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Conference Services

FAQ'S Page

Questions?

 

Handbook and Guidebook

Application

Can I apply for housing if I don’t have an internship?

Conference Services Internship Housing is only available to currently enrolled college students holding an approved internship in the Silicon Valley.

When is my housing application due?

Intern Housing assignments are on a first come first serve basis. Application opens at the end of November and closes on March 15. Fees are nonrefundable. Interns will be assigned housing once their invoice is paid in full.

What are the requirements?

  1. Be enrolled in the Innovative Mindset certificate program
  2. Be 18+ years of age or older 
  3. Government Issued I.D. 
  4. Proof that you are currently enrolled in a University (student id or unofficial transcript)
  5. Proof of internship status from employer (employment letter, recruiter phone number).

Agreements and documents will be reviewed by the Conference Services Staff and you will receive an email if you have been ACCEPTED for housing.

Is renter's insurance needed?

Yes. The University will not be liable for loss or damage to Summer Intern’s property or the property of a Summer Intern’s guest.  Such loss or damage includes but is not limited to loss or damage due to fire, flood, accidents, burglary, theft, vandalism, or loss or interruption of heat or electricity. Summer Intern shall secure renter’s insurance providing liability coverage of at least $100,000 for the Term of this Agreement, and shall name Santa Clara University as an additional insured on the policy. Student Intern shall provide proof of coverage prior to check-in.  Renter’s insurance covering Summer Intern’s personal property is encouraged.  

When is payment due?

Full Payment is required prior to check in. Additional charges may apply which will be billed at the end of your stay. Housing will not be assigned until the invoice is paid in full.

Is there a minimum week stay requirement?

Yes, the minimum stay is 30 days.

Can I extend my housing contract past the 30 days.

If the internship is past 30 days or 4 weeks, contact Conference Services to make arrangements. Note that we will not extend the contract past August 19, 2024.

What if I leave earlier?

If you are checking out before the end date of your contract, contact the Intern Housing Coordinator to schedule a walk through. 

You will be billed for the full duration of your contract even if you check out on an early date. Failure to schedule a walk through and turning in access will result in your account being charged. 

Can I request a roommate?

Yes, you can specify that you would like to live with people you know. All roommate requests must be mutual and should be specified in the application by all parties. Note at this time we are not accepting mixed genders. 

The Innovative Mindset

Are the courses in person or online?

Courses are in person and will take place at the University Villas multipurpose room. 

How long is the course?

The course is 4 weeks. The classes are a single two hour class per week.  long. 

Is it required to attend?

Yes, you are required to attend in person. If you unavoidable miss a class you can attend the a session that you have missed. If you miss two classes you will be dropped from the course and housing will be terminated.  

What days are courses?

Currently classes are scheduled Tuesday and Wednesday from 6pm -8pm. Schedule is subject to change with prior notice.

What is the course load like?

Courses are a combination of lecture and group activity. There maybe prework or homework.

 

 

Check-In and Check-Out

Check In & Out

Check in is available two days prior to the start of the internship program starting at 2pm-10pm. Check out is available two days after the internship program has ended at 12pm. 

Students are required to successfully complete a room inventory inspection upon arrival. Prior to check out schedule a meeting with the Intern Housing Coordinator to complete the check out and room inventory inspection. 

Building & Room Access 

Upon check-in, you will receive a VIP ACCESS Card that is non-transferable. It is imperative that you keep your card with you at all times; this card signals that you are authorized to be on our campus.

The VIP ACCESS Card will allow you to access, front building lobby, parking, side gates, entrance to your housing assignment and into your room. 

Internet

All Intern Housing accommodations include complimentary access to the Internet using SCUGuest. Note that you will need to approve the credential daily. 

Mailbox Information

Students will receive an email notification for package or letter arrival. The letter or package can be picked up at the Hospitality Desk of the University Villas

Conference Services

ATTN: (Intern Name)

500 El Camino Real 

Santa Clara, CA 95053

Community Standards and Room Changes

Dangerous Weapons

Possession or use of items that could be used to harm or threaten another individual is prohibited. Those items include, but are not limited to pepper spray or mace, switchblades, knives, fake guns, tasers, BB guns, fireworks, ammunition, nunchaku (karate sticks), explosive devices, or firearms.

Guest Policy Check-In

Guests must be signed in at the Hospitality Desk of University Villas in person by you each time they wish to enter an SCU Intern Housing residence hall. While visiting, each guest must be escorted throughout their residence hall at all times by the SCU Intern Housing resident they’re visiting. Each time they are signed in, all guests must present a valid, government-issued photo ID. All guests must be at least 18 years of age. Each apartment in SCU Intern Housing is allowed a maximum of five guests at any one time, while each SCU Intern Housing participant is allowed a maximum of three guests at any one time. No guest may stay more than three consecutive nights in SCU Intern Housing. Roommates must work out their own arrangements for visitors; if you cannot agree, seek a staff member for help.

Noise

Courtesy hours are in effect 24 hours a day. Stereos, radios, televisions, musical instruments, and all conversations must be kept to levels that will not interfere with other participants’ ability to function or sleep. Participants who encounter a noise problem may contact the Hospitality Desk, staff member who will assist in addressing the situation.

Safety and Security

Safety and security is a top priority for Intern Housing participants. Campus Safety is available 24/7.

Trash

Trash should be removed from individual rooms and kitchens frequently. Each residence hall has trash disposal locations. Please consult the signage in the lobby or hallways to find the disposal location nearest to you.

 

Safety Guidelines

  • Maintaining a secure conference building depends on cooperation from the entire community. Follow these guidelines and use common sense for a safe and rewarding stay at Santa Clara University:
  • Close and lock your door(s) and window(s) when you leave your room, even if you plan to be gone for a short time. Do not prop doors open at any time. 
  • Report all suspicious activity, thefts and other crimes to Campus Safety immediately.
  • Never sign strangers or anyone for whom you are not willing to be responsible into your building.
  • Immediately report any disturbances on campus or in the city streets to Campus Safety

Fire Safety Reminders:

  • Do not allow trash to accumulate.
  • Smoking is prohibited on campus. Do not dispose of cigarettes in wastebaskets.
  • The use of candles or other open flames is prohibited in residence halls.
  • Do not overload electrical outlets or use prohibited devices. Such devices include, but are not limited to:
  • Window air conditioners
  • Sun lamps
  • Space heaters
  • Halogen lamps/bulbs
  • Hot plates
  • Electric cooking equipment
  • Indoor/Outdoor decorative lights
  • Grills
  • Lava lamps

In the event of an Emergency

In case of emergency or crisis situations that require immediate notification, summer conference participants may subscribe to the SCU Alert System, which sends text messages to subscribed participants. The alert system is intended to communicate pertinent information and, when appropriate, provide directions to those in the affected area(s). Summer conference participants may subscribe to: SCUEVENTS or 226787

Non Emergency: 408-554-4441

Emergency (medical, fire): 408-554-4444

Social Gatherings

All Intern Housing participants are required to complete a virtual orientation prior to move and in person orientation session. 

SOCIAL GATHERINGS

Building lasting connections with other intern peers. Our complimentary in-hall activities include, pizza parties, trivia nights, and movie nights. 

OFFICE HOURS

Intern Housing Assistants (IHAs) are available daily to assist with any Intern Housing-related concerns that you might have. Feel free to stop by within this timeframe to speak with a CA in person. This is also where you can check out games, cleaning equipment, etc. 

Director of Conference Services, Conference Operations Manager, and Intern Housing Coordinator are members of our professional staff team who provide oversight to our summer Intern Buildings. They are available to assist with issues that can’t be resolved by an IHA staff. 

Wellness Accommodations

ADA COMPLIANCE

Conference Services is committed to providing appropriate accommodations and resources to persons with disabilities, nursing mothers as well as individuals requiring certain medically-necessary provisions. Arrangements should have been made with your group’s coordinator and conference staff in advance of your arrival. For any questions, please speak with a staff member at the Hospitality Desk.

COVID-19 Policies

If you live on campus housing during the summer, you will be required to adhere to public health policies, Santa Clara County Public Health Department COVID-19 Guidelines

SERVICE ANIMAL POLICY

Santa Clara University is committed to ensuring that students with disabilities are afforded equal access to the University's educational programs and activities. In furtherance of this commitment, this Policy on Service Animals in University housing sets forth the guidelines for the use of Service Animals by students in University-operated housing. 

1. Definitions

Service Animal:  A Service Animal is any dog that is individually trained to do work or perform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability.  In some cases, a miniature horse may be permitted as a Service Animal.  Other animals, whether wild or domestic, trained or untrained, are not Service Animals. Examples of such work or tasks performed by a Service Animal may include assisting individuals who are blind or have low vision with navigation and other tasks, alerting individuals who are deaf or hard of hearing to the presence of people or sounds, pulling a wheelchair, assisting an individual during a seizure, helping persons with psychiatric and neurological disabilities by preventing or interrupting impulsive or disruptive behavior. Service Animals are working animals, not pets. The work or task a Service Animal has been trained to provide must be directly related to the person’s disability.  Dogs whose sole function is to provide comfort or emotional support do not qualify as Service Animals.