Slippery Rock University Office of Conference Services

Conference Handbook

Welcome Thank you for scheduling your camp or conference program at Slippery Rock University! The Office of Conference Services is committed to assisting you with all of your conference needs. This handbook is designed to provide helpful information as you plan your camp or conference. It provides policies, procedures, rules, and regulations that will help you have a successful conference experience. Throughout this handbook the term Conference Director will be used to refer to you, the primary contact person for the camp or conference program. The term Conference is used to refer to your event and is inclusive of sport camps, retreats, trainings, reunions, and all other summer, overnight groups. Please do not hesitate to contact Conference Services at 724-738-2027 or conferenceservices@sru.edu with any questions or special requests.

Contents Mission Statement .............................................................................................................................................. 4

Personnel ............................................................................................................................................................. 4

Fees and Charges ............................................................................................................................................... 5

Insurance and Indemnification ........................................................................................................................ 5

Background Checks ........................................................................................................................................... 6

Conference Housing .......................................................................................................................................... 7

Housing Assistants ........................................................................................................................................ 7

Housing Assignments ................................................................................................................................... 7

Check-In/Check Out .................................................................................................................................... 8

Linens .............................................................................................................................................................. 8

Housing Regulations ..................................................................................................................................... 9

Residence Hall Damage Billing ................................................................................................................. 10

Dining Hall and Meal Information ............................................................................................................... 11

Included Meals ............................................................................................................................................. 11

Meal Times ................................................................................................................................................... 11

Outside Food Vendors ............................................................................................................................... 12

Dining Hall Regulations ............................................................................................................................. 12

Fields and Facilities .......................................................................................................................................... 12

Athletic Department Fields and Facilities................................................................................................ 13

Academic Classroom and Auditorium Facilities ..................................................................................... 13

Residence Hall Meeting Facilities .............................................................................................................. 13

Campus Recreation and the Aebersold Recreation Center ................................................................... 13

Robert M. Smith Student Center .............................................................................................................. 14

Audio Visual Equipment ............................................................................................................................ 14

Facility Access and Keys ............................................................................................................................ 14

Field House Pool Free Swim Hours ......................................................................................................... 14

Requirement for Utility Location .............................................................................................................. 14

First Aid Services ............................................................................................................................................. 14

Security and Emergency Procedures ............................................................................................................. 15

Residence Hall Security .............................................................................................................................. 16

Emergency Alert Procedures ..................................................................................................................... 16

Severe Weather ............................................................................................................................................ 16

Medical Resources ....................................................................................................................................... 16

Lost Items ..................................................................................................................................................... 17

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Parking .......................................................................................................................................................... 17

Selling of Merchandise .................................................................................................................................... 17

Duplicating and Bookstore Services ............................................................................................................. 18

Conference Director Responsibilities ........................................................................................................... 18

Notice of Non-discrimination........................................................................................................................ 18

Affirmative Action Statement.................................................................................................................... 18

Respect for Individuals in the Community.............................................................................................. 19

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Mission Statement The mission of the Office of Conference Services is to provide a welcoming environment, dynamic facilities, and high-quality customer service for each conference event. Our commitment to excellence, professionalism, high standards, and attention to detail will assure an enjoyable and positive experience where all participants will be served in an environment of equality, dignity and mutual respect.

Personnel

Director, Office of Conference Services – Chris Cole

Oversees all departmental operations and serves as contact person for general conferences and facility rentals.

Office Phone: (724) 738-2718

Cell Phone: (724) 822-4343

Email: Christopher.Cole@sru.edu Director of Camps, Office of Conference Services – Brian Graham

Serves as contact person for all camps.

Office Phone: (724) 738-4715

Cell Phone: (724) 421-5633

Email: Brian.Graham@sru.edu Secretary, Office of Conference Services – Laura Vernon

Processes contracts and payments for all camps, conferences, and rental groups.

Office Phone: (724) 738-4137

Fax: (724) 738-2704

Email: Laura.vernon@sru.edu Conference Services Student Assistants

Student employees who assist with various duties as assigned by administrative staff Conference Services Student First Aider

Student employees with first aid and CPR certification hired to monitor summer camp and conference activities, provide basic first aid support, and maintain a record of any injuries suffered by camp participants.

Assistant Director, Residence Life – Michael Vigliotti

Supervises the residence hall program and staff for summer conferences

Office Phone: (724) 738-4239

Email: Michael.Vigliotti@sru.edu Housing Assistants

Student employees who staff the residence halls and assist guests with housing needs.

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General Manager, Boozel Dining Hall – Pete Damico

Supervises the dining hall program and staff

Office Phone: (724) 738-4248

Email: Pete.Damico@sru.edu Director of Catering – Alyssa Bartz

Office Phone: (724) 738-2832

Email: sru.catering@sru.edu

Fees and Charges

The Office of Conference Services works with each Conference Director to identify and quote the specific services required to support the unique needs of the event. Conference Directors are encouraged to share agendas and schedules of activities at the earliest possible time in order to facilitate an accurate quote of fees and charges.

For overnight conferences, a daily per-person charge will be determined based upon the number of participants, nights stayed, and meals contracted. Additional fees may be assessed for o use of special facilities including, but not limited to, the Aebersold Recreation Center, the

Smith Student Center, and the Ski Lodge. o use of special services including, but not limited to, catered meals, extended dining hall

hours, linen service, laundry, and duplicating. o participant no-shows or cancellations. o special equipment ordered specifically to support the conference including, but not limited

to, port-a-johns, scaffolding, and timing equipment. o extra meals not included in the contract rate and meals for guests. o special housing requests such as single room assignments.

An initial quote based on anticipated attendance and any special services requested will be calculated and provided with the contract.

A $250 non-refundable deposit is required upon signing and return of the contract.

Payment of 50% of the estimated cost is due 10 days prior to the start of the conference.

A guaranteed count of participants is due 10 days prior to the start of the conference. Final billing will be based on the actual attendance or guaranteed count, whichever is greater.

Conference Directors are expected to inform the Office of Conference Services on a daily basis of any changes in conference attendance. Late arrivals and early departures for a conference must check in and out with the housing staff to record attendance. Billing will be based on the date of key issuance and return as recorded by the housing staff.

An invoice will be presented to the Conference Director by the Office of Conference Services once all charges have been submitted and reviewed following the conclusion of the event.

Payment of the balance due will be expected within 30 days after receipt of the final invoice. A penalty of 1.5% interest per month will be charged on the unpaid balance on the invoice.

Insurance and Indemnification All conferences need to provide a Certificate of Insurance listing Slippery Rock University, Slippery Rock University Foundation, and their employees and agents as additionally insured. This insurance

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certificate is required two weeks prior to the start of the event. Certificates of Insurance can be sent to the Office of Conference Services. Each conference needs to maintain Workers’ Compensation and Employers’ Liability coverage that equal or exceed the requirements of the Commonwealth of Pennsylvania and Comprehensive General Liability coverage in an amount not less than One Million ($1,000,000) Dollars per occurrence. Please see the contract for specific requirements.

Background Checks

Under Commonwealth of Pennsylvania statute, background checks are required by Slippery Rock University for every adult individual, paid or volunteer, who would have personal contact with minors while conducting an activity on campus. Individuals must have valid background checks while working or volunteering with a conference involving individuals under the age of 18. To be considered valid, the background check must have been completed within three (3) calendar years of the date of the conference. The following clearances are required of each staff member or volunteer, regardless of state of residency:

PA Act 34, Pennsylvania State Criminal History Record

PA Act 151, PA Department of Public Welfare Child Abuse History Clearance

FBI Federal Criminal History Record Information Check

The following website has detailed information on completing all three clearances:

http://www.dhs.state.pa.us/findaform/childabusehistoryclearanceforms/index.htm

The Conference Director is responsible for completing a Program Administrator Certification of Criminal Background Checks and Required Training form prior to the beginning of the conference.

The Certification form must list all adult staff and volunteers authorized to participate in the conference.

The Office of Conference Services reserves the right to verify during the conference that only authorized staff and volunteers are participating in conference activities.

Adult staff and volunteers who do not appear on the Certification list will not be permitted to participate in any way with the conference.

The Office of Conference Services is unable to expedite background check requests with outside agencies and will not waive the background check requirements.

Conference Directors are solely responsible for the staffing of their event including insuring that all staff and volunteers provide the necessary documentation for background checks.

Any action taken to circumvent the background check process places young people at risk of harm and will not be tolerated.

The Office of Conference Services reserves the right to cancel all arrangements without refund for any event where background check requirements have not been met.

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Conference Housing Slippery Rock University is pleased to provide housing for overnight conferences in fully air-conditioned, residential suites. The residential suites offer a variety of floor plans including single and double occupancy bedrooms. Each suite includes a bathroom and a small kitchenette containing a refrigerator and microwave oven. All beds are twin, extra-long. Wired and wireless internet service is available; log-in credentials can be distributed only if approved by the Conference Director.

Housing Assistants The Office of Conference Services and the Office of Residence Life hire and train student employees to serve as Housing Assistants for conferences. Housing Assistants are trained to provide customer service to guests, address housing-related issues and concerns, enforce housing regulations, and assist with emergency response protocols. Housing Assistants are scheduled to conduct check-in and check-out for groups and to staff the front desk in each residence hall during specified hours. A Housing Assistant is on-call 24 hours per day to assist guests. The duty phone number to reach the Housing Assistant on call will be posted at the residence hall front desk whenever the desk is not staffed.

Housing Assignments

The Office of Conference Services will assign each conference to a specific residence hall. Multiple groups may be assigned to the same residence hall depending on capacity.

Each conference will be assigned to specific floor sections and will be expected to only utilize the area assigned.

The Conference Director in consultation with the Office of Conference Services will make individual room assignments for all participants and staff. o An Excel spreadsheet containing a list of available rooms will be provided to the Conference

Director approximately two weeks prior to the start of the conference. o The Conference Director will list each participant name on the room list next to the specific

room and bed to be assigned. o Males and females cannot be assigned to live in the same room unless the conference has

specifically contracted for gender-neutral or family housing. o Each room should be filled to capacity (e.g. two people assigned to a double room).

Additional charges may be assessed when additional rooms are required due to unassigned beds. Rooms cannot be assigned to exceed the stated capacity.

o The completed room roster should be returned to the Office of Conference Services at least 72 hours prior to the beginning of the conference.

o Any changes to the submitted room roster must be reported to the Office of Conference Services immediately.

Rosters and pre-assignments made on other than the provided room list spreadsheet cannot be accepted. Hand written room assignments will also not be accepted.

The Office of Conference Services may need to adjust pre-assignments of rooms due to facility issues. The Conference Director will be informed of any such changes.

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The Conference Director is the only individual authorized to request room changes for participants. All room change requests should be discussed with the Housing Assistants.

Check-In/Check Out

Unless otherwise arranged in the terms of the contract, check-in time will be scheduled for 3pm with check-out by 11am. Check-in and check-out will occur in the residence hall lobby where the conference is housed unless other arrangements have been made in advance.

Office of Conference Services staff will meet with the Conference Director one hour prior to the scheduled start of check-in to review all arrangements.

All staff and volunteers must have passed background screening requirements prior to participating in any activities. Photo id will be required at check-in to confirm staff and volunteer identity.

The Conference Director must report any participant cancellations prior to the start of check-in so room assignments can be consolidated. Once check-in has begun, cancellations and no-shows will incur a cancellation fee of $10 per occurrence.

The Residence Hall Housing Assistants will conduct check-in of participants. Each guest will receive a complimentary lanyard from the Office of Conference Services. The following items will be distributed to each guest: o A room key card to provide access to the residence hall, floor section, and room. o A color coded lanyard to be used to identify the group participant for entry to the dining hall

at each meal period. o A parking pass for display on the vehicle dashboard if applicable o An internet account log-in and connection instructions, if the Conference Director has

approved the use of internet for participants.

All guests will be asked to sign a register acknowledging receipt of the room card and lanyard. To protect against lost key claims, each guest must pick up and sign for his/her own key. An exception will be made if the Conference Director signs for a participant’s key, but that participant will be marked present for billing purposes.

Conference Directors are expected to inform the Office of Conference Services on a daily basis of any changes in attendance. Late arrivals and early departures for a conference must check in and out with the housing staff to record attendance. Billing will be based on the dates of key issuance and key return as recorded by the housing staff.

During the designated check-out period, each guest must return the room key card to the Housing Assistant staff. Lost key cards incur a charge of $25 per occurrence.

Prior to the end of the conference, the Conference Director will be asked to review and sign a roster indicating the length of stay for each attendee and staff member in order to resolve any disputes prior to billing.

Linens

Bed and bath linens are not provided with basic housing accommodations. Guests should plan to provide their own bed linens (twin XL), pillow, blanket, and towels. The Office of Conference Services contracts with a linen supplier each year and can provide bed and bath linens at an additional cost as may be requested by the Conference Director or individual guests.

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Housing Regulations

The following regulations are designed to insure a successful and productive conference at Slippery Rock University. Conference Directors, staff, and volunteers are expected to follow all university regulations and enforce all regulations with participants. Violations of regulations may result in additional fees, loss of privileges on campus, and, in some cases, criminal charges filed by University Police. Questions about any regulations should be discussed with the Office of Conference Services or the Housing Assistant staff. Conference Directors should schedule a group meeting with all participants at the beginning of the event to review all housing regulations. 1. Courtesy quiet hours are 11:00 P.M. to 9:00 A.M. This means that noise should be kept to a

minimum. Be courteous of others and their needs to sleep/rest. 2. Conference participants are only permitted in building floor sections where the group is

assigned. Other areas of the building are off-limits. 3. Residence halls are locked and secured at all times. All conference participants are required to

use the room card issued to gain access to the residence hall. Visitors are not permitted to enter the residence halls except during the scheduled check-in and check-out periods.

4. HAZING will not be tolerated on the SRU campus. Hazing could include any humiliating or dangerous activity expected of someone seeking to join a group, regardless of the individual’s willingness to participate. Groups will be asked to leave campus if found encouraging hazing and will be dealt with accordingly by university administrators.

5. Any situation deemed an emergency by authorized personnel (including Residence Life, Conference Services, Facilities, and University Police) will give permission for such individuals to enter a residence hall room as long as the intention of entering into the room keeps in mind the best interest of the health, safety, or welfare of the participant involved. To the extent possible under the circumstances, notice will be provided to the Conference Director.

6. Damage to the residence hall facilities will not be tolerated. Individuals/groups responsible for damages will be asked to leave. Damage assessments will be included in the final invoice charged to the Conference Director. The Conference Director will be solely responsible for seeking restitution from individuals responsible for the damage.

7. Smoking, including the use of vapor or electronic cigarettes, is not permitted inside the residence halls or any other campus facility. Smoking in outdoor areas is permitted at least 25 feet away from any building entrance or air intake.

8. Foul or offensive language and/or harassment, verbal or otherwise, of any staff, other groups, or participants is considered unacceptable behavior—please be courteous in addressing any concerns you may have.

9. Alcohol and controlled substances are prohibited in all residence halls, meeting facilities, and outdoor areas. No individual is authorized to have alcohol in a residence hall room, regardless of age. An alcohol permit may be obtained only when alcohol is included as part of a scheduled catered function. Contact the Office of Conference Services for assistance in planning a catered event.

10. Refrigerators and microwaves in rooms may be used by conference participants. However, participants must use the equipment responsibly and leave all equipment empty and clean upon departure. DO NOT adjust the temperature dial in room refrigerators as it may cause damage to the equipment. The conference will be billed for any damages to these items.

11. Nothing is to be hung on walls, from ceilings, etc., in rooms and common areas. The conference will be billed for all damages that may occur.

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12. All trash must be removed and properly disposed of in the recycle/trash rooms located on each floor section at the time of check-out. Conference participants are expected to maintain a moderate level of cleanliness in residence hall rooms. The conference may incur excessive cleaning charges as a result of spills, stains, mud, or other excessively dirty room conditions.

13. Conference participants should report maintenance concerns to Housing Assistant staff IMMEDIATELY including, but not limited to, spills on carpet; water leaks; toilet malfunctions; air conditioning malfunctions; etc.

14. Windows are NOT to be opened when air conditioning is on. This can cause mold and mildew to begin to grow. Air conditioning is not to be set below 65 degrees. Setting thermostat below this temperature can cause damages and flooding. Please note that in the suite style rooms there are 3 separate heat/air conditioning units. The first controls bedrooms on the left, the second controls the living room area and the third controls the bedroom on the right. Please be sure all three are kept within a 5 degree difference in temperature setting.

15. To prevent insects and birds from entering the residence hall, screens must not be removed from windows. No item may be thrown or dropped from a window.

16. Furniture must not be moved or removed from common areas such as lounges or from individual rooms (including mattresses).

17. Memo boards on room doors are for use with dry erase markers only. Any other writing instrument will cause damage and could result in a damage charge. Attendees may purchase dry erase markers at the SGA Bookstore located in the Smith Student Center.

18. Free-weights are not permitted in the rooms because of structural damage that could occur. 19. All types of cleats and spiked footwear as well as roller blades must be removed prior to entering

the residence halls as they ruin the floor. 20. Disruptive behavior in the residence halls is prohibited including, but not limited to, water

battles, shaving cream fights, running in the halls, wrestling, playing sports, etc. Playing ball or other sports (basketball, football, soccer, Frisbee, etc.) is permitted in outdoor areas only.

21. Guests are prohibited from tampering with any fire safety equipment including smoke detectors and fire extinguishers. The following items are prohibited due to fire safety regulations: open flames such as candles and incense; firecrackers, smoke bombs, and other incendiary devices; and exposed electrical coil devices such as toasters, hot plates, and heaters.

22. Guests must not deface or damage with graffiti any furniture, equipment, walls, etc. The conference will be charged for any graffiti damage.

23. No items, equipment, or supplies should be stored in hallways, stairwells, or other areas of egress. Items may not be stored in lounges or other common areas without approval from the Housing Assistant staff.

Residence Hall Damage Billing

Prior to the start of any conference each summer, the Office of Residence Life conducts an initial damage report review. This includes a review of the residence hall common areas and each room. Upon check-in, each conference participant should notify the Conference Director and Housing Assistant staff of any damages found in the residence hall room to insure that prior damage is recorded. Following each conference check-out, a new damage review is conducted. Residence Life Housing Assistant staff evaluate each room and all common areas. This assessment documents all damages not previously recorded. All new damages discovered will be assigned to the conference. Whenever possible, photos of damages will be taken.

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Repair or replacement costs will be assigned for all damages. An itemized list of damages and charges will be tallied and billed to the conference on the final invoice mailed to the Conference Director.

Dining Hall and Meal Information

Slippery Rock University is pleased to provide high quality dining experiences for overnight guests. Boozel Dining Hall serves breakfast, lunch, and dinner daily offering a wide array of options and choices to accommodate our guests. Food service personnel are available to discuss special dietary needs in preparation for your visit. Our catering staff will be happy to assist with planning special events.

Included Meals For standard overnight conferences, the cost of meals is included in the per person charge. Pricing for each night in residence includes three meals: dinner, breakfast, and lunch. All meals are served in Boozel Dining Hall during specified times. A wide variety of foods and drinks are available in unlimited quantities during scheduled meal periods. Participants and staff of each conference will receive a color coded lanyard upon registering. The lanyard provides access to the dining hall for all conference meals. If an attendee or staff member does not have their lanyard, they will not be permitted into the dining hall unless they pay at the door. Every attendee, including commuters and staff members, is required to participate in a meal plan. Pricing for commuter participants will be based upon the meal periods occurring within the conference schedule of events and any additional meals the Conference Director designates as mandatory for participants. We are unable to offer credit for individuals who choose not to eat a scheduled meal for the conference. However, we can work with the Conference Director to customize a quote if the entire group will miss a meal due to the schedule of activities. The Office of Conference Services can provide meal tickets for the Conference Director to distribute to guests or visitors. Meal ticket charges will be added to the final invoice. Please discuss any special requests with the Office of Conference Services.

Meal Times

All meals will be served in Boozel Dining Hall. Summer meal times are as follows:

Breakfast 7:30am – 9:00am Lunch 11:30am - 1:30pm Dinner 5:00pm - 6:30pm

Each conference will be assigned an arrival time during each scheduled meal period. By scheduling groups to arrive in 15 minute intervals, the dining hall staff is able to provide a better customer experience with minimal waiting. Please adhere to the meal schedule as assigned. The dining hall staff reserves the right to enforce scheduled arrival times. The Conference Director should inform

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the Office of Conference Services in advance of any specific meal time requests as part of the preparation for the event. The Office of Conference Services can assist in arranging early or late meal times and special catered events. Special services incur additional charges so please contact the office for a quote.

Outside Food Vendors All conferences must give SRU Dining Services first right of refusal concerning catering needs. Examples include, but are not limited to, cook-outs, banquets, evening snacks, pizza orders, etc. Only if SRU Dining Services declines the opportunity, can the Conference Director approach outside vendors. If the Conference Director anticipates a need for an outside vendor, please contact the Office of Conference Services to arrange a review by SRU Dining Services. Written approval is required before food or beverages can be delivered to campus. In the event that an outside vendor is approved to provide service, SRU Dining Services is not responsible for providing plates, cups, napkins, silverware, or any other equipment and supplies. The vendor and the Conference Director are responsible for any set-up and clean-up. The conference will be invoiced for any additional custodial costs incurred as a result of food deliveries.

Dining Hall Regulations

The following regulations are intended to provide a positive dining experience for all guests. Conference Directors are expected to inform all participants of dining hall policies. Failure to follow dining hall regulations may result in the removal of dining privileges. Please address any questions to the Office of Conference Services or the manager on duty in the dining hall.

1. Diners are required to show their color coded lanyard at the door. Diners are allowed one entry per meal.

2. No outside food or water bottles are allowed in the dining hall. Participants will be required to leave all bags in the dining hall lobby.

3. Attendees may leave the dining hall with one piece of food – e.g. a piece of fruit or an ice cream novelty.

4. Dishes are to be returned to the dish room area and tables are to be left in a neat condition. 5. Diners are to use the front doors; other exits are for emergencies only. 6. Smoking is not permitted. 7. Shirts and shoes must be worn in the dining hall. 8. Cleats are prohibited in the dining hall. 9. Animals are not permitted in the dining hall unless it is a service animal. 10. Throwing food, utensils, etc. is forbidden.

Fields and Facilities

All fields and facilities used by conferences must be scheduled through the Office of Conference Services. The use of many facilities, including several athletic fields and academic classroom locations, is included in the overnight package rate for most conferences. Other facilities such as the Aebersold Recreation Center, the Smith Student Center, and the Ski Lodge can be reserved for an additional charge based on usage. Conference Directors should discuss their desired schedule of

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activities with the Office of Conference Services as soon possible so appropriate facilities can be reserved.

Athletic Department Fields and Facilities Athletic department fields and facilities are assigned based on need, availability, and condition. Conference Directors should discuss specific needs with the Office of Conference Services to specify the type of facility, field, and field markings desired. Every effort will be made to assign a specific location for the duration of a conference. However, the University may require conferences to relocate in order to conduct field or facility maintenance. The following athletic department areas are typically available to schedule:

Morrow Field House basketball court

Morrow Field House grasstex area

Old Thompson Field

Band Practice Field

Football Practice Fields 1 & 2

Soccer Practice Fields 1-4

Tennis Courts Other facilities may also be available.

Academic Classroom and Auditorium Facilities Auditorium and classroom facilities are assigned based on capacity and activity. Conference Directors should note that classroom facilities are in use during the summer with regularly scheduled classes so noise should be kept to a minimum so as to avoid disruption. Use of classroom facilities includes the use of classroom audio-visual equipment. The following classroom facilities are utilized during the summer:

Advanced Technology & Science Hall

Vincent Science Center Other facilities may be scheduled to accommodate special requests.

Residence Hall Meeting Facilities A limited number of lounges and meeting rooms are available to reserve in the residence hall where each conference is assigned. Lounges and meeting rooms may be scheduled for special activities, group meetings, storage areas, etc. Please discuss meeting room needs with the Office of Conference Services so appropriate arrangements can be made.

Campus Recreation and the Aebersold Recreation Center Campus Recreation facilities include the Aebersold Recreation Center, the Ski Lodge, and the MAC intramural fields. The Aebersold Recreation Center can be scheduled to provide an air-conditioned option for sport court activities. In addition, arrangements can be made for use of the fitness center, climbing wall, and swimming pool. The Ski Lodge is a great location for an evening campfire. The Office of Conference Services can coordinate a quote for use of Campus Recreation facilities.

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Robert M. Smith Student Center The Robert M. Smith Student Center has numerous meeting facilities available to schedule. The Student Center features a beautiful ballroom that can accommodate a banquet, vendor showcase, or other special event for your conference. The Office of Conference Services can coordinate a quote for use of Student Center facilities.

Audio Visual Equipment

Some audio-visual equipment, including TVs, DVD players, microphones, etc. are available through the university at no additional charge. Please discuss your needs with the Office of Conference Services as soon as possible so reservation of equipment can be completed. When equipment is not available on campus, the Office of Conference Services can obtain a quote from local vendors. Please notify the Office of Conference Services of any special equipment you will bring to campus that might require coordination for electrical service by the university facilities and planning department.

Facility Access and Keys The Office of Conference Services will schedule all facilities and notify University Police of all event schedules. University Police secure all facility entrance doors after scheduled events conclude. One or more facility keys may be issued to the Conference Director to facilitate the conference schedule. All facility keys must be returned at the conclusion of the conference. A fee of $100 will be assessed for each facility key that is not returned.

Field House Pool Free Swim Hours Through arrangement with the Athletic Department, the Office of Conference Services is pleased to offer to all summer camps and conferences the opportunity to schedule a free swim period in the Field House Pool. The free swim period is scheduled from 8pm-10pm. As lifeguards are required to be scheduled, all arrangements for free swim must be made in advance through the Office of Conference Services.

Requirement for Utility Location Occasionally, a conference may wish to erect a tent, awning, or other temporary shelter. Whenever possible, such items should be secured with weights rather than stakes. In the event that stakes are required, the University requires that a utility location service be enlisted to avoid interference with underground utility lines. Please contact the Office of Conference Services well in advance to discuss plans and make arrangements if this service is necessary.

First Aid Services The Office of Conference Services hires Student First Aiders to assist with the summer camp and conference program. First Aiders are assigned to support camps and conferences during scheduled activities that may have some risk of injury to participants. Responsibilities of the First Aiders include but are not limited to

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Report to the Director of Camps or Conferences any injuries.

Report to the assigned location on time and be available during indoor/outdoor facility usage.

Demonstrate and practice professional behaviors consistent with first aid and CPR certifications

Maintain complete and accurate records of all injuries and treatment provided.

Advise coaching staff of injuries and any limitations to play of athletes.

Provide water and ice for all training sessions.

Collect water and ice coolers from camp site after each training session.

Provide directions to hospital or other health care facility.

Make sure all athletes are attended to before leaving the practice site.

If it is determined that an athlete needs further medical attention, the first aider will wait with the athlete until the ambulance arrives.

Organize, inventory and maintain adequate medical supplies and equipment, and medical forms, available at all field sessions.

Keep all medical records and medical information about an athlete private and confidential. First Aiders are not authorized or permitted to perform the following:

Initiate, change, or progress a rehabilitation program.

Apply modalities other than ice.

Perform an evaluation, other than for emergency referral.

Make return-to-play decisions.

Take the injured athlete to the hospital using their own car.

Allow the injured athlete to drive themselves to the hospital.

Allow another athlete to drive the injured athlete to the hospital.

Tape for preventative purposes.

Provide therapeutic rehab. Additionally, Camp Directors and counselors should provide after care once the First Aider staff have left campus for the day as well as during times when participants are not using the indoor/outdoor facilities. The Conference Director will schedule time to meet with the First Aider assigned to that camp or conference at the end of the day for an update on the injured camper’s condition etc. The First Aider will follow up with the camper and or the Conference Director the next day to determine the camper’s condition. The Office of Conference Services will provide keys to the department vehicle for use to transport injured campers to local medical facilities. Transportation must be provided by the Conference Director or authorized staff or volunteers as the First Aider needs to remain on campus. After hours and on weekends, the keys will be held by First Aider staff.

Security and Emergency Procedures The University strives to provide a safe and secure environment for all guests to campus. University Police patrol the campus 24 hours per day, 7 days per week, 365 days per year. In the event of an emergency, please contact the University Police by dialing 724-738-3333. Guests may also dial 911

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and request assistance from the Slippery Rock University Police. Emergency blue-light telephones are positioned throughout the campus. Guests may press the emergency call button on any blue-light telephone to be immediately connected to the University Police dispatcher. Many campus buildings have Metis Secure emergency alert devices. Guests may press the emergency call button on any device to have a police officer dispatched to that location.

Residence Hall Security

All residence halls are locked 24 hours per day, 7 days per week. Conference participants will receive a card key for access through the residence hall front door, floor section door, and room door. Visitors are not permitted in the residence halls except during check-in and check-out times. Participants should keep their room doors locked and their card keys in their possession at all times. A Housing Assistant (HA) will be available at the residence hall front desk at designated times during the day and evening to assist guests. A Housing Assistant will be on call when the desk is not staffed. A phone number will be posted at the front desk with instructions for contacting the on-call staff. Housing Assistants monitor activity in the residence hall by conducting rounds and walking each occupied floor section from time to time. Housing Assistants are responsible for enforcing all housing regulations in the residence halls. University Police may also patrol residence halls periodically and are available to assist Housing Assistants with any safety or security issues.

Emergency Alert Procedures In the event of an emergency alert situation, University Police will activate an emergency notification system through electronic mail, text message, and campus announcements. Staff from the Office of Conference Services will immediately contact the Conference Director to advise of the emergency alert and provide additional instructions.

Severe Weather In the event of a severe weather warning, staff from the Office of Conference Services will contact the Conference Director to advise taking shelter. Conference Directors are expected to take proper precautionary measures for the health and safety of their participants, including taking shelter during severe weather involving lightning, high winds, hail, tornado warnings, etc.

Medical Resources A Butler Health System FastERcare urgent care facility is located in Slippery Rock at 100 Innovation Drive. The facility is open 9a-9p Monday-Friday and 9a-5p Saturday-Sunday. The facility phone number is 724-794-4325. Emergency medical treatment is available at the Grove City Medical Center located at 631 N. Broad St. Ext., Grove City, PA 16127, approximately 9 miles or 15 minutes away. Emergency treatment is also available at the Butler Memorial Hospital, 1 Hospital Way, Butler, PA 16001, approximately 18 miles or 25 minutes away.

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In an emergency, please contact University Police at 724-738-3333 or 911 for assistance and dispatch of an ambulance.

Lost Items

Participants should consider carefully whether to bring items of considerable value to campus (televisions, computers, jewelry, etc.) as most conferences have an extensive schedule of activities that limit the usefulness of these items. The University is not responsible for lost or stolen items. If an item is lost or assumed to be stolen while visiting campus, the owner should notify the University Police. If an item is found by a Housing Assistant after a conference checks out, that item will be turned over to the Office of Conference Services. The Office of Conference Services will notify the individual participant (if able to be identified) or the Conference Director to discuss return of the item. Items can be shipped to the owner by the SGA Bookstore if the owner pre-pays by credit card. The items will be kept by the Office of Conference Services for two weeks after the contact date. Items that will be thrown away include water bottles, hair products, used clothing, towels, sheets, etc. Items that will be turned over to the University Police if unclaimed after two weeks of contact include phones, licenses, credit cards, etc.

Parking Parking passes are required for all cars parking on campus between the hours of 7a-5p, Monday – Friday. Complimentary parking passes will be provided for each conference. Parking passes are valid in any parking lot regardless of designation, but are not valid in specifically marked reserved or limited use spaces. Parking is not permitted in loading zones, “No Parking” areas, by fire hydrants/stand pipes, in “Reserved” or assigned spaces, in “Medical” or “Handicap” spaces, on the grass and in roadways. Vehicles are not permitted to park on any athletic field. Parking laws are enforced by University Police. Visitors that are not registered participants of the conference should stop in the Parking Office, 102 University Union, to obtain a visitor parking pass. The Parking Office is open 8am – 4pm Monday – Friday during the summer. For parking questions outside of office hours, please contact the University Police.

Selling of Merchandise Conference Directors may develop, order, and sell merchandise at their discretion. Concession items not available in the residence hall vending machines such as Gatorade and ice cream may also be sold. If pizza is sold, first right of refusal must be given to SRU Dining Services. In the event that they decline the opportunity, the refusal must be in writing.

Package/Mail Deliveries

To ensure proper receipt and delivery of packages and mail to your conference, please use the following instructions:

For envelopes (letters, mail, and FedEx envelopes) being sent to your conference, please use the address below:

SRU Office of Conference Services

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c/o “Your Conference Name” 107 Central loop, Suite 102 Slippery Rock, PA 16057

For packages (i.e. anything in a box) being sent to your conference, please use the address below:

SRU—Attn: Office of Conference Services c/o “Your Conference Name” 143 Keister Road Slippery Rock, PA 16057

Also, please number boxes being sent and send an email to ConferenceServices@sru.edu stating the number of boxes being shipped. For example, if you have five (5) total boxes, please number your first box “1 of 5” and so on.

Duplicating and Bookstore Services The SGA Bookstore and the ETC store in the Robert M. Smith Student Center are open for business in the summer months from 8a-4:30p Monday-Thursday and 8a-4p Friday. Camp and conference participants are welcome to visit the stores. Summer month specials include special sidewalk sale dates. The Bookstore also provides coupons during camp and conference check-in that can be used for the purchase of SRU merchandise. The ETC store offers duplicating services starting at $.09 per page. Conference directors needing to duplicate materials should visit the ETC store during business hours. The Office of Conference Services will attempt to accommodate special duplicating requests when the ETC store is closed and will add appropriate charges to the conference invoice.

Conference Director Responsibilities

To assist us in making your visit to campus as successful as possible, we ask that Conference Directors do the following:

Provide an accurate schedule of activities to the Office of Conference Services and keep the office informed of any deviations from the schedule.

Observe and inform the OCS of field or facility conditions that may create injuries.

Report any injuries or medical incidents for documentation.

Inform the Housing Assistants of any problems with residence hall rooms, lounges, etc.

Notice of Non-discrimination

Affirmative Action Statement Slippery Rock University is committed to a policy of affirmative action. Slippery Rock University assures an equal opportunity to all persons without regard to race, color, religion, creed, disability,

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ancestry, national origin, age, gender or veteran’s status in accordance with state and federal laws including Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973.

Respect for Individuals in the Community Slippery Rock University provides an environment that respects, encourages, and promotes the talents and contributions of all. Slippery Rock University values a community with a shared sense of purpose, where people demonstrate respect and appreciation. Slippery Rock University values diversity that honors and includes all persons regardless of age, creed, disability, ethnic heritage, gender, gender identity, race, religion, sexual orientation, or socioeconomic status in academic and extracurricular endeavor, in the working environment, and in the daily life of the university community.