Osprey Productions

An Executive Agency of UNF Student Government

Policies & Procedures

Updated: 3/158/2/13

Approved: ______

Tables of Contents

  1. Creation and Purpose
  1. Creation3
  2. Purpose3
  1. Membership of Osprey Productions
  1. “Pre-OP” Membership4
  2. Full Membership4
  3. Inactive Membership4
  1. Officers and their Duties
  1. Basic Duties of all OP Officers5
  2. DirectorDirector5
  3. AssistantAssistantDirectorDirector5
  4. Programming AssistantAssistant (graphics)5
  5. Committee ChairpersonsCoordinators6
  6. OP Office AssistantAssistant6
  1. Osprey Productions Office
  1. Rules7
  1. Osprey Productions Advisory BoardProcesses8
  1. Osprey Productions Advisory Board9
  1. Creation and Purpose
  1. Creation[PBL1]

This The University of North Florida Student Government Constitution sStatute 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.

  1. Purpose[PBL2]

OP plans, and produces and promotes a variety of entertainment events for the UNF student body. Regular programming includes major concerts and comedy showsat in the Coxwell Amphitheater at the UNF Student Union UNF Amphitheatre or the UNF Arena. O Various other events include karaoke, lectures, trivia, movie nights and open mic nights.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 to work in all facets of event planning, promotion and production and promotion.

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

  1. Membership of Osprey Productions
  1. POPs Membership
  1. Membership of Osprey Productions shall be composed of A&S fee payingfee-paying students of the University of North Florida.
  2. POPs stands for “Pre-Osprey Productions Student”. To become a POPs member, students must:
  3. Fill out an OP membership form. Forms A digital form isare available at the OP office, through OP officers, or online at OP’s website
  4. Request and receive a POPs badge, which can be procured at the OP office, 58E/3012[PBL3].
  5. POPs members will receive the following benefits:
  6. An appreciation pass for him/herself IF the POPs member works one shift for the eventA show support badge for working one shift of any show requiring credentials.
  1. Full Membership
  1. Osprey Productions members shall be considered “full members” when:
  1. They attend at least two Osprey Productions meetingsgeneral meetings. If students are unable to attend a meeting, they may see the dDirectorDirector or aAssistant Director directorDirector before or immediately after the scheduled meeting.
  2. 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 DirectorDirector[PBL4] held during academic semesterskaraoke, lectures, trivia, movie nights and open mic nights. The dDirector or aAssistantAssistantdDirectorDirectormust sign off on the POPs badge to signify the member has worked during the event. The dDirectorDirector or aAssistant dDirectorDirector may authorize a committee chairother OP leadership to sign off for an event. A badge is signed to signify the member has worked during the event .
  3. 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 directorDirector. The directorDirector of Osprey Productions depending on shift lengths may conclude other events to be a “major event”. The DirectorDirector or AssistantAssistant DirectorDirector [PBL5]of OP must sign off on the POPS badge to signify the member has worked during the event.
  4. They attend one OP new member orientation.
  5. All individuals must sign- in [PBL6]on the official Osprey Productions sign-in sheet for their POPs badge to be marked by either the directorDirector or assistantAssistant directorDirector.

c.They choose an OP committee to join. The Committee Chairperson must sign off on the POPs badge.

  1. The dDirectorDirector and aAssistantAssistantdDirectorDirector have signed the POPs badge.
  2. They are officially “inducted” at the followingnext 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.
  1. Full members will receive the following benefits:
  1. An official OP polo shirt.
  2. An official OP lanyard with a corresponding committeemember[PBL7]badge.
  3. Two appreciation complimentary tickets, if requested, badges to each main stage show, with the possibility of earning more.
  4. Participation in the Members Experiencing Leadership Tasks (MELT) program.
  5. Ability to apply for a Production[PBL8] AssistantAssistant position for events where one is required.
  1. Inactive Membership[PBL9]
  2. Osprey Productions members shall be considered “inactive” when they fail to attend any events in a 3-month periodvolunteer for any event five (within a 30 day period5) events during each fall or spring semester (totaling 10 events)[PBL10]and have not given any excusable reason[PBL11], or are unable to be reached by any form of communication. for absence. The directorDirector and assistantAssistant directorDirector have the ability to reactivate members for extenuating circumstances.
  3. 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 main stage concert tickets or Appreciation passes from Osprey Productions.member benefits from OP.
  1. Officers and their Duties[PBL12]
  1. Basic Duties of all OP Officers
  1. 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[PBL13] must clear absence with DirectorDirector or AssistantAssistantDirectorDirector[PBL14]and give a written committee r[PBL15]eport to another member of OP leadership.
  3. Must attend biweekly leadership meetings and be prepared with a reportwith progress reports. If unable to make it to a meeting, an officer[PBL16] must clear absence with DirectorDirector or AssistantAssistantDirectorDirector[PBL17] 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 aAnswering phone calls, and emails or walk-in visitors when in the office.
  5. Act professional at all times when representing OP and Student Government.
  6. Must attend at least one shift of Major Events. Shifts will be assigned, at the latest, on the leadership meeting before the Major Event.Must be able to work an entire main stage event day with shifts being assigned by the directorDirector. If unable to work parts of the event due to an excusable conflict this must be made known to the directorDirector in writing one-month prior. The directorDirector will inform leadership of a major event date at least three months prior to the event.
  1. DirectorDirector
  1. 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 aAdvisor, OP Assistant Director and SG program coordinator[PBL18].
  3. Shall meet on, at least, a weekly basis with each OPleadership staff position[PBL19].
  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.[FB20][PBL21]
  8. Oversee all contracts and the routing of such contracts.
  1. AssistantAssistantDirectorDirector
  1. 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 aAdvisor, OP Director and SG program coordinator.
  3. Assist the DirectorDirector of Osprey Productions in their duties.

4.Oversee all contracts and the routing of such contracts.

  1. Oversee all OPcommittee chairsevent coordinators.
  2. Send announcements of upcoming events to Calendar of Events, campus update, and student update.[FB22]
  3. Will keep the OP member list and email list updated.[FB23]
  1. Programming AssistantAssistant (Graphics)
  1. Make and keep an up-to-date photo archive on the OP Drobo.[FB24]
  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.[FB25]
  4. Create flyers for events at least three weeks prior to the event.
  5. Create and laminate all badges for productions events which these are required at least two one weekdays before the event.
  1. Committee ChairpersonsEvent Coordinators
  1. Duties of all Committee Chairpersons Event Coordinators

a.Have meetings with corresponding committee. Create an agenda and keep within committee folder for late perusal.

  1. Must be able to attend their own event in its entirety or clear absence with DirectorDirector or AssistantAssistantDirectorDirector[PBL26] and ask a trustworthy POPs, member or leadership to fill their absence.
  2. Must work at least eight hours per week. Event coordinators must be be in the office at least two times a week for at least minimum of 4 hours per week, with office hours posted. Working events can complete additional hours.
  3. Work with different organizations to the best of their ability.
  4. Must distribute their own flyers at least two one weeks prior to their event.
  5. Must meet with the Program AssistantAssistant, if own design desired at least four three weeks prior to their event to create a flyer.[FB27]
  6. Must create and distribute road signs with POPs and members at least one week prior to their event.
  7. Must create social media event at least three two weeks prior to their event.
  8. Initiate event proposalapproval forms, contracts, and any other forms that may be needed for an event.
  9. Follow event’s critical path created by the individual event coordinator. event checklist in Committee Chair binder.
  10. Responsible for setup/cleanup and maintaining control during individual events.
  11. Must plan at least 8 events per semester[PBL28].

2. Current OP Committee Chairperson Jobs

The Playlist Committee. The Playlist will be in charge of smaller-scale concerts, including, but not limited to: outdoor festivals, club events and acoustic shows in the Student Union.

Soap Box Ed (SBE). SBE will be in charge of speakers, open mic nights, coffeehouses, and other events corresponding with educational and free speech ideals.

Shenanigans. Shenanigans will plan random events including, but not limited to: inflatables in the UNF Student Union, karaoke nights, trivia nights and magicians or comedians.

Stage and Screen (S&S). Stage and Screen will plan movies with concessions in the Student Union Auditorium or UNF Amphitheater. This committee will host one dive in movie per year. Stage and Screen will also plan at least one stage performance each year.

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.

  1. Office Assistant

1. 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.

3.Osprey Productions Office Assistant

This position is a volunteer position held by members and POPs who sign up on a weekly basis to assist the committee chairs, program assistant, assistant director, and director with any tasks needed during the time they are signed up for. These tasks can include, but are not limited to: assisting in roadsign production, answering phones, running errands, and cutting flyers.

The acting director can choose to engage a lead office assistant to manage the volunteer signups and delegation of tasks to members.

  1. Osprey Productions Office
  1. Rules
  1. OP members and nonmembers must always be accompanied by an OP leadership member when in the office.
  1. 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. , especially not long distance.
  1. Being under the influence or using alcohol or drugs within the OP office is prohibited.

Alcohol and drug use are prohibited within the office.

  1. Act professionally while in the office. If any individual members of SG/Student Life enters the office, help them promptly and be on your best behavior.
  1. No sleeping in the office.
  1. Clothing and shoes must be worn in the OP office at all times.
  1. No inappropriate or loud music/television. Volume should not exceed high levels unless being used for event of promotion purpose.
  1. The Committee Chair ‘s leadership have first right of refusal for computers. PA, AD, and D Staff computer should only be used by OP sStaff.
  1. Log off the computer when you are finished.
  1. Turn off the TV when you are done with it.
  1. Printer is for office use only. Printing of personal items is prohibited. Only OP Leadership or staff may use the printer unless authorized by DirectorDirector or Advisor.
  1. Do not steal, throw things, or purposefully break anything in the OP office. Keep the office clean!
  1. If there are any problems please report it to the DirectorDirector, AssistantAssistantDirectorDirector or Advisor.
  1. Respect every member of Osprey Productions no matter their level or experience.
  1. Osprey Productions Processes[PBL29]

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 directorDirector 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.
  1. B. Members Experiencing Leadership Tasks Program (MELT)[PBL30]
  1. Once a student becomes an active member, the student has the ability to apply for the MELT program.
  2. 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).
  3. Duties are subject but not limited to AAR, Internal Purchase Requests, Contracts, Event Proposals, etc.
  4. Students are able to apply by filling out the MELT application found on the Osprey Productions website.
  5. Selection if chosen by the Event Coordinator then approved by both the Director and Assistant Director.
  6. Basis for approval: availability, commitment, professionalism
  1. Osprey Productions Advisory Board
  1. Advisory Board
  1. 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:
  1. The Student Body Vice President
  2. Chief of Staff
  3. The Senate President or a Senator at large, appointed by the Senate President
  4. A member of the specific agency, appointed by the Student Body President
  1. The Osprey Productions Advisor shall sit on the Advisory Board.
  2. The chair of the Osprey Productions Advisory Board shall be designated by the Student Body President.
  3. 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.

1

[PBL1]Recommendation: This creation is from Title 11. I would only use the purpose from Title 11. For creation, I would discuss the need for policies and procedures and why you created this document. You may also want to cite where your purpose came from..

[PBL2]This does not match the updated Title 11. I would keep what you would like in a separate document and try to get a bill passed. Until then, I would use the real purpose.

[PBL3]Is there a time frame to ‘request’ a badge? Putting one in here could protect both you and the members.

[PBL4]Keep consistency, you have ‘Director’ cap’d in some places and in others you don’t.

[PBL5]Caps again.

[PBL6]*sign-in

[PBL7]Are you still having committees?

[PBL8]*a or *the

[PBL9]A little extreme, have you considered probation or an appeals form

[PBL10]Does the winter or summer break count??

[PBL11]Have not given a reason. What if they gave a reason that is not excused?

[PBL12]You don’t have a section for Graphic Design.

[PBL13]*an

[PBL14]caps

[PBL15]Do you still have committees?

[PBL16]*an

[PBL17]caps

[PBL18]How this currently reads, you and Zahni will meet separately with April.

[PBL19]Since Zahni is overseeing all staff, do you want to still keep this duty?

[FB20]Need to define process of PR’s and Contracts within the PR’s.

[PBL21]A agree with the above comment, it’ll be good to define the entire process for PR’s and contracts to protect you guys.

[FB22]Create Office Assistant section

[FB23]Move to OA position

[FB24]Move to PR position

[FB25]Move to OA position

[PBL26]caps

[FB27]Move to Director line

[PBL28]84 events?!

[PBL29]I would include PR’s and contracts. As well as timelines for AAR

[PBL30]More info?