Arrivals Weekend 2019 briefing - Mark Hyndman, Head of Student Engagement and Sport Sandro Günther, Campus Engagement Manager - Royal Holloway ...
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Arrivals Weekend 2019 briefing Mark Hyndman, Head of Student Engagement and Sport Sandro Günther, Campus Engagement Manager
Arrivals Day for a new student looks like…. Over Saturday and Sunday, an arrivals day looks like… • 8am – 6pm: Check into Halls (2-hour slots) • 7am – 4pm: Airport pick-up • 8.30am – 6pm: Welcome Zone • 10am – 6pm: Enrolment • 6 – 8pm: Hall Life welcome talks • 6 – 8pm: Dinner for new students • 9 – 11pm: Hall Life events • 10pm onwards: SU function night Commuting students are not expected to come onto campus on the weekend. If they do, they will need to use public transport – there is no parking for them available on site.
Overall headlines and aims • Arrivals Weekend is split across both days • Saturday 2,000+ check-ins • Sunday 1,400+ check-ins; returning students’ main move-in date Current estimates provided by SSC based on accepted contracts expected to increase as rooms continue to be allocated. • The aim of the weekend is to: • Induct residents into their accommodation • Enrol/ID checks/Collect College Card • Feed them before they go out • Keep them as safe as possible and foster a sense of belonging to Royal Holloway
Arrivals headlines • We will take control of Harvest Road from 8am - 6pm on Saturday and Sunday • Reid road barriers will be opened for the weekend • Founder’s Square is closed to all vehicular traffic • No contractors will be onsite over arrivals weekend • CTM are the traffic management company appointed to manage parking and traffic flow • Wentworth Golf Championship taking place 19 – 22 September; A30 expected to be busier than usual
Staff parking 1. Sports Centre car park (access via Prune Hill) 2. Eastfield contractors’ car park (access via Prune Hill) 3. Harvest Road Church car park – on hard standing only (access via Harvest Road) 4. Huntersdale car park (bus will not be running) 5. Chestnut’s car park 6. Katharine Worth car park
Arrivals plan
Halls main arrival day – new students
HALL SATURDAY 21 SEPTEMBER 2019 SUNDAY 22 SEPTEMBER 2019
Butler
Founder's
George Eliot PG
George Eliot UG
Gowar Returners only
Highfield (PG)
Kingswood 1 & 2
Penrose
Reid
Runnymede 1
Runnymede 2
Tuke
Wedderburn
Williamson
TOTAL ACCEPTED CONTRACTS AND
2000+ 1400+
ANTICIPATED MOVING IN
Arrival zones map
Taxi arrivals
• Taxis to be directed by CTM staff
• Kingswood and North A30 residents will be redirected to the right site
• Bellmouth drop-off only for Founder’s residents
• Main drop-off at Car Park 4 where students can unload, check-in and move
luggage to their Hall (supported by SU volunteers)
• Gazebo located at Gardeners’ Lodge to act as additional info point
International arrivals ‘New to UK’ arrive Wednesday 18 September (80 Students) Main International arrivals – Saturday and Sunday • Transport will run from Heathrow airport • Airport ambassadors will meet and greet Drop-off route: • Piggery Gate (car park 4) – leave luggage at drop-off point then are escorted to appropriate check-in • Founder’s (Bellmouth) • Highfield/GE (car park 14) • Kingswood
Commuting students • Students who will be commuting to Royal Holloway do not need to come onto campus for Arrivals Weekend; they can enrol from Monday 23 Sep onwards • If they wish to come, they’re encouraged to arrive by public transport as there is no designated parking for them • In the event that a student arrives trying to park direct them to one of the staff parking zones • Communications regarding commuting students have gone out via various channels
Operational plan
Operational plan: Health and Safety
• Full list of first-aiders on-site during Arrivals Weekend available within the incident
planning document and location of First Aid
• Third party will be available on-site for First Aid and will be located Founder’s West.
Contactable via security or area lead
• Require an ambulance - Where you call 999 first for an ambulance dial Security on
444 or 01784 443888 straight afterwards so they can coordinate the arrival of the
ambulance
• AED available in the security patrol car and Sports Centre
Security: Ext: 444 (24 hours)
Sports Centre: Ext: 3892 (Saturday 8.30am – 11pm and Sunday 9am – 6pm)Operational plan: Health and Safety
Recommendations for staff welfare:
Rota where possible so people can take breaks at the right times and rest
Ensure refreshments are available throughout the day – especially if it’s a hot day
Hold a morning briefing at minimum
Long-range forecast: Saturday: Sunny intervals, 22°C
Sunday: Sunny intervals, 21°CCommunication plan • 20 radios will be available • All main stakeholders will be issued a radio • Radio etiquette will be provided to all users • Small group of key operational lead will meet every two hours to review operations of the day and will communicate any adjustments as necessary. Additional emergency meetings may be called • Community have been informed about arrivals logistics and Harvest Road closure.
Operational management structure Gold: David Ashton (Deputy Principal, Operations) Silver: Mark Hyndman (Head of Student Engagement and Sports) Bronze Residences: David Ward (Residential Customer Operations Manager) Bronze iComms: Beth Lloyd (Internal Communications Manager) Bronze Hall Life: Chris Ford (Hall Life Manager) Bronze Security: Israr Haque (Security Support Manager) Bronze CTM: Tom Ferris Bronze Volunteers: Danny Taylor (Licensed Trade Manager, SU) Bronze Welcome: Sandro Günther (Campus Engagement Manager) Bronze SSC: Bryony Jones (Student Services Centre Manager) Bronze Enrolment: Abigail Swinbank (Student Admin Senior Manager)
Major incident team
Position Role Name Knowledge
Deputy Principal Silver Commander David Ashton Allocated Lead
(Operations)
Dir of M&C Bronze Comms Lead Marie Ennis or onsite Comms/Messaging
alternative –
Head of Internal
Communications
Dir of Commercial Bronze Gillian Almond Catering/Wider
Services Commercial Services
Dir of Student Admin Bronze Caroline Beck Student systems
Security Support Bronze Israr Haque Traffic, Security
Manager mobilisation
Emergency Planning & Bronze Mark Smith Tactical Advisor
Business Continuity
Manager
Head of Residences Bronze Jonathan Main Campus buildings,
Student
Accommodation and
operations
Head of Student Bronze Mark Hyndman Overall Arrivals
Engagement & Sport Coordination
Head of Trading Services Bronze Max Ross SU activityAccommodation check-in
Check-in locations: Friday
Check-in locations: Saturday
Check-in locations: Sunday
Check-in locations: Late arrivals
Services available
Enrolment Enrolment is the process of registering students for their studies in the new academic year and a chance for students to keep us informed of important information such as their contact details and emergency contacts. New students will also be issued with their College ID card and student lanyard during enrolment. The final step of enrolment is their Identity check which is a compulsory element for every student starting a new programme. Saturday 21 – Friday 27 September Queue management/help: 9am onwards Open from 10am – 6pm Location: Windsor Building
Student Service Centre The central point of contact for all non-academic enquiries and services. The team work with colleagues from across Royal Holloway to find the best solution for students. Arrivals Weekend Phones opening hours: 8am – 6pm (01784 276641) Helpdesk opening hours: 10am – 6pm Normal opening: Monday 23 September onwards Monday to Friday: 8.30am to 6.30pm studentservices@royalholloway.ac.uk www.royalholloway.ac.uk/ssc
Student Wellbeing Moving away from home and starting university is a big undertaking for our students and can be more daunting for some than others. Our friendly support staff are on site to deal with a student in crisis. Wellbeing pop-up lounge in Davison Event space Saturday and Sunday, 10am – 4pm Hall Life team in Student Services Centre Saturday and Sunday, 7 – 11pm
Maintenance in student rooms Maintenance Support over arrivals weekend Service Desk Opens – 9am-5pm Saturday 21 September • Eight Engineers working 10am – 6pm, they will be divided into zones and their work will be issued by the Service Desk Sunday 22 September • Eight Engineers working 10am – 6pm, they will be divided into zones and their work will be issued by the Service Desk Outside of these hours we will have our usual on-call Duty Engineer and Duty Manager cover. All room related Maintenance issues to be logged via Hall Receptions. For any other Maintenance issues please contact the Service Desk on 01784 443062
IT Service Desk We offer two distinct services: IT Service Desk and Laptop and Mobile Device Support located in the Davison Building. IT Service Desk is the main IT team which deals with college accounts, users, equipment, network, software, problems etc. Laptop and Mobile Device Support is an extra service provided to help students with using their personal devices on the College network. Welcome weekend IT Service Desk 9am – 5pm Laptop and Mobile Device Support 9am – 7pm Usual hours during term time: IT Service Desk: Monday-Friday, 9am – 5pm: phone, email and drop-in office Laptop & Mobile Device Support: Monday-Friday, 12 – 7pm, Saturday-Sunday, 12 – 5pm 01784 434321 itservicedesk@royalholloway.ac.uk www.royalholloway.ac.uk/IT
Catering outlets
Saturday Sunday
Closed Closed
SCR (staff retreat space only) (staff retreat space only)
FDH Closed 11.30am - 2.30pm
Closed 5 – 7.30pm
Crosslands 8.30am – midnight 10am – midnight
Hub Closed Closed
Café on the Square 7am – 8pm 7am – 8pm
Boilerhouse Café Closed Closed
Kingwood Dining Room Closed 11.30am – 1.30pm
Closed 6 – 7.30pm
8bar9 8am – 11pm 12 – 11pm
Imagine 11am – 8pm 12 – 8pm
Tommy’s 8am – 8pm 8am – 8pm
The Packhorse 10.30am – 11pm 10.30am – 12pmStudent orientation
Welcome to Royal Holloway: Orientation overview • “Guide to Royal Holloway” available online • New students have been directed to the Welcome Week website royalholloway.ac.uk/welcome • New students will receive a ‘Welcome to RH’ interactive talk on Monday/Tuesday • New students will receive lanyards with cardholders at enrolment • Campus maps have been updated with School locations
Welcome Zone
Welcome Zone is located in Davison Atrium
• Open Saturday 21 to Sunday 22 September, 8.30am – 6pm
• Student information point in Davison Foyer staffed by Student Ambassadors
• Radio collection point
• Campus, Library and local area tours will commence from this location
• Following services will have a stand in the zone
• Student Advisory & Wellbeing Careers
• Royal Holloway Sport Students’ Union
• Royal Holloway Volunteering CeDAS
• Library Santander
• Davison Event Space open 10am – 4pm as Wellbeing pop-up lounge
• Exhibitions space will be open to visitorsWelcome Zone layout
Gazebo locations
Helping students navigate campus Information points around campus delivered by Student ambassadors Information points located at: • Founder’s Square • Main Gate/Gardeners’ Lodge Student Ambassadors will provide: • Directions • Campus maps • Information on what's happening over the weekend
“Welcome to Royal Holloway” talk
(Monday and Tuesday)
Students will be welcomed by their Head of School.
The talk covers key College messages including.:
Welcome to our campus community
Getting involved
Looking after yourself and others
Learn and develop
We’re here to support youHall Life and central activity
Hall inductions and meals
Hall Life: Arrivals Weekend Saturday Sunday Induction talks and free meal Induction talks and free meal UV Roller Disco (Sports Centre) 9 - 11pm Cycle Cinema (Founder’s Square) 9 - 11pm
Hall Life: Welcome Week activity
Datand time of event Event Event location
21 September (4-5pm) The Icebreaker Challenge Careers Events Space
21 September (9-11pm) Roller Disco Sports Centre
21 September (9-11pm) Games Night and Snacks Careers Events Space
22 September (11.30am-
The Icebrekaer Challenge Careers Events Space
12.30pm)
22 September (12.30-1.30pm) Welcome Week Brunch The Terrace
22 September (8-9pm) The Icebreaker Challenge Careers Events Space
Founders Square / Sports Hall if wet
22 September (9-11pm) Outdoor Cycle Cinema
weather
22 September (9-10pm) Games Night and Snacks Careers Events Space
23 September (7-8pm) Mexican Night Tommy's Lounge
Kingswood Common Room, Highfield,
23 September (7-9pm) Speedmating
George Eliot, Gowar and Wedderburn)
24 September (7.30-8.30pm) Meme Challenge Highfield Common Room
24 September (7.30-8.30pm) Bingo Night Gowar and Wedderburn Common Room
25 September (8-10pm) Murder Mystery Picture Gallery
25 September (7.30-8.30pm) Piñata Party Kingswood Common Room
26 September (7.30-8.30pm) Pub Quiz on Culture Crosslands
26 September (7.30-8.30pm) Games Night and Snacks Gowar and Wedderburn Common Room
27 September(8pm-midnight) Silent Disco Imagine
29 September (11am-3pm) Virginia Water Trip Founders SquareWelcome Week
Students’ Union activity
Students’ Union activity Saturday • Food and refreshments at Tommy’s Bar (from 8am) at Packhorse (from 10.30am) • Freshers Wrist Band Collection at Help Desk (8am – 8pm) • Event Wrist Band Collection at Help Desk (10am – 8pm) • Welcome BBQ at Packhorse (12 – 6pm) • Function nights at Medicine and Students’ Union (10pm – 3am) Sunday • Food and Refreshments at Tommy’s Bar (8am onwards) at Packhorse (from 10.30am) • Freshers Wrist Band Collection at Help Desk (8am – 8pm) • Event Wrist Band Collection at Help Desk (10am – 8pm) • Pub Quiz at Packhorse (from 8pm) • Function nights at Medicine and Students’ Union (10pm – 3am) Monday & Tuesday Freshers’ Fair at Sports Centre – Monday 12 – 5pm, Tuesday 11am – 4pm
Good luck!
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