Carnegie Mellon University does not discriminate and Carnegie Mellon University is required not to discriminate in admission, employment, or administration of its programs or activities on the basis of race, color, national origin, sex or handicap in violation of Title VI of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973 or other federal, state, or local laws or executive orders.

In addition, Carnegie Mellon University does not discriminate in admission, employment, or administration of its programs on the basis of religion, creed, ancestry, belief, age, veteran status, sexual orientation or in violation of federal, state, or local laws or executive orders. However, in the judgment of the Carnegie Mellon Human Relations Commission, the Department of Defense policy of "Don't ask, don't tell, don't pursue" excludes openly gay, lesbian and bisexual students from receiving ROTC scholarships or serving in the military. Nevertheless, all ROTC classes at Carnegie Mellon University are available to all students.

Inquiries concerning application of these statements should be directed to the provost, Carnegie Mellon University, 5000 Forbes Avenue, Pittsburgh, PA 15213, telephone (412) 268-6684 or the vice president for enrollment, Carnegie Mellon University, 5000 Forbes Avenue, Pittsburgh, PA 15213, telephone (412) 268-2056.

Carnegie Mellon University publishes an annual campus security report describing the university's security, alcohol and drug, and sexual assault policies and containing statistics about the number and type of crimes committed on the campus during the preceding three years. You can obtain a copy by contacting the Carnegie Mellon Police Department at 412-268-2323. The security report is available through the World Wide Web at http://www.cmu.edu/security/stats.html

Obtain general information about Carnegie Mellon University by calling (412) 268-2000.

2

3

4

IntroductionThis is the third edition of the Frame Student Handbook. It is a guide to the policies, procedures and requirements of the Frame art space, as well as to other useful information. As a readily available reference source, it will give you quick answers and suggestions to many of your questions about the operations of the Gallery and your role as a Staff member. For additional information or clarification, we encourage you to consult with the School of Art Staff and other university personnel who are able to assist you.

Please take the time to familiarize yourself with the contents of this handbook. A new edition should be issued every few years.

Compiled by Theresa Marchetta

With the help of: S. Thomas Emerson Cynthia Lammert

And the 2002 Frame Staff:Michael SullivanJake FeigePeter Burr

Reprinted in 2004 (D.W.):With the help of 2004-2005 Frame Staff:Nick Pozek: Co-directorTravis Reik: Co-directorJonathan Brodsky: Publicity DirectorDanielle Worst: Business Manager

5

Getting StartedWelcome to the illustrious position of Frame Gallery Staff Member! This handbook is a guide to the structure of the organization we call the Frame. It is important to be familiar with the material covered in this issue since it was designed to facilitate an easy and consistent transition between staffs.

In the past, transitions between staffs have been bumpy. The Frame staff has considerable power and responsibilities that, while they are not generally difficult to perform, require organization and a swift timeline.

The handbook was produced to answer many questions about the Gallery’s administration and maintenance. Having this information will allow you to proceed with planning and improving the gallery’s future. This manual will give you names of people you need to know. It will give you examples of letters, contacts and budgets that the previous Staff employed. It will detail the accomplishments of the past years and include suggestions of how to plan the upcoming year. You can use this information as a guide and learn from the mistakes of the past.

Read this Handbook before the fall semester begins and keep it handy in order to refer to it as necessary. It is important to know the contents of the handbook, as it will save you much time and frustration in the management of the Frame.

The Frame is in your hands now, and we encourage you to be as innovative as possible.

Good luck in the coming year!

6

History of the Frame(Adapted from Brody Reiman’s 1991 document)

Aladar Marberger first opened the Gallery in 1969, taking over what once was the Woodlawn Pharmacy, to provide exhibit space for university staff and students. Marberger ran the Gallery independently, without ties to any particular department. He chose all the work for the shows, seven each semester. Marberger was aided by three assistants, who received full tuition to Carnegie Mellon for their work. In 1976 it was called the Forbes Street Gallery, in 1982 it became the Forbes Gallery and in 1998 it became the Frame, a student-run art space.

The Frame has changed considerably. The Joint Funding Council (JFC) and The School of Art now financially support the Frame. It features work from throughout the university and is entirely student-run. Currently four students fulfill the roles, of 2 Co-directors, a Business Manager and a Public Relations Director, to staff the Forbes Gallery.

7

Organization and FundingThe Frame is a unique organization; it is relatively autonomous, and at the same time it must work with many different university organizations. Frame activities are supported jointly by Student Activities (the student activities fee) and the School of Art. The student activities fee is designed to fund student “clubs” such as CMU crew, The Tartan, Roller Hockey, The Gaming Club, etc. The Frame is not truly a club, and difficulties often arise because of this. One such difficulty is defining the number of “members” who are a part of the Frame. (The current staff has started keeping records on exactly how many people enter the Frame; anyone who enters is deemed a member, since they are enjoying the art displayed). Another difficulty is wages; it is against policy for the Student Activities Fee to fund wages, so all wages to both officers and attendants are furnished through the School of Art.

The student activities fee furnishes almost all other expenses. The fee comes from every student at CMU and combines into a very large pool of money. The body that controls and dispenses the Fee is JFC (Joint Funding Council). The Joint Funding Council is composed of representatives from both the Undergraduate Student Senate and the Graduate Student Assembly, hence “Joint”. The Frame is required to submit a budget to JFC in the early spring detailing the budget required to fund the following year’s activities. The JFC must pass this budget and then inform the Student Activities Office of the allocation amount. It is through this budget that the Frame acquires most of it’s funding. The funding is processed through the Student Activities Office, located in the UC. The Business Manager is responsible for organizing and using of this funding.

Operations at the Frame would be impossible without the support of the School of Art. Beyond providing wages for officers and attendants, the School of Art Staff assists in the maintenance of the space (Facilities and Projects Manager, Cynthia Lammert), assists in the a general organizational capacity (the art office has a drop-off/pick-up box for Frame activities) and provides guidance and support in any unusual situation. It is vital to have School of Art representation during any dealings with other university departments, such as Housing. The School of Art has invested in the future of the Frame and the staff must always be kept informed, especially of any significant changes

The location of the Frame is beneath Woodlawn apartments, part of University Housing. This close contact can sometimes result in misunderstandings and conflicting agendas. It is important to represent the interests of the Frame assertively and rely on the support of The School of Art, while at the same time making sure the Frame is a good neighbor to University Housing.

8

The structures that support the Frame dictate certain responsibilities: The Frame must make a sincere effort to reach the entire University

population. The Student Activities Fee is a campus wide resource and the Frame should be as well.

The Frame must also be committed to showcasing student work at the highest level of artistic achievement.

The Frame must act as a liaison between the University, the greater artistic community and the general public.

The Frame must take advantage of the freedom that is inherently a part of a student-run space. There are fewer limitations on what a student can do artistically at the Frame than at almost any other location in the city of Pittsburgh. The fact that the management of the Frame is also continuously changing should be harnessed as an asset; fresh ideas and innovations should be encouraged and pursued.

9

Mission StatementThe Frame is a non-profit, student-run art space. We are committed to showcasing the artistic work of Carnegie Mellon students and to promoting ambitious and experimental art within our community.

10

AdministrationFRAME GALLERY STAFF

Staff DescriptionsIt is important that all staff members are familiar with every staff description. All Frame activities are interconnected and require teamwork. All members of the Frame staff should obtain a key to the Frame from the art office in the beginning of the year.

Co-DirectorsThe Co-Directors are responsible for the overall organization, maintenance and activities of the gallery. Duties include developing the yearly exhibition schedule: soliciting proposals, selecting proposals and a calendar of events, creating contracts, collecting membership dues and organizing any Gallery-sponsored shows. They must monitor the maintenance of the galleries, hire and manage the gallery attendants and serve the needs of exhibitors. It is essential that the co-directors act as a team, but these specific responsibilities may be shared or divided depending on the preference of the staff. A good way to divide duties is to have one co-director in charge of the physical maintenance of the gallery and the other co-director in charge of hiring and managing sitters. Co-directors act as a liaison between the artists, the campus, the arts community and the city of Pittsburgh. Co-Directors must attend each opening to support the exhibitors.

CalendarThe first responsibility of the co-directors is to write the calendar for the year, using input from the other staff members. If this is a new staff, they will receive the proposals from the out-going staff.

Things to keep in mind when selecting shows and compiling a calendar: The calendar should be finished at least a month before the first day of

classes in the new semester to give exhibitors time to prepare. There should also be at least three clear weeks in the beginning of the

semester to give the staff ample time to prepare the gallery for the semester and hire sitters.

The second semester calendar is composed primarily of graduating seniors. They also have first choice of the later, more desirable weeks. This means that it is important to give younger artists shows during the first semester.

Sophomore shows are unusual and they often underestimate the amount of work that goes into a Frame show. Only one or two of the best sophomore proposals should be accepted for the year. In the past, Frame officers have given later time slots to the sophomore shows they have selected. Younger shows get new audiences to start coming to the Frame.

It is good to have at least two non-art group shows a semester.

11

Shows that include a band or some other entertainment are good kick-off events.

Shows that are the conclusion to a SURG Grant (Student Undergraduate Research Grant) are often good.

Variety is important. Be aware of when mid-semester and holiday breaks are; do not schedule a

show unless those artists know about the breaks and therefore know about the low expected attendance.

If there are empty slots (mid-semester) the Frame has often offered the slot to Amnesty International for some type of event, which have usually been very successful. Other organizations might also appreciate the space.

It is important to use the proposal and what we personally know about the artists in the selection process. (Using personal knowledge might seem unfair but the objective is to have as many interesting and good shows as possible. The fact that we know our peers so well is an advantage that most galleries don’t have.)

Spoken agreements are to be avoided: No proposal, no show. An alumni show or some other curated show is the responsibility of the co-

directors to propose, coordinate and hang.

Within the first week of school the officers must hold a meeting in the Frame. At this meeting they will access Frame inventory (paint, nails, lights, equipment . . . etc) make an inventor list, clean as necessary and approve the poster for printing. They should also schedule the exhibitors meeting and start the process of obtaining key cards from student activities.

KeycardsKey cards are issued through the Student Activities Office. The names and e-mail addresses of all of the exhibitors are necessary as well as the time slot during which their key card will be valid. Key cards can be turned in to the info desk, along with student UC id’s, for a key to the frame. Two keys have been reserved for exhibitor use. Co-directors should have the key cards ready to distribute during the exhibitors meeting.

Agenda of an Exhibitors Meeting

Introduction to the members of the Frame Staff

Read the Exhibitors Agreement, go over exactly what they are agreeing to and emphasize that if they do not honor the contract (clean up) they will pay with their security deposit and if it is a big mess we will hire Physical Plant to clean it and the cost will come from their student account. A copy of the 2002 exhibitor’s agreement is included in the appendix of this handbook.

Brief Tour of Space and Tools

12

Explain Key Cards and Sitters

Demo on Spackling and Painting, this was initiated so that when exhibitors do a bad job the staff will feel no guilt in taking the security deposit.

Announce recipients or info on the Frame Grant

Questions

Collect Signed Exhibitors Agreements and Checks.

The purpose of the Exhibitors Meeting is to lay down the rules of the Frame so that the semester will run smoothly. This is accomplished by explaining the various reasons for withholding deposit money and charging the student account. It is important to end the meeting on a brighter note. Remember to stress that the Frame is a community with every member responsible for its condition. The staff should also be highly organized because there is a lot of information to cover and it gets rather boring. Do not waste the Exhibitor’s time. After the meeting has concluded the staff should encourage the artists to explore the space. If the sitters have been hired by the date of the meeting, invite them to come so that exhibitors, sitters, and staff can all meet each other.

Gallery AttendantsAfter the exhibitors meeting the co-directors are responsible for hiring and managing the sitters as well as making sure the exhibitors clean up after themselves. They must also sometimes act as mediator if problems arise. The co-directors are also the primary contacts for the Frame, so most of the time after the season is underway is spent with communication among staff members, and exhibitors

The easiest method to find attendants to staff the Frame during office hours is to use the School of Art D-list. Work-study students are preferred. It is best to have about 6 sitters covering the 5 business days; this way, each sitter is able to work a decent amount of hours, but there are enough sitters that they can find substitutions when necessary. All hiring and payroll is organized through School of Art Staff members in charge of payroll (Business Manager, Wayne Savage). He will assist in the use of timecards and will coordinate with CMU payroll. Pay is determined by a formula used campus-wide and is not in control of the Frame staff.

Attendants must staff the gallery during business hours and count the number of visitors during hours and openings. A notebook should be kept for their use.

13

MaintenanceA co-director must also monitor the condition of the Frame every week. This duty includes taking inventory and informing the business manager if a deposit must be kept. A copy of a co-director e-mail to an offending group of exhibitors is included in the Appendix. In March of 2002, Housing Services installed a sprinkler system at the Frame, which includes several pipes running through the gallery. Under no circumstances should artwork be hung from the sprinkler pipes, as a head could be broken, flooding the gallery. Also, please do not hang things from the lighting tracks; they are rather fragile. If you need to suspend artwork, the Frame provides s-hooks and a drill so you can hang things from the ceiling.

14

Business ManagerThe business manager is primarily responsible for managing the budget; this is often a difficult task and requires constant attention. The business manager acts as the liaison between student activities, student senate, JFC, and The School of Art for the Frame. It is often necessary to deal with all of these organizations when funding expensive projects. The position requires diligence, diplomacy, and integrity. The Business Manager is solely responsible for the spending of the Frame budget.

Upon arriving each semester, the business manager should inherit a budget. This budget was submitted by last year’s business manager and approved by JFC during the budget process that occurs early in the spring semester. This budget has itemized allocations, meaning that, for example, $200 is set aside for food and beverages. This budget should be sufficient for most of the year’s activities.

Inventory and suppliesAt the first staff meeting at the Frame, which will take place during the first week of school, the Business manager is responsible for accessing the inventory at the Frame and constructing a list of supplies (equipment inventory, facilities clean-up inventory…) available for the year. Due to the constant change of shows, all supplies are in heavy use. While it is important to preserve and utilize older equipment, supplies like paintbrushes are often not cared for properly and must be newly purchased each year or each semester. The Business manager should plan on two separate inventories at the beginning of each semester and divide the supplies allocation accordingly. A short list of supplies that should be replenished each semester includes: wall paint (as needed), paint brushes, light bulbs (several burn out or break each semester there should always be extras on hand) rollers and pans, rulers, spackle, sand paper, dust masks, drop cloths, basic hardware such as nails, and spackling knives (the plastic kind). Cleaning supplies are also needed each semester and include soap, spray cleaners, paper towels, brooms, and trash bags.

Larger items such as ladders and furniture may also be purchased out of the supplies allocation (the line item is called office supplies). It is easier for the staff to go to the store to purchase these items and bring them to the Frame. Delivery is used for larger items but requires a staff member’s presence at the gallery to receive items. Most of these supplies can be purchased at Home Depot.

Wish listThe Business manager should also inherit a wish list from last year’s staff outlining improvements that could be made to the Frame. The current staff should add to this wish list as well. It is the business manager’s duty to access the current level of funding and research the cost of wish list items. If increased

15

funding is necessary it is the business managers responsibility to acquire it. This will require eloquent pleading on the Frame’s behalf and can be augmented by numbers detailing Frame attendance. The larger the attendance to Frame events, the better the argument for need of greater funding. (It is a new Frame policy to keep accurate records on Frame attendance for the use of the next staff.)

Requests for greater funding can be made to a number of different university bodies. The handbook expands on this process later.

Frame GrantThe Frame Grant is a brand new addition to the organization as of 2002. There have always been sources of funding for artists on campus, like the SURG Grant, and smaller grants available from the School of Art and the Dean of the College of Fine Arts. This is the first Grant designed specifically for Frame Exhibitors and the only Grant that students can dispense to their peers. A copy of a Frame Grant contract is included in the Appendix of this handbook. The contract was simply a copy of the acceptance letter with the necessary information for the completion of a reimbursement. The grants should be processed as reimbursements with Artist supplies as the description on the Expense Request Form. The Staff has begun developing guidelines for the grant that we feel will bring the greatest benefits to the Frame. Tools and equipment are an encouraged grant purchase and will be kept by

the Frame as an addition to the equipment inventory. The Frame is most interested in funding ambitious projects or projects that

are uniquely for the Frame/site specific to the space. It is better to fund a few very ambitious projects than a handful of lesser ones. No publicity costs or reception costs are to be funded, since there are no

criteria for these costs and are something all exhibitors must pay. No member of the Frame Staff can apply for funding as this presents a clear

conflict of interest.

The Frame grant is a unique opportunity for students to be judged and awarded by a committee of peers. Ask the School of Art Business Manager for details on the Frame grant, such as availability and distribution origin. It is also a way for Frame staff members to gain valuable experience in a serious arts-management decision-making process. For these reasons it is important that grant decisions are made by the Frame staff without input from faculty; the Frame is a student-run space.

16

Fiscal AffairsBudgetThere is a new budget each year which outlines how much money is to be spent, on what, and where this money will come from. This document is prepared by the Business Manager and revised and approved by the Joint Funding Council (JFC). Budget money comes from two sources, internal and external. The Frame must generate internal money through sales, fees, fines and fundraisers. JFC will not fund an organization that does not make an effort to raise money. In the past years, internal money has been generated through fees exclusively ($60 exhibitor’s fee). External money is provided by JFC. The total budget is divided into categories such as office supplies. It is important to try to match the numbers allotted to those categories as close as possible during Frame spending.

If funds are too low to accomplish what needs to be done, there are alternative avenues for funding. The Student Senate is the first body to apply to for extra funding. They often grant what they call Special Allocations. It is important to contact the Student Senate very early in the year if you wish to apply for one. The Business Manager should inform the other members of the Frame Staff concerning all dealings with the Student Senate. It might also be helpful to contact College of Fine Arts representatives within the Student Senate. Some other avenues to apply for funding include GSA, Dean Murphy, Student Life, Indira Nair, Academic departments, and President Cohen.No matter what the source of the funding, it is essential to check with Marilyn Grosick, in the Student Activities Office, that the money granted has gone through the system all the way to her computer.

Budget StatementsEach month the Frame will receive a budget statement in the Frame mailbox. The Frame Mailbox is located in the UC next to the info desk. It is box number four and the combination is: L-34, R-27, L-37.

The budget statement is a record of all the transactions that occurred in the last month, as well as what you have spent that year to date and how much you have remaining. These transactions should be checked against your records since mistakes do occur. At the beginning of each fall semester you should receive a complete budget statement for the last academic year. Some charges, like phone expenses will be charged directly to your account and can only be measured by examining the budget statements. These statements are often difficult to understand, but there are many people to help you decode them, such as the student body treasurer, the School of Art Business Manager (Wayne Savage), or Marilyn Grosick, who is in charge of accounting in the Student Activities Office.

17

Do not go over budget. It is acceptable to exceed budget in a certain category, such as office supplies, but spending that exceeds the income of the Frame is unacceptable (the allocation that is given to the Frame by JFC is considered as income in this case).

Developing the BudgetIt is the job of the Business Manager to propose the budget for the next academic year during late March. JFC will contact the Frame by e-mail about the process with little warning and all instructions need to be followed strictly. Most information they distribute is via e-mail so it is vital that e-mail is checked frequently. It is important to attend all of the meetings and turn in all required forms.

There have been instances when a Business Manager did not complete the Budget process. This failure required the following Business Manager to reapply in the middle of the year. This is unacceptable; developing the Budget is the single most important duty of the Business Manager.

Two sample budgets are included in the appendix. The First is the budget proposed for 2002-2003 by the Business Manager the second it the budget after JFC made what it thought were appropriate cuts.

18

FundraisingDues and FeesAll exhibitors at the Frame must turn in, along with the appropriate forms, two checks: a $60 due which will not be returned, and becomes part of the Frame’s income, and a $40 deposit. The checks that are dues will be turned in to the student activities office as income. The Business Manager holds the deposit checks until after that exhibition has been completed. If the group has left the gallery on time and in acceptable condition, the deposit check should be ripped up. If the group has not met the terms of the Exhibitors Agreement, the check can be turned into student activities as well. If extenuating circumstance requires charges to a student’s account, The School of Art Business Manager will assist and consult.

Collect dues as soon as possible (preferably at the exhibitors meeting) no matter when the show is scheduled. Key cards will not be issued to exhibitors until the checks and the exhibitors are turned in complete and correct.

FundraisingHas virtually disappeared from the activities of the Frame but is something that should be discussed as an option.

Art SalesThe Frame reserves the right to a 20% commission on artwork displayed in its space. (In the past few years the gallery has never done this.) If the staff wants to reinstate this policy it must be written into the Exhibitors Agreement.

19

PurchasingThere are several methods the staff employ to spend the Frame budget, the most common method is reimbursement. All transactions are mediated through the Student Activities Office. Some expenses, like Xeroxing can be avoided by using School of Art equipment. Repairs to the space have their own set of procedures and involve the cooperation of both The School of Art and Student Activities. Almost all other transactions require filling out an Expense Request form. It is important to make and keep copies of all receipts, deposited checks, purchase orders and campus requisition forms. Each receipt should have a date, the store name and a list of items purchased. You will need this information to check against the account details. The Student Senate will also request this information before deciding on the next year’s budget.

Expense Request FormExpense Request Forms are available in the Student Activities Office; a copy of the form is included in the appendix of this handbook. There are four different options: Reimbursement, Requisition Form/ Purchase Order, Honorarium for Individual and Special Request for Check. The Frame has never used the last two. All staff members can complete this form (they may all sign as an authorized signature) but it is best if they are filled out by the Business Manager since that staff member must have records on all purchasing information anyway. A copy of an expense request form is included in the appendix of this handbook

ReimbursementMost often the Frame staff uses the Reimbursement option. The University is tax exempt and therefore will not reimburse tax expenses. This is important to keep in mind when using the Reimbursement option. If the staff wants to avoid paying the tax expense out of their own pockets they will request a tax-exempt form from Student Activities (Marilyn Grosick). To receive a tax exempt form the staff must know the exact store from which they wish to purchase, the form is then presented at the register during the purchase. A copy of a tax-exempt form is included in the appendix of this handbook. The Frame staff personally purchases the supplies that the gallery needs for the coming year. After making records and filling out an Expense Request form the original receipt is turned into Student Activities and the Reimbursement will arrive in the mail as a check within a few weeks. (Reimbursements for less than $20 will turn up in the Frame mailbox.) It is with Reimbursement that supplies are purchase, business meals are covered and The Frame Grant functions.

Requisition FormA Requisition Form can be used at the Carnegie Shoppe, Entropy, or a few other campus retailers. An Expense Request form must be filled out and an estimate

20

attached. The finished form will be in the Frame mailbox within two business days.

Purchase OrdersPurchase orders are used with off-campus vendors; a copy of a completed purchase order form is included in the appendix of this handbook. They are a promise of payment from the University. Most vendors are wary of them but will accept one eventually. Only vendors that are in the university computer accounting system can be used, the process of adding a vendor to the computers is very extensive. It is recommended that the staff research the companies already in the computer. For example when the 2001-2002 staff decided to purchase a video projector they went to AB tech, found out who they used, and eventually decided to use their vendor.

Physical PlantWhen making repairs to the Frame the staff is required to use Physical Plant, because of labor union laws. Students can not make requests for Estimates. The Facilities and Projects Manager for the School of Art, Cynthia Lammert, will request estimates on behalf of the Frame. She will also act as the contact person for Physical Plant during any job. After the estimate is made Ms. Lammert will put the estimates in the Business Manager’s mailbox. The staff should deliberate on the cost of the repairs and when they have reached a decision schedule a meeting with Ms. Lammert. The form will be filled out with her help and then brought to the Student Activities Office for the Frame account number and an authorized signature (Marilyn Grosick). Once the form is filled out it should be delivered to Physical Plant in the Service Response Center (x8-2910), located near the Robotics Institute. Several Physical Plant estimate forms are included in the appendix of this handbook. They were included to give the staff some basis to estimate what different repairs cost.

21

The Publicity DirectorThe Publicity Director, or Public Relations Director, generates internal (the University community) and external (the Pittsburgh community) interest in and awareness of the activities of the Frame. Primary responsibilities include: Design and print promotional material (usually postcards and monthly

posters) Distribute weekly press releases for each show The Publicity Director must also initiate new contacts, venues and methods to publicize the Frame

Press Releases As of this point, press releases are primarily in email form. Each press release should have all of the information contained in the example below. At the beginning of each semester, collect a short blurb from each group about their show. Make sure it includes show title and specific information about the media and concept of the work shown. While these blurbs can be published verbatim, it is often necessary to shorten and/or clarify. Press releases may also be sent via conventional mail. In that case, include all of the information in the example below in a business-format, typed letter.

* * * * * *The Frame Art Space5200 Forbes Ave, Pgh, PA 15213(412) 268-2081contact: Jake Feige (jfeige@andrew.cmu.edu)

Attn: Calendar Listings Director

Please include this entry in your calendar of Art events. If you have any questions, feel free to contact me via email.

Venue: Frame Art SpaceShow Title: FleshDates: Friday, Feb 8 - Tues, Feb 12. Opening reception Friday, Feb 8, 7-10pm.

Featuring performance, installation, and other artwork by Mauen Antowski, John Kim, and Cay Yoon.

Thank you,

Jake Feige

22

Publicity DirectorFrame Art Space

* * * * * * *

PublicationsThe following are the primary publications for announcing shows. Releases are typically sent two weeks in advance, though each publication varies.

City Paper:Email happenings@steelcitymedia subject = “Submit Event Listing”City Paper has stopped listing submissions sent in this manner for some reason, however. Call them and ask what the deal is. I have no contact there.

Tartan:Email tartan@andrew.cmu.edu

www.pittsburgh.com:Submit online.

Pulp:Send press releases to Mike ShanleyEmail shanley@pittsburghpulp.comIn the past, he has accepted the whole schedule at one time.

Postcards, Posters, etc.At the beginning of each semester, a postcard is printed including the entire semester’s schedule. It is typically done on an offset press in quantities of 500 or 1000. At the beginning of each month, an 11”x 17” poster including dates and descriptions for each show of the month is printed. Descriptions are taken from the press release blurbs submitted by exhibitors. These are typically printed as black and white copies or digital color prints. See the included samples.

To prepare files for offset press: Ask the printer how he or she specifically would like the file prepared. Verify that the printer has your version of software, and include all fonts with your file. Zip disk is currently the most practical way to deliver artwork. Ask the printer if he or she would like you to register your image, if it uses more than one color. If it must be registered, separate all colors into individual files or layers in one file, and convert colors to black. Note that colors that printers have are limited to so-called Pantones. Graphics programs usually have Pantone color palettes pre-loaded, and it is suggested that you use them to make your file. Take note of the Pantone colors you will use (coated and uncoated are acceptable) and tell the printer. If you would like to see how Pantones look printed, Petra Fallaux, director of the Regina Gouger Miller Gallery at CMU, has a sample key, and would be happy to let you have a look.

23

Locations where postcards are delivered include all school of Art mailboxes, Wood ST Galleries, Mattress Factory, Warhol Museum and Pittsburgh Center for the Arts. New locations should be continually added to this list.

Printing LocationsCampus PrintingLocated in the Publications Building. They do black and white, digital color, and offset printing. Go to the front desk and they will guide you to the appropriate location for your needs. It is recommended that you go elsewhere for offset printing, however.

Forward Lithography4605 Irvine ST, Hazelwood (you can take a 56A or B from Downtown)412-521-3141- Paul is a good person to speak with.Forward Lithography does excellent work. They deliver samples and finished products to CMU free of charge. Paul Query is very helpful and will gladly answer any questions.

PaymentTo pay for work done at campus printing: Go to the Student Activities office in the University Center and fill out a requisition form, including an estimate on cost. The requisition form will be placed in the Frame mailbox the next day. Give it to whoever does the work for you at Campus Printing, and submit your copy back to Student Activities within 30 days.

To pay for work done off campus: This requires a Purchase Order, again an estimate is required. See the Business Manager. It may be necessary that the Business Manager handle the transaction.

Poster Policy All posters promoting the Frame’s activities must say “Funded by the Student Activities Fee”. There are strict rules on how posturing may occur on campus, see university poster policy.

WRCTThe Frame has been trying to promote its functions via WRCT, and it has been somewhat successful. In the past there have been talk shows that would interview the artists showing at the Frame.

Improvements There has been considerable emphasis placed on improving Frame publicity. Many standard gallery practices like a web page (connected to the University or CFA’s main website), a mailing list and an archive are not a part of the Frame’s activities. There is a need for more extensive work on these types of issues.

24

For all StaffRELATIONS AND COMMUNICATION, SOME GENERAL BUSINESS ADVICE:

The staff must work effectively as a team. It is necessary for members of the staff to always support the decisions/actions of the other staff members when dealing with exhibitors or others who are not part of the Frame Staff. Changes to the original decisions/statements should be made only after discussion with the other members.

Staying in communication is essential, in the past the officers have held weekly meetings to stay in touch. The Frame 2001-2002 staff did not feel this was necessary since they saw each other socially and could schedule meetings as needed when situations arose. It is up to each staff to organize their own operative methods.

When dealing with Physical Plant, the Housing Office, or Campus Police:In the past staff members have been intimidated by other bodies within the university and have consequently made decisions that are not in the best interest of the Frame. Always keep The School of Art informed about the Frame’s interaction with other offices of the University. If a meeting is to take place, have a Staff member from The School of Art (Cindy Lammert) there to back up the staff members and any decisions reached.

Always have any type of agreement in writing and dated.

When dealing with Exhibitors: Problems always come up, do not apologize excessively, and remind

exhibitors that the staff simply helps to manage the space. The Frame is a community of artists and it is the responsibility of exhibitors to care for its maintenance, and well being.

Do not be a push over unless you like cleaning up after people.

25

HiringRecruiting Successive StaffThe Forbes Gallery Staff successors are typically hired by early April to allow for proper training and acclimation time. Extensive posturing and e-mailing should occur to encourage applicants from thorough out the University. Job descriptions can be made available at the Student Center Information Desk, the Art Office, and the Gallery. Applicants from other departments should be encouraged and welcomed to apply.

Applicants must submit a resume and a statement outlining their intentions. Applicants applying for the position of Public Relations Director also need to submit a portfolio of graphic work related to communications design. Applications should be submitted to the Frame box in the art office by 5:00 PM on a specified day. Interviews should be held within a week. A list of sample questions is included in the appendix of this handbook.

Study abroad students should be informed of the hiring process and should communicate their interest through e-mail. They must meet the same deadlines as all other applicants. Phone interviews will be scheduled.

Hiring Successive StaffThe new staff must work well as a group and demonstrate an enthusiasm and commitment to improve and expand Frame activities. Since the staff is a group of “interns” personal growth should be taken into consideration as well. It is important that at least one member of the new staff be a member of the Art Department.

Each Staff member will be given a copy of all submitted application materials prior to the interviews. All staff members must be present for each interview, barring a conflict of interest in which a staff member is applying for the following year’s position. It is imperative that all Staff members enter the interview without prejudice. Using personal knowledge of applicants is a difficult situation because this superior knowledge is an advantage that most hiring processes lack. While hiring the new staff members, one should consider how the new staff would work together as a team.

Replacing Existing Staff MembersA Staff member may have to vacate his/her position if he/she decides to study abroad during the Spring Semester. If this occurs, the Staff should hire a replacement before the current Staff member leaves, or before the spring semester begins. Another reason for replacing an existing Staff member may be due to unsatisfactory job performance. Before discussions formally begin about replacing the Staff member, it is important that he/she is aware of the problems and of the possible results. If the Staff member does not demonstrate a

26

considerable improvement, his/her position at the Frame will be reviewed. The frame requires constant and equal time and attention from the entire Staff, so it is important that all members of the staff are functioning together. The Staff should demonstrate an equal and voluntary dedication to their work at the Frame. If a decision to replace the Staff member is reached, the Staff may want to notify the School of Art of the situation. A resignation of the Staff member may be suggested. If a resignation is not agreed upon then the Staff will dismiss the member from his/her position.

There are several possibilities when hiring a replacement Staff member. The existing Staff may be aware of someone that is interested and qualified to immediately take the job. The advantage of finding an instant replacement is that the new member can begin working with the Staff without much time passing. The Staff may decide to advertise the open position publicly to the Carnegie Mellon Community. This is a more professional approach and is fairer to other interested students. The Staff will organize individual interviews with the applicants. In either situation it is essential to brief the new Staff member on his/her obligations and duties.

27

Exhibition HoursThe Frame is open to the Public, Friday, Saturday, Sunday, Monday and Tuesday, 12 to 5. Receptions are typically Friday evenings from 7-9pm. These times have changed considerably in the past. The current times have been adopted for several reasons.

This allows the Friday night reception to be an opening reception. In the past, when the show was up wed-sun, many shows were not finished until the Friday reception and therefore were never available to be seen on weekdays.

The Friday opening reception encourages faculty to see the show during the week. If a show received good attendance and positive feedback then faculty can hear good reviews and visit the Frame Monday or Tuesday.

Attendance was notoriously low before receptions.Hours are standardized.

In the future the Frame might benefit by including morning hours.

Exhibitors must remove all of their work and possessions by midnight on Tuesday. The incoming group of exhibitors has access beginning on midnight on Tuesday as well. A co-director should inspect the space either late Tuesday night or early Wednesday morning to assure that the exhibitors have removed their art and cleaned the Frame thoroughly.

28

Exhibitions, Individual and SponsoredIn the past there have been many, what are now referred to as, “sponsored”

shows. In fact most of the fall ’95 exhibits fell in this category. Some of these shows were juried others were themed and open to everyone. Some of the themes for these shows were: Small Art Show, the Human Form, The Photo, Film and Video Exhibition and Thanksgiving Art Sale. They also used to schedule the basement separately from the other spaces. The basement was named subART, and installation work and performances were held there separate from the show upstairs.

Currently almost all shows held at the Frame go through a proposal process. Shows that do not go through the proposal process, “sponsored shows” are the responsibility of the co-directors. The proposal process should begin a month before the end of the semester. The proposal process should be advertised all over the campus, not just to art students. It should also include instructions on how to apply for the Frame Grant. The proposal process is under the direction of the co-directors and expanded guidelines for this process are included under their position in the Staff Descriptions section.

Once a show has been selected by the staff the exhibitors must sign an exhibitors’ agreement. This document is a contract between the gallery and the exhibitors. It informs exhibitors of the policies and procedures of the Frame. Exhibitors are often not familiar with the workings of the Frame so it is important that the contract be explicit. A Frame floor plan should be included in the exhibitor’s agreement

The purpose of the Exhibitors agreement is both to protect the Frame staff and the University from liabilities as well as to facilitate respect for the space, equipment and the rights of the following show. While the use of fees may appear stringent to some exhibitors, we feel if promotes professionalism. A copy of the Exhibitors agreement is included in the appendix.

29

Frame AttendantsFrame attendants, or sitters, are students hired to be present in the Frame during normal hours as well as during openings to count the number of visitors. Their job is to open and close the Frame, pass on information from exhibitors to the viewers and vice versa, and do routine maintenance. It is important that the attendants understand the importance of fulfilling their obligations. It is not a difficult job, but it is one that requires self-motivation. There are no supervisors at the Frame to oversee the attendants, but they are under the authority of the co-directors. The attendants are responsible for arriving on time and working all of their shifts in full. The Frame must be open during scheduled hours in order to promote a professional identity.

The Frame Attendants have access to the space through the use of key cards. These cards are issued by the Student Activities Office and can be turned in for a key to the Frame at the Information Desk in the University Center. There should be separate keys at the info desk labeled for the use of sitters and exhibitors respectively.

No student can officially hire or fire anyone. The Business Manager for the School of Art (Wayne Savage) will receive the names of the students hired by a co-director and place them on the payroll. The Frame staff is paid via the art department and questions concerning their pay should be directed towards the School of Art Business Manager. When an attendant is not performing his/her job to the Staff’s satisfaction, he/she should be spoken to first. If speaking with the attendant does not improve his/her performance, then a written warning will be issued. After this, if performance still does not improve, then the attendant’s employment should be terminated. The greatest potential performance difficulty concerns proper or complete attendance. If it is suspected that certain employees are not attending the Frame for their entire shift, then the Business Manager should begin monitoring their performance by phone. It is advisable that the attendants be informed of this monitoring process before it begins.

30

FacilitiesIt is the responsibility of the Staff to monitor and maintain the Frame. Space is very valuable on campus and expensive to maintain. The Staff should always be actively improving and protecting the Frame. The School of Art has always been an important resource in this task.

The School of Art Facilities and Projects ManagerNow held by Cynthia Lammert, this staff position is incredibly important to the Frame. The Facilities and Projects Manager not only provides guidance and help but continuity and the benefits of experience. This staff person helps with the maintenance of the gallery and will act as the contact person for Physical Plant jobs. For example if the bathroom is not being kept clean, a staff member can go to Ms. Lammert and have her make a request for it to be cleaned by the janitorial staff. There are many other requests a student cannot make, not even on the behalf of the Frame. A student cannot request an estimate for repairs, or a power-scrub for the floor. It is important that Cynthia Lammert be kept abreast of all the developments at the Frame, especially those that deal with the space. Any contact with housing or Physical Plant should include her, either a carbon copy of the e-mail or her actual presence at any meeting.

The Frame includes two upstairs exhibition spaces, the Main Gallery and the Annex, a kitchen, two storage/supply closets, a bathroom and two basement rooms.

EquipmentThe Frame owns some tools that are available for exhibitors to use. It is important to monitor their use, only to insure that they are returned in the same condition as before use. In general the Fame provides a limited number of tacks, nails, spackle and touch up paint. Exhibitors should be informed that they are responsible for obtaining their own supplies.

Equipment such as overheads and televisions needs to be borrowed from lending or Bob Kolar’s office. The Frame has purchased a high quality video projector this year. This projector is devoted completely to use at the Frame and cost $3,000 to purchase. This projector must be well cared for and the Frame staff must buy replacement bulbs. The Frame staff has also recently purchased a strong box. It is located in the kitchen to store valuables (there have been instances of theft in the past); exhibitors should plan on brining their own lock if they plan on using it.

31

Appendix

Example Wish List (1)Example of Frame Proposal (2)Frame Proposal (3)Good E-mail to Offend Exhibitors (6)Expense Request Form (7)Sales and Use Tax Exemption Certificate (8)Purchase Order Form (9)Facilities Management Services Proposal (10)Example of Grant Reward (12)FY 2003 Budget Proposal (13)Introductory Budget Information (16)Past Actual Expenditures and Income (17)Budget Summary (19)FY 2002 Budget Proposal (20)Frame Staff Interview Sheet (24)Post-Interview Letter – Hire (25)Post-Interview Letter – Not Hire (26)Frame Gallery Dimensions (27)Example of Frame Publicity Releases (28)CD of Handbook (30)

Notes written in: Sandwich board (plywood board with stenciled on it)

Ben Rod Construction? Lauren Design? Guest Book Web page or School of Art website Ask Cindy about back wall status/floor/paint type Strong box key

32