2018 Programming Board Institute Participant Information

NACA Programming Board Institute Xavier University Cincinnati, OH May 31 st - June 3 rd , 2018 Dear Institute Delegate, Thanks for having the vision to be a part of the 2018 NACA Progra

NACA Programming Board Institute

Xavier University Cincinnati, OH May 31 st - June 3 rd , 2018

Dear Institute Delegate,

Thanks for having the vision to be a part of the 2018 NACA Programming Board Institute in Cincinnati,

OH We are busy preparing for your arrival on May 31st and cannot wait to have all of you here to share, what we hope, is a fantastic weekend of learning and playing We know that your time is valuable and to set aside four days to come to Xavier University and get extensive training shows your commitment to your program board and your campus We intend for our program to meet the expectations you have and also leave you with a wealth of information that will enhance your student leadership experience The best part of the deal is that you get to experience this institute on a beautiful campus with advisors and your peers from all over the country

What I want you to do now is to make a commitment By coming to this institute, you are making a pact with the students at your institution, your program board and the other delegates to improve yourself and the programming at your institution Enclosed you will find general information about the university and institute, a tentative schedule, and information forms to complete This information should help you finalize your travel and preparation plans for the institute and provide answers to many of your

questions If you still have questions, please feel free to contact me at jdonnelly@sg.ufl.edu

Finally, we need you to print, sign and upload the following forms no later than May 10th, 2018 That

way we can have some basic information on you and that will help us prepare for your arrival

Delegate Information Form

Each delegate will complete the Programming Board Institute Participant Form Online It is very

important that you provide us with your summer contact address, emergency contact name and cell phone number, travel plans, roommate preferences, and any special needs that you may have on the form

Behavioral Expectations Agreement Form

We all know that you will be on your best behavior, but we want to make sure you are aware what the expectations are of you Please respect each other and the Xavier University campus

On behalf of the institute faculty and Xavier University, we look forward to meeting you in Cincinnati! Get Excited!!!

Justin Donnelly

Programming Board Institute Coordinator

Our Host: Xavier University in Cincinnati, OH

Founded in 1831, Xavier University is a Jesuit Catholic university in Cincinnati, OH Its three colleges offer 90+ undergraduate majors, 60+ minors and more than 20 graduate programs to 6,650 students,

including 4,485 undergrads It is the sixth-oldest Catholic university in the USA and one of 28 Jesuit colleges and universities nationwide

Under the tenure of Xavier’s 34th president Father Michael J Graham, S.J., Xavier University has seen dramatic growth and change with academic growth, new facilities, community initiatives and an

enrichment of Xavier’s foundational Jesuit Catholic mission, tradition and heritage

Since assuming presidency in 2001, Graham’s vision has been to invigorate Xavier’s Jesuit tradition of serving society by educating students to become rigorous and reflective, committed and compassionate people for and with others

Overview of the Program

The NACA® Programming Board Institute (PBI) is designed to enhance the essential skills that college

student programmers need to host events on their campuses This hands-on, interactive Institute offers students the opportunity to develop those skills through large group sessions, small group discussions, and on-site event planning

One of the unique experiences PBI offers is that each participant will work with their designated small group to plan and execute an event from start to finish for the entire institute to enjoy on Event Day As

an added bonus, the small groups will be given a budget and time allocated to shop for supplies to enhance their events The PBI staff will also plan an off-campus event for all participants to partake

in

Throughout the institute, participants can expect to:

• Develop and enhance basic through advanced programming skills in an experiential format via creating, promoting, implementing and evaluating events during the Institute;

• Develop a network of peers to call upon for ideas, resources and problem solving;

• Learn ways to publicize and promote campus events to specific audiences;

• Improve leadership skills in areas such as delegation, meeting facilitation and effective

communication;

• Enhance their understanding of contracting and negotiation

• Have fun!

Advisors attending will have the opportunity to network with and learn best practices from programing board advisors from other institutions, attend large group discussions, participate in events, facilitate large group sessions, and serve as mentors during the event-planning stage

Session and topics may include:

• Event Planning

• Building & Sustaining a Team

• Marketing

• Working with your Advisor

• Retreat Planning

• Strategic Planning

• Authentic Leadership

• Team Builders

• Cultural Competency

• Idea Generation

Networking

One of the best things about the institute is the development of a network among the participants We hope that beyond the educational sessions and group work that you get to know your fellow delegates and form a network that will help your program long after you leave Xavier University We will also provide a delegate list during the institute to help you keep in touch but I suspect you will have

Facebooked each other long before then Also, make sure you bring t-shirts, gear and other items from your program board with you We will use one of the lunches as a time to mingle and do a shirt and swag swap

Meals

Your institute registration includes eight meals in Hoff Dining Commons on the Xavier University campus The meal service will begin at dinner on Thursday, May 31 and end after breakfast on Sunday, June 3

Any special accommodations or dietary requirements should be requested on the Programming Basics Institute Participant form Every effort will be made to accommodate participants’ special needs Feel free to bring cash and/or a credit card to purchase snacks Coffee machines, soft drink machines, and snack vending machines are located around campus Fenwick Place is home to a Currito burrito restaurant and North America’s first and only Pizza ATM Xavier’s student union, Gallagher Student Center, is centrally located and is home to common areas, a convenience store and a local coffee shop Summer Retail Hours of Operation will be posted before your arrival on campus, and will include the hours of our local Starbucks Visit our campus map to plan your route

On Site Registration Information

Thursday, May 31 11 AM – 2:30 PM Check-In Fenwick Place Atrium

Sunday, June 3 10 AM – 11 AM Check-Out Fenwick Place Atrium

Note: The welcome/opening session will start sharply at 2:30PM on Thursday, May 31

Housing/Keys

Your accommodations at Xavier University will be in Bishop Edward Fenwick Place Fenwick Place features suites, primarily three or four bedrooms apiece, with multiple bathrooms, an outer sink and a common living area All rooms are air conditioned and controlled by individual thermostats in each room All bed and bath linens are provided for your stay and will be in your room upon check-in If you have the tendency to get cold at night, consider packing a light supplemental blanket

If you need a wheelchair accessible room, please request that on the Programming Basics Institute Participant form

Each participant will be provided one building/room key card at check-in Every effort will be made to honor suitemate requests listed on the Delegate Information Form; however, it may be necessary to break up larger delegations into different areas If you are traveling alone, or do not have suitemate preferences, we will be happy to assign them for you Residence hall assignments will be communicated

at check-in and cannot be modified

Internet Access

Wireless internet connection is provided to each participant at no charge To access the internet via the Xavier guest network you only need to follow these steps:

1 Search for available wireless networks

2 Select and connect to the xavierguest network There are no settings to configure

If you have questions or problems, please contact the Xavier University Help Desk at 513-745-4357, Monday-Friday, 8am-6pm

Parking

If you plan to have a vehicle on campus for the conference, please register it on the Delegate

Information Form, attached Parking is complimentary in the C2 parking lot (at J3 on campus map) for NACA participants

Fitness Center

Visitor membership to the O’Connor Sports Center is available for $10 daily Summer hours of operation are: Monday-Thursday 7am-8pm; Friday 7am-7pm; Saturday 10am-7pm; Sunday closed

Institute Attire

Dress for the institute is casual June in Cincinnati, OH is warm to hot with at times high humidity and only slightly cooler at night There is always the chance of an occasional rain shower; so wet weather gear is suggested as well Since temperatures in classrooms are always unpredictable, it is

recommended that you bring clothes you can layer for additional comfort All buildings are

air-conditioned

Suggested Delegate Check List

- Casual Clothes

- Sleep attire

- Personal toiletries

- Any medications you will need during your stay

- Shower shoes

- Notebook, pens and pencils

- Resources from your campus to share

- Rain gear

- Sweater or jacket

- A little spending money

- A laptop

University Information & Campus Map

Xavier University Web Site – https://www.xavier.edu

Xavier University Campus Map – https://www.xavier.edu/about/documents/campusmap.pdf

Xavier University Directions

Flying to Cincinnati, OH

Xavier University is located just 13 miles from Cincinnati/Northern Kentucky International Airport (CVG) CVG is conveniently located just across the Ohio River in Kentucky, minutes from downtown Cincinnati and less than 30 minutes from campus Airlines include:

• Air Canada

• Allegiant Air

• American Airlines

• Delta

• Frontier Airlines

• OneJet

• Southwest

• United

Driving to Xavier University

When planning your route via online map services (Google Maps, etc.), input the following central destination on the Xavier University campus:

Bellarmine Chapel

3801 Ledgewood Dr, Cincinnati, OH 45207

Navigating to Bellarmine Chapel will route you to the Fenwick Place residence hall

Driving Directions

The following directions guide you to the visitor welcome booth on University Drive, from where the attendant can direct you to any point on campus, such as Bishop Fenwick Place or the C2 parking lot Traveling to Xavier via Interstate 75

1 Take Interstate 75 north/south to Ohio State Route 562 (Exit 7) going east

2 Take U.S Route 42, Reading Road (Exit 2)

3 Turn right off exit onto U.S Route 42, Reading Road south

4 Turn left at the third light onto Victory Parkway

5 Turn left at the third light onto Dana Avenue

6 Take a quick left at the stone-wall entrance onto University Drive

7 The welcome booth will be on your left, past several reserved parking spaces

Traveling to Xavier via northbound Interstate 71

1 Take Interstate 71 north to Dana Avenue/Montgomery Road (Exit 5)

2 Turn left onto Duck Creek Road

3 At the second stop light, turn left onto Dana Avenue

4 After the fourth stop light at Francis Xavier Way, turn right at the second street, University Drive, which is recognizable by a stone-wall entrance

This drive is before the fifth stop light at Victory Parkway

Traveling to Xavier via southbound Interstate 71

1 Take Interstate 71 south to Dana Avenue (Exit 5)

2 Turn right off the exit onto Dana Avenue west

3 After the third stop light at Francis Xavier Way turn right at the second street, University Drive, which is recognizable by a stone-wall entrance

This drive is before the fourth stop light at Victory Parkway

General Emergencies and Campus Information

To report an emergency, dial (513) 745-1000 to reach campus police.The following numbers can be used

for non emergencies:

Summer Guest Housing (513) 745-4203

Non-Emergency Police (513) 745-2000

Xavier University Fenwick Place Information and Policies

Telephone

A land-line phone is available on the ground floor atrium of Fenwick Place, at the Summer Housing desk

On campus calls can be made by dialing the 4 digit extension

Off campus calls (local only) can be made by dialing a “9” first and then the local number

Long distance calls can be made with a cell phone

Vending/Soda Machines

Vending can be found in Fenwick Place in the ground floor atrium, first floor laundry room and second floor kitchen All on-campus vending is detailed at https://www.xuconnex.com/vending

Laundry

Washers and dryers are located outside the central elevators on the first floor of Fenwick Place

Keys

The outside doors of Fenwick Place will be unlocked during the day, and will be locked around 10pm at night Guests will use their room key to open these doors at night Please do NOT prop open any outside doors on campus at any time! Your key card will open the door to your suite

and the door to your bedroom To toggle your bedroom door to stay unlocked, double-dip the key in the reader on your bedroom door To toggle your bedroom door to stay locked until the key is inserted, once again double-dip the key in the reader on your bedroom door The door to your suite will automatically lock each time you leave, so keep your key with you at all

times DO NOT LOSE YOUR KEY Lost keys will result in a $25 charge each! Damages to rooms

will also result in a fine

Prohibited

The following items are prohibited in the residence halls on campus: candles (other than

ceremonial), window air conditioner units, space heaters, foreman-style grills, open coiled cooking instruments, toasters/toaster ovens, water beds, halogen lamps, BB guns, air guns, paintball guns, knives (larger than a pocket knife), drugs and drug paraphernalia, alcohol

can/bottle collections, and pets (other than fish in a 10 gallon tank or less)

Policies/Rules

• Xavier University reserves the right for authorized individuals to enter student rooms, with or without prior notification, for the purposes of verifying occupancy, housekeeping, repairs or maintenance, health or safety reasons, periodic routine checks, and to assure compliance with all federal, state, or college regulations

• In University-owned housing guests who are of legal drinking age may possess or consume a legal alcoholic beverage in the privacy of their suites In the event one roommate is of legal drinking age and another is not, each must observe the law as it pertains to him/her If a guest

21 years of age or older provides, furnishes, shares, or sells alcohol to a guest under 21 years of age, all parties will be held responsible to all federal, state, or college regulations

• Any form of smoking, including the use of cigarettes, cigars, pipes, hookahs, or devices such as

an electronic cigarette or a vaporizer, is prohibited in any building on campus Please smoke at least 15 feet away from all buildings

• Items of significant value should be left at home Xavier University is not responsible for items that are damaged or stolen

• It is against university policy to burn candles in residence hall rooms at any time

• Please be aware of others staying in rooms around you and be respectful if you are asked to quiet down

NACA Behavioral Expectations Agreement

All participants must sign a copy of the NACA Behavioral Expectations Agreement Print, Sign and upload into the online to the Programming Board Institute Participant Form

NACA Institute Delegate Agreement Disclaimer of Liability

All participants must sign a copy of the NACA Institute Delegate Agreement Disclaimer of Liability Print, Sign and upload online to the Programming Board Institute Participant Form

Refund Policy

Refunds for registration will be made only for requests received in writing at the NACA Office prior to the early registration deadline (April 26, 2018) No refunds will be given after this date, however,

participant substitutions may be allowed if the request is submitted no later than 4 weeks prior to the start of the institute May 3rd, 2018 A $100 administrative fee will be charged for each cancellation

Please do not contact Xavier University regarding registration questions

Questions

If you have questions, please contact:

Justin Donnelly, Institute Coordinator

Email: jdonnelly@sg.ufl.edu

Institute Delegate Agreement Disclaimer of Liability Print, Sign and upload into the Participant Form

Institute: 2018 NACA Programming Board Institute

Location: Cincinnati, OH

The undersigned is attending the institute designated above and voluntarily desires to participate in an activity which takes place at an offsite location; the undersigned acknowledges that the National

Association for Campus Activities has limited sponsorship of this activity and that NACA’s only interest in this activity is to make this trip available NACA expressly disclaims any liability for personal injury or property damage or loss arising out of the act, omission or negligence of the undersigned

The undersigned is duly aware of the risks and hazards which may arise through the participation in such activity and understands that participation in such activity may result in loss of property and/or life and/or limb of the undersigned;

Therefore, it is agreed as follows:

In consideration of the undersigned’s participation in such activity, the undersigned hereby voluntarily assumes all risk of accident or personal injury, including injuries unknown and unanticipated, to his/her person or property and hereby releases and forever discharges the National Association for Campus Activities, its Board of Directors and Trustees, officers, agents, employees and assigns, from every claim, damage, liability, demand, action or cause of action of any kind sustained, whether caused by

negligence of the said National Association for Campus Activities, its Board of Directors and Trustees, officers, agents, employees or by accident of otherwise arising from or connected with the

undersigned’s participation in such activity

The undersigned assumes full responsibility for his/her actions and those actions of his/her guest(s), and, in the event of damage or disciplinary problem, will be responsible for compensation of damages to NACA and subject to disciplinary action through the NACA Complaint Process

The undersigned, by signing this release, hereby certifies that he/she has read and fully understands the conditions herein provided

Signature of Delegate:

Printed Name of Delegate:

Date: _

Behavioral Expectations Agreement Print, Sign and upload into the Participant Form Institute: 2018 NACA Programming Board Institute

General Notice

Participants of the above named NACA Institute are expected to conduct themselves in a responsible manner consistent with federal and state laws and host institution policies Violation of law or policy while at the NACA Institute will result in the immediate dismissal from the program and notification of the delegate’s institution, and may result in criminal or civil prosecution Institute fees are

non-refundable

By signing this form, I agree that I will not participate in the following activities:

1 Use, possession, or distribution of alcohol or illegal drugs during the duration of the institute

2 Sexual assault or indecent exposure Sexual assault is defined as the implied use or threatened use

of force to engage in any sexual activity against another person’s will

3 Behavior which threatens the emotional or physical well-being and/or safety of participants including but not limited to any form of fighting, vandalism, etc

4 Unauthorized use of any fire safety equipment including the activation of alarms or extinguisher without immediate cause

5 Use or possession of weapons

6 Skip educational sessions or planned activities

7 Behavior unbecoming of my college/university and of NACA

Process

Alleged violations will be reviewed by institute staff If it is found that it is more probable that a violation has occurred than not, the delegate will immediately be dismissed from the program A formal incident report will be filed and forwarded to the NACA Office

By signing below, you acknowledge that you have read and agree to abide by these guidelines

_ _

Signature of Delegate Date Institute Coordinator Date

_ _