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title = "Officer's Timeline Quick Guide"
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# General Advice
When in doubt, email [studentcable-exec@mit.edu](mailto:studentcable-exec@mit.edu). There are cruft on there and they have institutional knowledge. If you really want to get their attention, feel free to put something obnoxious in the title like 'HEY CRUFT NEED HELP' or the similar. Otherwise we may or may not chime in because your opinion matters more than our own. 

In general, don't forget to:

1. Keep a wishlist of video equipment
2. Apply to every Finboard funding cycle (see 1. if you don't have one, then SD cards are always useful...)
3. Recruit new people (be friendly, etc. etc.)
4. Have regular, FUN + PRODUCTIVE meetings

Quick Links: [New Officers Checklist](/officers/new-officers) & [NAS Access](/officers/nas) & [IHTFP Hackathon Info](/officers/hackathon) & [Project Suggestions from Cathleen](/officers/suggestions)

Also, make sure you've read all the stuff under the [Members](/members) page. Including the links for the mailing list and project guides. 

**Just throwing this out there, but we should also think about ways to help members follow through with their project ideas. That's hard. Really hard.**

# Yearly Goals
1. Run our annual IHTFP Hackathon, which is a weekend long event where people with and without video experience create a short film in two days. Concludes with a media spectacle in conjunction with CMS/W. 
2. [Publish videos](/officers/suggestions) on a regular basis. Define regular on your own. Possibilities include:
  * One video every month/week/two weeks.
  * One video per member per semester. 
  * X number of video type 1 and Y number of video type 2.
3. That every (new) member experiences the three stages of video work by the end of the year:
  * Pre-production: Director, Script-Writing, Production
  * Production: Camera operation, Gimbal use, Audio recording
  * Post-production: Editing, SFX, Animation

The goal isn't for them to do **all** of the things mentioned, but for them to do one of the things in each category. 

# Yearly Timeline

## Summer
* Apply for midway booth
* Apply for early returns
* Have an officer meeting (during Orientation)

## Fall
* Have at least 2 recruiting events
* Begin having meetings every ~2 weeks
  * Don't have meetings where there is nothing to do. Always have an activity/agenda. Never ever (except maybe the first meeting of the year) hold a meeting where all you do is talk at people.
  * It's OK to have some meetings be more "fun" than "work" but people like to feel like they're accomplishing things.
  * Buy food when you have money. 
* Buy food for the first 2 meetings
* Apply for Fall/Winter Finboard funding
  * Ask for food money 
  > Operations food: $5 per member per cycle or $300 per cycle total (whichever is lower). 
  > This is intended for snacks--as compared to meals--that support an activity central to the group’s 
  > purpose which does not take the form of events. Operations food is further addressed in Section 5.
  > [http://ua.mit.edu/funding/finboard/]
  * Ask for capital money (ie. cameras, tripods, lenses, etc.)
  * Ask for operations money (ie. SD cards, hard drives, etc.)
  * Try to split expenses between capital & operations
* Contact Becky Shepardson (bshep@mit.edu) about [IHTFP Hackathon](/officers/hackathon). She's in CMS/W.

## IAP
* Officers should regroup for the spring
* Enjoy a break from classes! 

## Spring
* Apply for Spring/Summer Finboard funding
  * See notes above
* Hold officer elections
  * You need to have a President and Treasurer and they must be students
  * If there is lots of interest (only if there's lots of interest) other positions include:
    - Secretary / Webmaster / Social Media Guru - answers emails, takes notes at meetings, sends reminder & *poke* emails, updates the website, can do fun stuff with social media
    - Equipment Manager - makes suggestions for buying equipment (ie. does research so we can show finboard), manages equipment check-out, masters how to use all equipment, does geeky stuff with hard drives, etc. 
  * You'll probably need to do a lot of poking to get interest. Try to finish this *before* people leave. It works best if officers personally talk to members they think will do a good job. Officers can hold unlimited terms in office.
* [Get new officers set up](/officers/new-officers).
* Fill out ASA's space request form if needed. If in doubt, look at a [previous year's submission](/officers/asa).

# Recruiting
* Send out dormspam for the first month or two of meetings
* Give frosh little pieces of paper with dates of first meetings at midway
* Use things like Tech space and Infinite Corridor when promoting hackathon/similar events
* Have current members bring new people in (designated “open house” night?)
* Befriend the humanities departments (and ACT and Edgerton) - the people they run into are likely the kind of people we want
* Association of Student Activities (?) has a mailing list where you can put on upcoming events
* Massachusetts Institute of Technology Events calendar
* Connect with department heads and profs who are teaching classes that could be of interest
* **That thing for freshman that goes out before they get to campus?**
* A really cool thing during orientation?
* The Tech / Technique joint frosh session (Quentin + Andrew)
* Technique lens + our camera + TV at Midway?

# Funding
Places to apply for funding\
*Finboard*\
*CAMIT*\
*De Florez*\
[https://studentlife.mit.edu/sao/finance-resources/funding-opportunities]
  
# Other Policies

## Equipment Checkout
Officers have access to equipment. Equipment checkouts must be recorded on the group calendar with the name/email of the person checking it out and a detailed list of everything they took. Members must have at least 3 hours of participation before they can check out equipment for their own use. They must have also demonstrated a basic understanding of how to use the equipment and not break stuff. A five minute recap by the officer usually suffices. Important stuff to say includes:\

* Always keep the lens cap on.
* Always put the camera back in the bag. Carry it around in the bag we give you. Don't shove it into your backpack. (Unless you can fit the whole bag, then go ahead!)
* Copy data off the SD card before returning it. 
* Let us know if batteries need charging when you get back. 

Make sure to give them sufficient batteries (they may be on the charger) and to put the batteries back on the charger when they return it. 

To request equipment borrowing, members should email [studentcable-exec@mit.edu](mailto:studentcable-exec@mit.edu) with the dates and what they want to use. Put it on the calendar. SCTV events and projects take priority over member checkout. Member checkout with the intent to produce a video for our YouTube channel takes priority over other uses. If our equipment is used, SCTV needs to be credited on the video in some way.

**Need to have policy about using equipment for non-club use (ex. for paid work).**

## Work for Hire

**Someone needs to go to SAO and set up payments for students. Once that's set up, members earn half the rate for paid work.**

### Student Groups
We will film for free with the following conditions:\

* We don't guarantee that someone will be available. Send the request out to the members and if someone is interested, then confirm.
* They get all the raw footage, no editing. If they want editing, they have to pay (see Other below). (Exceptions can be made if it's a pet-project of a member and they're the one doing the editing.)
* If we require extra equipment rental, they will pay that at-cost. We will confirm that with them first though, of course.
* We reserve the right to use the footage in projects for our YouTube video.

### Other
Rate is $50/hr per person, min of two people, for filming. \
Editing requires a quote based on complexity. Use the above as a guideline, but change if you think it will be hard or easy.