You’ve found the ultimate guide to planning
activities and programs with your residents!
Whether you know what you want to plan, or need some ideas for fun
activities this month, check out the info on this page!
Purpose of Planning Activities
Suggestions for Becoming an Outstanding Programmer
Components of Effective Activities
Planning “How To” From Start to Finish
Calendar Approach to Planning Activities (with ideas!)
Click Here to View Your Activity
Requirements
“Activity
planning,” or “programming,” is a term used to describe the planning and
promoting of activities in the residence halls. These activities promote the development of community since they
allow residents to spend time together and enjoy themselves, consequently
leading to a sense of belonging.
However, hall staff are expected to do more
in regard to planning activities than simply arrange a social calendar. But why?
Here’s why…
You know that college teaches a lot about
life, and in most cases these lessons are learned out of the
classroom. The Division of Housing
believes that residence hall staff play a key role in helping students learn
about life, make sound decisions, and solve problems.
There are many “situations” in which students
can learn about life: sharing a room, paying a telephone bill, talking with
neighbors about a current issue, or watching a talk show about AIDS with other
students. Because these situations can
be beneficial to students in helping them to become active, responsible
participants within society, the Division puts efforts and resources into
“facilitating” or “encouraging” these situations. Sometimes, all a staff person needs to do is encourage; other
times the staff role is to initiate the activity and literally convince
other students the activity will be a positive experience.
By using formal and informal assessment,
activity planning can better meet the needs and stimulate the interest of the
students. It is important that you are
interested in the activity you are planning, but if you do not make sure that
others are interested as well, you will be the only one to attend. Therefore, residents’ input can give you the
direction you need in determining the best programs for your residents.
You can act now or you can react later! Planning activities can make your job easier. If you build community through activities
and other techniques, chances are the number of incidents and documentations on
your floor will decrease. Programming
can make your job a lot of fun! After
all the work is done, you do reap the enjoyment and benefits of participating
in the activities planned on your floor.
Programming can bring personal enjoyment and growth.
2. Planning activities is simple, keep it that way
Keep your ear to the ground. If you stop, look, and listen to the residents on your floor, you will become aware of programming opportunities. Learn to take advantage of situations on the floor, current events, television programs, informal discussions, and other events that facilitate activities and programs. Keep programming in mind at all times and act on opportunities presented. It is not necessary to reinvent the wheel every time you plan an activity.
3. Plan ahead to meet your activity requirements
Set goals for each semester and month. Use an activity calendar.
Do not get in the situation that you have to plan four activities in two
weeks to meet the requirement. Not only
is this a lot of work, but it is also ineffective. It defeats the purpose of activity planning on the floor to build
community.
First
and foremost, an effective activity must be appropriate to the needs of the
students living on a floor. Ultimately,
the needs of a floor will be determined by the residents and assessed by staff
through their interaction on their floors.
If staff are involved with their floors, activity ideas will create
themselves. All that is required from
this point is the activation of necessary resources.
Getting
an activity together is the nuts-and-bolts of good activity planning. The practical components of activity
planning include coordinating the activity or program content and resources,
scheduling the appropriate facilities, checking for event conflicts in your
area, clearing budgets and publicity with supervisors, posting publicity in
high-traffic areas well in advance of the program date, and shopping for
supplies. If these things are being
accomplished successfully, a program has a good chance of being effective.
Evaluating
the effectiveness of an activity is an important part of the process, too! If a program is effective and can be
repeated, it may work well in another area for another population. The only means of distributing activity
information between areas is the program report. Taking time to thoroughly complete this report is as important a
step in presenting an activity as the coordinating of resources or posting of
publicity. If one group of people can
benefit from a program, then others may find it valuable as well. If only one group of people can benefit form
a program because it was not reported properly, then the effectiveness and
overall success of that activity is compromised. Remembering that the activity is an important administrative and
research tool will help insure that an activity remains effective for all
residents and staff, present and future.
1.
Assess the Needs and Interests of the
Floor
a. Use informal and formal needs assessment.
b. Check manuals to determine the developmental needs of your
residents.
2. Develop Goals for the Activity
a. Determine your target population (who the activity is for) and ask
yourself if it includes all members of the community.
b. Delegate responsibility for the activity among your residents in
order to involve them in the activity.
3. Activity Arrangements
a. Logistics (Discuss these with your supervisor with a program
planner/proposal form!)
·
Choose a date that does not conflict with
other major university supported/sponsored events. Also get an idea of your residents’ schedules and plan activities
accordingly.
·
Identify your resources and decide on
the location/topic for your activity.
·
Determine the method of presentation
(for example, whether to have a panel, speaker, or workshop).
·
Contact your resources and allow ample
time for them to prepare.
b. Publicity
·
Make signs that command attention.
·
Put publicity up well in advance to
your program.
·
Keep publicity simple and to the
point.
·
Clear budget with your supervisor.
·
Purchase necessary items (food,
drinks, cup, plates, other supplies).
·
Make necessary arrangements for
refreshment reservation and pick-up.
·
Arrive early to set up room
arrangements and refreshments, meet speaker, etc.
·
Don’t forget to let your residents
evaluate the activity/program.
·
Properly dispose of any trash.
·
Remove and dispose of all publicity
and decorations.
·
Return the space to its original
condition.
·
Fill out program report and send
thank-you notes.
·
Follow up with any residents’ concerns
if applicable.
4. Ask Questions!
Although planning
activities ultimately is very simple, it does take time to learn effective
strategies. Work with other staff in
learning the skills necessary for effective activity planning.
5. Plan activities that are inclusive of people
Make sure your
activities do not exclude groups of people.
Here are some examples of inclusive programming:
·
If you have an activity on hair care or
skin care, include hair styles/cosmetics for all of your diverse residents.
·
If you plan an activity with an
opposite sex floor do not assume that each person on the floors involved wants
to be matched up one-on-one with someone.
Gay/Lesbian/Bisexual students generally feel comfortable socializing
with the opposite sex but appreciate not being put in an isolated “date”
situation.
·
If you have a party in December for
the holidays, call it a “holiday” party to include people that are not from a
Christian background.
When planning an
activity, take the time to think through whether it is inclusive of all the
residents on the floor.
6. Take risks and enjoy planning activities with your floor
There are many
activities that are “proven successes,” that take place year after year. However, challenge yourself to try some new
and creative ideas. Not only will this
be interesting for the residents attending, it can make your job more exciting
and satisfying as well.
So what is the deal with reporting all of these activities, and
how exactly do you do it? In order to
record the programs implemented on campus and distribute program information to
all Residence Areas, it is necessary to evaluate all activities via the program
report. Fill out the report and think
about the questions on it. Each is
significant to the evaluation of the activity.
Members of the area staff, supervisory staff, and the Offices of
Residence Life and Education read and compile these reports for administrative
purposes and for distribution to other area staff.
The
following reports give examples of effective and ineffective reports and why
the reports are acceptable or not.
Model your reports after Susan’s and avoid having to correct and
re-submit any paperwork.
If
you continue to have questions regarding the proper completion of the program
report contact your supervisor or call the Office of Residence Life and
Education.
Many
general student issues are typically seasonal.
This is not to suggest, and you should not presume, that certain
problems occur only at certain times.
Nonetheless, because of various activities, schedules, and campus
tensions, student issues are likely to be more prevalent at certain times
during the academic year. This calendar
attempts to correlate student issues with the university calendar.
Our appreciation to the following
institutions for their materials on programming:
Colorado State University
Florida International University
Illinois State University
University of Florida
University of Miami
University of Wisconsin – Lacrosse
University of Wisconsin – Stevens
Point