SPACES Programming Survival Guide 2014

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1 SPACES Programming Survival Guide 2014 Everything you need in one handy packet By: Harrison Kamiya and Shelley Kuang Overview Utilizing the SPACES Program Sorter Access vs. Retention (neither) Internal vs. Co-Sponsored Novel vs. Traditional Small Scale vs. Large Scale Common Results AINS Access-Internal-Novel-Small-Scale Queer Arts Workshop (Castle Park HS) APSA LEAP Tutoring Program (Crawford HS) I Can Go to College Campaign AITS Access-Internal-Traditional-Small-Scale KP CORE Afterschool Program (Morse HS) ACTS Access-Co-Sponsored-Traditional-Small-Scal e No current examples ACNS Access-Co-Sponsored-Novel-Small-Scal e ASA s Celebration of Africa (Crawford HS) AINL Access-Internal-Novel-Large-Scale SIAPS California Coast College Tour AITL Access-Internal-Traditional-Large-Scale SIAPS Southern California College Tour KP encore (Overnight Program) ACTL Access-Co-Sponsored-Traditional-Large-Scal e High School Conferences ACNL Access-Co-Sponsored-Novel-Large-Scal e HmSA 1st Annual Youth Conference RINL Retention-Internal-Novel-Large-Scale Seeing U in GradUate School RITL Retention-Internal-Traditional-Large-Sc ale Graduate School Tour RCTL Retention-Co-Sponsored-Traditional-Large-S cale Queer Culture Show RCNL Retention-Co-Sponsored-Novel-Large Scale MEChA National Conference 2013 RINS Retention-Internal-Novel-Small-Scale All Aboard the SPACES Programming Train RITS Retention-Internal-Traditional-Small-Sc ale ASP Booklending Program RCTS Retention-Co-Sponsored-Traditional-Small-S cale KP s Annual Alumni Mixer APSA Conference RCNS Retention-Co-Sponsored-Novel-Small-S cale Poets in Justice Spoken Word Night (CCC) Last Updated: 05/15/2014 page 1

2 Categories Explained Access vs. Retention Access programs are those aimed toward K-14 students typically considered disadvantaged, underresourced, or underserved. Access programs work mainly with students from 4th or 5th quintile high schools to promote higher education. Planning access programs may pose challenges in publicizing, outreach, and capacity to follow up with participants after the program is over. Retention programs are those aimed toward current UCSD undergraduate students. The goal of retention programs is to provide students at UCSD with the necessary support, materials, resources, and services to ensure that they complete their higher education and matriculate to professional or graduate schools. Planning retention programs may pose challenges in publicity, flexibility in type of programs, and assessing the impact of programs. Internal vs. Co-Sponsored Internal programs are those that are coordinated specifically by a SPACES staff member. Internal programs may receive funding from any of the three funding bodies, but the back-end of the program coordination looks different from a co-sponsored program. Whereas, a co-sponsored program handles all the logistics with their respective CSI Advisor and Fund Manager, internal programs are coordinated specifically with the Program Assistant and Advisor of SPACES. Co-Sponsored programs are those that are coordinated by individuals or organizations that are not internal to the SPACES staff. While there may be a SPACES staff collaborating on the coordination on these types of events, the bulk of the program coordination is with an outside entity. For all co-sponsored events, the logistical coordination will be handled through the Center for Student Involvement and Student Life Business Office with your respective CSI Advisor and Fund Manager located on the 3rd floor of Price Center. Refer to this link for your respective advisors: Novel vs. Traditional Novel programs are those that are either the first of its kind or have not received SPACES funding in the past. A novel program can easily become a traditional program after the 1st year of its coordination (e.g., Graduate School Tour, California Coast College Tour, etc). Traditional programs are those that have received funding from SPACES in the past. Traditional programs are typically annual events and large scale programs. Small Scale vs. Large Scale (*Note: The scale of the program refers to the amount of logistical work that the program coordination entails; the number of projected participants may be small or large regardless of the scale of the program) Small Scale programs are those that do not require a lot of the back-end portion of coordination. These programs may be successfully coordinated within a few weeks. Examples of small scale programs are workshops, panels, mixers, etc. Large Scale programs are those that have many logistical aspects in order for the event to continue. When planning large scale programs, committees are usually a necessary and important component to ensure the delegation of the work. The recommended start time for planning large scale programs can span from over 5 weeks to even months before the program date. Examples of large scale programs include college tours, overnight program, celebrations, high school conferences, show cases. Last Updated: 05/15/2014 page 2

3 When considering whether or not your program is small or large scale, ask yourself if you are able to successfully plan this program with or without a committee. Creating a Timeline Quarter-at-a-Glance Keep on track with your tasks, responsibilities, and deadlines by creating a planning timeline for your program! Example Timelines: 1. OASIS s Quarter At A Glance 2. Google Calendar Last Updated: 05/15/2014 page 3

4 Funding Process Program Proposal The Program Proposal can be found on the SPACES website at spaces.ucsd.edu. The form can be downloaded in either a PDF or Word format then attached electronically in the online submission process. The program proposal must be COMPLETE or else it will not be considered for funding. A complete program proposal includes the following: A Detailed Budget Necessary Quotes (catering, entertainment contracts, etc.) A draft of the flier/advertisement All questions complete, including the additional budget worksheet Steering Committee Presentation After you submit your program proposal ON TIME (submission due dates are listed in the beginning of the program proposal), you should receive an letting you know which steering committee you need to make your presentation to. This steering committee will be either SIAPS, ASP, or SPACES. The presentation in front of the steering committee should be brief and should highlight the main points such as the budget, the main purpose, the agenda, and the number of participants. The steering committees, which consist of representatives from all of the core organizations, will vote on how much funding your program will be allocated. You should be notified of your allocation shortly after your presentation. It is VERY IMPORTANT that you present in front of the steering committee because it is an opportunity for them to clarify your program and to ask questions. If you do not show up to present your program, you risk delaying your program s funding. Deadlines & SLBO Fund Distributions hints: ALWAYS refer to the calendar posted on the SPACES website Last Updated: 05/15/2014 page 4

5 Room Reservations & Venues Most Common Rooms to Reserve University Centers Most efficient way to reserve a room via One Stop: 1. Check on reservations.ucsd.edu for the daily room availability 2. Call ROOM (7666) a. Have this information ready: (Name, Student Organization, Date/Time of Event, Room Set-Up, Additional Requests) PC West PC East Student Services Center Original Student Center Red Shoe Room (Sun God Lounge) PC Ballroom East Multipurpose Room (Not managed under Univ. Cent.) Dolores Huerta Room Green Table Room (Sun God Lounge) Bear Room (Sun God Lounge) The Forum Meeting Rooms Philip Vera Cruz Room Sixth College Room ERC Room Muir Room Warren Room (3rd Floor) Marshall Room PC Ballroom West A/B PC Dance Studio (Liability Waivers) Additional Spaces Refer to link below for different outdoor venues or special facilities. Please note that these spaces have special provisions and/or expenses. Outdoor Facilities Special Venues Community Centers Matthews Quad Great Hall Cross-Cultural Center: Town Square Institute of the Americas LGBT Center: Fields (Muir, Marshall, Warren, RIMAC, Baseball) International Center Black Resource Center: PC Plaza Mandeville Auditorium Raza Resource Centro: raza@ucsd.edu Sun God Lawn Porter s Pub SPACES: spaces@ucsd.edu Village West Fifteen Women s Center: Last Updated: 05/15/2014 page 5

6 Classroom Space Request Form TAP How do I know if I need to TAP my event? All on-campus events (with the exception of simple meetings and information tables) require a TAP submission. You MUST TAP your event if there are any of the following: The sale or value exchange of items or services Paid or unpaid speakers, performers or services Last Updated: 05/15/2014 page 6

7 Amplified sound A potluck attended by more than 25 people Takes place in a programming space reserved via the University Centers/ One Stop Desk (Ballrooms, Forum, Plaza, Theater, SSC Multipurpose Room [MPR], The Loft, Matthews Quad) Who is allowed to TAP? Principal members of registered student organizations. (Maximum of 8 per organization). Quick Tips & Tricks to TAP ing 1. Start your TAP early a. It states you must start it AT LEAST 21 days in advance, don t wait until the last minute! 2. Is your venue reserved? a. Your TAP is not officially started unless you have a venue secured. 3. Completed a SPACES Program Proposal? a. Copy & paste parts of your proposal into the general information of your TAP form 4. What the TAP looks so short, what is all the hullabaloo over filling out a TAP Form? a. Haha! - you did not fill out the Questionnaire portion did you? b. Every yes on the Questionnaire -> +1 module 5. Meet with your CSI Advisor, Fund Manager, or the SPACES Program Assistant (if appropriate) 6. Are your funds confirmed? a. Make sure all your funding sources are inputted into the TAP form Navigating Modules on the TAP Form Most Common Modules 1. Environmental Health & Safety 2. Other Vendors a. Have all your quotes ready for this module b. Vendors are anything from catering, transportation, apparel etc. 3. Reimbursements a. Your reimbursement amount must align with the amount of funding you have 4. University Centers AV/TECH a. You may need to meet with one of the Tech Operations Manager to discuss special AV/TECH needs 5. Performance Agreements a. Paid or unpaid contracts must be TAP d b. Performance Agreements may not be contracted with UCSD Employees; work around this by having the payment sent to a friend or relative of performer 6. Imprints a. Need other forms of printing? Ask for an Imprints Voucher from your Fund Manager! Last Updated: 05/15/2014 page 7

8 Deadlines & Approvals You MUST have everything on your TAP form complete 14 days before your program. After the 14 day deadline, you will be reviewed for preliminary approval & re-reviewed for final approval days before your program. Post-Program Procedures Post-Program Report You must submit your post-program report to SPACES 7 days after your event. You must have these additional elements to this report: Participant Tracking Information Participant Evaluations entered digitally into an excel spreadsheet Photo or media documenting the program Actual amount of SPACES funds used Reimbursements All reimbursements must be submitted at least 21 days after the event. Budgeting 101 Useful Excel shortcuts, formulas, and formats Importance of quotes Review the restrictions 1. Any guest speaker/performer that has not made an initial commitment to the requested event 2. Any non-verified price quote 3. Awards and honors 4. Banners 5. Decorations 6. Film, video, and film/video processing/purchase 7. Instructors, referees or umpire fees 8. Insurance/Damage Waiver 9. Membership fees 10. Newspaper advertising 11. Parking spaces 12. Permanent equipment or maintenance of equipment 13. Postage/Shipping Costs 14. Printing Costs 15. Uniforms or club apparel Last Updated: 05/15/2014 page 8

9 Utilizing Different Funding Sources Whatt??!! SPACES isn t the only funding source on campus? Refer to the link below for a list of other funding sources for your future program: Review the guidelines: Last Updated: 05/15/2014 page 9

10 Publicizing Your Program Banners & Posters Make free posters at the One Stop Poster Room from 9AM - 4PM Hang posters on MONDAY Mornings for the best spot Refer to posting restrictions and guidelines Electronic Utilize Listservs/newsletters Sixth College Newsletter: SixthNewsYouCanUse PC Marquee & Video Connect PC Information Table Wording When to Publicize: Start at least 2 weeks before your event Off-Campus vs. On-Campus Executing Your Program Creating a Master Task List Last Updated: 05/15/2014 page 10

11 Don t forget these on the day of! Participant Evaluations Who is taking photographs? Necessary forms and waivers! Program Evaluations How to Make Evaluations Example: 1 = Strongly Disagree 2 = Disagree 3 = Neutral 4 = Agree 5 = Strongly Agree I feel confident in planning a program Comments I feel I can successfully publicize my program Comments I feel comfortable with budgeting my program Comments COMMENTS and ADDITIONAL FEEDBACK Pre-Post Evaluations Last Updated: 05/15/2014 page 11

SPACES Programming Survival Guide 2014 Everything you need in one handy packet By: Harrison Kamiya and Shelley Kuang. No current examples

SPACES Programming Survival Guide 2014 Everything you need in one handy packet By: Harrison Kamiya and Shelley Kuang Overview Utilizing the SPACES Program Sorter Access vs. Retention (neither) Internal