Interim Training Packet 2013
What Is Interim?
The transition period from one contract period to another is known as interim in the ICC. The most significant of these transitional periods occur at the end of winter and summer terms respectively. Interim officially begins on the last day of UM classes and ends on the day that the training of new House Presidents is completed. Interim transitions can be very chaotic and messy if they’re not well planned, coordinated, and supported at each ICC house. It encompasses a wide array of policies and procedures for house operations during the move-in and move out period.
Every house member has a responsibility for helping to insure that their house is prepared for inspections and new arrival at the end of any contract period. A well planned and coordinated interim goes a long way to insuring that the new house gets off to a good start. The first two weeks of a new contract period are critical in setting the tone and character of the term to come – for new and returning members alike.
Interim House MANAGER (IM) Duties:
The IM is the person or persons elected by the house and trained by the ICC to 1. assume all house officer functions and oversee all house operations, until the incoming House President is trained. The IM should be someone who lives at the house and has a current and future contract. The must be readily accessible throughout the entire interim period and be in regular reliable communication with an Interim Assistance Committee (IAC) member for any needed support, resources, and inspections.
IM responsibilities fall into five main categories:
1. Training: Interim Manager training typically happens about two week before the last day of UM classes of any semester. Training is typically conducted by the IAC and Director of Membership at the ICC Education Center behind Luther House (1510 Hill Street)
2. Communications: The IM keeps house mates aware of all interim dates, deadlines, policies and procedures related to move-in and move-out, including . Post signs conspicuously throughout the house.
3. Interim Work Schedule and Inspection Prep: Plan a final Work Party and compose an interim work schedule enlisting the aid of incoming members as needed.
4. Supervising Move-in and Move-out: IMs monitor the online membership database (http://stickerbook.icc.coop/house) and keep records and arrival/departure schedules of all outgoing and incoming members.
5. Inspections: All member rooms are inspected by the IM immediately after move out and checked again prior to any move-in. All unoccupied member rooms should be clean and free of dirt, debris and personal possessions. Accompany IAC on interim inspections.
6. House Administration: The IM assumes all house officer duties during the interim period. These duties may be shared outgoing officers during the last few weeks of a term, or in the event that a trained officer for the ensuing contract period is ready to assume their job.
1. COORDINATING MOVE-OUT:
A. Training: Attend IHM Training
B. Work Holiday: Create a plan for a work holiday for the end of the term. Be creative and make it fun and enticing as many members will be stressed out by finals. Recruit extra administrative labor from the house as needed. Every member has a responsibility to pitch in and may be fined according to house policy for missed work. List and assign all tasks.
C. Interim Work Schedule: Plan a final Work Party and compose an interim work schedule enlisting the aid of incoming members as needed. Post the schedule prominently in the house. It should extend through the first two weeks of the new contract period, in order to give new house officers time to get trained and systems up and running. Interim work schedules should cover all cleaning shifts (bathroom, kitchen, grounds, etc.) Include cooking shifts and dinner cleans if your house is boarding. Don’t forget to include ICC/Office labor assignments (see the ICC website current member FAQ for more information).
D. Database and Passwords: Contact Housing Services Director Ron Nelson at the ICC Office at for your password to the online database (http://stickerbook.icc.coop/house). Monitor the lists of incoming and outgoing members.
E. Post Notices: Post Move-out instructions (“Squatters Beware” and “Room in Shambles?” signs) and other move-out and interim information prominently throughout the house. Notices should include the expiration date of the current contract (day/date/time), all check-out procedure, and penalties for noncompliance.
F. Schedule and Supervise Move-outs:
i. Schedule the move-out of each departing house member (date/date/time.)
ii. Arrange for the collection of all keys. Keys must be returned to the Interim Manager or Key holder. Fines will be assessed according to (SR 8.4).
iii. Collect forwarding addresses from each exiting member so their mail can be forwarded.
iv. Issue instructions for completing the online share return form to non-returning members (http://icc.coop/current/membership/moveout).
v. Inspect member rooms immediately after move-out. Inform members that they’ll be responsible for the room condition at move out and risk fines for any uncleanliness, damage, or missing furniture not previously reported.
vi. Use the Room checkout spread sheet Make sure they are free of dirt, debris, damage and personal belongings. If not, Asses fines according to house policy and promptly report fines to the ICC Finance Office immediately ().
vii. Assess fines according to the house policy and ICC Standing Rules for all missed labor, unsatisfactory room conditions, and hold-overs (squatters) as appropriate.
viii. Any person living the any ICC house without a current contract or appropriate guest status is considered a “squatter”.
ix. Make sure the keys are marked so you know what they go to! Only the interim officers, house presidents or maintenance managers can make replacement keys at the ICC office or can authorize another member to make them. If ICC staff makes keys the house will be charged $5 per key.
G. Furniture: All required furniture in double occupancy rooms that default to singles during the summer should remain in the room. Stored furniture is frequently lost or forgotten. Any stored furniture must be replaced prior to move-out. Members will be charged for all missing furniture and labor at the end of their contract.
H. Hold-overs: Manage “guest member hold-overs” for members who may need a few extra days in the house after the contract ends. The IM must account for every person and every occupied space in the house at the time of inspection. A guest is a person who
i. 1.) does not have a current contract,
ii. 2.) is hosted by a member with a current contract and staying in the host member’s room, and
iii. 3.) Who stays overnight in the host member’s room.
A member may holdover as a “guest of the house” at the discretion of the Interim House Manager. A guest of the house may occupy a common room or member room at the Discretion of the IM, but may NEVER block the space or otherwise prohibit their move-in of an incoming member. All guest stays are limited to two (2) weeks. Overstays are subject to fines and billing of the hosing member or house. (SR 8.13)
I. Schedule an inspection appointment with your assigned Interim Assistance Committee member.
J. If an unreported person occupies a space in a house without a contract and is not a guest, the house shall be assessed the ICC charges for the time that person lives in the house as if that persons had a contract, plus any other applicable contract fees. If a house knowingly allows a person to live in the house without a contract, the house shall also be assessed a charge equal to 10% of the ICC Charges due as liquidated damages. Unpaid debts by uncontracted residents will be charged to the house. (SR 13.2.3.2.
K. All common rooms, member rooms, and grounds will be inspected by members of the Interim Assistance Committee during the first week of the new contract period. (SR 8.3.2.2).
2. COORDINATING MOVE-IN:
A. Interim Work Schedule: Plan the remaining interim work schedule into the second week, enlisting the aid of incoming members as needed. Put up a work schedule. It needs to last until about 4 days after the first house meeting to give the new officers time to get going. You need to cover the cleaning shifts (bathroom, kitchen, grounds, etc.) and, if your house is boarding, the cooking shifts and dinner cleans. Don’t forget to include ICC/Office labor assignments (see the ICC website current member FAQ for more information).
B. Check the online Stickerbook daily for (http://stickerbook.icc.coop). Create a move-in spreadsheet. Know room assignments and how those affect move-in and move-out dates.
C. Schedule Arrivals: Contact and schedule the arrival of every incoming member.
D. Re-inspect: (Re) inspect rooms prior to member’s arrival. Each member is entitled to a bed, a desk, a dresser/bureau, and a chair in their room. If you contact them ahead of time you can find out if they are bringing their own furniture or don’t want these items. Don’t let members bring their own beds it may spread creepy crawlies.
E. Contract Verification: Request validated contracts and payment receipts before giving out house keys, combinations, or passwords. If a person does not have a contract, DO NOT let them move in, give them keys, or access to a member room. Tell them to submit an online application from www.icc.coop and to make an appointment with the ICC Member Services staff to sign a contract (662.4414 x100).
F. Keys & Combinations: Manage & Distribute Keys, combinations, and/or passwords. Make sure all members have working keys. Update door combinations. Don’t give anyone keys if they don’t have a valid contract!
G. Welcome Signs: Post a welcome sign on the front door to let any new members know who you are (the interim officer/key holder), when, where, and how to find you (phone, email, room#, etc., times, etc).
H. Post Notices: Conspicuously post information in the house listing all members and room assignments; how to get keys; and where the interim work schedule is located. You could also include the House Orientation and/or first house meeting date and time.
I. Room Signs: Post personalized welcomed signs on the door of each member’s room.
J. Monthly Charges: Inform new members that charges are due the first day of every month and should be paid online through the ICC web site at http://icc.coop/current/charges/.
K. Online Room Checklists: Advise every house member to complete the online checklist (http://icc.coop/current/membership/movein.php) to verify the condition of their room at the time of move in. Inform that they’ll be responsible for the room condition at move out.
L. Approvals and Special Contracting Arrangements: Check in with Member Services Staff regularly and frequently to find out about available spaces and prospective members needing approval or any special arrangements.
M. House Tours and Orientations: Give comprehensive house tours/orientation to all new or prospective members new to the house.
N. Early Arrivals: The official move-in date is the first date of the contract. Interim officers/key holders can allow members to move in a few days early if previous members have already moved out. The IM may schedule early arrivals at their discretion, according to house policy and the early move-in waiver. They room may or may not be ready at the time of arrival. Their room may not have been cleaned yet. They agree to accept the room as is until it is available or until it can be cleaned.
O. New Member Orientation: Notify new members of appropriate orientation dates. New Member Orientation is required according to the ICC contract. Education Committee plans it and puts it on each term. It’s a chance to meet other co-opers and learn more about where we came from and how we work. Post the training schedule prominently in the house.
P. New House Officer Training: Inform all new house officers of upcoming training dates. Post the training schedule prominently in the house.
Q. Roommates (spring-Summer): Spring/Summer contracts on central campus are all for single rooms by default, with the exception of Ella Baker House. Any member wishing to share a room needs to complete a Roommate Request Form at the ICC Front Desk. They’ll have to indicate a roommate’s name or indicate a gender preference for a roommate. They will only be charged the double rate once both members have signed the agreement and their cohabitation has been confirmed by the house Interim Manager or President.
R. IM Availability: Be available to prospective members for tours and general questions. It’s a good idea to have something written out for what should be covered on house tours so that if you’re not around someone else could do a decent job. Remember to highlight all the good things about your house (like pool table, internet, big screen TV, house computers, food, etc.). Be sure to notify prospective members of any pets living on the premises. This is your chance to “sell” your house and get new members to sign contracts.
S. Overbooking: If everyone who has moved in has a contract, you should have enough space. If there is a problem, please call the ICC Member Services Staff, 662-4414 x100, or , and figure out what’s up.