UNSW3+ Preparation Guide for Arc Clubs

Transcription

1 UNSW3+ Preparation Guide for Arc Clubs With UNSW transitioning to its UNSW3+ calendar in 2019, Arc is encouraging Clubs to start thinking about how these changes will affect your Club, and what adjustments will need to be made. To help you in this discussion, this guide contains information about what the UNSW3+ calendar will look like, some suggestions to help you think about the changeover and details about Arc s changes that will affect Clubs. We recommend against leaving this entirely to the 2019 Executive team, as they will have less experience (if any experience) to build from. Instead, make suggestions to the incoming team, including your rationale. Please note that Arc is working on changing processes to enable Clubs to access resources more readily, and we will announce these changes as soon as they are confirmed. For example, we are hoping to make the grants process quicker (including payment), a shorter turnaround for CATS & Outdoor bookings processed by UNSW, and reducing the number of weeks that Clubs cannot access CATS room bookings each term. Please also be aware that this guide is based on information currently available from UNSW. We do not expect there to be changes that affect the advice and information provided here, however in the event of changes we will provide updates through the Clubs Newsletter.

2 UNSW3+ Calendar (2019) UNSW3+ consists of 3 Terms and an optional summer term. The 3 main terms are 10 weeks each plus exams. You can find more details at UNSW Dates Summer holidays begin after end of Sem Exams (20 Nov 2018) 12 weeks summer holiday before O-Week O-Week (11 Feb 15 Feb) Term 1 (18 Feb 18 May) 10.5 Weeks Classes (extra days to replace public holidays) Week Stuvac + 2 Weeks Exams 2 Weeks (19 May 2 Jun) Term 2 (3 Jun 31 Aug) 10 Weeks Classes Week Stuvac + 2 Weeks Exams 2 Weeks (2 Sep 15 Sep) 2nd week will include a 3-day O-Week Term 3 (16 Sep 14 Dec) 10 Weeks Classes Week Stuvac + 2 Weeks Exams 2019/2020 Summer Holiday (15 Dec 16 Feb 2020) 8 Weeks (incl. 5 Weeks optional Summer Term) before O-Week 2020

3 Student/Member Engagement, and Club Event Planning Student/member engagement will be one of the biggest challenges for Clubs in the UNSW3+ structure since engaging students is at the core of all Clubs. According to the UNSW3+ team, all three terms are expected to have comparable numbers of students on campus and there will be intake of new students in Term 1 and Term 3. A well thought-out transition and planning process will help Clubs to maintain good engagement levels throughout the year. It may help to plan events for the three terms in advance and make a calendar of events available at the start of each term. This would be especially important for the big annual events as they usually involve selling of tickets the shorter term will mean a shorter period to promote & sell tickets, so it will be a big help to start early. Another good approach is to: 1. Identify the events that currently best engage students and look at how they can still be run effectively in the UNSW3+ calendar. 2. Look at how often these events are run and see if there are any gaps where other events (existing or new) can be slotted in (provided you have the time & resources to do so). Event Planning: Consultations with Clubs have shown that Clubs currently use a variety of different strategies to plan their events over the course of the year. The two key methods are key planning during summer & winter breaks vs week to week planning. As we transition to the UNSW3+ calendar, it s worth discussing whether your Club s current strategies will be suitable given the new academic calendar and your Club s new events calendar. If your Club s events calendar is not tightly packed then whatever you do now will likely continue to work, however if you have more events you might consider making a change and/or having a larger team to help plan the events. If you currently do significant planning during summer/winter breaks, remember that the duration of the summer break is reducing from 13 weeks in 2017/18 to 12 weeks in 2018/19 and then to 8 weeks in 2019/2020, which includes Christmas & New Year holidays. The breaks between terms will also be reduced to 2 weeks from next year. This doesn t mean that you can t continue to use this strategy, but

4 you may need to adjust when and how much you can expect to get done during these breaks if this is usually completed over an extended period of time. If your Club mainly plans major end of semester events during the earlier weeks of the semester, take into account that there will be fewer weeks of the term in which to plan. Solutions include: a higher planning workload during each week of the term starting to plan earlier increasing the size of the planning team reducing the size/complexity of the event, so that the outcome can be achieved at a similar weekly workload to now. Many Clubs will likely choose to use a combination of different methods to suit the particular needs of their events and Executive team. For example, a Club that runs small weekly events and a few major events during the year may choose to organise the weekly events week-to-week, but engage with most of the major event planning at the start of the year and during the holidays. Note: We are aware that a factor in event planning is the process of booking locations and resources. The Arc Clubs team are currently working on making these easier and more accessible for We will release information about these changes as soon as they are available. Transitioning Club Your Activities Calendar to UNSW3+ The main thing to consider in the transition to the UNSW3+ calendar is how to adjust your Club s event calendar to fit the new structure, and ensure that these changes are realistic (e.g. that your Club Executives don t have too high a workload and that your Club has the funds to run the events). When considering Executive workload, take into consideration the new term duration and likely assessment periods. One way to go about this is to categorise the types of events your Club runs in 2018 and discuss appropriate changes for UNSW3+. Once this is complete, you should also take a holistic view, mapping out all of the events on a calendar to see how they fit together (e.g. balancing workloads). The table on the following pages categorises the typical Club Events and suggests some options for adjusting your events calendar.

5 Event Category Examples Current Structure Options/Suggestions for UNSW3+ Notes/Discussion Points Frequent & regular events Weekly classes, fortnightly workshops, 4 shows per semester Currently under the semester structure there are 26 academic weeks. Under the UNSW3+ calendar there will be a total of 30 academic weeks (10 each term). Assuming events are run weekly for the whole semester, this adds up to 26 instances of these events. Assuming fortnightly events are run for the whole semester, this adds up to instances of these events. Assuming 4 shows per semester, this adds up to 8 instances of these events. Assuming events are run weekly throughout each term, this adds up to 30 instances of these events. Running a weekly event only in Wk 1-9 each term will mean 27 instances of these events in total. Running a weekly event only in Wk 1-8 each term will mean 24 instances of these events in total. Running a fortnightly event throughout each term will mean 15 instances of these events in total. Running a fortnightly event only in Wk 1-8 each term will mean 12 instances of these events in total. Running 4 shows per term adds up to 12 instances of these events. Running 3 shows per term adds up to 9 instances of these events. Are these events currently run through the whole semester, or do you try and avoid assessment weeks (e.g. only running them in Weeks 1-10)? Consider doing this in 2019 so you can continue running these events with the same regularity without incurring the costs and workload of running a higher total number.

6 Event Category Examples Current Structure Options/Suggestions for UNSW3+ Notes/Discussion Points Regular events, intermediate frequency (1-2 per semester) Big annual events Random/ irregular/ spontaneous events Start of semester welcome, midsession break socials End of the year ball, careers fair, camp Attending a relevant external event, e.g. attending a screening of a relevant movie when it is showing in cinemas Clubs mostly run 2 such events each semester (start and end of the semester). This ends up being a total of 4 events for the year. Varies Determined by external factors and Club events calendar Converting the events run each semester to be run each term means 2 events per semester (4 per year) becomes 2 per term (6 per year). Alternatively you can try to keep a comparable overall number/cost E.g. 4 per year could become: 1 per term (3 total per year) 1 per term PLUS an end of year event (4 total per year) 1 per term, with the Term 3 event being a larger end of year event The UNSW3+ calendar will likely require a significant overhaul of when these events take place, especially as there will be no midsemester breaks, the breaks between terms will be shorter and the assessment dates will be different. For particularly large events, it is likely a good idea to spread them out across the three terms where possible to spread the cost and workload, and so that students attending each term have a big event from your Club to engage with (especially new students). Depending on the density of other events in your Club s calendar, there may be a different capacity to add extra events compared to semester calendar. It may be worth considering whether some of these events could be combined together, or replace/supplement other activities of your Club. Example: A Careers fair at the end of a term could lead the term s social event and allow students to engage with each other and potential employers. Collaborative events Joint events with other Clubs, including events with similar Clubs from other universities. Varies Under the UNSW3+ calendar, Clubs may will need to set the date for these events well in advance, especially if the Clubs are from different universities (as different universities may be operating under very different academic calendars.

7 Arc Club 2019 Example Event Schedule 1 Term 1 Term 2 Term 3 Orientation Camp (big event) Mentoring Program (medium event) Fortnightly Coffee n Chill (small event) Careers Fair (big event) Start of Term Party (medium event) Fortnightly Coffee n Chill (small event) Ball (big event) Alumni Event (medium event) Fortnightly Coffee n Chill (small event) Arc Club 2019 Example Event Schedule 2 Term 1 Weekly workshops Wk 1-8 Start of year welcome party Movie Screening Term 2 Weekly workshops Wk 1-8 Start of session welcome party Board games day Term 3 Weekly workshops Wk 1-8 End of year Ball (big event) Arc Club 2019 Example Event Schedule 3 Term 1 Term 2 Term 3 Fortnightly discussion group Intervarsity sports day Fortnightly discussion group Weekend trip Fortnightly discussion group Performance night

8 Executive Handover A good Executive handover is always important, and this will be especially true in the transition to UNSW3+. The handover will help to make sure that the new Executives have all the information they need to effectively operate under the UNSW3+ structure, and that your proactive planning and efforts are put to good use. Make sure to include your rationale, especially for changes this will help to inform their decisions, especially if they need to adjust to changing circumstances. In addition to looking over and updating previous handover documents/processes within your Club, we would also recommend having a look at the Handover information in the Clubs Handbook. If you would like more help with handovers, you are welcome to book in a consultation with the Clubs team, by sending an to clubs@arc.unsw.edu.au. Executive Eligibility Anyone that UNSW considers to be a current student (and is a member of your Club) is eligible to hold an Executive position. This includes students that are, with UNSW approval, completing an exchange program for a term, taking a term off for an internship, or deferring studies for a short time part way through their degree. At the end of a student s degree, they will cease to be considered a student upon release of the final results of the last courses required to complete their degree. From 2019, students will need to enrol in all courses across the three Terms at once, prior to the start of Term 1 (enrolment will open from October 2018). Some changes will still be possible after this initial enrolment period. It is up to your Club to decide whether you think it is important that all Executives are on campus during every term. Your members may wish to ask candidates standing for election about their intended availability during the following year, and take their response into account when deciding who to vote for. Note that students may not have made decisions about their studies for the following year at the time of the election, they may decide to change their plans or there may be changes made that are beyond their control. Please refer to the Clubs Handbook for more details about general eligibility and elections for Executive positions. We will be adding updated information about UNSW3+ throughout the Handbook in July-August 2018.

9 2018/2019 Arc Club Dates & Timelines Please note, these dates are still subject to change, however we do not anticipate any significant variations, and we will notify Clubs of any modifications AGMs, Reaffiliation & Executive Training AGM/Reaffiliation Workshops (must be Semester 2 Week 1-7 (26 July 7 September 2018) attended by ONE Executive of each Club) 2018 AGM Period Semester 2 Week 8-11 (10 September 12 October 2018) 2018 Reaffiliation Period Semester 2 Week 8-12 (10 September 19 October 2018) 2018 Reaffiliation Deadline 5pm Friday 19 October 2018 (Semester 2 Week ) 2018 Reaffiliation Reset Date Friday 30 November 2018 Club Executive Training 2018/2019 (for 2018 Semester 2 Week 8 (10 September 2018) to Executives elected during 2018 AGM 2019 Term 1 Week 2 (2 March 2019) Period) 2019 AGMs, Reaffiliation & Executive Training AGM Training (must be attended by TBD ONE Executive of each Club) Reaffiliation Training (must be attended TBD by ONE Executive of each Club) 2019 AGM Period Term 3 Week 4-8 (7 October 8 November 2019) 2019 Reaffiliation Period Term 3 Week 5-9 (14 October 15 November 2019) 2019 Reaffiliation Deadline 5pm Friday 15 November 2019 (Term 3 Week 9) 2019 Reaffiliation Reset Date TBD Club Executive Training 2019/2020 (for Executives elected during 2019 AGM Period) Term 3 Week 8 (4 November 2019) to 2020 Term 1 Week (28 February 2019)

10 Events 2019 O-Week: February 2019 Club Taster Days each term Club of the Year Awards o Nominations, voting & presentation in Term 3 Individual Club Consultations If you have more questions or need help or advice on planning/transition, you can contact the Arc Clubs Team with your query or to set up a one-on-one consultation. Please clubs@arc.unsw.edu.au (if you are enquiring about a consultation, please include the topics you want to discuss and a few times that you would be available to meet).

11 2019 UNSW3+ Calendar 2018/ Term 1 O-Week Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 T1 Stuvac T1 Exams T1 Exams Mon Tues Wed Thu Fri Sat Sun 31/12/2018 1/01/2019 2/01/2019 3/01/2019 4/01/2019 5/01/2019 6/01/2019 7/01/2019 8/01/2019 9/01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/2019 1/02/2019 2/02/2019 3/02/2019 4/02/2019 5/02/2019 6/02/2019 7/02/2019 8/02/2019 9/02/ /02/ /02/ /02/ /02/ /02/ /02/ /02/ /02/ /02/ /02/ /02/ /02/ /02/ /02/ /02/ /02/ /02/ /02/ /02/2019 1/03/2019 2/03/2019 3/03/2019 4/03/2019 5/03/2019 6/03/2019 7/03/2019 8/03/2019 9/03/ /03/ /03/ /03/ /03/ /03/ /03/ /03/ /03/ /03/ /03/ /03/ /03/ /03/ /03/ /03/ /03/ /03/ /03/ /03/ /03/ /03/ /03/2019 1/04/2019 2/04/2019 3/04/2019 4/04/2019 5/04/2019 6/04/2019 7/04/2019 8/04/2019 9/04/ /04/ /04/ /04/ /04/ /04/ /04/ /04/ /04/ /04/ /04/ /04/ /04/ /04/ /04/ /04/ /04/ /04/ /04/ /04/ /04/ /04/2019 1/05/2019 2/05/2019 3/05/2019 4/05/2019 5/05/2019 Stuvac Starts 6/05/2019 7/05/2019 8/05/2019 9/05/ /05/ /05/ /05/2019 Exams Start 13/05/ /05/ /05/ /05/ /05/ /05/ /05/2019 Exams End 20/05/ /05/ /05/ /05/ /05/ /05/ /05/ /05/ /05/ /05/ /05/ /05/2019 1/06/2019 2/06/2019 = Public Holiday

12 2019 UNSW3+ Calendar cont Term 2 Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 T2 Stuvac/Exams T2 Exams T2 Exams /O-Week = Public Holiday Mon Tues Wed Thu Fri Sat Sun 3/06/2019 4/06/2019 5/06/2019 6/06/2019 7/06/2019 8/06/2019 9/06/ /06/ /06/ /06/ /06/ /06/ /06/ /06/ /06/ /06/ /06/ /06/ /06/ /06/ /06/ /06/ /06/ /06/ /06/ /06/ /06/ /06/2019 1/07/2019 2/07/2019 3/07/2019 4/07/2019 5/07/2019 6/07/2019 7/07/2019 8/07/2019 9/07/ /07/ /07/ /07/ /07/ /07/ /07/ /07/ /07/ /07/ /07/ /07/ /07/ /07/ /07/ /07/ /07/ /07/ /07/ /07/ /07/ /07/ /07/2019 1/08/2019 2/08/2019 3/08/2019 4/08/2019 5/08/2019 6/08/2019 7/08/2019 8/08/2019 9/08/ /08/ /08/ /08/ /08/ /08/ /08/ /08/ /08/ /08/2019 Stuvac Starts Exams Start 19/08/ /08/ /08/ /08/ /08/ /08/ /08/ /08/ /08/ /08/ /08/ /08/ /08/2019 1/09/2019 Exams End 2/09/2019 3/09/2019 4/09/2019 5/09/2019 6/09/2019 7/09/2019 8/09/2019 9/09/ /09/ /09/ /09/ /09/ /09/ /09/2019 O-Week

13 2019 UNSW3+ Calendar cont Term Summer Term 2020 Term 1* Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 T3 Stuvac/Exams T3 Exams T3 Exams Week 1 Week 2 Week 3 Week 4 Week 5 Summer Term Exams & T1 O-Week Week 1 Mon Tues Wed Thu Fri Sat Sun 16/09/ /09/ /09/ /09/ /09/ /09/ /09/ /09/ /09/ /09/ /09/ /09/ /09/ /09/ /09/2019 1/10/2019 2/10/2019 3/10/2019 4/10/2019 5/10/2019 6/10/2019 7/10/2019 8/10/2019 9/10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/2019 1/11/2019 2/11/2019 3/11/2019 4/11/2019 5/11/2019 6/11/2019 7/11/2019 8/11/2019 9/11/ /11/ /11/ /11/ /11/ /11/ /11/ /11/ /11/ /11/ /11/ /11/ /11/ /11/ /11/ /11/ /11/ /11/ /11/ /11/ /11/ /11/2019 1/12/2019 Stuvac Starts Exams Start 2/12/2019 3/12/2019 4/12/2019 5/12/2019 6/12/2019 7/12/2019 8/12/2019 9/12/ /12/ /12/ /12/ /12/ /12/ /12/2019 Exams End 16/12/ /12/ /12/ /12/ /12/ /12/ /12/ /12/ /12/ /12/ /12/ /12/ /12/ /12/ /12/ /12/2019 1/01/2020 2/01/2020 3/01/2020 4/01/2020 5/01/2020 6/01/2020 7/01/2020 8/01/2020 9/01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/2020 1/02/2020 2/02/2020 3/02/2020 4/02/2020 5/02/2020 6/02/2020 7/02/2020 8/02/2020 9/02/ /02/ /02/ /02/ /02/ /02/ /02/ /02/2020 Exams Start Exams End 17/02/ /02/ /02/ /02/ /02/ /02/ /02/2020 = Public Holiday *Note: This document only shows the first week of 2020 Term 1.