Living
Learning
and Theme
Community
Proposal
Process
Central Washington University
May 2
2013
University
Housing and
New Student
Programs
1
Table of Contents
Living Learning and Theme Community Responsibilities
General time frame for creating a new Living Learning or Theme Community
Procedure for creating a new Living Learning or Theme Community
Proposal document for creating a new Living Learning or Theme Community
Ian Miller, Assistant Director of Residence Life
Phone: 509-963-1704
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Email: milleria@cwu.edu
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Central Washington University
University Housing and New Student Programs
Living Learning and Theme Community
Proposal Process
Assistant Director of Residence Life Ian Miller
Living Learning and Theme Community
Responsibilities
The following is a basic outline of general responsibilities to show what and how each LLC and TC
Faculty/Staff work in conjunction with the University Housing Professional Staff (ACC/RHCs) and University
Housing Student Staff (RAs and CPs).
Living learning and Theme Community Professional Housing Staff (ACC/RHC) Responsibilities:
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Supervise CPs and/or RAs
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Work with LLC/TC Faculty/Staff and CP/RA to ensure monthly advisory board meetings are scheduled; attend
and actively engage. If you are working with a Theme Community you will take the lead in scheduling these
meetings with the TC Faculty/Staff.
Ensure an informative and attractive monthly newsletter is produced and distributed to students, LLC/TC
Faculty/Staff, and Residence Life Leadership Team. If you work with a Theme Community you and/or the RA
will need to produce the newsletter.
Develop positive relationships with LLC/TC Faculty/Staff – stay in weekly contact with them.
Attend LLC/TC programs
Support the LLC/TC Faculty/Staff and Advisory Boards to develop mission statements and learning outcomes
involving students from the community.
Work with LLC/TC Faculty/Staff to determine ways to assess if the mission and learning outcomes of the
community are being met
Review MAP-Works to assess and determine appropriate programs and events based on student’s needs. Support
CP and LLC/TC Faculty/Staff in creating programs and events. Ensure intentional programming is happening.
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The following LLCs have a Community Programmer:
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Aviation
Casa Latina
Education
Leadership
Music
Students for the Dream
Science Talent Expansion Program (S.T.E.P.)
William O. Douglas Honors College (DHC)
Additional responsibilities may be developed and implemented at a later date.
LLC Community Programmer (CP) Responsibilities:
Ian Miller, Assistant Director of Residence Life
Phone: 509-963-1704
Email: milleria@cwu.edu
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Develop positive relationships with LLC/TC Faculty/Staff – stay in weekly contact with them. Provide
opportunities for LLC/Theme Faculty/Staff to interact casually with students in the halls and elsewhere.
Assess students needs and interests; actively encourage involvement in Advisory Board meetings
Support the mission of the community through programming and academic enrichment.
Assist with assessment processes to ensure that community learning outcomes are being achieved.
Serve as an academic role model and mentor to students.
Develop and facilitate 3 programs per month and 1 community developer per week
Ensure that an informative and attractive monthly newsletter is produced and distributed to students. This
involves communication with the LLC/TC Faculty/Staff and Housing Professional Staff on a regular basis to get
information to put in the monthly newsletters. Due and posted in hall(s) by 1 of each month.
Coordinate the scheduling of monthly advisory board meetings by working closely with LLC Faculty/Staff,
Housing Professional Staff, RAs, and students to ensure that is occurs at a mutually agreeable time.
Help develop a shared sense of identity and a positive community atmosphere.
Review MAP-Works to assess and determine appropriate programs and events based on student’s needs. Support
RHC and LLC/TC Faculty/Staff in creating programs and events. Ensure intentional programming is happening.
Additional responsibilities may be developed and implemented at a later date.
Resident Assistant (RA) Responsibilities:
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Successfully complete regular RA responsibilities.
• Some programming initiatives should be LLC/TC focused, roughly equivalent to the percentage of their
residents who are in the LLC/TC
• Develop a positive relationship and coordinate programming efforts with CP (if applicable)
Facilitate the development of positive community of the LLC/TC based on the mission and vision statement and
learning outcomes.
Help integrate LLC/TC with larger community in the building.
Work collaboratively and assist CP with community development within LLC/TC (if applicable)
Attend and actively participate in Advisory Board meetings
Provide ideas for items to be included in monthly newsletter – distribute newsletter (if applicable)
Review MAP-Works to assess and determine appropriate programs and events based on student’s needs. Support
CP and LLC/TC Faculty/Staff in creating programs and events. Ensure intentional programming is happening.
Additional responsibilities may be developed and implemented at a later date.
LLC Faculty/Staff Responsibilities:
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Provide foundation for LLC/TC including Mission, Vision, Goals, and Learning Outcomes
Assist with the development of marketing and recruitment material to be sent out to new incoming students
Attend monthly Advisory Board Meetings
Provide guidance and overall direction to help create a co-curriculum that supports the mission, vision, and
learning outcomes of the community.
Attend Discover Orientation LLC breakfast, if possible
Attend LLC/TC Luncheon in early September during Fall Student Staff Training
Attend LLC session during WWW (LLC only)
Attend and prepare for LLC/TC Summit in late April or early May
Participate/attend at least one program per month within the LLC or Theme Community
Provide information in a timely manner for the monthly newsletters
Assist with LLC/TC recruitment efforts which encourage students to stay and participate in the LLC/TC
Stay in regular contact with the Housing Professional Staff (RHC/ACC) and Student Staff (CP/RA). They are
expected to stay in touch and keep you informed on a weekly basis.
Attend LLC Faculty Orientation & Training*
Review and assessment of LLC/TC program
Ian Miller, Assistant Director of Residence Life
Phone: 509-963-1704
Email: milleria@cwu.edu
4
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Review MAP-Works to assess and determine appropriate programs and events based on needs. Support CP and
RHC in creating programs and events. Ensure intentional programming is happening.
Additional responsibilities may be developed and implemented at a later date.
Stakeholders Meetings (Formally known as Advisory Boards):
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Should be scheduled according to CP (or RHC/ACC) and LLC/TC faculty schedules—keep in mind LLC
faculty/staff will probably need to meet during the day. Meal times may work well for meetings.
Members include: LLC/TC Faculty and Staff, Residence Hall Coordinator (RHC), Community Programmer (CP),
and students.
Topics to discuss:
• LLC/Theme mission and learning outcomes (revisions)
• Assessment - What are the needs of the students?
• How can the LLC support academic needs of the students?
• Development & direction of the LLC/theme community
• Upcoming programs/events; future programs/events
• LLC/Theme recruitment plan
• Evaluation – are we meeting our learning outcomes? How do we know?
Additional responsibilities may be developed and implemented at a later date.
Newsletters:
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Need to be done monthly by the last work day of the previous month
If you have a CP it is her/his responsibility to complete newsletter
If you do not have a CP it is the responsibility of the RHC/ACC to ensure the newsletter is completed
Need to go to: LLC/Theme students, LLC faculty/staff, RHCs/ACC, Jenna, Richard, Ian & John
Topics for newsletters should include but not limited to:
• Programs/Events
• Date/Time/Location for Advisory Board meetings
• Contact information for LLC/Theme Community staff
• LLC/Theme Community Mission Statement and Learning Outcomes
• Department/Office information that applies to the LLC/Theme
Additional responsibilities may be developed and implemented at a later date.
Supervision:
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Community Programmers and Theme Community RAs are supervised by the Housing Professional Staff (RHC).
In some instances there is also an RHM that has some day to day management responsibilities. If there is
feedback or issues regarding the performance of a CP or RA who is working with the LLC/TC, it is important for
the LLC/TC Faculty/Staff to contact the RHC as soon as possible to help resolve and document the situation.
1-on-1 Meetings:
• The ACC/RHC would schedule regular 1-on-1 meetings to discuss LLC/TC development and programmatic
initiatives. This should also include the LLC/TC Faculty/Staff whenever possible.
• Be prepared to discuss the following information:
• What programs have been completed and are planned?
• What faculty have been in the building?
• What have your staff done to contribute to the Learning Outcomes for your LLC(s) and/or Theme
Communities?
Ian Miller, Assistant Director of Residence Life
Phone: 509-963-1704
Email: milleria@cwu.edu
5
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What have you done to contribute to the Learning Outcomes for your LLC(s) and/or Theme
Communities?
Are your students satisfied with their LLC/Theme experience? How do you know?
What do you need from me?
LLC/Theme University Housing Funding:
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Each residence hall with Living Learning Communities and/or Theme Communities will received $200 per LLC
and/or $100 per Theme Community into the hall account.
There are other limited discretionary funds available through the Assistant Director of Residence Life. To access
these funds the RHC/ACC should contact through e-mail or with a Memo (so there is a written record of the
request).
Student staff should first go through their LLC/TC when requesting funds.
If LLC/TC Faculty/staff want to request funds they should first talk with the Housing Professional Staff
(ACC/RHC). If additional funds need to be requested a request will need to be submitted to the Assistant Director
of Residence Life. (Refer to University Housing and New Student Programs LLC/TC Funding Request Form, pg.
15)
General Time Frame for Creating New Living-Learning
Communities or Theme Communities
Process
Step 1
Month
The overall process could
require up to 2 to 3 years preplanning and setup.
Procedures to be completed
Sponsoring Academic Department meets with
University Housing for initial informational meeting and
feasibility of new LLC/TC. Included in this discussion
will be regarding financial commitment, department and
faculty commitment and involvement, and staffing
needs.
There must be a 3 to 5 year commitment by the
proposing academic department to the LLC/TC being
proposed.
Step 2a
All proposals are due June 1
Sponsoring academic department completes the initial
proposal for creating the new Living-Learning or Theme
Community.
Review of draft proposal will be done by University
Housing and New Student Programs. Revisions and
negotiations will take place between University Housing
and New Student Programs and the Sponsoring
Department.
Step 2b
To be completed by August 1
University Housing in conjunction with the Proposing
Academic Department will plan and determine
marketing plan for Acceptance Booklet and other
Recruiting Material.
Information on the new Living-Learning community
Ian Miller, Assistant Director of Residence Life
Phone: 509-963-1704
Email: milleria@cwu.edu
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will be added to Housing Publications and Acceptance
Material. – University Housing Office in collaboration
with Sponsoring department and Admissions.
Step 2c
To be completed by November
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Discuss space location. This will impact Housing ReApplication and Marketing material.
Step 2d
Final marketing plan will be put into effect and will be
in place prior to printing deadlines.
Step 2e
Final draft of proposal including marketing plan to be
agreed upon by sponsoring Academic Department and
University Housing.
Step 2f
Housing applications mailed to all new incoming
students with acceptance book.
Step 2g
Sponsoring Academic Department meets with
University Housing Office to go over procedures and get
estimated numbers for the new Living-Learning
community. (Space impacts Housing Re-Application)
Step 2h
Housing Re-Application Process and Marketing
Material created and printed in November and
December
Rolled out January-February
Step 2i
Beginning June 1
University Housing Office confirms housing
assignments.
Students receive Housing Assignments during Summer
Discover Orientation.
*additional steps may be
added
Step 3
September (Fall Quarter)
All participants move into the new Living-Learning
community.
Additional Residence Life Information:
1. September – May: Students may apply and accept housing.
2. December – January: Recruitment for student staff positions for next academic year begins.
3. January – February: Housing Re-Application begins for current on-campus students. Process continues through
the remaining academic year.
4. February: Potential student staff participate in selection process & student staff selected
5. June: Deadline to make changes to hall and/or roommate preferences.
Ian Miller, Assistant Director of Residence Life
Phone: 509-963-1704
Email: milleria@cwu.edu
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July: New first year students attend Discover Orientation and transfer students may attend Transfer Orientation
Mid-July: Hall, room and roommate assignments mailed to students and students billed for room rent.
July-August: Full-time professional staff training
August-September: Residence Hall Manager and Student Staff training
Procedures for Developing New Living-Learning Communities
at Central Washington University
(All new Living-Learning communities will be initiated at the start of the fall academic year.)
PHASE I: INITIATING PROCEDURES
1. Become familiar with current Central Washington University Living-Learning and Theme Communities.
Contact Assistant Director of Residence Life Ian Miller at 509.963.1704 or milleria@cwu.edu. Additional
information may be found at http://www.cwu.edu/housing/LLC.
2. The Proposing Academic Department should begin the planning for the proposal of the Living-Learning or
Theme Community. Note: It is expected that the proposing academic department would invest in at
least a 3-5 year commitment to the proposed LLC/TC. Please refer to the General Time-Line for creating
Living Learning and Theme Communities.
3. Complete the Living Learning and Theme Community Proposal document. Due June 1. Submit to Ian
Miller, Assistant Director of Residence Life.
PHASE II: APPROVAL PROCEDURES
1. The draft “Living Learning and Theme Community Proposal” should be submitted by June 1, to the
department of University Housing and New Student Programs Assistant Director of Residence Life Ian
Miller, email: milleria@cwu.edu. The Assistant Director of Residence Life will set up a meeting to review
the information, investigate the applicability, and feasibility.
2. After review, discussion, and finalization, the final proposal will be forwarded, to be approved by the
Assistant Director of Residence Life, Director of University Housing and New Student Programs, and
Associate Dean of Student Living. Each request for special consideration must be made in writing. The final
draft should contain any necessary recurrences based on the preliminary meeting.
3. The Assistant Director of Residence Life will make a decision on the proposal and proceed with the proper
approval process. The Department of University Housing and New Student Programs will contact the
originator of the proposal as to the status of their proposal and discussion of further setup.
PHASE III: RECRUITING PROCEDURES
1. University Housing and New Student Programs prepares materials for Department publication. Timeline for
publications will be coordinated by University Housing and New Student Programs with the proposing
Academic Department. The proposing Academic Department will develop and coordinate a press release of
the new LLC/TC. The timeline will be based on pre-established marketing deadlines.
2. After the proposal gets approved, the Academic Department’s LLC and/or Theme Community Faculty/Staff
may begin recruiting participants for the housing component of the program. Information will be provided
to the Academic Department regarding the Housing application process for new and current students
including priority deadlines.
Ian Miller, Assistant Director of Residence Life
Phone: 509-963-1704
Email: milleria@cwu.edu
8
PHASE IV: ASSIGNMENT PROCEDURES
1. The Office of Admissions verifies that the students have been admitted to the university. Since students
cannot be entered in the housing database until they have been admitted, housing requests need to be held
until the Admissions Office verifies that the student has been admitted to the university and has an admit
date from the Admissions Office.
2. The first list of prospective participants for the Living Learning or Theme Community should be submitted
to the Housing Office. Only students in the requested Living Learning or Theme Community will be
assigned as per approved proposal. *(This may be subject to change based on occupancy)
3. Referring offices must assure that students follow the regular housing process before requesting special
assignment status and wait until they receive a space offer letter or a waiting list letter.
4. The appropriate Academic Department(s) will receive a list from the Housing Assignments Office with
pertinent information on each student referred by that office. The referring office will verify this information
for accuracy.
5. Discrepancies in the listing of hall preferences between a student’s housing application or space offer form
and the request form from the referring office will be returned to the referring office for clarification with
the student.
6. The Living Learning or Theme Community Academic Faculty/Staff confirms and finalizes the list of the
students in their program (DHC, STEP, and Aviation) with the Housing Assignment Office and releases
any unused bed spaces that were allocated to the Living Learning community.
7. When the room and hall assignment process begins, the students who applied for the Living Learning or
Theme Community will be assigned before the regular students. Specific roommate requests cannot be
accommodated through this process. Students should request these preferences on their housing application.
If the student wishes to request a specific roommate, the second student will also need to be submitted by
the referring office as a special request to insure both students receive housing. Discrepancies in roommate
requests will be referred to the referring office to be clarified with both students.
8. The Housing Assignment Office will finish the room assignment process. All students from this program
will be clustered together as roommates whenever possible.
PHASE V: STAFFING PROCEDURES
1. Beginning in November through January student staff (Community Programmers and Resident Assistants)
recruitment and selection for the following academic year takes place. There is a required GPA of 2.3
cumulative and quarterly for the CP and RA positions.
2. The Living Learning and Theme Community Faculty/Staff are expected to participate in the hiring process
in conjunction with University Housing Professional Staff. Final hiring decisions will be based on the needs
of University Housing.
3. By April 1, the department of University Housing will hire the Community Programmers and Resident
Assistants (RAs) for the residence halls. As part of the interview process, CPs and RAs will be asked about
their interest and experience in the Living Learning and Theme Community program and their leadership
qualities.
PHASE VI: Memorandum of Understanding
A memorandum of understanding (MOU) will be created to articulate and capture where expectations lie
between the proposing Academic Department and University Housing and New Student Programs. This
Ian Miller, Assistant Director of Residence Life
Phone: 509-963-1704
Email: milleria@cwu.edu
9
document will be updated annually by staff in sponsoring Academic Departments and the Assistant Director of
Residence Life.
PHASE VII: ASSESSMENT PROCEDURES
An ongoing assessment should be part of the Living Learning and Theme Community program, to evaluate the
effectiveness of the program. Recommendations based on the assessment should be provided for future
academic learning community expansion and needed support services.
Ian Miller, Assistant Director of Residence Life
Phone: 509-963-1704
Email: milleria@cwu.edu
10
Living Learning and Theme Community Proposal Document
The following is the proposal form for creating a Living Learning or Theme Community in partnership with
University Housing and New Student Programs. The proposing academic department must be willing to invest
and pledge to a 3-5 year commitment to the proposed LLC/TC. The information provided will be used to assess
the applicability and feasibility of the Living Learning or Theme Community. Due June 1. Please submit to the
department of University Housing and New Student Programs, Assistant Director of Residence Life Ian Miller,
email: milleria@cwu.edu. *Note: Due date may be negotiated but may have an impact on the start date of the
LLC/TC proposed, marketing material, etc.
Title of Living Learning or Theme Community:
Anticipated Begin Date (ex: Fall 2014):
* All programs will start in a fall quarter, see timeline for more details.
I. Objectives:
(What is the purpose of the proposed LLC/TC?)
II. Mission Statement of the LLC/TC:
III. Vision Statement of the LLC/TC:
IV. Primary Goals of the LLC/TC:
V. Learning Outcomes of the LLC/TC:
VI. Academic Requirement (If yes, list name of class(s), and course description | University 101?):
VII. Are students required to be admitted into a specific program in order to participate in the
LLC/TC? If so, please describe the program and list the requirements for being admitted into the
specific program.
VIII. Advantages:
This program could benefit the participants in the following ways:
This program aligns with the following University goals and initiatives:
Department of University Housing and New Student Programs Mission
Division of Student Life Goals and Outcomes
Proposing Academic Department’s Mission
Please explain how it aligns with the above selections:
IV. Marketing Plan:
(Please explain and include information regarding plans for creating marketing material such as brochures, table
clothes, flyers, posters, etc. Note: It is expected the academic department pay for the cost of such marketing
materials for the duration of the LLC/TC)
V. Recruitment Plan:
Ian Miller, Assistant Director of Residence Life
Phone: 509-963-1704
Email: milleria@cwu.edu
11
(Please explain and include information regarding plans for recruiting members including new students and
current students. This may be tied to the academic departments marketing plan.)
VI. Housing location and additional needs:
Considering the mission of this program, the characteristics of the participants, and the different rent price points within
Residence Life, we anticipate the following:
Number of male participants:
Number of female participants:
Total number of participants:
Please consider the following hall(s) and floor(s) as the living component for this program.
Hall(s):
Style of Hall(s):
Floor(s):
Upper-Class:
First-Year:
Both Upper-Class and First-year:
Rationale:
VII.
Programming:
(Please include information regarding type of programs students would be expected to attend and include
information of any required academic programs.)
VIII. Financial commitment to programs:
(Please explain and include information regarding the academic department’s ability to fund desired programs.)
IX.
Selection of students:
The participants of this program will be chosen from:
And the participants must fulfill the following criteria:
X.
LLC/TC Faculty/Staff:
University Housing is not the experts of the academic discipline and therefore, requires the participation
and involvement of the LLC/TC faculty/staff. This involvement will require some evening and
weekend time commitments.
LLC/TC Faculty/Staff Member-(must be a full-time faculty or staff member at the University, and
ultimately responsible for advising, budget, and assessment) Provide the name and contact information for
the primary faculty that will be involved:
Names:
Title:
Ian Miller, Assistant Director of Residence Life
Phone: 509-963-1704
Email: milleria@cwu.edu
12
Department:
Phone:
Email:
Include name and contact of any other additional faculty or staff who will be involved with the LLC/TC.
Names:
Title:
Department:
Phone:
Email:
VI. Budget:
Please include any anticipated expenses related to this program and how those funds will be provided:
Please include the estimated Academic Department Budget for the LLC/TC:
VII. Assessment:
An assessment report must be created and submitted to the Assistant Director of Residence Life by July 1
for the previous academic year, which would include mission, outcomes, measures, findings, and
recommendations. Please include a brief description of an action plan for assessment and how you intend to
apply the information learned to this program. This report is presented at the annual LLC/TC Summit during
Spring Quarter.
IX. Additional Information for Discussion: Future plans for LL/TC, LLC Luncheon, CP recruitment and
selection process, housing re-application process, etc.
Submitted by:
Date:
Title:
Email:
Phone Number:
Signature: _______________________________
Name of Department Chair:
Date:
Phone Number:
Signature: _______________________________
Email:
Dean of Department:
Date:
Ian Miller, Assistant Director of Residence Life
Phone: 509-963-1704
Email: milleria@cwu.edu
13
Email:
Signature: _______________________________
Phone Number:
Primary Faculty/Staff Name:
Date:
Title:
Email:
Phone Number:
Signature: _______________________________
This proposal should be submitted to the Assistant Director Residence. The AD of Residence Life will
make any notes or recommendations before passing it on the Director of University Housing and New
Student Programs. Finally, it must be approved by the Associate Dean of Student Living.
Assistant Director of Residence Life:
Approved
Approved
Not
Living Learning Communities:
Notes:
Signature: __________________________________
Date:
Director University Housing and New Student Programs:
Approved
Approved
Not
Notes:
Signature: __________________________________
Associate Dean of Student Living
:
Date:
Approved
Not Approved
Notes:
Signature: __________________________________
Ian Miller, Assistant Director of Residence Life
Phone: 509-963-1704
Date:
Email: milleria@cwu.edu