• Leader Training Day 1 Powerpoint: Introductions, Lollipop Moment Quotes, NYU Welcome 101, Leadership Styles, & Leader Nuts and Bolts (Leader Expectations, Staffing vs Leading, Staffing Day Time Programs, T-Shirt Distribution, Kimmel Lobby, and Troubleshooting)

• Leader Training Day 2 Powerpoint: Social Justice Training & Welcome Day by Day Walkthrough

• Leader Training Day 3 Powerpoint: Event & Line Management, Kimmel 7th Floor Overview, What's Next After NYU Welcome

• Inclusive Language Guide

• Walking Tours Breakout Session Powerpoint

• Excursions Breakout Session Powerpoint

• Workshops Breakout Session Powerpoint

• Themed Hangout Breakout Session Powerpoint

• TED Talk: Lollipop Moments

• Welcome Leader Position Description Example

ACCESSING NYU MOBILE APP - INSTRUCTIONS SENT TO STUDENTS

1. Download the NYU Mobile app by visiting the app store on your phone and searching "NYU Mobile."

2. Once you download the app, click on "NYU Welcome" and select your school or select your population. When you click on NYU Welcome, you will see the following options:

   1. New Students - Select school, then NYU log-in

   2. Second Year Students - NYU log-in

   3. Juniors - NYU log-in

   4. Seniors - NYU log-in

   5. Graduate Students - NYU log-in

   6. Welcome Weekend - No log-in required

3. Enter your NetID and Password (same as the one you use for NYU Log-in).

4. If your school is not listed, please go to "NYU Welcome (general)" and log-in with your NYU NetID and Password.

HOW TO CREATE THE PERFECT SCHEDULE - INSTRUCTIONS SENT TO STUDENTS

1. Go to "My Mandatory Events" and "Bookmark" all of your mandatory school orientation events.

2. Go to "All (insert your school name) Events" for your school and "Bookmark" other events from your school orientation schedule.

3. Go to "NYU Welcome Events" to see all of 600+ events happening throughout the week, including all of our marquee events! "Bookmark" all the ones you are interested in, but make sure none conflict with your mandatory school orientation events.

4. Go to the "search bar" and type in "commuter," "transfer," "international," or any other keyword to look for events based on your interests!

5. Go to "bookmarked events" to see all of your school orientation and NYU Welcome events in one place.

6. Afterwards, look through the other features on the app such as "resources," "getting around," and "getting involved."

7. Lastly, make sure to have push notifications on as you will receive important updates and reminders from your school and the NYU Welcome team about events!

FOR ALL NYU WELCOME STAFF

• Please become familiar with the NYU Mobile app by going through the above instructions and learning how to access the app. If students come to you with questions, the recommendation is to ask them to log-in to the app and walk them through the various features of the app.

• All students will be expected to check-in to in-person events by having their event pass ready. See the picture below for how students will find this on the main NYU Welcome screen.

• Some students’ schools are not listed - direct them to the “NYU Welcome (general)” module and give them the username and password indicated below.

• If a student does not have current access to a smartphone, please direct them to the desktop version of NYU Mobile: https://mobileapp.nyu.edu/default/.

NYU Engage Event Pass Service Page and Tutorial (for event organizers)

Video Tutorial on How to Use Event Pass (for event attendees)

Event staff can take attendance for events organized through NYU Engage using a mobile device to scan each student’s Engage Event Pass QR code as they enter the event.

Every person taking attendance for your event will need to download the free app Campus Labs® Event Check-in from either Apple Store or Google Play on their mobile device.

After downloading the app, you will be prompted to enter the Event Code to start the attendance-taking process. If organizers have provided you with the Event Code or Access Code, skip to section 2 to begin the attendance-taking process.

NOTE: The Event Code is called Access Code in the event details in NYU Engage.

Locate and Copy your Event’s Access Code

1. Go to engage.nyu.edu and tap the blue SIGN IN button in the upper-right of the screen.

2. Login with your NYU NetID and password, and complete the NYU Multi-Factor Authorization (MFA) if prompted.

3. Tap the Menu (3 horizontal lines to the left of “Home” in the upper-left corner of the screen).

4. Tap Events and search for your event by name.

5. Tap Manage Event.

6. You will find the Access Code under the details. Copy the Access Code and proceed to begin the attendance-taking process.

Begin the attendance-taking process

1. Open the Campus Labs® Event Check-in app.

2. Enter the Event Code (the Access Code copied from NYU Engage above).

3. Tap Start Session.

4. Login with your NYU NetID and password, and complete the NYU Multi-Factor Authorization (MFA) if prompted.

5. Tap the Details section on the lower left corner.

6. Tap Start Scanning. You can now scan an attendee’s Engage Event Pass QR code to check their basic details, including RSVP status.
   

   • On your first use, you may be required to allow the app to use your camera.

7. Tap Check-in to confirm the attendee and click OK to scan the next attendee's Engage Event Pass.

Additional Information

QR Code missing or not working?

Tap Lookup at the bottom of the screen and search by name or NYU NetID.

Can I remove an attendee who already checked in?

If an attendee checks in and you need to remove a user from the attendees list, tap Attendees in the bottom right of the screen to view the full list of attendees. Tap on the attendee's name, swipe left, then select Remove.

Can I check someone out of an event?

If you would like to check someone out of an event, simply re-scan their event pass QR code and you will be presented with the option to check out that individual. You can also manually check out an attendee by visiting the "attendees" tab and selecting a checked-in attendee. Event attendees can be checked-in and checked-out multiple times during the event.

What’s in the Kimmel lobby?

• Go Ahead, Ask Us! - Running every day from 9am-9pm; where students/staff/faculty (anyone) at NYU can go for questions

• One radio for everyone on headset to communicate directly with headquarters

• Campus maps - both for WSQ park and Brooklyn

• Star Queen - speaker for music; must always be plugged in; anyone can connect their phone; leaders dancing on the stairs (at least 3-6 ft apart)

• Flyers for various departments/businesses

• NYU Welcome stickers

• Any other giveaways

Setting up and cleaning up lobby

• Setting-up: First Captain’s team assigned to lobby is responsible for ensuring star queen is up and running (pick-up from 7th floor), the desk is clean, radio has been checked out of headquarters and placed at the kiosk/table on first floor for leaders

• Cleaning-up: Responsibility of the last Captain’s team assigned to lobby; turn off star queen (return to 7th floor), clean kiosk/table, discard all trash; wipe down with clorox wipes

Class of 2024/2025 & Transfer Shirts

• Most shirts will be distributed during Welcome Weekend (August 28 and 29).

• For all leftover shirts, they will be in room 734 (storage) and we will be distributing them every day, throughout the day before classes begin on the 7th floor.

• 3 Leaders should get a table on the 7th floor, have an event pass ready, and bring one box of all sizes (for all three types of shirts). Keep going back to storage to replenish stock.

Running Headquarters

Kimmel 7^th Floor, Room 735

9 am to Last Event

What’s in headquarters?

• Supplies for all small and major events

• Radio headsets and check-in/check-out

• Clickers and check-in/check-out sheet

• Walking tour signs

• Cleaning supplies - gloves, clorox wipes

• 1-2 laptops for Leaders; responsible for updating all attendance and post-event notes on Staffing & Attendance spreadsheet

• VIP passes

• Gift Cards

• One radio for everyone on headset to communicate directly with headquarters

Setting up headquarters

• First Captain’s team assigned to headquarters shift each day is responsible for set-up

• Open laptops - set-up Staffing & Attendance spreadsheet

• Organize clickers - replace check-in/check-out sheet for the day

• Organize headsets - replace check-in / check-out sheet for the day

• Organize walking tour signs

• Clean up the room as needed

Cleaning up headquarters

• Responsibility of the last Captain’s team assigned to headquarters

• Use clorox wipes to wipe down everything, especially high-touch items like laptops

• Discard all trash

• Charge laptops and headsets

• Ensure room looks clean

Leaders’ Responsibility in Headquarters

• 2-3 Leaders will be staffing headquarters at all times. They maintain the room and help all Leaders get what they need for their events.

• Responsible for handling all inquiries through the radio/headset.

• All Leaders should check-in at headquarters for their in-person events - they should get any supplies they need, 2 clickers, and the access codes for their events.

  • After their event is over, they should go back to headquarters, return supplies, clickers, and submit their attendance number and post-event evaluation.

  • The Leaders staffing headquarters are responsible for adding all post-event information to the Staffing & Attendance spreadsheet.

• Give students VIP passes and/or giftcards. Chairs will share this process.

• Leaders staffing headquarters may be responsible for a variety of tasks delegated to them in preparation for events.

• What not to do:

  • No leaders should go to headquarters to “hang out” with other leaders.

  • We are not storing anyone’s backpacks or personal belongings.

WELCOME LEADER RESPONSIBILITIES

• [WELCOME]: Your biggest role is making everyone feel welcome and comfortable starting at NYU

• [GOOD VIBES]: Create a positive, energetic, and welcoming environment

• [ENCOURAGE]: Play a role in helping new students meet each other, feel comfortable, have fun, try new things, and make the most of their NYU Welcome experience

• [GO AHEAD, ASK US]: Be a resource and always provide answers — or find the answer and follow up

• [PROGRAMS/EVENTS]: Check in with the facilitators and always take attendance

• [REP NYU]: Represent the NYU student experience, share tips, and be proud

GENERAL GUIDELINES

• Communicate with your Captain, Chairs, and Pro-Staff

• Be helpful and approachable. You are there as a resource to students, families, and event facilitators

• Don’t clump: avoid conversations with groups of Leaders that take your attention away from new students and may make you look unapproachable

• Anticipate the needs and questions of students based on the day’s programs and events

• Facilitate connections, talk to students who look lost or alone, and engage students in conversation

• Do not be on your phone while you are on your shift — it makes you seem less approachable

• If you are not sure of a question, say “I don’t know, but I will find out for you,” and then find the answer or connect them to someone who does know the answer

LEADER EXPECTATIONS

• Be flexible: We’re all working to coordinate a lot of different things so your shifts may be adjusted

• BE ON TIME! If you’re early, you’re on time; if you’re on time, you’re late

• When you arrive for a shift, check in with your Captain for updates and/or a pre-shift meeting

• For large marquee events, you will have a briefing meeting to go over the event plan

• You will receive a meal voucher for every assigned 5-6 hour shift

• Welcome Headquarters is in Kimmel Center, 7th Floor, Room 735

STAFFING VS. LEADING

• Most of the large-scale marquee events and events put on by other campus offices require Leaders to staff the event. This means you will be there to ensure the event runs smoothly. Staffing tasks may include, but are not limited to:

  • Setup and breakdown of event

  • Clicking attendance and checking in students through Event Pass

  • Line control and crowd management (and all responsibilities associated with that including engaging students, wristbanding, ushering, directing traffic to the end of the line, etc.)

  • Entertaining and engaging the audience while you wait for the presenter to begin

  • Suggesting alternative events if the one you are staffing reaches capacity

  • Troubleshooting when required

• Other smaller-scale events put out through the Center for Student Life require Leaders to lead the event. This means that you are in charge of everything that happens at that event. Leading tasks may include, but are not limited to:

  • Hosting and running campus and walking tours, city excursions, hangouts, workshops, etc.

  • Troubleshooting when required

STAFFING DAY-TIME PROGRAMS, EVENTS, WORKSHOPS, ETC.

• Go to HQ and pick up necessary supplies (clicker, tour sign, etc.)

• Take a clicker and event pass code to record attendance numbers

• Arrive at your program before it is scheduled to begin

• Check room setup, computer, and A/V equipment. If something isn’t right, call Kimmel Operations using the phone by the elevators on each floor of Kimmel

• Greet the presenter and ask them what you can do to help

• Click as students walk in and remember the attendance number

• Before a program starts, bring good vibes to the room (strike up conversations, facilitate new connections between students, etc.)

• Stay for the entire program and thank the presenter at the end

• Return supplies to HQ and make sure attendance is recorded on the computer

• Report any pertinent feedback or information to your Captain

• Go to your next assigned shift location. If you don’t have anything scheduled at a particular time, ask your Captain how you can help

• When you shift is over, check out with your Captain before leaving

WORKING T-SHIRT DISTRIBUTION

• Decide who will scan IDs and who will manage boxes. Make sure to keep boxes neat and the area aesthetically pleasing. This affects our first impression with the students

• New undergraduate first-years receive one “Class of 2025” shirt. Sophomores receive one “Class of 2024 shirt.” New transfer students and second year transfer students receive the “New York University shirt.” New graduate students cannot receive any shirts as they are only for undergraduate students.

WORKING KIMMEL LOBBY

• Keep info stacked and neat. Contact CSL if anything important runs out

• If you are not sure of a question, say “I don’t know but I will find out for you,” and then find the answer or connect them to someone who does know the answer

• Be welcoming and say “Hi” to students as they pass — but try not to overwhelm them

TROUBLESHOOTING

• Never leave a program unattended. Always send one Leader to troubleshoot, and have one Leader stay to click attendance and assist with the program

• If a room door is locked or setup is wrong, call Kimmel Operations at (212) 998-4900

• If the room has a technical problem, call Kimmel Media at (212) 998-4910 or Kimmel Operations

• If a presenter has not shown up, you can wait a couple minutes to see if they arrive late; use the time to entertain the new students in the room

• If a session fills up, one Leader should stand outside the door to tell students it’s full, suggest other programs to attend at the same time, tell the students if/when the full program will be repeated, or suggest other resources

• If you’re not sure what to do, ask a Captain or staff member

• If you see outside promoters (not affiliated with NYU) approaching students, explain to them that they can’t be talking to students in front of NYU and ask them to cross the street — or contact your Captain

• If you see intoxicated students, assess their needs and contact a Captain or call Public Safety

Welcome Leader Nuts & Bolts

What it means to be a good Welcome Leader

WELCOME

• Everyone shows excitement in different ways. Just because a student isn’t responding to a Leader’s positive energy doesn’t mean that the student isn’t excited

• If a student isn’t responding to your excitement, try a different technique

  • Create a personal bond based off of common interests

  • Be helpful. Are they lost/Don’t know where an event is?

    • Most of the time you can tell when a student is lost and sometimes feel uncomfortable asking for help. Make an effort to reach out to them.

• Putting yourself in the students’ shoes is a good way to dictate how to handle situations

• While students are waiting in line, it is a good idea to be conversational and try to introduce students to each other. A simple, “Oh, have you two met?” can go a long way.

GOOD VIBES

• Even though we are here to make sure things run smoothly, we can do it in a fun, energetic way

• When we have multiple marquee events happening at once, things can get hectic

  • It is our job to keep calm and lower the confusion

  • Never yell at students. If you need to make an announcement to students do it in a orderly way

• If an emergency occurs, it is our job to keep students safe and calm

• If you stay calm and relaxed, the students will stay calm and relaxed

  • For most of them, this is their first time away from their homes and are already nervous enough

  • Informing students of the situation is important, but also use your discretion

• You may be tired, but try your best to keep up the energy #YOWO

• It is #GoodVibes to make sure you are doing okay

  • If you need a break, let your captain know and they should be accommodating of your needs

ENCOURAGE

• #YOWO: You Only Welcome Once. Encourage new students to step out of their comfort zone

  • This means something different for all students so be able to asses how comfortable they are in their current situation

• If you see a student by themselves, talk to them. Try to get them involved in activity which will help them meet new people

• If an event is at max capacity, instead of turning them away, suggest other events happening at the same time or if the event is happening again. Never leave a new student confused

GO AHEAD, ASK US

• Since this is our motto, let’s make sure we stick to it

• Always try to answer the questions anyone asks you

  • If you don’t know the answer, let them know that, but tell them you will find it out for them

    • Captains and our Professional Staff are always great resources for answers

• The NYU Welcome app has many answers to questions new students ask so check there first if you do not know the answer

• Whenever you start your shift, look at what your assignments are and try to think of questions students will have in order be one step ahead

REP NYU

• You are not only repping the Center for Student Life, but NYU as a whole

• Most families and students do not know the difference between a Welcome Leader, School Orientation Leader, Resident Assistant, FYRE Move-in Crew, Transfer Student Ambassador, Commuter Assistant, and any other leadership position on campus, so make sure we leave a good impression because it impacts the whole university

• Be respectful of all students. This is very nerve-wracking for most people (some people may have never even been to New York City before), so it is our job to make everyone feel acclimated

• Don’t be afraid to share some tips

• Be proud of your school! We are one of the most unique universities in the world, so be proud of that

• Lastly, you were all selected for a reason. You all have unique personalities, so let that show. We want students to see how incredible our students are and that they have a place here just as much as anyone else.. As we say all the time, there is not one type of student leader and all of you embody that! =)

Welcome Leader Nuts & Bolts

Event management

LINE MANAGEMENT

• Always direct lines towards the wall and out of the flow of traffic (e.g., no sitting in a circle in the middle of the sidewalk, don’t block entries/exits, keep students out of the streets, etc.)

• Lines for all major evening programs begin one hour before showtime. This means that someone should be there with an “End of Line” sign at that time

• There is no cutting in line, saving spots in the line, or joining friends in the line

• If a student leaves the line, they need to go back to the end of the line

• Leaders should be stationed about every 12 ft. along the line conducting icebreakers, making introductions, ensuring application of line procedures, and keeping attendees entertained and busy

• Maintain distinction between multiple lines that may be in the same area

USHERING

• Doors should open 15 mins. before showtime

• Do not open the balcony of E&L Auditorium unless you are directed to do so by a Captain/Chair or Center for Student Life staff member — the balcony may not be opened for every show

• You must fully clear the audience after the first show before you can seat for the next show

• Seat people with accessibility needs first. They do not need to wait in the line

• Audience must fill in each row all the way to the edges. They may not skip or save seats

• Walk the aisles and make sure every available seat is filled

• Once the event is full, station ushers outside every door to let people know and suggest alternatives

LOBBY/ELEVATORS

• During busy evening times, you will be directing people to take the stairs and escalators to E&L Auditorium (4th floor) and the elevators to other floors

• Do not overstuff elevators — students have gotten stuck before! Stick to the max capacity

ALWAYS

• Be aware of fire exits

• Contact Captains, Charis, Center for Student Life staff, or Public Safety with questions or concerns

• Avoid giving out misinformation or wrong impressions

Have fun! You are responsible for helping make Welcome happen and run smoothly, but we also want you to enjoy yourself and have a good time!

Icebreaker Manual

• Athletic Facilities

• Bookstore & Computer Store

• Campus Safety

• Dining Services

• Dining Hall Schedules

• Information Technology

• Moses Center for Student Accessibility

• Office of Global Services

• Residential Life & Housing Services

• Student Health Center

• Wellness Exchange

• Welcome Shuttles

• Academic Resource Center

• Bobst Library

• University Learning Center

• Writing Center

• NYU Classes

• NYU Center for Student Life

• NYU International Student Center

• NYU LGBTQ+ Center

• NYU Center for Multicultural Education & Programs

• NYU Global Spiritual Life

• NYU Events Calendar

Messaging for Students:

Does your guest need access to NYU Wi-Fi? Quickly and easily grant them access via the NYU Wi-Fi Guest Sponsor Portal. The process takes just a few minutes, eliminates the need to call the Service Desk, and offers enhanced security to further protect our networks. Step-by-step instructions.

Messaging for Parents/Families:

Need access to NYU Wi-Fi while you're visiting campus? Your student can quickly and easily grant you access via the NYU Wi-Fi Guest Sponsor Portal. The process takes just a few minutes, eliminates the need to call the Service Desk, and offers enhanced security to further protect our networks. Step-by-step instructions.