Osprey Productions

An Executive Agency of UNF Student Government

Policies & Procedures

Updated: 8/2/13

Approved: __________

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Tables of Contents

I. Creation and PurposeA. Creation 3B. Purpose 3

II. Membership of Osprey ProductionsA. “Pre-OP” Membership 4B. Full Membership 4C. Inactive Membership 4

III. Officers and their DutiesA. Basic Duties of all OP Officers 5B. Director 5C. Assistant Director 5D. Programming Assistant (graphics) 5E. Coordinators 6F. OP Office Assistant 6

IV. Osprey Productions OfficeA. Rules 7

V. Osprey Productions Processes 8

VI. Osprey Productions Advisory Board 9

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I. Creation and Purpose

A. CreationThe University of North Florida Student Government Constitution statute shall create an Executive Agency of the Student Government Association known as Osprey Productions (OP). The purpose of creating the policies and procedures gives an oversight to the daily operation within the Osprey Productions Agency.

B. PurposeOP plans, produces and promotes a variety of entertainment events for the UNF student body. Regular programming includes major concerts and comedy shows in the Coxwell Amphitheater at the UNF Student Union or the UNF Arena. Other events include programming movies, lectures, novelty, acoustic performances, and events held during academic semesters. Members have the opportunity to develop programming ideas for campus entertainment as well as volunteer in all facets of event planning, production and promotion.

Change back to what Title 11 states. If I want this purpose a bill needs to be passed

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II. Membership of Osprey Productions

A. POPs Membership1. Membership of Osprey Productions shall be composed of A&S fee-paying students of the

University of North Florida.2. POPs stands for “Pre-Osprey Productions Student”. To become a POPs member, students

must:a. Fill out an OP membership form. A digital form is available at

www.UNF.edu/OspreyProductions.b. Request and receive a POPs badge, which can be procured at the OP office,

58E/3012.3. POPs members will receive the following benefits:

a. A show support badge for working one shift of any show requiring credentials.

B. Full Membership1. Osprey Productions members shall be considered “full members” when:

a. They attend at least two Osprey Productions meetings. If students are unable to attend a meeting, they may see the Director or assistant Director immediately after the scheduled meeting.

b. They attend at least four weekly events. Weekly events include, but are not limited to: movies, lectures, novelty, acoustic performances, and events defined by the Director held during academic semesters The director or Assistant Director must sign off on the POPs badge to signify the member has worked during the event. The Director or assistant Director may authorize other OP leadership to sign off for an event. A badge is signed to signify the member has worked during the event.

c. The individual attends and works at least one major event. “Major Events” include all main stage concerts or comedy shows as identified by the OP Director. The Director of Osprey Productions depending on shift lengths may conclude other events to be a “major event”. The Director or Assistant Director of OP must sign off on the POPS badge to signify the member has worked during the event.

d. They attend one OP new member orientation.e. All individuals must sign-in on the official Osprey Productions sign-in sheet for

their POPs badge to be marked by either the Director or Assistant Director.f. The Director and Assistant Director have signed the POPs badge.

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g. They are officially “inducted” at the following OP meeting. If they cannot attend the meeting, an announcement will be made in lieu of their absence and they will begin receiving full membership benefits directly after the meeting.

2. Full members will receive the following benefits:a. An official OP polo shirt.b. An official OP lanyard with a member badge. c. Two complimentary tickets, if requested, to each main stage show, with the

possibility of earning more.d. Participation in the Members Experiencing Leadership Tasks (MELT) program.e. Ability to apply for a Production Assistant position for events where one is

required.

C. Inactive Membership1. Osprey Productions members shall be considered “inactive” when they fail to

volunteer for any event five (5) events during each fall or spring semester (totaling 10 events) and have not given any excusable reason for absence. The Director and Assistant Director have the ability to reactivate members for extenuating circumstances.

b. Extenuating circumstances subject but not limited to study abroad, sick leave, etc.

1. “Inactive” members must complete all POPS requirements to become a “full member” again.

2. Inactive members no longer receive member benefits from OP.

III. Officers and their Duties

A. Basic Duties of all OP Officers1. To participate in OP training before the beginning of the fall semester.2. Attend general OP meetings and give committee/position reports. If unable to make it to

a meeting, officer must clear absence with Director or Assistant Director and give a written report to another member of OP leadership.

3. Must attend biweekly leadership meetings and be prepared with a report. If unable to make a meeting, an officer must clear absence with Director or Assistant Director and give a written report to another member of OP leadership.

4. Must be available to assist with office duties when in the OP office. This includes answering phone calls, emails or walk-in visitors.

5. Act professional at all times when representing OP and Student Government.

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6. Must be able to work an entire main stage event day with shifts being assigned by the Director. If unable to work parts of the event due to an excusable conflict this must be made known to the Director in writing one-month prior. The Director will inform leadership of a major event date at least three months prior to the event.

B. Director1. Shall be any A&S fee paying student who has applied for the position and who has been

recommended by the Osprey Productions Advisory Board to the SG Student Body President for Senate confirmation.

2. Shall meet on, at least, a weekly basis with the Osprey Productions Advisor, OP Assistant Director and SG program coordinator.

3. Shall meet on, at least, a weekly basis with each OP staff position.4. Shall meet on, at least, a weekly basis with the Osprey Productions SG accountant.5. Maintain an office, appoint and oversee chairpersons, and be the official contact for all

agents and entertainment representatives. 6. Conduct regular meetings with the Osprey Productions members and leadership.7. Oversee the Osprey Productions budget, finalizing purchase requests and forwarding

them to the SG program coordinator.8. Oversee all contracts and the routing of such contracts.

C. Assistant Director1. Shall be any A&S fee paying student who has applied for the position and who has been

recommended by the Osprey Productions Advisory Board to the SG Student Body President for Senate confirmation.

2. Shall meet, at least, on a weekly basis with the Osprey Productions Advisor, OP Director and SG program coordinator.

3. Assist the Director of Osprey Productions in their duties.4. Oversee all OP event coordinators.5. Send announcements of upcoming events to Calendar of Events, campus update, and

student update.6. Will keep the OP member list and email list updated.

D. Programming Assistant (Graphics)1. Make and keep an up-to-date photo archive on the OP Drobo.2. Create a monthly calendar of events by the last week of the prior month.3. Update the website account with new and old events.4. Create flyers for events at least three weeks prior to the event.5. Create and laminate all badges for events which these are required at least one week

before the event.

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E. Event Coordinators

1. Duties of all Event Coordinatorsa. Must be able to attend their own event in its entirety or clear absence with Director or

Assistant Director and ask a trustworthy member or leadership to fill their absence. b. Must work at least eight hours per week. Event coordinators must be in the office at

least two times a week for at least of 4 hours per week, with office hours posted. Working events can complete additional hours.

c. Work with different organizations to the best of their ability.d. Must distribute their own flyers at least two weeks prior to their event.e. Must meet with the Program Assistant, if own design desired at least four weeks prior

to their event to create a flyer.f. Must create and distribute road signs with POPs and members at least one week prior

to their event. g. Must create social media event at least three weeks prior to their event.h. Initiate event proposal forms, contracts, and any other forms that may be needed for

an event.i. Follow event’s critical path created by the individual event coordinator. j. Responsible for setup/cleanup and maintaining control during individual events.k. Must plan at least 8 events per semester.

2. Public Relations (PR). Public Relations will assist the agency in promoting upcoming events and recruiting members through various forms of advertising. PR will table for various events, keep road signs and campus bulletin boards up to date, and keep a consistent stock of current flyers available in the office. This committee will also lead in creating and laminating POP’s badges for new students joining OP. The committee chairperson will be the liaison between the students and the agency, such as answering questions and helping with their needs. They will also be an admin on the OP facebook and twitter pages and be responsible for keeping these updated.

F. Office Assistant1. Maintain all Osprey Productions’ Calendars.2. Assure Osprey Update, Campus Update and Master Calendar is up to date.3. Maintain a clean and orderly office. 4. Assure everything is filed properly and appropriately.5. Run meetings when Director and Assistant Director are unavailable.

IV. Osprey Productions Office

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A. Rules

1. OP members and nonmembers must always be accompanied by an OP leadership member when in the office.

2. No personal calls are allowed on the OP phones. Long distance calls cannot be made through UNF phone lines and must be made through a Google Voice account.

3. Being under the influence or using alcohol or drugs within the OP office is prohibited.

4. Act professionally while in the office. If any individual enters the office, help them promptly and be on your best behavior.

5. No sleeping in the office.

6. Clothing and shoes must be worn in the OP office at all times.

7. No inappropriate or loud music/television. Volume should not exceed high levels unless being used for event of promotion purpose.

8. The leadership have first right of refusal for computers. Staff computer should only be used by OP staff.

9. Log off the computer when you are finished.

10. Turn off the TV when you are done with it.

11. Printer is for office use only. Printing of personal items is prohibited. Only OP Leadership or staff may use the printer unless authorized by Director or Advisor.

12. Do not steal, throw things, or purposefully break anything in the OP office. Keep the office clean!

13. If there are any problems please report it to the Director, Assistant Director or Advisor.

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14. Respect every member of Osprey Productions no matter their level or experience.

V. Osprey Productions Processes

A. Equipment checkout

1. Osprey Productions has first right of refusal to use equipment for its events. 2. University of North Florida departments may request to check out equipment for events. This

request must be submitted to the OP Director five business days prior to the checkout date. 3. Any checkout with a value of $500 or more must have the approval of the Osprey

Productions advisor.

B. Members Experiencing Leadership Tasks Program (MELT)

1. Once a student becomes an active member, the student has the ability to apply for the MELT program.

a. The MELT program allows for students to shadow either an Event Coordinator or the Public Relations Coordinator from the start of their event with the initial brainstorming to the event with the After Action Report (AAR).

i. Duties are subject but not limited to AAR, Internal Purchase Requests, Contracts, Event Proposals, etc.

2. Students are able to apply by filling out the MELT application found on the Osprey Productions website.

a. Selection if chosen by the Event Coordinator then approved by both the Director and Assistant Director.

i. Basis for approval: availability, commitment, professionalism

VI. Osprey Productions Advisory Board

A. Advisory Board1. The Advisory Board must be comprised of a majority of students. The number of student

members cannot be smaller than four. The four student members shall be:a. The Student Body Vice Presidentb. Chief of Staffc. The Senate President or a Senator at large, appointed by the Senate Presidentd. A member of the specific agency, appointed by the Student Body President

2. The Osprey Productions Advisor shall sit on the Advisory Board.3. The chair of the Osprey Productions Advisory Board shall be designated by the Student Body

President.

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4. Three faculty or staff shall sit on the Advisory Board, and they shall be appointed by the Student Body President.

5. The Advisory Board must meet at least once per semester, and either the Student Body Vice President or the Osprey Productions Advisor may call the meeting. The meetings must be publicized, a quorum must be presented to conduct business, and minutes must be taken and sent to the Student Body President. A file containing past minutes must be maintained.

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