227).

Some short-stay programs do not request ID cards and instead work directly with Sodexo for short term meal cards. If that works better for your program, you do not need to arrange for ID cards. Outside staff for short stay programs can be issued temporary access cards to the residence hall. We can issue generic building access cards to program leaders.

The front door of Ryle Hall will be unlocked 6:30 AM to 10:30 PM on days when meals are served. All other halls will be locked at all times.

Will staff/participants need personal Truman ID cards made? Most programs do not need Truman ID cards for their participants.*

Residence Hall Exterior Door Access - Staff
We can set access for staff Truman ID/access card to one of four settings.*

Residence Hall Exterior Door Access - Participants
We can set access for participant Truman ID/access card to one of four settings.*

How will new staff have their photos taken and ID cards made?*

How will participants have their photos taken and ID cards made?*

Please list any additional notes regarding exterior door access.

Check In/Out Assistance

We will provide your program with room keys on the business day prior to your first staff member or participants moving in. Most programs conduct their own check in. If you need Residence Life assistance to distribute/collect keys for up to two hours, we are happy to assist.

Do you require Residence Life assistance distributing and collecting keys during your check in/out operations?*

COVID Planning

All summer programs must ensure their operations comply with Truman's COVID-19 rules and regulations and CDC guidance.

Abiding by Truman COVID Rules and Regulations

I agree that my program will abide by all Truman rules and regulations concerning COVID-19.*

I Agree

General Policy and Operations Statements

Please read through the statements below before accepting the terms. Residence Life and Truman policies are designed to ensure safe living environments that welcome all and promote educational experiences. It is expected that all summer programs will understand, promote, and adhere to all policies, regulations, and operational procedures.

Policies and Procedures

All participants, staff, and other members of any summer program that stay on the Truman State University campus are expected to follow all policies and procedures of Residence Life and Truman State University. The University and Residence Life reserve the right to enter any residence hall room or other space used by a summer program at any time. If any policy is deemed to have been violated, Truman State University and the Office of Residence Life reserves the right to remove individuals or an entire program from campus. *

I Agree

Master Keys, Room Keys, and Key Replacement

No master key will be provided to any program. Instead, a spare key to each requested room will be given to the program to use for needed special access (participant locked out, participant emergencies, etc.).

Programs will be charged for all lost keys and lock recoring costs. Residence hall room key charges are $30 for each instance. Programs will be charged replacement and recoring costs for other keys (lounges, conference rooms, etc.) as determined by Physical Plant and Residence Life. Residence Life on-call staff have access to a master key and can assist you if needed. Please notify Residence Life staff immediately when a key is lost or broken. *

I Agree

Amenities

Residence Life will furnish staff/participants with a room, furniture, and utilities. If something is not working, please contact Truman Physical Plant through their online fix-it request service. For major concerns after hours or if you are not getting the assistance you need, please contact Residence Life's on call staff for assistance. We are happy to help.

Residence Life does not supply linens or toiletries. Toilet paper is only provided in the community bathrooms in Dobson and Missouri Halls. An initial roll will be placed in rooms at Blanton Nason Brewer, Ryle, and West Campus Suites. Staff/participants or their sponsoring programs need to provide their own linens and toiletries. *

I Agree

Cancelations, Late Arrivals, and No-Shows

If a staff member/participant must leave the program early for some reason, the program is responsible for the charges (housing and meals) applied to that individual until the program contacts Residence Life and requests to have the staff member/participant removed from the roster.

If a staff member/participant does not show up on their planned move-in day, the program must submit the cancelation form on the move-in day. There will be no housing or meal charges if the form is submitted on the move-in day. If submitted late, the program will be charged for housing and meals that occurred prior to submitting the form.

If a staff member/participant shares that they will be arriving late, the program must submit the cancelation form on their original move-in day. There will be no charges for housing and meals prior to their new arrival if the form is submitted on the original move-in day. If submitted late, the program will be charged for housing and meals occurred prior to submitting the form

Please use the following form to notify Residence Life of any cancelations during the program, no-shows, and late arrivals:

Cancelation/Late Arrival Form *

I Agree

Payments and Billing

All payments for outstanding balances must be submitted to the Business Office. Additional charges for lost keys, damages, and other reasons will be billed to the program's host department.

Residence Life will bill at the end of Truman State University's fiscal year, June 30, and at the conclusion of the program if the program should cross the June 30/July 1 date. The bill for the first part of the program will be all charges incurred through June 30. The second bill will be for all charges incurred after July 1.

For the fiscal year ending in June, programs will be provided their roster and billing information for verification so a final invoice can be prepared. The final invoice will be sent to the program so they can requisition payment in time before the Business Office deadline. Because of the Business Office deadlines, Residence Life will be unable to adjust the final invoice once it has been sent. This includes if any staff/participants leave depart during the remainder of the fiscal year. *

I Agree

Dining

When dining halls are open, all on campus guests (participants, staff, and all other associates) of a program must have a meal plan at the daily rate. The first meal after check-in will be the first meal a program is charged for and the last meal prior to check out will be the last meal charged for.

All other food services other than those provided in the dining halls must be arranged directly with Sodexo food services.*

I Agree

Submitting a Program Roster

Once Residence Life decides on a building placement for your program, you will be emailed a blank roster spreadsheet with all available rooms. You will need to email Residence Life's Summer Conference Coordinator (reslifecc@truman.edu) with a nearly completed roster using the spreadsheet you were sent no later than seven (7) days prior to the arrival of the first staff or participant to move in. Residence Life will begin assembling keys and entering staff/participant information at that time.

Specifically denoted updates to the roster should be emailed to the Residence Life Conference Coordinator (reslifecc@truman.edu) as they happen prior to move in. Please describe the specific changes being made when doing so.*

I Agree

Additional Notes

We recognize that a single form cannot capture the unique needs of each summer program. If you have additional notes you would like to share with the Residence Life team, please do so here. This may include reservation of other spaces in the residence halls (additional charges may apply).

Additional notes to share