To the outside eye, events such as the Opening of School,
Parents Weekend, Commencement, Reunions, and Summer Conferences &
Programs appear to happen "auto-magically". Most folks do not realize the amount
of dedicated time and effort that actually goes into the planning and execution of
a Residential College event. Although these events occur only once a year,
it takes a truly dedicated team an entire year to plan them, execute and regroup.
In June, the last month of the fiscal year, Custodial Services
is already in progress with tasks associated with Summer Conferences &
Programs. The Alternate Work Program (AWP) runs in the summer
months from June, July and August. AWP offers
Dining Hall Employees an option to assume an alternate work assignment
during this time, many of which are in the Custodial area.
The extra summer staffing enables Custodial Services to
organize and perform project cleaning in their buildings
across Campus. Custodial project work consists of detail
cleaning of carpets, floors, walls around the University, as well
as the annual cleaning of the Masters, Deans and Resident Fellow
Suites. In mid-August, the focus shifts from Summer Conferences
& Programs to the preparation of Old Campus and the Residential
Colleges for the Opening of School.
The last week of August brings the return of the Upperclassmen to
their Residential Colleges and the arrival of the Freshmen to Old
Campus, Silliman and Timothy Dwight Colleges. As Silliman College
was still undergoing renovations during the September Opening of
School Event for FY06-07, the Silliman students returned to the
Swing Dorm. During Opening of School weekend, the Customer Service
Center opened a satellite office on Old Campus. This enabled us to
provide in-person, face-to-face assistance for all incoming Freshman
and their families. The Center staffed with Customer Service Center
Reps, Customer Service Group Reps, Custodial and Physical Plant
teams representing all major Crews and Trades, were on site and
available to provide immediate attention.
As Students approached our tent with concerns and requests,
we entered all the Facilities-related issues into FAMIS, our
Facilities Maintenance Management software system, created,
printed and distributed work orders to our competent staff who
addressed them on the spot. Everyone who works this event all
feel the same way: honored to be a part of this yearly ritual.
Although it takes a lot of work to coordinate and execute the
facilities portion of the weekend, it’s a lot of fun as well.
It’s a rare and great opportunity to be able to be one of the
first to welcome our new students and parents to our campus.
In October, preparations are made for Parents Weekend. Additional
Facilities staff is made available to help prepare as well as man
the events offered throughout this time.
During the months of November, December and January, we focus
on preparations for the Recess Periods. Most students leave campus
for the break providing Custodial Services another opportunity to
embark in project cleaning. One such project that is typically
tackled during this time is the in-depth cleaning of all Student
in-suite bathrooms in the Residential Colleges and on Old Campus.
During the month of January, Students return to campus to begin
Spring Term. At this juncture, the planning for the year end events,
Commencement, Reunions, and Summer Conferences & Programs truly
begins in earnest. The month of March brings with it Spring Recess.
During Spring Recess, more project-work cleaning is performed and
the strategic planning for the year ending events is finalized.
May marks preparations beginning in the Residential Colleges for
Commencement and Reunions, is final exam month and is also the month
when students vacate campus for the summer. Preparations continue
into June for the second Reunion Weekend and the kick-off of Summer
Conferences & Programs.
For more detail, visit Yale College’s 2006 - 2007 Academic Calendars:
www.yale.edu/yalecol/students/academics/calendar/index.html
The timeline below gives a snapshot of monthly events to prep for,
from a Custodial Services perspective:
- July
Summer Programs Custodial AWP for Dining Hall staff begins
- August
Annual cleaning of Master’s, Dean’s and Fellow’s residences. AWP program ends.
Summer Programs end.
- September
Residences open, opening of school. Bulk pick up of student
boxes and trash all week
- October
Parent’s Weekend Special Events
- November
Thanksgiving Recess - Project Work Cleaning
- December
Christmas Recess - Undergrad residences close, project
work cleaning done
- January
Residences open. Spring Term begins
- February
Routine cleaning & on-going project work
- March 2nd
Spring Recess - Complete outstanding cleaning and repair
projects, initiate new projects as needed
- April
Classes end. Prepare for year end special events.
- May
Prep, execute and break down for Commencement, & 1st reunion.
Seniors move out. Special projects begin in preparation for
Summer Programs
- June
Prep, execute and break down for 2nd reunion. Prep for Summer Programs
