Orientation Week Project Charter 2015

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1 Orientation Week Project Charter

2 Orientation Week Project Charter 1. Purpose of the Project Charter 2. Project Overview 3. Justification 4. Scope 5. Approval Processes 5.1 Approval Process Budget and Spending Preliminary Budget Detailed Budget HST Requirement Changes to the Orientation Budget Approval of Spending 5.2 Approval Process Planning and Programming 6. Orientation Organizational Structure & Volunteer Recruitment 6.1 Orientation Volunteer Positions 6.2 Orientation Planning Committee Structure 7. Objectives 7.1 Priorities and Targets Marketing and Recruitment Event and Program Planning 7.2 Program Audience 8. Overlapping Programming 9. Timeline & Key Milestones 10. Budget Information 10.1 Funding Sources 10.2 Budget Estimate 11. Assumptions and Constraints 11.1 Assumptions 11.2 Constraints 12. Transition 2

3 Orientation Week Project Charter 1. Purpose of the Project Charter The New College Orientation Week Program Project Charter (hereafter referred to as the Project Charter ) documents and tracks the agreed terms of reference for the design and implementation of the New College Orientation Week Program (hereafter referred to as orientation ). The Project Charter defines the scope, justification and resource commitments for the implementation of the New College Orientation Program. It also outlines the criteria and process for the decision making and project approval. The Project Charter is created, maintained and can be amended by New College Student Services (NEWSS) a standing committee of New College Council (NCC). 2. Project Overview New College Orientation Week Program is a four-day program of events and activities designed to support the transition to university for newly admitted students. The program is organized on behalf of New College and the New College Student Council. The New College Student Services Committee (NEWSS) delegates responsibility for the organization and coordination of the program to two appointed student Orientation Coordinators. The Orientation Coordinators are tasked with implementing a program of events for Orientation Week as directed by NEWSS and in accordance with the Project Charter. 3. Justification A student s introduction and transition to the higher education environment are critical to the success of that student 1. The New College Orientation Week Program is a community-initiated program designed to welcome newly admitted students to the college and support their transition to university. The program aims to build strong social and academic connections to the community and provide opportunities for students to be introduced to ongoing programs, groups and activities. The program also aims to help prepare students for university level education through skill development and program orientation. 4. Scope The Project Charter defines the scope of New College Orientation Week, the role of key stakeholders and organizational relationships. 5. Approval Processes 1 Student Affairs, University of Toronto. University of Toronto. (2003). Report of the Task Force on Orientation & Transition. Retried from 3

4 The Orientation Coordinators report to the Assistant Director, Student Life and Leadership who will provides direction as to which actions and/or decisions need approval from NEWSS or a subgroup of NEWSS. Specific actions that need approval include but are not limited to programming, marketing, and finances. 5.1 Approval Process - Budget & Spending Preliminary Budget A preliminary budget should be prepared as soon as possible and be presented to NEWSS and NCSC (or the NCSC Executive). The preliminary budget should set out student participation fees and projected (estimated) costs associated with the following budget lines: Leader/Marshall Training Volunteer/Staff clothing Orientation Kits Events and Activities Additional food/drinks (outside of events that have food and drink as part of the event) Detailed Budget A detailed budget should be prepared by the Orientation Coordinators under the guidance of the Assistant Director, Student Life and Leadership and be approved by NEWSS no later than May HST Requirement In order to be approved the Orientation budget must spend more than the anticipated income derived from participation fees in order for Orientation to be HST exempt Changes to the Orientation Budget Any substantial changes to the budget require discussion with NEWSS or a subgroup of NEWSS. The ADSLL (or Dean of Students) will provide direction to the Orientation Coordinators as to whether changes are substantial Approval of Spending Orientation funds are managed by NCSC. Funds can be accessed by cheque or through the use of the Orientation Credit Card. In general expenditure should fall under the approval process for the overall budget. Specific expenditures should be accounted for through the purchasing approval process outlined below: Expenses paid by cheque that total over $1000 require the cheque to be signed by the NCSC VP Finances The Orientation Credit Card can be used to make purchases of up to $10,000, however, in order for the credit card bill to be paid expenses need to be accounted for to the NCSC VP Finance with reference to the budget agreed with NEWSS 4

5 5.2 Approval Process Planning and Programming The Orientation program of events and activities is produced by the Orientation Planning Committee and approved by NEWSS. The Orientation Planning Committee is defined in section 6.2. In order to be approved the Orientation program must align with the objectives, priorities and targets outlined in section Orientation Organizational Structure & Volunteer Recruitment 6.1 Orientation Volunteer Positions The Orientation Coordinators will work with the ORSL to recruit a team of volunteers to support the planning, preparation and execution of Orientation including: o 4 Orientation Planning Team Executives Orientation Planning Executives work with the Orientation Coordinators and are part of the Orientation Planning Committee. o 4 Portfolio Directors: 1. Director Marketing Website & Graphic Identity Responsibilities include; producing a visual identity for Orientation Week; producing various material for print including flyers and posters; designing Orientation Week t-shirts; website design; Updating website content. 2. Director Marketing Social Media & Content Responsibilities include; creating and managing Facebook pages, Twitter, YouTube & Instagram accounts; Produce content for the Orientation website and print material. 3. Director Volunteer Training and Scheduling Responsibilities include; working with the OCs & ORSL to plan and execute training for Orientation Leaders and Marshalls; Maintaining a Leaders and Marshalls Facebook group; producing newsletters for Leaders and Marshalls 4. Director Sponsorship Responsibilities include; creating a sponsorship package; contacting potential sponsors and cultivating relationships; working with charities and outside organizations as they relate to Orientation events and activities o Orientation Leaders Approximately 100 Orientation Leaders will be recruited to act as leaders, mentors and role models for Orientation Groups. o Orientation Marshals Approximately 40 Orientation Marshals will be recruited to provide operational support to events and activities during Orientation. 5

6 6.1.1 The ratio of Leaders and hiring practices should reflect the makeup of the student body and program area distribution (based on previous years) Orientation Leaders and Marshals should be recruited through a carousel process outlined by the Assistant Director, Student Life and Leadership A list of proposed Orientation Leaders and Marshals will be provided to the ORSL before contracts are issued 6.2 Orientation Planning Committee Structure The Orientation Planning committee is responsible for designing the Orientation Program. The committee is jointly chaired by the Orientation Coordinators and the Assistant Director, Student Life and Leadership. Membership of the committee is comprised of: o The Orientation Coordinators o 4 Orientation Planning Executives (at least 2 must be present) o The NCSC Executive (or delegates of) (at least 2 must be present) o Assistant Director, Student Life and Leadership o Dean of Students o A member of the New College Registrar s Office 7. Objectives The guiding objectives of the New College Orientation Program are as follows: Aid students in their transition to New College and the University of Toronto by providing purposeful programming designed to support academic preparation and community engagement. Inspire and motivate newly admitted students to get involved in their College and University community, take advantage of extra-curricular and curricular opportunities and enjoy their education. Coordinate with ORSL, NCSC and student Clubs and Societies to introduce participants to activities and programs that will continue beyond Orientation. Particular attention should be paid to supporting the development of strong Off-Campus Communities and working with both Commuter and Resident Don Teams. Orientation should foster an environment of interaction between international and domestic students. Integrate IFP Orientation with Orientation programming Provide an overview of academic and social experiences and opportunities available at the College and the University of Toronto including; participation in clubs and societies; academic support resources; leadership opportunities; athletics and other extracurricular and curricular activities. Cultivate student leadership at New College through student participation in orientation and involvement in planning and facilitating orientation. 6

7 7.1 Priorities and Targets Marketing and Recruitment Recruit over 60% of off-campus and 80% of on-campus newly admitted New College Arts and Science students (including IFP Students) to participate in Orientation Off-campus students should be actively recruited to participate in Orientation Orientation marketing material must take into account the international and cultural diversity of participants, particularly when selecting language, imagery and visual identity Orientation marketing material should employ a variety of platforms to promote and explain what orientation is and what students can expect from the week Participation fees should be less than $100 per person for all participants Event and Program Planning The Orientation Program must be planned in consultation with stakeholders through the Orientation Planning Committee and NEWSS meetings Orientation events and activities should be planned to maintain a minimum 70% attendance for events between 10am 7pm each day of Orientation Orientation activities should be planned to maximize attendance and value for offcampus students Project funds should be distributed to favor events and activities likely to have the highest turnout All events should have appropriate contingency plans in case of inclement weather NCSC shall have meaningful opportunities to engage with students and promote its role and services Provide opportunities to positively interact or partner with students from other colleges/faculties for example Pre-UofT, Block Party Events, Joint Meals, Parade Students fees and registration income should not be used to purchase alcohol 7.2 Program Audience The New College Orientation Week Program is designed for New College Arts and Science Students including International Foundation Program Students. Professional Faculty students can register for New College Orientation, however, it is not recommended. 8. Overlapping Programming Some parts of orientation are organized or facilitated by other organizations affiliated with the University. Space and resources need to be provided in the scheduling and implementation for these activities. For example, Registration, Passport to Your Future, preuoft, UTSU Parade, Bed Races, etc. 7

8 9. Timeline & Key Mile Stones Milestones Orientation Planning Executive, Orientation Directors, Leaders and Marshals Recruitment & Hiring Orientation Planning Executive and Director training and orientation Submission of draft schedule, theme and budget to NEWSS for approval Submission of risk assessment Orientation Website Mail out design and approval by NEWSS Orientation Leader Training Orientation Week Return Orientation Leaders deposit and organize Leader appreciation event Present final reports and accounts to NEWSS, NCSC and Student Life Approximate Completion Date End of February early March Early March May 30 th See Section 5.1 for specifics regarding budget details On going June 30 th Mid June End of August Beginning of September First week of class Before October 10. Budget Information 10.1 Funding Sources This project is jointly financed by New College (ORSL), the New College Student Council and funds raised from participation fees Budget Estimate The New College Orientation project as described in this project charter shall have a budget of between $75,000 and $90,000. The total budget will reflect income from students fees for participation, sponsorship from NCSC, ORSL etc. and outside sponsorship. 11. Assumptions and Constraints 11.1 Assumptions This section identifies the statements believed to be true and from which a conclusion was drawn to define this project charter: 8

9 1. Orientation Coordinators will be hired by New College as USW Casual Employees for the recruitment, training, planning and preparation phase of Orientation Week and supervised by the Office of Residence and Student Life. 2. NCSC will pay the Orientation Coordinators by stipend for their work during Orientation Week and following Orientation (producing transition reports etc.) 3. The continued financial sponsorship of Orientation by NCSC of approximately $20,000 for programming and $3000 for Orientation Coordinator Stipends 4. NCSC will manage Orientation finances including transferring income receive from student participation fees to the Orientation bank account 5. New College will supply the Orientation Coordinators with an Office, access to computer(s) and an address 6. The Office of Residence and Student Life will fund one lunch in the New College Dining Hall as part of the Orientation program 7. The Office of Residence and Student Life will administer the registration process; including; providing participant lists; generating income reports; creating Orientation group lists and making any necessary changes to the Orientation Registration process as agreed by NEWSS, NEWSS Subgroups or the Orientation Planning Committee 8. Orientation will have access to apply for NCIF funding for events and activities 9. A team of volunteers will be found to take on the positions within the Orientation Planning Committee and for the Marshal and Orientation Leader positions Constraints This section identifies limitations that must be taken into consideration prior to the initiation of the project. 1. The funding of this project shall be partially limited by the funds raised through package sales. 2. Availability of hours for Orientation Coordinators, staff and volunteer and participants 3. The college has a finite number of rooms of various sizes in which to host events or to use as fall-back locations in case of inclement weather 4. The Orientation Coordinators and Planning Committee will only have access to the Orientation Office during the hours when the college is open 5. Storage space at the college is limited 6. Orientation cannot use the NCSC or ORSL Offices for storage 7. Some events will require permits from outside organizations such as the city of Toronto 8. In order for Orientation to be exempt from HST Orientation must spend more than the income generated from participation fees. 12. Transition Feedback on events and activities should be gathered during Orientation and detailed records should be kept to provide accurate material for transition. 9

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