[Register your club]
[Resources Available to your Soc/Club]
[Room Booking Conditions]
[Room Booking Application]
Note - any BBQ's require this form to be completed
Resources Available to your Soc/Club
1) Levels:
The DO has grouped Societies and Clubs into three categories, which will determine the level of assistance that the group will get. This has been based on the amount and type of things that they do for CSE students, and a rough percentage of students in the group from CSE. Groupings may move up or down to reflect a Socs/Clubs contribution to the CSE Community.
CSE will provide:
Level 1 (Currently J-Club, UNSW Photo Club)
- Hosting for a website
- Email alias
- Ability to book the K17 Room
- Space for posters to advertise student events
- Some colour Printing (A3, A4) of promotional posters
- emails to promote events/AGM may be sent to soc-announce, but will still be re-posted at the discretion of the CSESOC moderator.
- Visit clubs @ cse
Level 2 (Currently ACM, Sunswift)
- All of level 1
- An annual budget with some financial assistance (eg for food catering for events)
- More colour printing
Level 3 (Currently BINFSOC, CSE SOC, CSE Revue)
- All of level2
- Further financial assistance
- More colour printing
- Access to Socs Office*
* The socs office has been set up by the DO to help these groups run. However, the key is a staff-only issue key, and so is officially in Brad's name. For security of the key and your groups assets in the room, a system has been set up to loan out the key. Each group may have up to four students listed as able to borrow the key, and these people need to sign an agreement with the DO. As many groups need to use the room, please return it ASAP. The key borrower must be in the room all the time they have it open. Failure to follow these procedure will lead to a suspension of cancellation of being able to use the key.
All levels may apply for special financial assistance for a special event by sending a proposal to . Each event will then be considered for it's merits at that time.
2) Request for funding from CSE
The Development Office and CSE may provide financial assistance for special events, seminars, student travel, etc. The funding for this is limited, and in general, student groups are expected to be self funding. However, we have helped many groups in the past and will continue to do so. These requests should come to the Student Development Coordinator () or the Business Development Officer (), depending on the nature of the request.
3) Contacting the HoS, Facilities, SS, ETC
Although The Head of School (Paul Compton) is the person responsible for the School, rarely will any request go directly to him. Most student inquires should be directed to the CSE Student Office or the Development Office - they have been set up for students!
Complaints may be directed to the Grievance Officers. A grievance is defined as a "cause for complaint, especially of unjust treatment". If you have a grievance that has to do with the School of Computer Science and Engineering, you can appeal to one of the School Grievance Officers, currently
Gabi Keller
Bill Wilson
http://www.cse.unsw.edu.au/~billw/grievance.html
Paul tries to have his door open to staff and students as much as he can, but please do not abuse this!
Failing to obtain sufficient advance permission does NOT constitute an emergency!
All requests that involve CSE Facilities or SS should be sent to Brad Hall ()
4) Links to the CSE DO webpage.
We currently have the following links:
http://www.do.cse.unsw.edu.au/students/clubs/
Please let me know if you would like one changed or added.
5) PRINTING POSTERS, ETC
Posters must include the organising groups name and logo. The Help Desk Manager should be consulted before any posters are put up around the labs. No posters are to ever go inside the labs, but with the Manager's permission they may be allowed on the doors to the Undercrofts, etc.
Within K17 there is a notice board outside the Student Office. When putting them in other places, please do not put sticky tape on painted surfaces! Blu-tack may be the better option. CSE Facilities controls where posters can be placed in K17.
When requesting posters to be printed, please allow five working days before you need the posters in case of printer problems, etc, or just in case we're busy or away!
Print request should be emailed to the Student Development Coordinator ().
Log-in Screen ads should also be sent to the Student Development Coordinator ().
6) Online Voting System
- Sometime before the election, the Society/Club tells the DO the positions available, and how many can fill each position (eg two VP's) and how many candidates voters are allowed to vote for (eg 4 candidates in the council)
- Students send nominations either to the Society or to the SDC.
- Nominated candidates can send the Society or us a URL which has a spiel about themselves (and maybe a photo)
- Nominations Close
- we set up a webpage which looks a bit like the example below, with the name of each candidate linked to the URL they have provided (if provided). For positions with only one vote, radio buttons, for positions with more that one vote, check boxes.
- to enter the webpage would require a CSE Login, which checks that the students has not voted before (this will be a problem for groups which include non-cse members. However, if you want us to host your election please email the SDC and we'll see what's possible)
- votes are recorded in a way that does not connect the voter with their votes.
- at the closing time for the election, candidates with the most votes win the position. If there is a tie, another election is held just for that position, or the society can decide to appoint both candidates. This case should be discussed before the commencement of the election.
Request for use of K17 Facilities
*Failure to leave a room in a tidy state will lead to a suspension of booking privileges*
All room requests should come through the booking form at http://www.cse.unsw.edu.au/db/cserooms/
Available Booking hours:
In general, the Seminar Room and other CSE locations (labs, meeting rooms, etc) will only be available for unsupervised student use during normal business hours (9:00-17:00). Outside of these times special permission needs to be obtained. Please allow two weeks for this process.
Overnight and weekend access may require staff supervision (eg CSE technical support or Security Services) - which requires overtime pay which is costly to the school. Please take this into consideration when planning an event. If you really require an out of business hours booking, you should send an email request to the HoS via the Student Development Coordinator (sdc@cse.unsw.edu.au) at the same time that you submit the room request. Room request will not be processed until the after hours request is approved.
Alcohol:
You will need written permission from the Head of School if the event involves alcohol. Allow at least two weeks from your request. You should send an email to the Head at the time you make the booking.
Cleaning:
All rooms should be left with the chairs in straight rows for the Seminar Room or under the tables for other rooms. All rubbish should be removed. A vacuum is available from the DO if required. The white boards should be erased. The door should be closed. In the Seminar room the data projector must be shut down from the lectern (never touch the controls on the projector unit). In the Committee Room, please notify the Head of School staff when you leave the room.
A charge for cleaning may be levied if food and drink is spilled.
Booking Priority:
The Seminar Room is heavily utilized, so last minute bookings may often be impossible. Further, student bookings can be bumped by staff bookings, so please remember this also when planning. Booking a room but then not using it can inconvenience other groups, so repeat offenders may have this privilege suspended.
Kitchen (Common Room):
This is a staff area. Many of the staff feel that this is one area that they can relax in away from students, and so only for special events will student groups be given access to it.
If the event is very large and requires exclusive use of the kitchen, please clearly state this in your request. Permission is only at the discretion of the HoS.
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