2017 STARS College & Professional Standards Institute

Transcription

1 2017 STARS College & Professional Standards Institute Host Institution Request for Proposals Association of College and University Housing Officers - International 1445 Summit Street Columbus, OH

2 Host Institution Request for Proposals 2017 STARS College 2017 Professional Standards Institute In June 2017, the Association of College and University Housing Officers International (ACUHO-I) will be hosting its 2017 Annual Conference & Exposition in Providence, Rhode Island. The purpose of this STARS College & Professional Standards Institute Request for Proposals is to provide some basic information about the overall Annual Conference & Exposition, as well as several events held prior to the conference for which proposals to host are currently being accepted Annual Conference & Exposition The ACUHO-I Annual Conference & Exposition is one of the largest events of the Association, bringing together campus housing and residence life professionals from around the world for four days of invigorating speakers, engaging educational sessions, and invaluable networking opportunities. In addition, as one of the largest among our student affairs sister professional associations, an exposition hall of corporate partners and vendors is held as a central feature of the conference. The 2017 ACUHO-I Annual Conference and Exposition is scheduled for June 17-20, Our educational programming, exposition hall, and other features of the event will largely be held at the Rhode Island Convention Center (1 Sabin Street, Providence, RI 02903). We are in the process of contracting with several nearby hotels to accommodate attendees. There are several other events that are regularly held in conjunction with the conference. They include: STARS College; Professional Standards Institute (PSI); Pre-Conference Study Tour for Non-U.S. Members; Pre-Conference Half and Full-Day Educational Sessions; and Formal Executive Board and ACUHO-I Foundation Meetings. Request for Proposals Proposals are now being accepted to serve as host institution for the following two events: 2017 STARS College 2017 Professional Standards Institute Host institutions work directly with the leadership of the respective planning committee and ACUHO-I Professional Staff to fully operationalize the logistics of the STARS College and Professional Standards Institute. Hosting STARS College affords a campus the opportunity to contribute to the future of the profession by providing pre-professionals a venue to learn about and explore the field of housing and residence life. The PSI host institution provides the opportunity for more advanced professionals to learn about and apply the professional standards in a real-world setting. The PSI host institution serves as the client for the Institute to conduct a comprehensive external review of the housing and residence life operation, and receives a review report following the event. Host institutions play a critical role in the current and future success of both STARS College and Professional Standards Institute. Submitting a Proposal Institutions interested in being considered as a host institution for STARS College and/or the Professional Standards Institute should complete an online application available on their ACUHO-I Profile. To find the application, go to the ACUHO-I website ( sign-in, and look for the 2017 STARS Request for Proposals and/or the 2017 Professional Standards Institute Request for Proposals link under Applications (the general location of which is circled in red in graphic on right; actual options will look different depending on when you sign-on and/or submit). While this Request for Proposals includes both STARS College and the Professional Standards Institute together, proposals must be submitted for each independently. You are encouraged to use the same answers in questions on both applications if they are the same, as appropriate (simply copy and paste the text). Additionally, questions to which you will be requested to respond have been included in this document. Campuses developing proposals are encouraged to create their draft responses in a separate document, and copy and paste the text into the online application. An institution, or team of institutions, may submit proposals to host one or both of these events. Preference will be given to a site that is able to host both events on the same campus or in very close proximity to one or another. To assist you in developing proposals, we have identified a number of working expectations and parameters for each event that are included in this document. Proposals are due by June 30,

3 STARS College Information & Specifications 2017 STARS College 2017 Professional Standards Institute Meals STARS College is a three-day experience for undergraduate students interested in learning about the student affairs and campus housing professions. STARS College offers large group presentations, interactive activities, role play situations, self-evaluation, and small mentoring groups to educate participants about what a career in campus housing offers. Due to the demand for this program, those interested in participating in STARS College must first apply and be selected. STARS College is targeted to students who must have at least one full year of undergraduate study remaining following attendance. They must also demonstrate significant interest in campus housing, residence life, and student affairs through their involvement or work experience during their time as an undergrad. In addition, each participant must show commitment from an on-campus mentor who will play a vital role in continued mentoring and exposure to the field after STARS College has concluded. STARS College will be held Thursday through Saturday, June 15-17, 2017, immediately prior to the ACUHO-I Annual Conference and Exposition in Providence, Rhode Island. In 2016, STARS College began Thursday morning and continued through Saturday afternoon, which was a new model. Participants would all arrive on Wednesday, June 14, 2017, and stay through Sunday, June 18, Faculty would arrive on Tuesday, June 13, This RFP is based on a new model we implemented last year. We expect students and faculty members will attend this year s College. As you develop your proposal, please consider the following specific needs and expectations: Overnight Accommodations Ability to provide inexpensive and high-quality meals for the STARS College participants while on-campus. This may be in a residential dinning facility (preferred), banquet facility, or through catering in meeting rooms. Minimal travel time between the site of the meeting room and the dining room is highly preferred, to maximize learning time. Specific meals are noted in the table at the end of this section. Providing meal alternatives for individuals who have special dietary needs is important. These needs will be noted as participants register for the event, and provided to the host institution. Provisions for day-long drinks and/or snack breaks in the meeting room. These may be provided inexpensively by the host institution, or brought-in by the faculty. Participants will need to have access to meals not provided by the event, once they are in-town until they leave. Accessible restaurants in close proximity in the appropriate price range for participants will be important to ensure the event remains affordable for all participants. Additionally, access to convenience stores, grocery stores and/or take-out available in the local area will be an important consideration. For the past several years, the Pre-Conference Study Tour of Non-U.S. Based Members has arranged their travel schedule to join STARS College for Lunch on Friday. This is currently an optional possibility until such time as the Study Tour develops their schedule, but a maximum of an additional 28 individuals should be planned for in terms of space needs for lunch on Thursday or Friday to allow some flexibility. Saturday is the final Graduation Luncheon for STARS College. Generally, this graduation event is hosted in a unique or different location that is new to delegates, and suitable for a dressier event of this nature. We ask that the host institution work directly with the STARS College Coordinator in identifying centerpieces and table decor appropriate for a STARS College graduation. Ability to provide shared-lodging (double accommodations) for student participants. Ability to provide lodging for faculty members with separate bedrooms (single occupancy) for each participant. More private bathrooms for faculty are preferred. Prefer that all STARS College participants are housed in the same overall facility, with separate areas for student-participants and faculty, if possible. Ability to house the STARS College group for up to 5 nights (Wednesday through Sunday, as needed), with the majority of the group staying Thursday through Sunday. Accommodations should be air-conditioned, with bed linens and towel services provided. Make arrangements to locally staff the check-in and check-out desk/area for overnight accommodations. This would include a plan for participants who have travel difficulties and arrive after hours. Tuesday Night Wednesday Night Thursday Night Friday Night Saturday Night Single Double Numbers above are for budget planning purposes, and include the maximum number of participants anticipated Summary of provided meals required: Wednesday Thursday Friday Saturday Breakfast NA Lunch Dinner Meeting Space + 27 (possible Study Tour guests) + 27 ( possible Study Tour guests) On Own/On Town Graduation + 5 guests Numbers above are for budget planning purposes, and include the maximum number of participants anticipated: 68 participants and 14 faculty Program Room. Approximately 2,000 square feet to accommodate the entire group. 3

4 Needed from Thursday morning through Saturday afternoon. Room should be able to be locked during meals, overnight, and when participants are not in the space so that they may leave all of their materials in the room from the beginning of the College to completion. Room should be set with round tables set for 6. Additional seats may be required at individual tables because of variations in cluster size. One rectangle table set in the back of the room with seating for 4-5 people. Three 6 x8 skirted tables in the back of the room for supplies, handouts, snacks, drinks, etc. In the primary Program Room, please provide for: Lectern, Screen, AV Cart or LCD Projector. Group Activity Space. A larger space without furniture in which all participants may do group activities in close proximity to the Program Room. Common area spaces are appropriate, but power outlets should be available. Small Group Meetings. Spaces for small group activities. This space will be used when the clusters divide during the College to do small group work. Common area space, lounges, or smaller break-out rooms are appropriate, and should be in close proximity to the Program Room. Spaces that are large enough may accommodate more than one group. Faculty Meeting Room. A meeting room that seats 16 with space for a work area for the day on Wednesday. Preferably, meeting room would be adjacent to the Program Room, or overnight Accommodations, or both. Using the Program Room itself is also appropriate. Space for meals, as appropriate and specified in the meals section. All facilities should be ADA accessible, including transition between buildings if held in more than one facility. Miscellaneous Notes Identify a host institution primary contact that will serve as the liaison with the STARS College Coordinator and the ACUHO-I professional staff in the Central Office. Provide a formal welcome from an institution s senior staff member, director, or other campus official, including a facility and campus tour for STARS Participants and Faculty. Provide signage (inside and out) as appropriate on check-in days to assist participants in finding check-in. Provide basic office supplies in the committee/faculty room (tape, stapler, paper clips, 3-hole punch, scissors, pens, pencils, dry erase markers, flip-charts, magic markers, etc.) and throughout the duration of the event. Ability to pre-ship items to the conference location, including storage space for pre-shipped items and delivery to Program Room (e.g., t-shirts, binders, etc.). Provide free or discounted parking stickers for participants/faculty who drive instead of fly to location. Internet/WiFi connection for participants in the Program Room and overnight rooms for the duration of the stay. Application Questions All proposals are submitted electronically, using the ACUHO-I website as noted earlier in this proposal. You will be requested to complete the following questions (including uploading documents) in this electronic application. 1. Primary STARS College host institution contact name, title, phone, address. 2. Please briefly provide a description of your campus for inclusion in marketing materials for the event. 3. Please briefly provide a description of the overnight accommodations/residence hall for inclusion in marketing materials for the event. 4. Please upload one picture that would be reflective of your campus setting for inclusion in marketing materials for event. 5. Please briefly provide a description of how participants would get from the airport to your checkin location suitable for inclusion in marketing materials. Don t forget to include a specific drop-off GPS address. 6. How far is the proposed location from the ACUHO-I Annual Conference and Exposition site? 7. For participants that drive, is free or discounted parking available? Please describe. 8. Please describe the proposed overnight accommodation space, and how it meets the criteria as outlined in this request for proposals. 9. Please describe the proposed plan to provide the general meals outlined in this proposal. Additionally, in your response, please clearly indicate the following: a. Can you accommodate the Pre-Conference Study Tour if their travel plans allow for them to join STARS College for lunch on Thursday or Friday? b. Please describe the facility, plan, and possible decoration for the STARS College Graduation Luncheon on Saturday. 10. Please upload a current catering menu and dinning guide with pricing (PDF is preferred). 11. Please describe the proposed meeting space, and how it meets the criteria as outlined in this request for proposal. 12. Please upload a map of campus with the locations of overnight accommodations, meals, graduation luncheon, and meeting space clearly marked/designated (PDF is preferred). 13. Please describe the availability of WiFi/Internet in the meeting spaces and overnight accommodations locations. 14. Please describe what recreational/athletic facilities or opportunities would be available for participants. 15. Do you have oversight of your campus s conference operations? If no, please speak to the relationship and cost implications of hosting. 16. For pre-shipping of materials (about a week before the conference), please indicate to whom those items should be shipped, how they will be stored and delivered when requested to the appropriate space. 17. Please describe the accessible restaurants, convenience stores, grocery stores, and/or take-out available in the local area (note walkable, public transportation, or taxi for each). 18. Please upload a draft preliminary budget that outlines all of the costs anticipated to host this event. Include per person costs for overnight accommodations and individual meals, as well as subtotals as appropriate using the estimated numbers addressed earlier in this request when generating your budget. Please see page 7 for a sample template. 19. Numbers and schedule in this proposal are preliminary and based on current expectations. What is the timeline your campus needs to finalize numbers and space requirements for this event? 20 What insurance requirements will your institution need from ACUHO-I to host this event? 21. What additional information would you like to provide the review committee? Please upload any narrative and additional documentation as a single PDF submission. 4

5 Professional Standards Institute Information & Specifications Host Institutions Request for Proposals Overnight Accommodations The ACUHO-I Professional Standards Institute (PSI) provides a rewarding opportunity for individuals to work with senior housing professionals to improve their knowledge and application of the ACUHO-I Standards and Ethical Principles for College and University Housing Professionals. PSI participants spend time living and working on a host campus and participating in classroom instruction, group work, and a mock external review of the host campus s housing program, including generation of a final report. The Institute is a two-and-a-half day intensive, immersion experience designed to provide participants with: exposure to the ACUHO-I Standards the use of the ACUHO-I Self-Assessment Guide exposure to the CAS Standards for Housing & Residence Life how to conduct an internal departmental self-review how to prepare a department for an external review how to serve as an external reviewer and conduct an external review The Professional Standards Institute will be held June 15-17, 2017, immediately prior to the ACUHO-I Annual Conference and Exposition in Seattle, Washington. In adapting a modified model, began Thursday morning and continued through Saturday Afternoon. Participants would all arrive on Wednesday, June 14, 2017, and depart of Saturday, June 17, Participants would have an option of accommodations on Tuesday and/or Saturday night if needed. Faculty would arrive on Tuesday, June 13, As you develop your proposal, please consider the following needs and expectations for PSI. Expectations of Host Department The Professional Standards Institute participants will conduct a simulated external review of the host institution as part of their learning curriculum. Host Institutions must be willing to: Physically and logistically host the Institute in on-campus residential facilities. Serve as the client for an external review experience for institute participants. Provide members of the host institution s housing and residence life staff to participate in the review and be interviewed with teams of participants between 1:00 and 6:00 pm on Friday. Provide electronically information on its institution and housing program to the Institute Coordinator, at least three weeks in advance of the Institute. The information will be share with the institute participants in preparation for their arrival at the Institute and for use in the review of the host institution. Host institution s Chief Housing Officer (CHO) will develop and provide charge(s) for the site visit to the Institute faculty and coordinator several months in advance of the Institute. Charge(s) should be developed in consultation with the faculty and Institute coordinator. Ability to provide overnight lodging for up to 35 participants and 6 faculty with separate bedrooms (single occupancy). We anticipate the Institute will target a size of 25 participants and 4 faculty (total of 29). This proposal requests planning for 41 as the highest number permitted. Please note if the difference in size impacts your space or budget. Ability to house the Institute group for up to 5 nights (Wednesday through Sunday, as needed), with the majority of the group staying Wednesday through Saturday. Accommodations should be air-conditioned, with bed linens and towel services provided. Make arrangements to locally staff the check-in and check-out desk/area for overnight accommodations. This would include a plan for participants who have travel difficulties and arrive after hours. Meals Tuesday Night Wednesday Night Thursday Night Friday Night Saturday Night Single Variable* Numbers above are for budget planning purposes, and include the maximum number of participants anticipated. *Sunday Night will be an additional charge to those participants who need it, based on your budget for one-night of accommodations. Ability to provide inexpensive and high-quality meals for the Institute participants while oncampus. This may be in a residential dinning facility (preferred), banquet facility, or through catering in meeting rooms. Minimal travel time between the site of the meeting room and the dining room is highly preferred, to maximize learning time. Specific meals are noted in the table at the end of this section. Providing meal alternatives for individuals who have special dietary needs is important. These needs will be noted as participants register for the event, and provided to the host institution. Provisions for day-long drinks and/or snack breaks in the meeting room. These may be provided inexpensively by the host institution, or brought-in by the faculty. Participants will need to have access to meals not provided by the event, once they are in-town until they leave. Accessible restaurants in close proximity in the appropriate price range for participants will be important to ensure the event remains affordable for all participants. Additionally, access to convenience stores, grocery stores and/or take-out available in the local area will be an important consideration. Summary of provided meals required: Wednesday Thursday Friday Saturday Breakfast Lunch 6 Faculty Only Dinner Numbers above are for budget planning purposes, and include the maximum number of participants (35), faculty (6) anticipated. 5

6 Meeting Space Program Room. Program Room should be large enough to accommodate the entire group of 41 individuals plus up to 5 guests at any one time. Needed from Thursday morning through late Saturday afternoon. Room should be able to be locked during meals, overnight, and when participants are not in the space so that they may leave all of their materials in the room from the beginning of the Institute to completion. Movable tables and chairs initially set in a U-Shape with chairs on the outside. Three 6 x8 skirted tables in the back of the room for supplies, handouts, snacks, drinks, etc. (other alternatives acceptable, depending on the room/space). Approximately an additional 5 chairs for guests who come to address the group. This may be included around the parameter of the room, or within the U-Shape itself if space permits. In the primary Program Room, please provide for: Lectern, Screen, AV Cart or LCD Projector, Flipcharts or Dry Erase Board. A separate faculty meeting room is not necessary for this event. Faculty will meet in the primary Program Room early in the day on Thursday prior to the start of the Institute. Small Group Meetings. Spaces for 5-6 small group meetings for groups of up to 10 on Friday afternoon. This space will be used when the teams divide during the Institute to do small group work. Space should be in close proximity, as members of the host institution s department will rotate and meet with each of the teams individually. Common area space, lounges, or smaller break-out rooms are appropriate. Faculty Meeting Room. A meeting room that seats 6-10 with space for a work area for the day on Thursday. Preferably, meeting room would be adjacent to the Program Room, or overnight Accommodations, or both. Using the Program Room itself is also appropriate. Space for meals, as appropriate and specified above. All facilities should be ADA accessible, including transition between buildings if held in more than one facility. Miscellaneous Notes Identify a host institution primary contact that will serve as the liaison with Institute Coordinator and the professional staff in the ACUHO-I Central Office during the planning process, and be available on-site during the institute for Assistance. Provide a formal welcome from a staff member, director, or other campus official, including a facility and campus tour for Institute Participants and Faculty. Provide signage (inside and out) as appropriate on check-in days to assist participants in finding check-in. Provide basic office supplies in the room (tape, stapler, paper clips, 3-hole punch, scissors, pens, pencils, dry erase markers, flip-charts, magic markers, etc.) and throughout the duration of the event. Ability to pre-ship items to the conference location, including storage space for pre-shipped items and delivery to Program Room (e.g., binders, nametags, etc.). Provide free or discounted parking stickers for participants/faculty who drive instead of fly to location. Internet/WiFi connection for participants in the Program Room and overnight rooms for the duration of the stay. Application Questions All proposals are submitted electronically, using the ACUHO-I website as noted earlier in this proposal. You will be requested to complete the following questions (including uploading documents) in this electronic application. 1. Primary PSI host institution contact name, title, phone, address. 2. Hosting the Professional Standards Institute (PSI) has specific expectations for the host department beyond the physical and logistical details. Please indicate how your department is positioned to participate as the client of the external review during the institute. 3. Please briefly provide a description of your campus for inclusion in marketing materials. 4. Please briefly provide a description of the overnight accommodations/residence hall for inclusion in marketing materials for the event. 5. Please upload one picture that would be reflective of your campus setting for inclusion in marketing materials for event. 6. Please briefly provide a description of how participants would get from the airport to your check-in location suitable for inclusion in marketing materials. Don t forget to include a specific drop-off GPS address. 7. How far is the proposed location to the ACUHO-I Annual Conference and Exposition? 8. For participants that drive, is free or discounted parking available? Please describe. 9. Please describe the proposed overnight accommodation space, and how it meets the criteria as outlined in this request for proposals. 10. Please describe the proposed plan to provide the general meals outlined in this proposal. 11. Please upload a current catering menu and dinning guide with pricing (PDF preferred). 12. Please describe the proposed meeting space, and how it meets the criteria as outlined in this request for proposal. 13. Please upload a map of campus with the locations of overnight accommodations, meals, graduation luncheon, and meeting space clearly marked/designated (PDF Preferred). 14. Please describe the availability of WiFi/Internet in the meeting spaces and overnight accommodations locations. 15. Please describe what recreational/athletic facilities or opportunities would be available 16. Do you have oversight of your campus s conference operations? If no, please speak to the relationship and cost implications of hosting. 17. For pre-shipping of materials (about a week before the conference), please indicate to whom those items should be shipped, how they will be stored and delivered when requested to the appropriate space. 18. Please describe the accessible restaurants, convenience stores, grocery stores, and/or takeout available in the local area (note walkable, public transportation, or taxi for each). 19. Please upload a draft preliminary budget that outlines all of the costs anticipated to host this event. Include per person costs for overnight accommodations and individual meals, as well as subtotals as appropriate. This budget is a preliminary budget, but should be specific enough to understand the relative costs per person (as appropriate) and for the event as a whole. Use the estimated numbers addressed earlier in this request when generating your budget - see page 7 for a sample template. 20. What insurance requirements will your institution need from ACUHO-I to host this event? 21. Numbers and schedule in this proposal are preliminary and based on expectations. What is the timeline your campus needs to finalize numbers and space requirements for event? 22. What additional information would you like to provide the review committee? Please upload any narrative and additional documentation as a single PDF submission. 6

7 Draft Preliminary Budgets for Submissions Host Institutions Request for Proposals Budget Worksheet It is not necessary (or even recommended) to use this sheet of paper as your budget submission form. This is simply one form of a template to help guide your creation of proposed expenses. Please note that each event has different needs for number of nights of accommodations, and number of meals during the event. Please modify as appropriate! This budget is a preliminary budget, but should be specific enough to understand the relative costs per person (as appropriate) and for the event as a whole. Different campuses have different structures, so your budget should reflect the structure of your campus, and make clear what s included and what s not (e.g., if bed linens are not included in overnight accommodations, include a line item that outlines costs of rental of bed linens and towels). As you outline the budget, please use the numbers included earlier in this document (e.g., the maximum number of meals, or need for overnight accommodations) as a guide. Proposed Expenses Item # Cost/Per Subtotal Total Overnight Accommodations Day 1 Day 2 Day 3 Single Ad-On Night Meals Day 1: Breakfast Day 1: Lunch Day 1: Dinner Meeting Room Costs (specify) Parking Charges (if needed) Other Anticipate Costs (specify) 7