Faculty-in-Residence Manual

2017-18 Academic Year

Table of Contents

Goals and Expectations3

Emergency Information

Useful Phone Numbers

What You Need to Do4

Programming6

Administrative Tasks and Information 9

Reports

Interactions/Meetings

Financial Information and Transactions

Dining/Food Points

Advising11

Residence Hall Assignments of Deans, RCs, FIRs, Focus Faculty, Peer Advisors, Athletes 12

Peer Advisors13

Resources14

Residence Hall Security

DukeCard Building Accerss

Computers

Maintenance/Housekeeping

Cleaning Equipment

Laundry

Parking

Buses

TV and Phone

Mailing and Shipping Information

Faculty-in-Residence Sympa Mailing List

Online Resources

Housing, Dining and Residence Life Information18

Who’s Who? Residence Life Staff

Selective Living Groups

Duke Houses

Living and Learning at Duke

HRL Quick Guide to Policies

Residence Hall Look-up

Calendar Planning Guide23

Map: East Campus Residence Halls25

Map: West Campus Residence Halls26

HRL Staff Contact Information27

Goals and Expectations

Goals

  1. Foster faculty/student interaction outside of the classroom setting.
  2. Enhance the intellectual life of the residence hall through programming and exposure to other faculty.

Expectations

  1. Provide mentoringfor informal house programming.
  2. Be a catalyst for the involvement of other faculty in house activities.
  3. Encourage early familiarity with the University’s resources.
  4. East Campus FIRs are required to co-sponsor events with each member of the House RA team prior to fall break. Any event can have multiple RA co-sponsors.
  5. Hold a weekly event in your apartment for your residents. Some of these may be informal with no agenda/structure while others will be more structured, perhaps with guests and/or a discussion topic.
  6. Attend a Chautauqua Lecture scheduled in your residence hall’s common room and introduce the lecturer.
  7. Foster habits of curiosity about and involvement in educational/cultural activities beyond the formal confines of the classroom and laboratory.

Emergency Information

Dean On Call (pager) / 919-970-4169
RC On Call (pager) / 919-970-4466
DUPD / 919-684-2444
Student Health / 919-681-9355
CAPS / 919-886-6814
Dean of Students Office / 919-668-3853

Useful Phone Numbers

Deb Johnson / 919-684-5832
Janie Long / 919-681-7144
LB Bergene / 919-684-5320
Academic Advising Center / 919-684-6217
Academic Resource Center / 919-684-3917
Career Center / 919-660-1050
Counseling and Psychological Services / 919-660-1000
Dining Services / 919-660-3900
DukeCard Office / 919-684-5800
New Student Programs / 919-684-3511
Office of Information Technology / 919-684-2200
Parking and Transportation Services / 919-684-7275
Post Office – West Campus / 919-684-8956
Student Health Center / 919-681-9355

What You Need to Do

Summer (mid-to-late August)

Attend Orientation/Training Session

  • HDRL Staff
  • Get to know yourResidence Coordinator (RC).
  • Arrange a social event with the Graduate Resident (GR) and the Resident Assistants (RAs) before fall break.
  • Assist the GR and the RAs as they design the house bulletin boards and work on “door decorations” for their hall residents.
  • Design your own bulletin board and door: Do not leave your door blank – and closed – for the beginning of the year.
  • Peer Advisors
  • Connect with your assigned peer advisor(s) before Move-in Day.
  • Ask your peer advisor to attend your “Meet the Professor Next Door” session.
  • Work with your advising community (e.g., college advisors, deans, peer advisors) to hold an “academic advising” session right before bookbagging starts for the Spring Semester (late October).
  • Early Move-In Students
  • Seek out the students who move into your residence hall prior to Move-In Day and introduce yourself (international students, pre-orientation programs, athletes).
  • Social Networking/Communicating
  • Email your residents (use communications tool in STORM/DukeHub).
  • Venture onto Facebook and jointhe group for the first-year class and yourresidence hall’sgroup.This enables you to interact with residents online and learn their names and faces before they arrive on campusas well as get a feel for issues and interests of the incoming students.
  • Connect via social media: Chat/Twitter/Blog.

Move-In Day/Orientation Week

  • Find a way to be front and center on Move-In Day: greet students and their families after they check-in, wander the halls, etc.
  • Introduce yourself during allocated time for FIRs and participate in dorm events.
  • Be visible throughoutOrientation Week.

School Year

Meet regularly with RAs, RCs, GRs, House Council

Fall Semester (Emphasis is on quantity in the number of students attending events)

  • Work with each RA to host an event (can partner with multiple RAs at a time)
  • Take students to campus cultural events using art subsidy (one event per semester to expose students to arts).
  • Invite at least two faculty or visiting speakers for events.
  • Schedule programming events through the semester, but preferably before Thanksgiving.
  • Offer study breaks during Fall Semester reading days and exams.

Spring Semester (Emphasis is on the quality of the interactions during the events)

  • Reach out to students who are not tenting or rushing.
  • Take students to campus cultural events using art subsidy (one event per semester to expose students to arts).
  • Invite at least two faculty or visiting speakers for events.
  • Schedule events throughout the semester.
  • Submit annual report by the end of May.

REMEMBER

Informal interactions with your residents are as important, if not more so, than planned events and interactions with them.

Being visible in your residence hall is valued by your residents.

You are encouraged to drop in on House Council meetings (maybe hold one each semester in your apartment) and RA events.

Programming

Programming is an opportunity to enhance the intellectual life of your residence hall. Invite other faculty to your apartment to speak and to expose students to people you know and find interesting.

  • Program funds–Each FIR receives a “base” amount of $850/year in program funds. This year, weanticipate adding the following program fund supplement based on the size of the residence halls (small and large):

-Small residence halls (Brown, Pegram, Alspaugh, Bassett, Bell Tower and Giles) - $1,000 each (total program funds of $1,850/year)

-Large residence halls (Southgate, Gilbert-Addoms, Randolph, Blackwell, Wilson/Jarvis, Epworth/East and Few) - $1,460 each (total program funds of $2,310/year)

Note: Unused program funds do NOT carry forward to the next academic year. It may also be helpful to know that RAs have only $200-$250 per semester for programming. Thus, it helps everyone to work together and share costs for residence hall events.

  • Food points – You receive $537.50 per semester (this includes the 7.5% NC sales tax) in food points, in addition to your program funds, which can be used in any campus eatery.

Note:Unused food points will carry forward from year to year. However, if you are not returning in your FIR role for the subsequent academic year, any food points balance you have in excess of $100 will be returned to the respective HDRL and DUE accounts.

First-year students eat at the Marketplace more than anywhere else, but you can also meet students on West for lunch or dinner.You may want to attend one of the “renowned” Marketplace Themed Dinners with some of your students. Another option with your dining points is to order food for an event using the Merchants-on-Points vendors for which you can swipe your DukeCard to use your points.

Note: You must set your DukeCard Verification Code to use the CellAuthorize payment system with these vendors. To learn more about establishing your Verification Code, and how to use the CellAuthorize system to use food or flex points to pay and tip for deliveries, visit . You can also view your food points and FLEX account balances via this web site.

• Duke Performances – Each semester, DUE and HRL subsidize six tickets for each FIR to attend a Duke Performances event. Duke Performances is Duke's professional performing arts presenting organization and annually offers a robust season of 60-70 world-class performances at a network of Duke and Durham venues, presenting artists spanning classical, new music, jazz, Americana, independent rock, international music, theater, and dance. FIRs are encouraged to use their tickets to take five of their residents to a performance each semester. It’s good to hold either a pre-performance dinner or a post-performance dessert with the students. Information about the Duke Performances schedule and obtaining tickets will be made available during the Orientation meeting the Friday before move-in day. For questions and ticket requests, please contact Eric Oberstein, Associate Director of Duke Performances, at .

  • Peer Advisor Event – You now have an advising community within your residence hall consisting of the college advisors (formerly academic advisors), a Trinity and a Pratt dean, a prehealth advisor and one or two peer advisors. We expect that each FIR, along with members of his/her advising community will coordinate an event during Fall Semester (ideally right before bookbagging starts for the Spring) to discuss the bookbagging/registration processes and academic majors, minors, and certificates.
  • Weekly Event – Each FIR is expected to establish a weekly event, either in the FIR apartment or the common room, for the residents in his/her residence hall(s). We will ask you when and where your weekly event will be held in order to coordinate Steve Nowicki’s East Campus Office Hours as he would like to hold his Office Hours during a weekly event in various East Campus residence halls.
  • Chautauqua Lectures – The DUE Office will set up the Chautauqua Lectures that will be held in East Campus residence halls during the Fall Semester. If a lecture will be held in your building’s common room, we will coordinate the date/time with you to ensure you are available. We expect the FIR to attend and to introduce the Chautauqua speaker.

Keys to a successful event:

  • Effective advertising includes emails, flyers, central bulletin board, word of mouth, house council meeting, and Facebook.
  • Timing: Stay alert to the rhythm of the students’ year. If you remember when they have mid-terms and finals, when they are pre-registering for next semester’s classes, when drop/add ends, or when tenting begins and when basketball games are, you will find you are able to program events more effectively within the dorm.See page 23 for a calendar planning guide.
  • Focus on “quantity” during the Fall Semester, trying to get as many of your residents to attend an event as possible. During Spring Semester when students are involved in rush, tenting, and basketball games, focus on “quality” when the interaction between you and the handful of students who may attend your event is more meaningful and personal.
  • Testout certain programmatic ideas with the RC or GR, with members of the RA staff, with students in the house, and even with FIRs in other houses.
  • Work Together! House RAs are also responsible for developing programs and good communication with the students. This will put the FIR in the best possible position to support, and even in some cases, piggyback on these programs. In addition, every effort should be made to draw upon members of the residential advising communityas resources in the FIR’s programming efforts.
  • Another funding resource could be your residence hall’s House Council funds.
  • Strive for a variety and range of events that would be likely to attract and appeal to a significant number of house members over the course of the academic year.
  • Try to avoid events that are the types of programs already being planned by the House Council or RAs. FIRs have often have access to a network of intellectual partners in the university and Durham community.

There’s no one right model of programming – you will hear about things that have worked for others, but you should not be limited by that.Feel free to do joint events with other FIRs – it’s always good to mix up the students in different halls by jointly sponsoring an event with another FIR (or two).

Sample Ideas

  • Cookie nightswith different conversation topics or guest visitors each week
  • Occasional study breaks
  • Birthdays
  • Semi-formalin partnership with the House Council
  • Political events
  • Guest speakers
  • Musical events
/
  • Reunion events
  • Family Weekend breakfast
  • Talent show
  • Outings
  • Hosting House Council
  • Themednights at the Marketplace
  • Events during breaks
  • Staying in for dinner
  • Going out for dinner

List of Programming Expectations for the Academic Year

  • Hold weekly events throughout the year in your apartment.
  • Bring other faculty to your residence hall either to attend one of your weekly events or as a separate program.
  • Hold one program planned with Peer Advisor(s) to occur during Fall Semester.
  • Hold one program planned with RAs/GR before fall break.
  • For a Chautauqua Lecture taking place in your residence hall, attend and introduce the lecturer.
  • Use your Duke Performances tickets to take 5 students/semester to a Duke Performance event.

Campus Resources

University Box Office 684-4444 / Sports Events
681-2583

Administrative Tasks and Information

Reports

Each FIR is expected to submit a report at the end of the school yeardetailing the number and types of programs held. Thereport is due at the end of May.In addition to a log of house activities that the FIR has initiated or in which he or she has participated, each report should include a brief narrativethat highlights the following areas and issues:

  • the extent to which and the ways in which the FIR has been able to engage other faculty members as well as various non-faculty guests with members of the house;
  • particular opportunities and challenges that have presented themselves with regard to FIR programming efforts and the ways in which the FIR has responded or sought to deal with them;
  • the broad lessons learned in light of what has worked particularly well and of the most significant obstacles encountered; and
  • goals and general strategies for future programming efforts as well as the need for any additional assistance or resources in achieving those goals or implementing those strategies.

Interactions/Meetings

At the beginning of each semester, we will attempt to establish a date and time for at least one FIR meeting/semester that will accommodate every FIR’s schedule. Typically, an orientation meeting is planned for the Friday afternoon before first-year students move into their residence halls. Attendance at this meeting is mandatory. If a conflict arises, notify Deb or LBof the conflict as soon as possible. If you are unable to attend, Deb or LB will go over the agenda and afford you the opportunity to provide input. In addition, a social meeting is usually planned for the end of Fall and Spring Semesters. For the past several years, we have held a holiday dinner during one of the reading days at the end of Fall Semester; we have held an “FIR LDOC” reception on the last day of undergraduate classes for Spring Semester.

Financial Information and Transactions

  • Each FIR should have a procurement card (p-card) through his/her department. This allows you to charge FIR purchases to Duke without having to get reimbursed. If you do not have one, we recommend obtaining one via your department. If you cannot obtain a p-card through your department, contact Deb Johnson.
  • Debora Robinson (, 668-3420, 120 Allen Building) handles all financial transactions for the FIRs. If you have a department p-card, she will work with your department administrator to coordinate clearing your transactions. If you do not have a departmental p-card, you will work directly with Debora to clear transactions charged to your OUE-issued p-card. Our preference is for each FIR to have a department p-card that can be used for purchases related to your role as FIR. The business/financial manager in your department can clear your p-card purchases for FIR-related items to our fund code.

How It Works (with department p-cards)!

  • Purchase items and save all receipts.
  • Within three days, submitreceipts to your business/financial managerwho will contact us for the appropriate fund code.
  • We can reimburse you for cash/check purchases (for example, at vendorsthat do not take p-cards). Original receipts for cash/check purchases should be sent to Debora as pdf attachments to an email with the explanation of the charge(s). It generally takes 10-14 days for reimbursements to be direct deposited into your bank account.
  • Debora keeps a running total of your expenses, so contact her for updates about your program fund balance. The money goes quickly, so collaboration with other FIRs and the residential staff for events will stretch your programming funds. We will send an email at the end of Fall Semester to inform you of the balance remaining for your program funds.

How do I use this money?

  • You can charge: anything used for the direct entertainment of students, which includes food and catering supplies like plates and cups.
  • You CANNOT charge: expenses to entertain groups of students who are not your residents, facility issues, travel, or gas.
  • The amounts of your programming funds and food points are listed on page 6.
  • If you have questions, please ask before you spend!

Dining/Food Points

How It Works

You will be allocated $537.50food points per semester (this includes the 7.5% NC sales tax, which will be charged). Your food points are intended to give youthe ability to join students in the dining halls or to meet over a cup of coffee as well as flexibility in buying meals. Your dining points account serves as a debit (declining balance) account (each point is equivalent to one dollar). You can use points for food at any on-campus eatery, merchant-on-points vendor, campus convenience store, or vending machine. This is not the same as programming money; it is an additional source of funds for you to spend time with your residents. Onesuggestion for using your food points is to dine at The Marketplace periodically with some of your residents, perhaps during one of the themed night dinners, and paying with your food points. Or, you can order food from one of the Merchants on Points vendors and charge the cost to your food points instead of your program funds.