Navigating Your Transition: 10 Tips for Housing Professionals Moving Between Institutions

During their webinar, New Housing Operation, Same StarRez, Katie Musar and Mandie Madewell, bring a wealth of experience to help guide you through this process. Mandie, the Associate Director for Residential Operations at the University of Oregon, has extensive experience from her previous roles at Dakota State University and implementing StarRez at Wichita State University. Katie, the Associate Director for Housing Programs and Services at Drexel University, implemented StarRez at James Madison University and gained extensive experience as a power user at Roanoke College and University of Pennsylvania.

With their combined experience at six institutions, Katie and Mandie are well-equipped to provide invaluable tips and tricks for professionals moving between these new positions and institutions. Katie and Mandie offer insights that will ease your move and help you adapt to your new environment smoothly.

1. Understand Objectives and Processes at Your New Housing Operation

Every university has distinct goals and processes when it comes to housing management. Take the time to understand these objectives at your new institution. Whether it's streamlining room assignments, improving student engagement, or optimizing occupancy rates, knowing the specific goals will help you align your tools effectively.

"Give yourself a little bit of grace. See a full housing cycle first, and I think that has been really important for me. I came in with this idea that how it had been implemented at a previous institution was the right way, and that was the end-all be-all."

- Katie Musar, Associate Director, Housing Programs and Services, Housing and Residence Life at Drexel University

Every institution has its unique priorities and goals. Understanding these from the get-go will help you tailor your approach accordingly. Familiarize yourself with the university’s mission and strategic plans to better grasp how your housing software fits into the bigger picture.

2. Engage with Key Stakeholders

Building relationships with key stakeholders at your new institution is crucial. This includes your new colleagues in the housing department, IT staff, and even student representatives. Engaging with them early on will give you valuable insights into how the housing platform is currently utilized and where improvements can be made.

Start by meeting with your new team and understanding their pain points and successes. A listening tour with stakeholders is valuable to see what is working well, what the biggest challenges are, and what processes are on paper or third-party systems that can be consolidated or automated. This collaborative approach will help you integrate more smoothly. Regular meetings and open communication channels will be instrumental in your success.

3. Dive Deep into the Existing Housing Platform Configuration

Housing platforms like StarRez are highly configurable, and each institution leverages their tools differently. Spend time getting to know the specifics of the system setup at your new institution. This includes understanding workflows, custom fields, and any unique reports or dashboards that are being used.

"I let my new StarRez environment tell its story to me. Where is my data stored? How does it interact with itself? How does our department then use it? How do the external partners utilize that? And learning who those partners are is really important."

- Mandie Madewell, Associate Director of Residence Life for Residential Operations at University of Oregon

Familiarize yourself with the existing setup as soon as possible. This will help you understand the nuances and tailor your strategies to fit the existing framework. Take advantage of any available documentation and don’t hesitate to ask your colleagues for a tour of the system.

4. Leverage Training and Support Resources

Even if you are already proficient with your new institution’s housing platform, training is vital as each institution may use the software differently. Seek out training sessions or workshops offered. Additionally, utilize resources such as user manuals, video tutorials, and the software support team.

Continuous learning is key. Participate in any training sessions available and don't hesitate to ask for help when needed. Being proactive about your training will help you quickly adapt to the new environment.

5. Review or Create a Data Map and Integration Map

It's crucial to learn what systems campus partners use and how they fit into the software ecosystem at your new institution. This will be helpful when handling data exchanges due to billing, maintenance, and student information. Work closely with your IT team to handle any integration tasks smoothly.

"It's really helpful to befriend your colleagues in IT. Especially as we went through a procurement process. Knowing all of the players and making sure that they know you aren't there to run rampant over the system, but to collaborate."

- Katie Musar, Associate Director, Housing Programs and Services, Housing and Residence Life at Drexel University

Data migration can be complex, but careful planning and collaboration with your IT department can make it seamless. Confirm that all necessary data points are mapped correctly and validated after migration.

6. Customize and Configure to Fit New Needs

While it’s important to understand the existing setup, there may be opportunities for improvement or configuration to better meet the needs of your new institution. Take the time to review current configurations and suggest enhancements where applicable.

Don't be afraid to suggest unique changes that can enhance efficiency and user experience. Your fresh perspective is valuable in identifying areas for improvement.

7. Continuous Evaluation and Improvement

As you settle into your new role, continuously evaluate the performance of the system. Gather feedback from users and be open to making necessary adjustments. Regularly review system reports and analytics to identify trends and areas for enhancement.

"Find those easy wins. Because I think when you start somewhere new, it can be incredibly overwhelming. And so how can you find your way a little bit, I think, is really important to start with."

- Mandie Madewell, Associate Director of Residence Life for Residential Operations at University of Oregon

Regular assessment and feedback are essential to keeping StarRez running optimally. Be proactive in seeking out user input and adjusting. This iterative approach ensures that the system evolves with the institution's needs.

8. Foster a Collaborative Culture

Promote a collaborative culture within your new team. Encourage open communication, idea sharing, and teamwork. This can lead to innovative solutions and a more cohesive use of technology and services your department or division provide.

"I really appreciate knowledge sharing, so here at Drexel there's a lot of SOPs that have been shared. As I mentioned, there was a lot of old paperwork which, to be honest, sometimes isn't needed. Sometimes we do actually need to get rid of stuff, so we don't end up referencing it by mistake."

- Katie Musar, Associate Director, Housing Programs and Services, Housing and Residence Life at Drexel University

Collaboration is key to success. Foster a culture where team members feel comfortable sharing ideas and working together. Regular team meetings and collaborative projects can enhance team dynamics and system effectiveness.

9. Measure and Evaluate Resident Satisfaction and Create an Action Plan

Always keep the student experience central to your decisions and configurations. Ensure that the system is set up in a way that is easy for students to navigate and effectively meets their needs. Features like self-service portals, mobile accessibility, and efficient communication tools can significantly enhance the student experience.

Deploy resident surveys to measure their satisfaction with housing, on-campus services, and self-service technology provided by your department and division. Then devise a plan to address and alleviate their top concerns.

10. Utilize the StarRez Community

If you are moving between two institutions both using StarRez, the StarRez community will be a valuable resource for you to tap into. Engage with this community for support, advice, and best practices. Participate in forums such as the StarRez Users Facebook Group, follow StarRez on LinkedIn, attend industry conferences and Connect events, and network with other users to gain insights and solutions.

"It's just really about making connections. I think getting outside of the housing office to find out who are some other folks that may use StarRez in a more limited capability and is there anything that you could do to maybe pull them along in a better or different way."

- Katie Musar, Associate Director, Housing Programs and Services, Housing and Residence Life at Drexel University

Tap into the wealth of knowledge within the StarRez community, including community-presented webinars within StarCare Online. It's an excellent resource for support and ideas. Leveraging community resources can provide you with fresh perspectives and proven strategies.

Ensure a Successful Transition

Transitioning to a new university or position offers a unique set of challenges and opportunities. By familiarizing yourself with existing configurations, leveraging training resources, fostering collaboration, and prioritizing the student experience, you can navigate this transition smoothly and effectively.

Remember, every institution is unique, and so is every implementation of its housing platform. Stay adaptable, keep learning, and embrace the new challenges and opportunities your new position offers. With these tips, you can ensure a successful transition and continue to thrive in your career as a housing professional.

Watch the webinar for more information: New Housing Operation, Same StarRez

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