Departmental Group Contacts and University-Affiliated Summer Guests
Information for Departmental Group Contacts and Non-Student ND Affiliated Summer Guests
The University of Notre Dame is proud to host upwards of 15,000 guests each summer in our residence halls, and we hope your experience on our campus is a positive one! Prior to you or your group's arrival to campus, questions about your stay can be directed to your conference, program, or group contact. Once you arrive, Summer Hall Staff Management will be able to answer any questions you may have about your stay at the University of Notre Dame.
Departmental Group Contacts are representatives of the many groups that stay in the residence halls during the summer months. The group contact holds a strong responsibility in being the primary contact for the group, and representing the group's needs for on-campus housing. If you are a new group contact for a returning group, or are a group contact for a new group, please let us know by emailing firstname.lastname@example.org. The Office of Residential Life is committed to providing safe and hospitable housing accommodations to best meet your program's needs.
ND (Non-Student) Affiliated Summer Guests Quick Links:
- ND Summer Guests: Arrival and Departure
- ND Summer Guests: Early Arrivals/Late Departures
- ND Summer Guests:Residence Hall Policies
- ND Summer Guests: Additional Housing Options
- ND Summer Guests: Helpful Links
Departmental Group Contacts Quick Links:
- Departmental Group Contacts: Housing Request and Reservation Process
- Departmental Group Contacts: Rates Billing
- Departmental Group Contacts: Residence Hall Chapel Use
- Departmental Group Contacts: Summer Residence Hall Chapel Reservation Form (Cannot Be Requested by Individual Summer Guests)
Policies for summer participants living on campus can be found here.
Please check with your group contact regarding your group's specific arrival times to our residence halls. Departure times will be communicated as well, and must be followed.
Because we are not a hotel operation, we are often unable to accommodate early arriving or late departing guests. Please be sure your group is aware of this policy. It is the group coordinator's responsibility to communicate the above check-in and check-out times to your guests so that their travel plans do not bring them to campus before we can accommodate them.
Although we cannot accommodate guests outside of a group's official reservation, you may consider contacting the Sacred Heart Parish Center or the Morris Inn if you need additional housing.
Sacred Heart Parish Center
Sacred Heart Parish Center, located on the north shore of St. Joseph's Lake, is just north of the Main Building. The parish opens rooms on a per bed per night bases throughout the year to visiting guests. This is often a popular option for guests who are looking for an affordable and convenient housing option while visiting campus.
The Morris Inn
A center of Notre Dame hospitality, located directly south of the Main Building, the Morris Inn may be able to accommodate an extended stay at the University.
Departmental Group Contact Information
The Housing Request Process will open soon for Summer 2023. To be a part of the email listserv (only ND Faculty/Staff), please email email@example.com. Please do so no later than October 31st.
Here is the general timeline for the Summer Housing Request Process through to the :
We will be accepting requests for On-Campus Housing for summer 2023 beginning on Tuesday, November 1, 2022. All housing requests must be made through the form (which will be included in the email notification) no later than Wednesday, December 14, 2022. No requests will be accepted after this date.
The Office of Residential Life will work in determining preliminary housing assignments based off of the requests submitted, ranked priorities of summer programs, and the necessary maintenance and service projects that will determine capacity of beds in residence halls.
Group Contacts will receive notification of the status of their Housing Request for Summer 2023 from the Assistant Director for Summer Housing.
January - February
Housing rates for Summer 2023 will be approved at the Winter Meeting for the Board of Trustees of the University of Notre Dame.
February - April
The Assistant Director for Summer Housing will meet with designated Group Contacts to review Summer Acknowledgments and discuss questions regarding summer housing needs.
Room rates are established annually (generally at the Winter Meeting of the Board of Trustees) by the University. The Office of Residential Life will have official summer room rate information (excluding linen and service rates) during the Spring Semester for the upcoming summer session. If you are an established departmental group contact, you will receive specific communication regarding room rates.
Linens and Service
This process to purchase linens will be through BuyND. Summer linen bundles are provided by an outside vendor to rent by Monarch in South Bend. Pillows are separate, and are ordered and delivered by Central Receiving on campus. Campus Safety and University Operations is the primary point of contact regarding summer linens. The Office of Residential Life no longer serves as the primary inquirer regarding linens and service. Building Services does not provide service to make the beds up prior to guest arrival. If the group would like to continue this, the responsibility will be on the group to do so. Depending on room turnaround between events in the residence halls, a group contact may request ability to access the hall prior to the group arriving to make up the beds.
All groups take part in the responsibility for the care of the residence hall during their stay on campus. This means groups and participants are financially responsible for any damage as a result of negligence in the residence halls. The following are a sample of some common additional damage charges a group may incur. Questions on how to reduce and/or avoid additional charges can be directed to Residential Life or Summer Hall Staff Management. A list of detailed charges may be obtained from Residential Life. Frequent examples include, but are not limited to:
- Missing/Lost Brass Key (damage charge includes lock replacement)
- Missing/Lost Key Access Card
- Beds not de-bunked
- Furniture removed from the room space
- Damaged appliances
- Excess trash removal
Groups will receive the charge(s) for damage on the billing invoice from Residential Life. The group must determine next steps to recoup damage charges from those residential participants found responsible.
A majority of billing is completed by the Office of Residential Life for Summer Housing. Housing charges are to be processed through the Financial Toolkit. If you are an outside group working with our partners in VenueND, please contact your specialist at VenueND regarding billing and charges for housing and other events pertaining to your group. Questions about housing charges can be directed to firstname.lastname@example.org or 574-631-5878.
The Office of Residential Life oversees the management of residence hall chapel spaces during the summer months, from after Spring Commencement until the beginning of Fall Move-In Week. Chapel reservations are on a first come, first serve basis to those groups and participants staying within the residence hall. Chapels can be reserved for Mass, prayer service, vespers, or adoration. The process for Chapel Reservations is open. Groups staying outside of the residence halls will need approval from the Office of Residential Life. For more information, please email email@example.com.