AFSA Winter 2010 Training Session
40
UW AFSA Training Session January 17, 2010 MC 2065 1-5 p.m. www.uwafsa.c a
-
Upload
guest560311 -
Category
Education
-
view
379 -
download
2
Transcript of AFSA Winter 2010 Training Session
UW AFSA Training SessionJanuary 17, 2010MC 20651-5 p.m.
www.uwafsa.ca
AFSA Vision•To continuously improve ALL aspects of a
SAF student’s experience at the University of Waterloo
www.uwafsa.ca
What does this mean?•We are ONE SAF, and we should be
working to help ALL SAF students. •We are the student voice.•We are accountable to the student body.•We should always be working towards
improving AFSA and what we do. •You ARE AFSA.•But remember, it’s not just about events
and services!
www.uwafsa.ca
AFSA Structure•9 Executives•5 Directors•President and VP Finance sit on both
www.uwafsa.ca
Executive Committee (all elected)•President – Richard Le Page•VP Finance – Shubham Datta•VP Admin & Knowledge Mgmt– Mina
Huang•VP Communications – Jasen Xiang•VP Education – Nikki Katyal•VP External - George Nicholas Tsai•VP Internal – Events – Ahad Iqbal•VP Internal – Services – Kendra Lui•VP Marketing - Terrance Kwok
Board of Directors
•2 Elected •3 Appointed
▫1 with prior top level AFSA experience
▫2 with no prior AFSA experience•President & VP Finance
Board of Directors
•Vicky Au, Chair•Andrew Jones•Bernard Nadeau•Cindy Chan•Michael Liu• (Richard Le Page & Shubham Datta)
Behind the Scenes…•We look to build external relationships
through:▫Seeking sponsorship for AFSA initiatives▫Maintaining communication with UW
Accounting and Finance Alumni Association (UWAFAA)
▫Providing Recruiting Events to SAF students, such as Winter FM/PA Night
▫Searching for conference and competition opportunities nationally
▫Participating in philanthropy (AFSA Gives Back)
www.uwafsa.ca
Behind the Scenes…•We look to better manage student funds
and improve our financial transparency through:▫Having specialized AP and AR functions▫Releasing regular financial forecasts and
reports▫Analyzing and interpreting student refunds
www.uwafsa.ca
Behind the Scenes…•We advocate to improve your
educational experience through:▫Providing opportunities for students to
raise your opinion or feedback on SAF’s education system
▫Providing resources for students to excel in their courses
▫Assisting students to achieve their career goals post graduation
www.uwafsa.ca
Behind the Scenes…•We streamline our administration and
build upon our knowledge management for future years through:▫Holding regular training sessions▫Developing standardized policies and forms ▫Streamlining all room and resource
requirements▫Building an internal database of resources
and contacts
www.uwafsa.ca
Behind the Scenes…•We deliver, develop, and promote the AFSA
brand and image through effective marketing:▫Using regular video communications (Vlog,
commercials etc)▫Maintaining consistency through our policies▫Designing effective graphics and designs▫Delivering super cool and hip merchandise▫Communicating to students through many
forms of media (Facebook, twitter, street team, posters etc)
www.uwafsa.ca
Behind the Scenes…•We facilitate better communication with
all SAF students through:▫Publishing a DVD Yearbook and AFSA
Connect▫Maintaining an AMAZING Website▫Implementing a student discussion forum▫Consolidating regular emails to the student
body▫Working with marketing to communicate
with all students!
www.uwafsa.ca
Behind the Scenes…•We ensure oversight and long term
strategy through the Board of Directors:▫ Providing a fair appeals process and oversight▫ Developing constitution & by-laws▫ Maintaining and standardizing SAF Communications▫ Overseeing next year’s elections and appointment
process▫ Holding termly General Meetings with the SAF▫ Conducting regular funding review▫ Setting out AFSA scope & jurisdiction▫ Implementing regular feedback processes
Student Advisory Panel Feedback Review Team
www.uwafsa.ca
Icebreakers
www.uwafsa.ca
Tips on how to plan an event
www.uwafsa.ca
Easy as 1 2 3...?1. Fill out an Event/Service Planning template (at
least 3 weeks prior to event), submit to Mina Huang (VP Admin) and your reporting VP, and obtain official approval from AFSA executivesNote: If you don’t have approval, you CANNOT advertise the event!
2. Contact Terrance Kwok (VP Marketing) to discuss marketing and advertising plan
3. Contact Jasen Xiang (VP Communications) for any forms on website or other technical requirements
4. Contact Bernard Nadeau (BoD Feedback Director) for feedback forms
5. Recruit volunteers as neededwww.uwafsa.ca
Easy as 1 2 3...?After an event/service is executed...6. Compare budget to reflect actual expenses,
collect receipts from committee members, fill out the online reimbursement form, and remit report and receipts to VP Finance (within 2 weeks)
7. Fill out a post events recap with committee members (within 2 weeks)
www.uwafsa.ca
Kend Lui
Not sure if Terrance wants people to contact him directly or he wants VPs to contact him first so he can assign members to each project...
Highlights
www.uwafsa.ca
Step 1: Administration - Event/Service Planning Template
1. Identify purpose and target audience, needs of target audience and create programming to address needs
2. Create a list of possible venues and events dates and rank them Number of attendees Rental fees Catering costs Service charges and taxes Midterm Schedule LLC events Other major on-campus events, such as Bomber Wednesday and
Warrior Weekend Partnership with LLC or other clubs on campus Discounts on campus: Bomber, UW Catering Services, Fed Hall Subsidy
www.uwafsa.ca
3. Compare UW Food Services costs with external catering costs, such as Campus Pizza and Sweet Dreams Tea Shop
4. Create a budget5. Identify resource needed (classroom bookings,
AV equipment, faculty involvement)Note: All requests must include the exact classroom/equipment/faculty needed as well as the day and time needed. Mina will be consolidating all room bookings , AV equpiment and SAF resource requests
www.uwafsa.ca
Step 1: Administration - Event/Service Planning Template
Kend Lui
Not sure if Terrance wants people to contact him directly or he wants VPs to contact him first so he can assign members to each project...
• Follow these rules: • All promotional materials will only be created for AFSA
and SAF affiliated parties (if you are an external group and desire promotion, please contact Terrance Kwok (VP Marketing) at [email protected])
• Contact VP Marketing 2 weeks in advance with ALL finalized details (i.e. date, time, location, purpose) of the event - we will not publicly release promotional materials until finalized
• Specify which services you will require (i.e. vlog advertisement, poster, facebook event etc)
• Specify quantity desired (i.e. how many posters you want printed) - remember it comes out of your budget!
www.uwafsa.ca
Step 2: Marketing
Kend Lui
Not sure if Terrance wants people to contact him directly or he wants VPs to contact him first so he can assign members to each project...
• DO NOT do the following: • Create a Facebook event outside of the UW Fanpage (this
will ensure that all marketing communications are streamlined in one location)
• Post up promotional materials in the SAF Lounge without the approval of the VP Marketing
• Post up promotional materials in the SAF Building without an Arts Student Union (ASU) stamp (it will get torn down)
www.uwafsa.ca
Step 2: Marketing
Kend Lui
Not sure if Terrance wants people to contact him directly or he wants VPs to contact him first so he can assign members to each project...
AFSA Marketing consists of four teams: •Video Team: vlog, commercials for events, video interviews etc•Graphics Team: posters, merchandise designs•Merchandise Team: contacting suppliers, ordering, sales •Street Team: class announcements, presentations, sales, acting, runners
www.uwafsa.ca
Step 2: Marketing - Structure
Kend Lui
Not sure if Terrance wants people to contact him directly or he wants VPs to contact him first so he can assign members to each project...
Send requests to Jasen Xiang (VP Communications) at least 2 weeks in advance for the following:
▫ Mass e-mails to students through UW-ACE▫ Creation of registration/application forms ▫ Livecasts▫ Other technical requirements
Send website requests to the Manager of AFSA Jonah Hu ([email protected]) at least 2 weeks in advance.
www.uwafsa.ca
Step 3: Communications
Kend Lui
Not sure if Terrance wants people to contact him directly or he wants VPs to contact him first so he can assign members to each project...
• Requesting Feedback:• Send request for feedback form to Bernard Nadeau
(BoD Feedback Director) (1 week in advance). ▫ Include a list of possible questions that can be included
• Collecting the Data:• The collected data will be organized by the AFSA
Response Committee, and copies will be retained for future AFSA years.
• If an organizer wishes to view the feedback documents, they must email [email protected] 2 weeks after the event date.
www.uwafsa.ca
Step 4: BoD Feedback Director
Kend Lui
Not sure if Terrance wants people to contact him directly or he wants VPs to contact him first so he can assign members to each project...
• In order to be reimbursed for any costs associated with AFSA, ensure that you retain all receipts.
• The online reimbursement form, full budget, and all receipts must be remitted within two weeks of the event/service. Please also include a detailed description of what was purchased and what it was used for.
• After your reimbursement has been processed, you will be contacted to arrange the pickup of your cheque.
www.uwafsa.ca
After the event is executed Step 6: Finance
Kend Lui
Not sure if Terrance wants people to contact him directly or he wants VPs to contact him first so he can assign members to each project...
Other things to keep in mind…
www.uwafsa.ca
Consistent Marketing•Ensure that all promotional and
marketing materials are consistent with the “AFSA Marketing Policy”
•Consistency helps UW students see AFSA in the way we desire ourselves to be perceived
•It is no guarantee, but it is a starting point
www.uwafsa.ca
AFSA Marketing Policy•Promote AFSA in the most appropriate
and relevant manner that is aligned with our mission, vision and values.
•Promotion is not just marketing, but applies to how you present yourself when representing AFSA.
www.uwafsa.ca
Follow these rules…• Always use “SAF” when referring to our students
(do not distinguish between streams and programs) • Never use inappropriate jokes or vulgar language in
promotional materials or while speaking to other students
• Ensure all promotional materials are up-to-date with the most recent details for an event (ALWAYS DOUBLE CHECK WITH THE PROJECT MANAGER)
• Promotional materials should be screened by the VP Marketing before public release
• Do not be afraid to ask the VP Marketing if you are unsure, but also trust your own professional judgment!
www.uwafsa.ca
• Copy your reporting executives/BoD on all external and major internal communications and provide them with regular updates.
• Figure out what you need, and ask for the resources as soon as you can.
• Check resources online.• Don’t be afraid to ask for help. • If something is not working, let us know.
Feedback is extremely important. • Privacy & Conflict of Interest Policy
www.uwafsa.ca
AFSA Communication Basics!
Your on-campus AFSA execs/BoD•Richard Le Page, President:
[email protected]•Vicky Au, Chair of BoD: [email protected]•Nikki Katyal, VP Education:
Let us know if you need anything done on-campus.
www.uwafsa.ca
AFSA hopes that you can...
•Gain experience with planning events at UW
•Become familiar with AFSA and the school programs
•Develop soft skills•Develop your network at school•Have fun and meet friends!
www.uwafsa.ca
Upcoming Winter Events
Event Date
Speaker Series: Manulife CIO Joe Cooper
Tuesday, January 19
Frost Party Wednesday, January 20
CGA Speed Networking Wednesday, January 27
Dining Etiquette/Dress Your Best/Semi-Formal
Tuesday, February 9
Tips for First-Years Tuesday, March 2
Winter FM/PA Recruiting Night Wednesday, March 10
Tax Clinic Tuesday, March 23 – Thursday, March 25
Other Events, Dates TBD
•SAF Goes Skating•FM Workshop•Winter General Meeting •Grad School Crash Course•Bubble Tea/Chai EOT Event
Become an AFSA Exec or Director
•Elections and appointments for AFSA 2010/2011 will be held in May 2010▫Early May - Applications for students
interested in an elected or appointed position are available
▫Mid May - Candidates can advertise and answer questions on the AFSA forum during the campaigning period
▫Late May - Elections will be held online and the BoD will select the appointed director positions
www.uwafsa.ca
Questions & Answers
www.uwafsa.ca
Feedback
www.uwafsa.ca
Feedback Questions• What has been your favourite thing about
AFSA?• Was there anything that you felt that could be
improved?• Do you feel that there were enough
opportunities to get involved last term?• Do you feel that there could be any
improvements to the structure of your committee and how operations are run?
• What would you like to see AFSA do for you in the future?
www.uwafsa.ca
