author James Morrison Tue, 12 Aug 2003 23:13:52 +0000 (23:13 +0000) committer James Morrison Tue, 12 Aug 2003 23:13:52 +0000 (23:13 +0000)
executive manual

 docs/Makefile patch | blob | history docs/execmanual/book.xml patch | blob | history docs/execmanual/president.xml [new file with mode: 0755] patch | blob docs/index.xml patch | blob | history docs/mathsoc.club.pdf [new file with mode: 0755] patch | blob docs/procedure.xml [new file with mode: 0755] patch | blob docs/procedure/Makefile [new file with mode: 0755] patch | blob docs/procedure/csc.procedure.latex [new file with mode: 0755] patch | blob docs/procedure/procedure.tex [new file with mode: 0755] patch | blob news.xml patch | blob | history

index 19d39b7..ca60402 100755 (executable)
@@ -1,6 +1,7 @@
-SUBDIRS = editing-example1 editing-example2 editing-example3 execmanual
+SUBDIRS = editing-example1 editing-example2 editing-example3 execmanual \
+       procedure
INPUTS = index.xml constitution.xml official.xml machine_usage.xml \
machine_usage_summary.xml website.xml editing-howto.xml \
-       constitution-change-20020920.xml execmanual.xml
+       constitution-change-20020920.xml execmanual.xml procedure.xml

include ../default.mk
index 2ee7b26..dfde0e7 100755 (executable)
@@ -2,10 +2,12 @@
<!DOCTYPE book PUBLIC "-//OASIS//DTD DocBook XML V4.1.2//EN"
"http://www.oasis-open.org/docbook/xml/4.0/docbookx.dtd"
[
+<!ENTITY prez SYSTEM "president.xml">
<!ENTITY veep SYSTEM "vice-president.xml">
]>

<book><title>Computer Science Club Exec Manual</title>
+&prez;
&veep;
</book>

diff --git a/docs/execmanual/president.xml b/docs/execmanual/president.xml
new file mode 100755 (executable)
index 0000000..6682677
--- /dev/null
@@ -0,0 +1,89 @@
+<?xml version="1.0" encoding="UTF-8"?>
+<chapter>
+  <title>President</title>
+
+  <para>This chapter covers various useful notes for the CSC president,
+  ranging from who to call for room bookings to when the term should end.
+  I&#39;ll rant some more later.</para>
+
+  <sect1>
+    <title>What to do</title>
+
+    <para>The President is the person responsible. As ungrammatical as that
+    may seem, it is exactly accurate. He or she is responsible to make certain
+    that everything the CSC is involved in gets proper attention.Specifically,
+    the President&#39;s duties are:</para>
+
+    <itemizedlist>
+      <listitem>
+        <para> to call and preside at all general, special, and executive
+        meetings of the Club;</para>
+      </listitem>
+
+      <listitem>
+        <para> to call and preside at all general, special, and executive
+        meetings of the Club;</para>
+      </listitem>
+
+      <listitem>
+        <para> to appoint all committees of the Club and the committee chair
+        of such committees, except the chair of the Programme Committee;</para>
+      </listitem>
+
+      <listitem>
+        <para> to audit, or to appoint a representative to audit, the
+        financial records of the club at the end of each academic term.</para>
+      </listitem>
+    </itemizedlist>
+
+    <para>Wherever possible, the President should delegate tasks to others.
+    Not doing this can overburden the President.</para>
+  </sect1>
+
+  <sect1>
+    <title>Explanation</title>
+
+    <para>As listed above the president is responsible for appointing
+    committee chair&#39;s and other positions. So, it is basically up to the
+    president to decide whether or not there is an explicit office staff. How
+    do people become office staff? Must the office close every day? What do
+    the members expect to get out of the club in this term? </para>
+  </sect1>
+
+  <sect1>
+    <title>MathSoc</title>
+
+    <para>The CSC is a MathSoc club as such you should know the <ulink
+    url="http://www.math.uwaterloo.ca/pinkbook.php">MathSoc club policies</ulink>
+    and know that the president is a non-voting member of MathSoc council,
+    like MathSoc directors.</para>
+  </sect1>
+
+  <sect1>
+    <title>Planning events</title>
+
+    <para>Planning events is a useful thing to know, so go read the
+    Vice-President&#39;s section.</para>
+  </sect1>
+
+  <sect1>
+    <title>Useful contacts</title>
+
+    <itemizedlist>
+      <listitem>
+        <para>It&#39;s a good thing to know who controls the keys to the
+        office and the money going to the club. Mathsoc does most of this
+        stuff, so besure to know the President and Treasurer of Mathsoc. They
+        can be emailed at prez@mathsoc.uwaterloo.ca and
+        tres@mathsoc.uwaterloo.ca</para>
+      </listitem>
+
+      <listitem>
+        <para>You can try getting a projector from MFCF/CSCF. You probably
+        want to talk to Dave Gawley, <email>dlgawley@cs.uwaterloo.ca</email>.
+        He&#39;s been really friendly to the CSC in the past and is a cool guy
+        in general.</para>
+      </listitem>
+    </itemizedlist>
+  </sect1>
+</chapter>
\ No newline at end of file
index 1f25908..a3f1f36 100755 (executable)
@@ -13,6 +13,8 @@
<li><a href="official.html">Official documents</a></li>
<li><a href="website.html">Documentation about the website</a></li>
<li><a href="execmanual.html">Manual for new executives</a></li>
+      <li><a href="procedure.html">CSC Procedures manual</a> This will get integrated into the executive manual</li>
+      <li><a href="mathsoc.club.pdf">Mathsoc Clubs manual</a></li>
</ul>
</section>

diff --git a/docs/mathsoc.club.pdf b/docs/mathsoc.club.pdf
new file mode 100755 (executable)
index 0000000..70ac68b
Binary files /dev/null and b/docs/mathsoc.club.pdf differ
diff --git a/docs/procedure.xml b/docs/procedure.xml
new file mode 100755 (executable)
index 0000000..db44d29
--- /dev/null
@@ -0,0 +1,20 @@
+<?xml version='1.0'?>
+
+<!DOCTYPE cscpage SYSTEM "../csc.dtd">
+
+<cscpage title="CSC Procedures manual">
+  <header />
+  <section title="The CSC Procedures Manual">
+    <p>The CSC exec manual is intended to provide exec with a wealth of information on
+    useful topics provided by past executives. It should be kept up-to-date every term
+    by the current executives. One chapter is devoted to each executive position, with
+    descriptions of that position's duties and how to carry them out effectively.</p>
+    <p>At this point in time the procedures manual is near complete. If you feel the
+    manual is a good contribution to the club, please bug the exec to put more work
+    into it.</p>
+    <p>The procedures manual is written using LaTeX and is available
+    <a href="procedure/procedure.pdf">in PDF format</a>. The
+    <a href="procedure/procedure.latex">LaTeX source</a> is also on-line.</p>
+  </section>
+  <footer/>
+</cscpage>
diff --git a/docs/procedure/Makefile b/docs/procedure/Makefile
new file mode 100755 (executable)
index 0000000..97dc693
--- /dev/null
@@ -0,0 +1,36 @@
+STYLESHEET = /usr/share/sgml/docbook/stylesheet/xsl/nwalsh/html/docbook.xsl
+FOSTYLESHEET = /usr/share/sgml/docbook/stylesheet/xsl/nwalsh/fo/docbook.xsl
+XSLTPROC = xsltproc
+XMLS = $(wildcard *.xml) +HTMLS =$(XMLS:.xml=.html)
+
+#all: book.html book.tex book.pdf
+all: procedure.pdf
+
+%.pdf: %.tex
+       pdflatex $< + +clean-recurse: clean + +clean: + rm -f *.html *.fot *.out *.fo *.pdf *.log *.aux *.ps *.dvi *.toc + +#book.html:$(XMLS)
+
+#%.html: %.xml
+#      $(XSLTPROC)$(STYLESHEET) $< >$@
+
+#%.fo: %.xml
+#      $(XSLTPROC)$(FOSTYLESHEET) $< >$@
+
+#%.tex: %.xml
+#      openjade -t tex -d /usr/share/sgml/docbook/stylesheet/dsssl/modular/print/docbook.dsl $< + +#%.dvi: %.tex +# jadetex$<
+
+#%.pdf: %.tex
+honorarium.
+
+Once you have all the difficult things arranged, set the date and time of
+the talk(s) and book the rooms.  If you manage to get an external speaker
+from any real distance, you can pretty much bank on s/he pulling a large
+crowd to the talks.
+
+\subsection{Tutorials}
+
+In keeping with the CSC's purposes of generating interest in computer science
+and its applications, the CSC has held tutorials on UNIX and X-windows.  These
+tutorials are introductory in level and cover a limited number of topics.
+Ideally, the group size will not exceed ten or so, though we have had
+X-windows talks of up to thirty.  Book one of the Descartes labs a week or
+%%NAME
+more earlier with Christy Gillian, Administrative Assistant to the Director
+of MFCF.  Although your group may be small, keeping extra people out of the
+room during these events can be beneficial (keeps distracting noise out).
+A tutorial usually runs for an hour.
+
+\subsection{Tours}
+
+Another favourite CSC event is to arrange for a group to tour one of the
+computer labs.  The DCS mainroom, the CGL lab and the PAMI lab have all
+been the sites of interesting tours.  To arrange for a tour, it is best to
+contact someone who works there.
+
+\subsection{SIGGRAPH}
+A recurring CSC event is to show the SIGGRAPH video that contains the
+highlights from the most recent Film \& Video Show.  Since many people are
+co-op, it is possible to show the tape at least twice and possibly three
+times during the year.  SIGGRAPH video night is always a very popular event.
+
+There are a few constraints that must be kept in mind when trying to organize
+this event.  First, while the SIGGRAPH conference occurs in early August,
+the video is not available until November or December.  Second, the CSC
+borrows the tape from CGL, thus making us reliant upon CGL to actually
+have the tape.  From time to time there is a lapse in CGL's subscription
+to the SIGGRAPH Video Review which results in the unavailability of the
+recent tapes.
+
+To borrow the videos from CGL either get a CSC member that is working there
+to borrow them, or contact the Lab Administrative Assistant (Elise Devitt
+as of F90)
+%%NAME
+
+A good place for showing SIGGRAPH videos are the ICR lecture halls in the
+Davis Centre (DC 1302 \& DC 1304).  The advantage of using these rooms is the
+ability to do the projection on your own.  While DC 1350 and DC 1351 are
+bigger and have more sophisticated equipment, they also require an expensive
+university supplied AV technician (see below).
+As mentioned elsewhere ICR rooms must be booked with the ICR secretary.
+
+If for some reason it is desireable to use DC 1350 or DC 1351, the
+larger lecture halls, the following procedure should be used. First book
+the room with Bookings (discussed earlier). In order to interface to the
+Electrohome RGB projector on the ceiling the CSC must arrange to have a
+video technician present during the meeting.  For this to happen,
+%%NAME
+Georgina Coutinho x4070 must be informed of the meeting time, date, and
+place.  Unfortunately, this technician (who must be present) charges
+\$25 per hour; there doesn't seem to be a way to get around this. The +total charge for the technician should be \$75.
+
+The SIGGRAPH tape shown in W89 was in VHS format, which is good, since
+there is a VHS machine inside the DC 1350/1351 projection rooms.  If the
+tape is in 3/4'' format, then be sure to borrow a 3/4'' player from CGL
+and warn the technician that he will have to interface a 3/4'' player to
+the video console.
+
+The SIGGRAPH tape is usually about 2 hours long.  There are two tables
+of contents included in the tape, it is a good idea not to make the
+audience sit through these boring parts. Fast forward past the first
+one, and call an intermission during the second.  After the intermission
+is a good time to do the Channel 17 Membership Drive!
+
+%%NAME
+It is also a good idea to talk to John Hillhirst x3258.  He is the head
+technician (and not a bureaucrat).  Ask him any technical questions that
+you may have.
+
+Typically around 100-150 people show up for SIGGRAPH, so order around 12
+dozen doughnaughts.
+
+In W89 we had considerable problems switching the lights out in DC 1350.
+Try to make sure that the lights work before starting the show in the future.
+
+\subsection{3B Info Night}
+3B Info Night is a special information session held to help 3B CS
+students select from the vast number of courses offered in fourth year.
+There should be a 3B Info Night every term that normally has 3B students
+(currently fall and winter).  At some point in the past (F86?) the
+department neglected to have a 3B info night.  This got many students
+upset and caused the CSC to assume a co-sponsorship role for this
+event.
+
+As long as the department remembers to hold 3B Info Night there should
+not be much of a problem.  The Associate Chairman for Undergraduate
+Studies will arrange for professors to come and speak about the courses.
+The CS department secretary will arrange a location, and produce
+posters.  In this situation the CSC is responsible for; ordering
+refreshments, attempting to get additional faculty members to make an
+appearance, and trying to find some students that can tell what fourth
+year is really like.  In addition, the CSC President usually attends,
+thanks everyone for showing up, and mentions that there are some real
+fourth year students to answer questions.
+
+On occasion the department may forget or be hesitant to hold 3B Info night.
+If this situation should ever arise the CSC should, attempt to convince
+the current Associate Chairman that a 3B Info Night should be held.
+Failing this the CSC should make arrangements on its own to hold a
+3B Info Night.  This means booking a room, contacting professors,
+getting refreshments and everything else that is required.
+
+A typical refreshment order would involve
+\begin{itemize}
+\squeezeitems
+\item 12 dozen doughnaughts
+\item 72 cans of pop
+\item 1 tea urn  coffee urn
+\item 75 tea bags
+\item 1 package of napkins
+\item 2 large milks
+\item 75 sugars
+\item 75 small cups
+\end{itemize}
+
+The cost of this order has been almost exactly \$100. The CS +department will pay half when presented with the invoice +from the math C\&D. Send the invoice to Jane Prime. +%%NAME + +\subsubsection{Ordering Refreshments} +Most if not all CSC meetings serve tea and doughnaughts to those that +attend. Everything that is required is ordered from the math C\&D if at all +possible. The math C\&D has reasonable rates, they are close by, and they +are very helpful. + +To make an order the person running the event, or someone they have +delegated the task to, should contact the C\&D manager (currently Brenda) +%%NAME +about three to four days in advance. She must have advance notice for +large orders as she has to order the doughnaughts from her supplier. If an +emergency, such as someone forgetting to order, arises you can +usually get about two dozen doughnaughts the same day. If the order is larger, +use common sense and go to any of the doughnaught shops off campus. The other +items are usually stocked in sufficient quantity for there not to be a +problem. + +A typical order consists of: + +\begin{itemize} +\squeezeitems +\item 5 +/- 1 dozen doughnaughts +\item 1 tea urn +\item 40 tea bags +\item 50 cups +\item 1 half pint milk +\end{itemize} + +If the supply in the office runs out, the following may also need to be +ordered: + +\begin{itemize} +\squeezeitems +\item stir stix +\item napkins +\end{itemize} + +\subsection{Contests} + +The CSC holds contests from time to time. These contests always test the +programming skill of the contestants. The Othello and Arbitrary Game +Contest test the skill of the programmers by asking them to program a +game which will compete against other programs like it. The ACM Programming +Contest and our local versions test the programming skill of the programmers +by asking them to solve several programming problems under a time limit. + +\subsubsection{Othello Tournament} +The Othello Tournament occurs once a year in October or November. Several +weeks before the chosen date, an announcement is made on internet and +elsewhere requesting (UNFINISHED) +\subsubsection{Arbitrary Game Contest} +(WAY UNFINISHED) +\subsubsection{ACM Scholastic Programming Contest} +(WAY UNFINISHED) +\subsubsection{Mini-Contests} +(WAY UNFINISHED) + + +\section{Room Bookings} + +Booking a room made simple: +\begin{enumerate} +\squeezeitems +\item Decide how big the meeting will be. +\item Decide when the meeting will be. +\item Decide what kind of venue you will be requiring. +\item Contact the appropriate individuals with your request. +\end{enumerate} +The parties involved will make the booking and usually contact you with +a confirmation. If confirmation does not come within a couple of days, +call them back to get a confirmation. + +\begin{table}[b] +\begin{center} +\caption[Bookings Table]{Quick Reference for Bookings} +\vspace*{2pt} +\begin{tabular}{c c c c} \hline +Which Room & Seats & Type of Meeting & Page \\ \hline \hline +Classrooms & 10--50 & Talks and Informal Meetings & \pageref{CLASSROOMS} \\ +ICR Rooms & 30--120 & Formal Talks & \pageref{ICRROOMS} \\ +Colloquium Room (MC 5158) & 50--100 & Formal Talks and Debates & \pageref{COLLOQUIUMROOM} \\ +Theatres & 150+ & Very Large Talks & \pageref{THEATRES} \\ \hline +\end{tabular} +\end{center} +\end{table} + +\subsection{Classrooms \label{CLASSROOMS}} +There are many rooms around campus in which CSC meetings can be held. Most +rooms which fall under the general category of classrooms are controlled by +one of two agencies on campus, Scheduling'' or Bookings''. + +Officially, Bookings is responsible for reserving rooms for non-course +events, and Scheduling is sort of responsible for course events. In the +past the most efficient method for booking a room was to call scheduling. +This resulted in a room being booked in about an hour. Unfortunately in +recent times Scheduling has refused to book rooms for clubs, requiring us to +call Bookings. Bookings uses a very capricious method for booking rooms +and tends to require a day or two for confirmation. + +%%NAME +Bookings are made by telephone (Zehl Wittington x2207 is the person to +talk to). And when the room is confirmed Zehl will send a yellow slip +to the CSC mailbox in the CS department's mail room. There is no charge +for room booking. + +\subsection{Davis Centre ICR Rooms \label{ICRROOMS}} +DC 1302, DC 1304 and DC Lounge are located on the ground floor of the Davis +Centre. These are the rooms that are used for ICR Talks, CS Department +talks etc. These rooms are controlled by the ICR and can be used by others +when there are no ICR events taking place. In order to book one of these +rooms, arrangements should be made with the ICR at x2042. No confirmation +is provided, and someone will have to pick up the key from the ICR +secretary on the day of the talk. As of W93, ICR stopped booking these rooms +for clubs. See the faculty advisor, or the CS Dept.~secretary to book. + +\subsection{Math Colloquium Room (MC 5158) \label{COLLOQUIUMROOM}} +The Math Colloquium Room (MC 5158) is a mid-size room that can comfortably +hold about 50 people. It has lovely wooden walls, and gentle lighting. +This is where most Math Faculty talks asides from CS are given. The room +has comfortable chairs which can be rearranged into any desired formation +which makes it suitable for meetings such as debates. To book the room, +contact the secretary of the Executive Assistant to the Dean at x2592. +No confirmation is provided, but security is responsible for unlocking +the room. It may be worthwhile to make sure that security knows this. + +\subsection{Theatres \label{THEATRES}} +Large events require large theatres. There are two large theatres on +campus; Theatre of the Arts'' in Modern Languages and Humanities Theatre +in Hagey Hall. Both of these must be booked through the Theatre Centre +(x2126). In all likelihood this will lead to the Theatre Manager, Peter +Houston (x6570) getting in touch with you to make the arrangements. +%%NAME +Since the theatres are in heavy demand it is wise to book them WELL IN +ADVANCE. Most people that use the theatres book about a YEAR in advance. + +Campus organizations are not charged a fee for the use of the theatres, +but there is a charge for ushers and technicians. Ushers and +technicians are not a choice but a must, they come with the theatre. The +number of ushers present is dependent upon the predicted size of the +crowd. The technician is required to configure'' the room prior to the +event. Any special equipment required for the event (e.g. slide +projector), should be arranged with the technician a few weeks in +advance. + +The biggest problem for the CSC is that we are not a Fed club and thus +have to rely upon someone else to recognize us. In the dark ages the +CSC was able to go through MathSoc to book the theatres. Unfortunately +this didn't work out the time the CSC used the theatre for Bill Gates' +talk. Eventually the Faculty of Math indicated that they recognized' +us as an official club. At the time recognition was done by Lyn Williams +who was Executive Assistant to the Dean of Math. +%%NAME + +\section{Financial Matters \label{MONEY}} +The CSC currently receives funding from +\begin{itemize} +\squeezeitems +\item MathSoc +\item Engsoc +\item Membership fees +\item Computer Science Department +\end{itemize} + +At the beginning of each term the executive, past executive, or some +experienced nominees must compose a budget. The budget should be a good +estimate of how much money the CSC expects to spend during the term. In +order to pay for its activities the CSC will rely on the sources of +funding listed above. Past budgets make for good reference material +when creating the new budget. + +\subsection{MathSoc} +The CSC budget must be prepared in time to be presented to the +MathSoc treasurer in advance of the MathSoc budget meeting. This way +the MathSoc treasurer can discuss the budget with the CSC prior to the +meeting, thus avoiding the possibility of open conflict. + +During the S89 term MathSoc made some revisions to its constitution that +describe the procedure that clubs must follow in order to obtain funding. +It is the responsibility of the CSC budget committee and especially the +Treasurer to be aware of MathSoc's requirements for funding. + +\subsection{EngSoc} +EngSoc typically gives some money to clubs that have engineering students +as members. The amount that EngSoc donates has varied wildly from term to +term, but seems to have settled out at about \$100 (F90).  To get money
+from EngSoc, the CSC should submit a request to the EngSoc Treasurer along
+with the CSC's proposed budget.  The CSC Treasurer should be present at the
+EngSoc meeting where the budget is discussed in case any questions arise.
+
+\subsection{Bank Account}
+The CSC has a chequing account at the Campus Centre CIBC.  After the executive
+is elected each term, signing authority must be obtained for the new
+president and treasurer.  The bank has a special form for transferring
+signing authority. It requires that either a previous holder of signing
+authority or the faculty advisor for the club approve the transfer of signing
+authority to the new president and treasurer.
+
+\subsection{University Billing Code}
+The CSC has a university billing code to which almost any university provided
+service can be charged.  The list of services include: Audio Visual, Graphics
+Services, and the Book Store.
+
+The CSC's billing code is 901-1179-03.  The CSC's billing code happens to
+be a power' billing code in that it can have funds transferred into it as
+well as having charges made against it.
+
+\subsection{Cashbox Procedures \label{CASHBOX}}
+The CSC has a cashbox that serves as the collection point for membership
+fees and the disbursement point for petty cash.  The cashbox has two keys.
+One key remains in the possession of the current treasurer and the second key
+is part of the talisman of power' that is held by the office staffer
+currently in charge of the office.  The cashbox should remain locked at all
+times except when money is being deposited or withdrawn.  More information
+can be found in the section on office staffers.
+
+Prior to the current procedure governing access to the cashbox the CSC
+made several attempts to regulate the flow of money through the cashbox.
+The earliest method was to have the person signing up new members to deposit
+the membership fee in the cashbox.  Since there are only two keys the cashbox
+remained unlocked most of the time.  Whenever funds were needed to pay the
+C\&D bill, pay for posters, or other miscellaneous expenses money would be
+withdrawn from the cashbox.   It was hoped that the person making the
+withdrawl would leave a note in the cashbox indicating how much had been
+withdrawn and for what purpose.  This method never worked because
+people were did not indicate how much had been withdrawn.
+When the cashbox is unregulated, money flows in and out of the cashbox
+and for some reason it is impossible to get people to accurately record
+how much money is being withdrawn for various and sundry expenses
+(mostly posters and C\&D charges).
+
+Several attempts have been made to regulate and control the cash flow.  Chris
+Browne a one time treasurer and accounting student suggested that nothing
+be paid out in cash by the CSC.  Instead, all disbursements would be made
+by cheque regardless of the amount because it would be a small price to pay
+for the improved record keeping that the CSC would gain.  He also intended to
+implement some sort of petty cash procedure but ran out of time.  Given the
+attitudes of the average CSC member it is unlikely that a typical petty cash
+mechanism would have worked anyhow.
+
+During the W90 term the CSC was prey to a low-life that saw fit to steal over
+\$200 in membership fees from the cashbox. The result was that some strict +procedures were put in place to more carefully control access to the cashbox. + +For more details see the section on Office Staff (p.\ \pageref{OFFICESTAFF}). + +\section{Resources} + +\subsection{Audio Visual Equipment} +Anything aside from chalk and a blackboard that is required for a +presentation, should be obtained from the University's Audio Visual +Department. + +Audio Visual needs to have someone to bill in the case of damages to +equipment. Fortunately the CSC does have a university billing code. +Unfortunately Audio Visual is a puppet bureaucracy, and they don't trust +students. Some person in the administration such as the CSC's Faculty +Advisor, or the EADM does the recognition thing for us. + +In general copyright laws prohibit the screening of films to more than ten +people without permission from the copyright holder. What this means is +that most movies rented at the local rental shop can not be screened +publicly. Audio Visual follows the law and thus does not provide equipment +for such screenings. + +\subsubsection{Showing movies} +Rent from the Fed record store, Becker's, or Bandito. +Or better yet, borrow a movie from a club member! +In order to rent a VCR from the Feds you must present +both a driver's license and a VISA card. + +Audio Visual considers it illegal to show a VCR tape to a large +group of people such as a CSC meeting. Realistically, this is +true. So, to show rented movies at a club meeting, the CSC +must obtain equipment elsewhere. + +One option is to book the DCS course room (MC 2009), since +Audio Visual does not control DCS. Talk to Bob Hicks x2194 +%% NAME +to book this room; if Bob is on vacation, try Carol Vogt, +she usually knows what is going on in DCS. +There is an overhead Electrohome RGB projector +that can be used to hook up a VCR or a computer. This room has a VHS VCR +and stereo sound, as well visual hookups to do online demonstrations to +a group of people. + +Another option is to borrow equipment from the nice folks at CGL. +CGL has 2 26'' televisions, two 3/4'' VCRs, a VHS VCR, +and a 37'' monitor. + +\subsubsection{Showing Movies the legal way} +As mentioned elsewhere, it is illegal to show a movie that you rent from a +video store to a crowd of more than ten people. In order to show a movie to +a crowd, the right permissions must first be obtained from whomever holds +the copyright. For these reasons the university maintains a film library +full of films for which permission has been obtained. The film library +spans a wide variety of topics and has a few good films which can be shown at +the beginning of term. + +To arrange for these films it is best to talk to the film librarian in E2 +1309. His name is ( ) he is very helpful and knows the content of an +incredible number of films. Some films are stored locally and can be +obtained within 24 hours. Other films are held by individual departments, +or by other universities. Depending on the situation, upto a weeks notice +may be required. + +Once the film(s) has been arranged AV will be very co-operative. +Depending on the format (film or video), a projectionist and the +equipment can be booked. As a campus organization, the CSC can obtain +equipment at no charge. The remaining issue of concern is who will pay +for damages. Luckily enough this issue has been settled. Howie has +signed some form indicating that the CS department recognizes us. It +also has our university billing number just in case. Just remember that +the CSC is not a FED club. I believe that the FEDS cover damages +incurred by their clubs and this is why AV is continually asking about +this. + +For video AV will provide a TV and play the tape from their central +facility. Someone should make sure that the TV gets to the room on time +and is hooked up. Since the projectionist has very little to do the +cost is the minimum for using a projectionist, about \$10.  If the format
+is film arrangements must be made for a screen and a projector.  Since
+the projectionist is devoted to us for the evening the cost is slightly
+higher.  No figures are available on this though as it has never been
+done.
+
+\subsubsection{Bureaucracy}
+
+Audio Visual Services is an incredible bureaucracy, tread
+carefully.  Harry, x3257, who is responsible for actually giving
+out equipment, requires two things:  a letter of recognition
+%%NAME
+for the CSC (I obtained one from Lyn Williams -- Administrative
+Assistant to the Dean's Office, and a GOD to the CSC).  Basically
+this letter from Lyn would read The CSC is a bona-fide CS
+department-sponsored club with billing code 901-1179-03, the
+current president is $<$name$>$''.  Hopefully this won't be
+necessary.  All Harry usually requires is a letter from the
+CSC saying who the current executive is; no formal signatures
+are required for this.  The letter from Lyn will only be necessary
+if Harry says I've never heard of the CSC'' (he has a very
+short memory).
+
+Remember: The CSC is not a fed club.
+
+Rule of Thumb: avoid using AV equipment.  We can use the
+ICR lecture halls or the DCS course room for movie nights (or borrow TVs
+from CGL), and get a technician for SIGGRAPH through Georgina x4070.
+
+
+\subsection{Library \label{LIBRARY}}
+The CSC library is a facility that almost everyone considers to be important
+and useful.  The CSC library can never hope to compete with the
+University Library in terms of quantity.  Nonetheless, the CSC library can
+provide a qualitatively different resource of value.  This tends to be done
+by selecting extremely current books and books considered classics for the
+library.  The library is not meant to be everything to everyone.  It is
+intended to be representative of the library of a computer scientist.
+
+Every term a sizeable portion of the CSC budget is allocated to library
+acquisitions.  Most of this money is used to purchase new'' books.
+Unfortunately, the CSC library like every other library suffers from the
+theft and loss  of its books.  Thus some portion of the library budget will
+be used to replace books that have disappeared from the collection.  The
+fact that library books will disappear should be accepted.
+
+The process for purchasing new books is fairly simple.  First, the CSC
+librarian solicits and gathers suggestions for books that would be
+appropriate for the library.  Once funds become available for the book
+purchase to be made, the library committee ranks the suggestions that
+have been received to date.  Based upon these rankings books are purchased
+until the book budget has been spent.
+
+\subsection{Office Space}
+The CSC was one of the first clubs to have space allocated to it by the Math
+Faculty.  It was a long time ago (mid 70s) and the details are lost in the
+mists of time.  The initial CSC office was a small cubicle that housed the
+library, a sofa a desk and eventually the core of WatCSC when it was still
+an HP9000.  Due to the increase in CSC activity in F87 and W88 the CSC
+managed to convince the Dean's Office to allocate it some additional space.
+Thus when new space became available on the 3rd floor of the MC building
+\mathNEWS moved and dividing wall that used to separate the two
+offices was removed, effectively doubling the size of the office.
+It turned the CSC office space into some of the prime office space on
+the third floor.
+
+It is very important to remember that the CSC space is provided
+directly by the Faculty of Mathematics.  MathSoc has no official
+control over the space allotted to the CSC.
+
+From time to time MathSoc, having nothing better to do, considers
+rearranging the offices in the third floor Pink Tie Zone.  This is usually
+done with the idea of getting more space and exposure for the main MathSoc
+office.  Due to the relative desireability of the CSC space, the CSC
+typically becomes an unwilling (and often unknowing) participant in
+the MathSoc grand plan.
+
+The greatest danger lies in MathSoc doing something before the CSC
+is aware of the plans and can voice an opinion to the Dean's Office.
+Ultimately it is the Dean's office that is responsible for any
+allocation of office space (including MathSoc's).  MathSoc can
+not unilaterally deprive the CSC of its office space.  However, it
+can ask the Dean's Office to reallocate space or make other changes.
+Typically the Dean's Office does not question MathSoc proposals
+believing them to have been previously discussed by all groups
+concerned.  Thus the importance of making the CSC opinion known.
+As long as the CSC gets a say in the process there is very little
+to worry about.
+
+In the past MathSoc plans have have been stalled once the CSC
+discovered them and voiced its disapproval to the Dean's Office.  This
+is because the Dean's Office upon sensing a lack of consensus among
+student groups tends to be reluctant to proceed.  In addition, the lack
+of continuity within the MathSoc executive means that plans formulated
+within a term must usually be completed during the same term.  Usually
+space reallocation plans come along late enough in a term that stalling
+them for a couple of weeks effectively kills them.
+
+If MathSoc were ever to make a determined effort to see the floor space
+rearranged it would very likely happen.  Fortunately this has not yet been
+the case.  The best the CSC could do in the face of a concerted effort
+is insure that it is being treated equitably. In the past the CSC has
+been perfectly willing to trade its location for an increase in space.
+
+The CSC has been given assurances from the Executive Assistant to the
+Dean that if there are any space changes, the CSC will get at least
+an equivalent space if not more.
+
+\subsubsection{Keys \label{KEYS}}
+
+For much of the CSC's days of having office space there existed a few keys
+that only exec members had.  The exec was primarily responsible for opening
+the CSC in the morning.  In F90, the exec arranged for keys from Key Control
+to be released to certain members of the office staff.  This made keeping the
+office open so much easier.
+
+A great deal of trouble arose when MathSoc got involved;  First, it was
+demanded that we take a \$20 deposit for the keys, to ensure that the +keys be returned. We acceded this demand, arranging with the Assistant +to the Dean for key permits. Slowly, over several terms, MathSoc took more +and more control over the signing of the key permits, until by S92, they had +complete control over signing. Further, to complicate things, each new term +a new policy and procedure for doing key permits was put into place. In F92, +the exec finally took steps to eliminate the need for keys altogether. Under +the current policy, there is little or no need for us to request keys from +MathSoc. Please see a past exec member for the grimy details. + +\subsection{Locker} +In order to provide some remote storage of magnetic media, the CSC has +obtained a locker from MathSoc. MathSoc has agreed to provide the CSC with +locker \#7 each and every term, on the condition that someone on the CSC +executive signs for the locker. This provision is documented by MathSoc in +their locker distribution procedures. Any failure to have locker \#7 set +aside for the CSC represents a failure on MathSoc's part. In F90, members +of the CSC kindly wrote a program to generate a nice listing of all +locker numbers. In this list, locker \#7 is permanently listed as the CSC's. +In F92, this program had been forgotten, forcing locker \#7 to be given +out to some student. Given MathSoc's propensity for screwing up this simple +procedure, someone should check early each term that MathSoc is indeed using +the list generated from the CSC's program. If it isn't, they should pencil +the CSC into locker \#7. + +\subsection{Computer Accounts} +Several nice people in High Places have donated a free computer account to +the CSC; \textsl{csc@watmath\/}. Supervision of this account is +responsibility of the entire executive. This point is clearly mentioned +in the CSC constitution. + +\subsubsection{MFCF accounts} +\textsl{csc@watmath\/} is provided to the CSC by MFCF. Since billing on +all MFCF UNIX machines is fairly relaxed, there are few restrictions on the +use of this account. Any member of the current term's executive is free to +use the account for whatever they please. In addition, people who need access +to the CSC account for CSC purposes is also free to use the account. The +only restriction is that the account should not become a facility for giving +others access to a UNIX account. Lastly, the account is provided with free +laser printing. This privilege should not be abused as this could result +in its withdrawl. + +\subsubsection{Exec Accounts on Undergrad.math} +In F91, the CSC attempted to get a CSC account created on the undergrad +network. Ostensively, this was to give the CSC access to the X-window +terminals for creation of posters and CSC documents. Due to a change +in ONet policy, MFCF was disallowed giving out accounts that more than +one person would have access to. MFCF compromised by giving any exec +member a personal account on the undergrad system, if they did not already +have one. As all undergrad math students already have an account, this works +out to giving non-math exec members accounts on undergrad.math. + +\subsection{Computer Equipment on Loan} + +The CSC has managed to borrow a large supply of equipment from various +groups. It is important to note that the CSC is responsible for +maintaining this equipment, and replacing it if it is stolen. A +separate policy for the use and administration of this equipment +was created during the S89 term. + +Most of the hardware that the CSC has, was obtained on an indefinite loan +basis. This means that the equipment does not really belong to the CSC, it +belongs to the group that lent us the equipment. On the other hand, the +fact that we have the equipment means that it is of no use to anyone else. + +\subsubsection{Math Faculty Computing Facility} +Sometime about the summer of 1987 MFCF and the Faculty decided that certain +services would no longer be provided to undergraduates. One was 50 pages +of free laser printing. Another was the ability to ask the operators to +archive a students files to tape. So as to not completely eliminate the +ability to archive ones files, the Faculty instructed MFCF to provide +MathSoc with a microcomputer which could be used for file archival. + +Eventually students wanted to archive their files and the CSC began to +investigate. It was discovered that MathSoc had not bothered to go pick up +the PC from MFCF. The MathSoc Treasurer at the time was Joel Crocker. He +instructed Jim Boritz to feel free to pursue the matter. When Jim managed +to get the PC, Joel suggested that the CSC could operate the PC since it was +unlikely that anyone in MathSoc would know exactly what to do. + +From time to time MathSoc remembers that the PC actually belongs to them +and they become concerned about its use. About a day later they come to +the conclusion that its doing fine in the CSC since we have the expertise +and we tend to be open at lot more than the MathSoc office. + +In F89 MathSoc managed to buy a computer of their own. Since that time +most MathSoc people have become much less concerned about how the PC is used. +A few months later the CSC obtained complete control over the PC from MathSoc +council. In the months following, the PC gradually fell apart. After DCS +installed an FTP terminal server in the IO Room (MC1063), the need for the +PC had dropped to nil. Hardware errors on the hard drive finally convinced +the exec of S91 that the machine was past its useful lifetime. The machine +was taken out of service and surplussed. + +The CSC also has two terminals that it has obtained from MFCF. The CSC +should always have at least one terminal. It the terminal dies, talk to +the Executive Assistant to the Dean of Math. + +\begin{itemize} +\squeezeitems +\item 1 Wyse 75 terminal +\item 1 VC 404 terminal +\end{itemize} + +The VC 404 terminal was in continual disrepair and was traded to a fellow +member of the CSC on workterm on campus for the Ann Arbor Ambassador in his +office (He was not using the terminal and sought some advantage for the +CSC). This terminal in turn died of keyboard flakiness. In W92, the CSC +borrowed a Wy75 terminal from \mathNEWS. To date, \mathNEWS knows that +we have their terminal, but, has not requested its return. As they had +just received a new Wy99GT terminal, \mathNEWS staff seem unconcerned +about the old terminal. + +Terminals currently in the CSC's hands: +\begin{itemize} +\squeezeitems +\item 1 Wyse 75 terminal (owned by MFCF) +\item 1 Wyse 75 terminal (owned by \mathNEWS) +\item 1 Ann Arbor Ambassador (owned by MFCF --- broken keyboard) +\end{itemize} + +\subsubsection{Department of Computing Services} +All networks on campus fall under the control of DCS. Any problems should +be directed to them. As of the W90 term the CSC has the following +connections: + +\begin{itemize} +\squeezeitems +\item 1 serial connection through the Sytek network +\item 1 serial connection through the Gandalf network +\item 1 direct serial connection to Maytag +\end{itemize} + +\subsection{WatCSC \label{WATCSC}} +In the F87 term the executive felt that a computer science club, should +have computing facilities which went beyond a single terminal. This was +due in part to an MFCF decision earlier in the year to no longer +allow undergraduates to send mail, or post news to machines outside the +University. The CSC attempted to have these privileges restored. At +the same time the CSC investigated means by which it could provide mail and +news services to undergraduates. + +The executive was told of a short lived organization +named the Open Computer Group that in 1985 had obtained free of charge four +PDP 11/70 computers that had been retired by the University. +Unfortunately the Open Computer Group was unable to generate sufficient +interest and activity. The group folded after a few months and the +machines were eventually surplused by the University. +In 1986 the Symbolic Computation Group offered the CSC some +equipment that was no longer being used. The executive at the time +turned down the offer because they felt the hardware was too noisy and bulky. + +In response to this new direction, the executive investigated what happened +to the above hardware. It was discovered that the PDP 11's had been sold. +Luckily, the equipment that SCG offered was still available. Within a +matter of days the CSC had obtained from SCG a few pieces of +Hewlett-Packard hardware that would eventually become the heart of WatCSC. + +Some investigation revealed that Hewlett-Packard donated four systems to +the university some time in 1984. When donated these machines included +a maintenance coverage for a year. After the initial project for the +machines died they were dispersed to various people around the Computer +Science department. Two went to the Symbolic Computation Group, one went +to the Computer Systems group and the fourth went to J.D. Lawson a former +professor. When Prof. Lawson left the university the CSC acquired the +serial card and some manuals from his machine, the rest of the equipment +eventually ended up with the Office Automation Group. + +As demand for disk storage, memory and other assorted peripherals grew +the CSC began to acquire these other systems. In early 1989 the CSC +finally got hold of the last HP system that had gone to the Office Automation +Group. + +\section{The ACM \label{ACM}} + +The CSC is associated with another lesser known club by the name of +University of Waterloo Student Chapter of the ACM ''. In order to be a +member of the ACM student chapter, one must be a member of the ACM as +well. This restriction is in conflict with the idea that anyone should +be able to be a member of the CSC. The result is that the ACM student +chapter has no real members. + +Even though the ACM student chapter has no official members, the CSC desires +to keep the student chapter operational. This has resulted in the +creation of the fictional person known as Calum T. Dalek. Calum is a +full member of the ACM and serves as the chair of the student chapter +of the ACM. + +\subsection{ACM Requirements} +In order to maintain our status as a student chapter of the ACM we must +fulfil two requirements. + +\begin{enumerate} +\squeezeitems +\item Each term a chapter activity report must be filled out and mailed +to the ACM Student Chapter Chairperson, and the ACM Student Chapter +liaison. + +\item Once a year a financial statement must be mailed to the ACM. +\end{enumerate} + +\subsubsection{Activity Report} + +The student chapter activity report is a single sheet of paper +on which we list the members of the executive for the ACM +student chapter along with a list of our activities. Since only +Calum is a real member of the ACM, his is the only name that +appears on the activity report with an ACM membership number. +Fictional names are created for the other executive members of +the student chapter of the ACM. The membership number is left +blank or has a ?'' inserted. The final requirement is a faculty +sponsor. Our current faculty sponsor is Howie Pell, however, he +is also not a member of the ACM. + +If the ACM does not receive a single activity report over the +course of a year they will place the student chapter on +probation. To extricate ourselves from this situation we need +to mail activity reports and make sure they are received. + +\subsubsection{Financial Statement} + +For some strange and mysterious reason the ACM continues to send +us an annual request for financial information. Apparently in +the U.S. the ACM can derive some sort of tax benefit from its +student chapters. Since we are a Canadian chapter this is not +the case. This makes filling out the financial form is very easy. +Just write Not Applicable --- Canadian Chapter'', across the top of +the form. + +\subsubsection{Calum's Membership} + +Calum T. Dalek is a student member of the ACM. Membership fees +are currently in the neighbourhood of US\$ 90 and are due
+sometime before March each year.  Little attempt is made to
+distribute the cost over all three terms.  Through Calum's
+membership the CSC receives the following ACM publications.
+
+\begin{itemize}
+\squeezeitems
+\item Communications of the ACM
+\item Transactions on Graphics
+\item Transactions on Programming Languages and Systems
+\item SIGGRAPH conference proceedings
+\item Oopsla conference proceedings
+\item Asplos conference proceedings
+\item Sigplan notices
+\item Computer Graphics
+\end{itemize}
+
+\section{Relations with other Groups}
+Getting anything done on campus requires communication with several other
+groups.  The section is meant to provide some perspective on the relations
+which the CSC has had with a few of the more important campus
+organizations.
+
+\subsection{Math Faculty}
+
+%%NAME
+The Computer Science Club enjoys a fairly good relationship with the
+Math Faculty.  Most of the CSC's contact with the faculty is through Lyn
+Williams, Executive Assistant to the Dean of Math.  Lyn has been very
+helpful to the CSC by vouching for us in our relations with other
+departments.
+
+On occasion, when the political climate requires it, the CSC has
+communicated its needs directly to the Dean of Math.
+
+\subsection{Computer Science Department}
+
+The CSC also enjoys a good relationship with the CS department.  A
+current CSC objective is to get the CS department to provide some
+funding for bringing in speakers.
+
+\subsection{Federation of Students}
+The CSC is not a FED club.  This is sometimes important for billing things
+like theatres and audio visual equipment.  Most of the rest of the time
+this is not important.
+
+Folk lore has it that the CSC does not want to become a FED club.  This is
+because the FEDS have some strange requirements of their clubs which do not
+mesh well the type of members the CSC wants.  We seem do do fine with the
+situation as it exists, but this does not mean that some accurate
+information should be obtained in the future.
+
+\subsection{Mathematics Society}
+The CSC's relationship with MathSoc is somewhat of a never-ending
+saga.  This is mostly due to the fluctuation of the MathSoc executive,
+especially the treasurer.  For the most part, relations tend to be
+pretty good.  The letdown usually comes at the beginning of the term
+when MathSoc has its budget meeting.  Most people on MathSoc council are
+indifferent to the CSC.  However, once a single dissenting opinion
+is expressed, there tends to be a cavalcade of discussion.   At this
+time (S89) MathSoc is preparing a Club Policy'' which should eliminate a
+great deal of the capriciousness involved.
+
+\subsection{Engineering Society}
+
+\subsection{Science Society}
+The CSC has a few members which come from science.  This has caused us to
+seek funding from the SciSoc in the same manner as EngSoc.  Unfortunately,
+SciSoc exists for the most part to orient students and run the Science
+C\&D.  Beyond that they are fragmented into other groups based on the major
+departments within the faculty.  The result is that SciSoc really doesn't
+have much extra money and has been unwilling to send some our way.
+
+\section{Consulting}
+The CSC operates a Friendly Consulting Service'' designed to provide
+assistance to computer users at all levels.  The CSC has provided this
+service for as long as anyone can remember.  Some of the reasons that the
+CSC promotes itself in this manner are; hours of availability far in excess
+of both DCS and MFCF consultants, ability to provide expert support at
+almost any skill level, and a desire to promote computer awareness in
+general.
+
+Although the Friendly Consulting Service tends to maintain a high profile
+within the CSC it consumes almost no resources.  This is achieved by running
+the service in an ad hoc volunteer manner.  Essentially anyone present in
+the CSC office qualified to answer questions is automatically a part of the
+consulting service.  As confused people wander into the CSC office, they
+should be offered assistance by the qualified'' people.
+
+\section{The Authors}
+This document has been compiled, edited, revised, mangled and had other
+unsightly things done to by several people of the course of its development.
+This section is meant to record their contribution and
+provide them with some recognition for their efforts.
+
+Version 1.0 of the procedures manual was written by Kevin Smith based
+on his experiences as CSC president during W89.  It was originally intended
+as a President's Survival Guide'', but has subsequently been expanded into
+a compendium of procedures to assist and guide the CSC's operations.
+
+In the second author's words:
+\begin{quotation}
+Version 2.0 of the procedures manual was written by me (Jim Boritz) long after
+I had been president of the CSC in F87 and W88.  At the time that the
+Version 2.0 undertaking began in W90, I was desperately seeking a way
+of avoiding my Master's essay and so devoted a fair amount of effort
+and roughly quadrupled the size of the original V1.0 manual.  I also
+added \LaTeX\ formatting because I was keen on \TeX\ at the time and was
+considering using it for my essay.  In general, I would have preferred to
+format the document using bare \TeX\ along with the macros that I had
+developed.  However, knowing the CSC, I decided not to rely upon them
+keeping the macros around with the document and opted for the standard
+\LaTeX\ macros (which really are ok once you get over the NIH syndrome).
+After I graduated I asked for some time in which to add even more
+material to this already enormous document.  I did manage to make a few
+additions and passed the manual back to the CSC for use and comment.
+Foolishly, I thought there would be even further additions forthcoming.
+It is now a little over a year later (Feb. 21, 1992) and more than a
+year and a half since I have been active in CSC affairs.  I managed to
+finally add one last section (Office Space).  If pressed I could probably
+describe some of the other items in historical context (I love historical
+contexts), but it is time for the sections that have already been
+written to be brought up to date by someone else.
+\end{quotation}
+
+In the words of the third author:
+\begin{quotation}
+I (Shannon Mann) took over the authorship of the procedure's manual in W92.
+I broke it down into sections, distributed it across several files and
+eventually threw out all the work I had done on it, as I felt it would
+never survive in so many chunks.  In W93, my position of computer operator
+with DCS was declared redundant'', leaving me with plenty of time on my
+hands to do all the updating I had planned.  Since then, I have added a
+titlepage, a table of contents, several sections and tables and even a few
+appendices.  In my updating of this document, I have removed a good 7 pages,
+mostly dealing with surplussed computer equipment.  To the remaining I have
+added 12+ pages, bringing the final count to almost 40.  Added are the
+sections on the exec positions, events, and contests, and expanded are the
+sections on computer equipment and WatCSC.  The document has undergone a
+dramatic restructuring, pulling similar information themes together and
+amongst one-another.
+It is my hope that this document will continue to be updated and expanded,
+and that I will only be the third of many authors.
+\end{quotation}
+
+\appendix
+
+\newpage
+\begin{center}
+\large\bf Appendices \\
+\end{center}
+
+\section{CSC How-To}
+
+This section contains brief notes explaining how to do common CSC tasks.
+
+\subsection{Starting a Term}
+
+Every term starts with an election.  A past exec member or an involved
+member should find someone to act as CRO in the first few days of the
+term.  The election should be held no later than the third thursday of the
+term.  Due to all that is done in the CSC in the fall term, the election
+should be held earlier if at all possible.  See Holding an Election' below
+for more details.  Very soon after the election, the President and Treasurer
+with help from past exec, should prepare a budget to be submitted to the
+treasurer of MathSoc.  Visiting the MathSoc Treasurer earlier than the
+meeting which okays budgets has proven profitable, allowing CSC budgets to
+be passed without much fuss.  A budget with a request should be sent to
+honorarium.
+
+Once you have all the difficult things arranged, set the date and time of
+the talk(s) and book the rooms.  If you manage to get an external speaker
+from any real distance, you can pretty much bank on s/he pulling a large
+crowd to the talks.
+
+\subsection{Tutorials}
+
+In keeping with the CSC's purposes of generating interest in computer science
+and its applications, the CSC has held tutorials on UNIX and X-windows.  These
+tutorials are introductory in level and cover a limited number of topics.
+Ideally, the group size will not exceed ten or so, though we have had
+X-windows talks of up to thirty.  Book one of the Descartes labs a week or
+%%NAME
+more earlier with Christy Gillian, Administrative Assistant to the Director
+of MFCF.  Although your group may be small, keeping extra people out of the
+room during these events can be beneficial (keeps distracting noise out).
+A tutorial usually runs for an hour.
+
+\subsection{Tours}
+
+Another favourite CSC event is to arrange for a group to tour one of the
+computer labs.  The DCS mainroom, the CGL lab and the PAMI lab have all
+been the sites of interesting tours.  To arrange for a tour, it is best to
+contact someone who works there.
+
+\subsection{SIGGRAPH}
+A recurring CSC event is to show the SIGGRAPH video that contains the
+highlights from the most recent Film \& Video Show.  Since many people are
+co-op, it is possible to show the tape at least twice and possibly three
+times during the year.  SIGGRAPH video night is always a very popular event.
+
+There are a few constraints that must be kept in mind when trying to organize
+this event.  First, while the SIGGRAPH conference occurs in early August,
+the video is not available until November or December.  Second, the CSC
+borrows the tape from CGL, thus making us reliant upon CGL to actually
+have the tape.  From time to time there is a lapse in CGL's subscription
+to the SIGGRAPH Video Review which results in the unavailability of the
+recent tapes.
+
+To borrow the videos from CGL either get a CSC member that is working there
+to borrow them, or contact the Lab Administrative Assistant (Elise Devitt
+as of F90)
+%%NAME
+
+A good place for showing SIGGRAPH videos are the ICR lecture halls in the
+Davis Centre (DC 1302 \& DC 1304).  The advantage of using these rooms is the
+ability to do the projection on your own.  While DC 1350 and DC 1351 are
+bigger and have more sophisticated equipment, they also require an expensive
+university supplied AV technician (see below).
+As mentioned elsewhere ICR rooms must be booked with the ICR secretary.
+
+If for some reason it is desireable to use DC 1350 or DC 1351, the
+larger lecture halls, the following procedure should be used. First book
+the room with Bookings (discussed earlier). In order to interface to the
+Electrohome RGB projector on the ceiling the CSC must arrange to have a
+video technician present during the meeting.  For this to happen,
+%%NAME
+Georgina Coutinho x4070 must be informed of the meeting time, date, and
+place.  Unfortunately, this technician (who must be present) charges
+\$25 per hour; there doesn't seem to be a way to get around this. The +total charge for the technician should be \$75.
+
+The SIGGRAPH tape shown in W89 was in VHS format, which is good, since
+there is a VHS machine inside the DC 1350/1351 projection rooms.  If the
+tape is in 3/4'' format, then be sure to borrow a 3/4'' player from CGL
+and warn the technician that he will have to interface a 3/4'' player to
+the video console.
+
+The SIGGRAPH tape is usually about 2 hours long.  There are two tables
+of contents included in the tape, it is a good idea not to make the
+audience sit through these boring parts. Fast forward past the first
+one, and call an intermission during the second.  After the intermission
+is a good time to do the Channel 17 Membership Drive!
+
+%%NAME
+It is also a good idea to talk to John Hillhirst x3258.  He is the head
+technician (and not a bureaucrat).  Ask him any technical questions that
+you may have.
+
+Typically around 100-150 people show up for SIGGRAPH, so order around 12
+dozen doughnaughts.
+
+In W89 we had considerable problems switching the lights out in DC 1350.
+Try to make sure that the lights work before starting the show in the future.
+
+\subsection{3B Info Night}
+3B Info Night is a special information session held to help 3B CS
+students select from the vast number of courses offered in fourth year.
+There should be a 3B Info Night every term that normally has 3B students
+(currently fall and winter).  At some point in the past (F86?) the
+department neglected to have a 3B info night.  This got many students
+upset and caused the CSC to assume a co-sponsorship role for this
+event.
+
+As long as the department remembers to hold 3B Info Night there should
+not be much of a problem.  The Associate Chairman for Undergraduate
+Studies will arrange for professors to come and speak about the courses.
+The CS department secretary will arrange a location, and produce
+posters.  In this situation the CSC is responsible for; ordering
+refreshments, attempting to get additional faculty members to make an
+appearance, and trying to find some students that can tell what fourth
+year is really like.  In addition, the CSC President usually attends,
+thanks everyone for showing up, and mentions that there are some real
+fourth year students to answer questions.
+
+On occasion the department may forget or be hesitant to hold 3B Info night.
+If this situation should ever arise the CSC should, attempt to convince
+the current Associate Chairman that a 3B Info Night should be held.
+Failing this the CSC should make arrangements on its own to hold a
+3B Info Night.  This means booking a room, contacting professors,
+getting refreshments and everything else that is required.
+
+A typical refreshment order would involve
+\begin{itemize}
+\squeezeitems
+\item 12 dozen doughnaughts
+\item 72 cans of pop
+\item 1 tea urn  coffee urn
+\item 75 tea bags
+\item 1 package of napkins
+\item 2 large milks
+\item 75 sugars
+\item 75 small cups
+\end{itemize}
+
+The cost of this order has been almost exactly \$100. The CS +department will pay half when presented with the invoice +from the math C\&D. Send the invoice to Jane Prime. +%%NAME + +\subsubsection{Ordering Refreshments} +Most if not all CSC meetings serve tea and doughnaughts to those that +attend. Everything that is required is ordered from the math C\&D if at all +possible. The math C\&D has reasonable rates, they are close by, and they +are very helpful. + +To make an order the person running the event, or someone they have +delegated the task to, should contact the C\&D manager (currently Brenda) +%%NAME +about three to four days in advance. She must have advance notice for +large orders as she has to order the doughnaughts from her supplier. If an +emergency, such as someone forgetting to order, arises you can +usually get about two dozen doughnaughts the same day. If the order is larger, +use common sense and go to any of the doughnaught shops off campus. The other +items are usually stocked in sufficient quantity for there not to be a +problem. + +A typical order consists of: + +\begin{itemize} +\squeezeitems +\item 5 +/- 1 dozen doughnaughts +\item 1 tea urn +\item 40 tea bags +\item 50 cups +\item 1 half pint milk +\end{itemize} + +If the supply in the office runs out, the following may also need to be +ordered: + +\begin{itemize} +\squeezeitems +\item stir stix +\item napkins +\end{itemize} + +\subsection{Contests} + +The CSC holds contests from time to time. These contests always test the +programming skill of the contestants. The Othello and Arbitrary Game +Contest test the skill of the programmers by asking them to program a +game which will compete against other programs like it. The ACM Programming +Contest and our local versions test the programming skill of the programmers +by asking them to solve several programming problems under a time limit. + +\subsubsection{Othello Tournament} +The Othello Tournament occurs once a year in October or November. Several +weeks before the chosen date, an announcement is made on internet and +elsewhere requesting (UNFINISHED) +\subsubsection{Arbitrary Game Contest} +(WAY UNFINISHED) +\subsubsection{ACM Scholastic Programming Contest} +(WAY UNFINISHED) +\subsubsection{Mini-Contests} +(WAY UNFINISHED) + + +\section{Room Bookings} + +Booking a room made simple: +\begin{enumerate} +\squeezeitems +\item Decide how big the meeting will be. +\item Decide when the meeting will be. +\item Decide what kind of venue you will be requiring. +\item Contact the appropriate individuals with your request. +\end{enumerate} +The parties involved will make the booking and usually contact you with +a confirmation. If confirmation does not come within a couple of days, +call them back to get a confirmation. + +\begin{table}[b] +\begin{center} +\caption[Bookings Table]{Quick Reference for Bookings} +\vspace*{2pt} +\begin{tabular}{c c c c} \hline +Which Room & Seats & Type of Meeting & Page \\ \hline \hline +Classrooms & 10--50 & Talks and Informal Meetings & \pageref{CLASSROOMS} \\ +ICR Rooms & 30--120 & Formal Talks & \pageref{ICRROOMS} \\ +Colloquium Room (MC 5158) & 50--100 & Formal Talks and Debates & \pageref{COLLOQUIUMROOM} \\ +Theatres & 150+ & Very Large Talks & \pageref{THEATRES} \\ \hline +\end{tabular} +\end{center} +\end{table} + +\subsection{Classrooms \label{CLASSROOMS}} +There are many rooms around campus in which CSC meetings can be held. Most +rooms which fall under the general category of classrooms are controlled by +one of two agencies on campus, Scheduling'' or Bookings''. + +Officially, Bookings is responsible for reserving rooms for non-course +events, and Scheduling is sort of responsible for course events. In the +past the most efficient method for booking a room was to call scheduling. +This resulted in a room being booked in about an hour. Unfortunately in +recent times Scheduling has refused to book rooms for clubs, requiring us to +call Bookings. Bookings uses a very capricious method for booking rooms +and tends to require a day or two for confirmation. + +%%NAME +Bookings are made by telephone (Zehl Wittington x2207 is the person to +talk to). And when the room is confirmed Zehl will send a yellow slip +to the CSC mailbox in the CS department's mail room. There is no charge +for room booking. + +\subsection{Davis Centre ICR Rooms \label{ICRROOMS}} +DC 1302, DC 1304 and DC Lounge are located on the ground floor of the Davis +Centre. These are the rooms that are used for ICR Talks, CS Department +talks etc. These rooms are controlled by the ICR and can be used by others +when there are no ICR events taking place. In order to book one of these +rooms, arrangements should be made with the ICR at x2042. No confirmation +is provided, and someone will have to pick up the key from the ICR +secretary on the day of the talk. As of W93, ICR stopped booking these rooms +for clubs. See the faculty advisor, or the CS Dept.~secretary to book. + +\subsection{Math Colloquium Room (MC 5158) \label{COLLOQUIUMROOM}} +The Math Colloquium Room (MC 5158) is a mid-size room that can comfortably +hold about 50 people. It has lovely wooden walls, and gentle lighting. +This is where most Math Faculty talks asides from CS are given. The room +has comfortable chairs which can be rearranged into any desired formation +which makes it suitable for meetings such as debates. To book the room, +contact the secretary of the Executive Assistant to the Dean at x2592. +No confirmation is provided, but security is responsible for unlocking +the room. It may be worthwhile to make sure that security knows this. + +\subsection{Theatres \label{THEATRES}} +Large events require large theatres. There are two large theatres on +campus; Theatre of the Arts'' in Modern Languages and Humanities Theatre +in Hagey Hall. Both of these must be booked through the Theatre Centre +(x2126). In all likelihood this will lead to the Theatre Manager, Peter +Houston (x6570) getting in touch with you to make the arrangements. +%%NAME +Since the theatres are in heavy demand it is wise to book them WELL IN +ADVANCE. Most people that use the theatres book about a YEAR in advance. + +Campus organizations are not charged a fee for the use of the theatres, +but there is a charge for ushers and technicians. Ushers and +technicians are not a choice but a must, they come with the theatre. The +number of ushers present is dependent upon the predicted size of the +crowd. The technician is required to configure'' the room prior to the +event. Any special equipment required for the event (e.g. slide +projector), should be arranged with the technician a few weeks in +advance. + +The biggest problem for the CSC is that we are not a Fed club and thus +have to rely upon someone else to recognize us. In the dark ages the +CSC was able to go through MathSoc to book the theatres. Unfortunately +this didn't work out the time the CSC used the theatre for Bill Gates' +talk. Eventually the Faculty of Math indicated that they recognized' +us as an official club. At the time recognition was done by Lyn Williams +who was Executive Assistant to the Dean of Math. +%%NAME + +\section{Financial Matters \label{MONEY}} +The CSC currently receives funding from +\begin{itemize} +\squeezeitems +\item MathSoc +\item Engsoc +\item Membership fees +\item Computer Science Department +\end{itemize} + +At the beginning of each term the executive, past executive, or some +experienced nominees must compose a budget. The budget should be a good +estimate of how much money the CSC expects to spend during the term. In +order to pay for its activities the CSC will rely on the sources of +funding listed above. Past budgets make for good reference material +when creating the new budget. + +\subsection{MathSoc} +The CSC budget must be prepared in time to be presented to the +MathSoc treasurer in advance of the MathSoc budget meeting. This way +the MathSoc treasurer can discuss the budget with the CSC prior to the +meeting, thus avoiding the possibility of open conflict. + +During the S89 term MathSoc made some revisions to its constitution that +describe the procedure that clubs must follow in order to obtain funding. +It is the responsibility of the CSC budget committee and especially the +Treasurer to be aware of MathSoc's requirements for funding. + +\subsection{EngSoc} +EngSoc typically gives some money to clubs that have engineering students +as members. The amount that EngSoc donates has varied wildly from term to +term, but seems to have settled out at about \$100 (F90).  To get money
+from EngSoc, the CSC should submit a request to the EngSoc Treasurer along
+with the CSC's proposed budget.  The CSC Treasurer should be present at the
+EngSoc meeting where the budget is discussed in case any questions arise.
+
+\subsection{Bank Account}
+The CSC has a chequing account at the Campus Centre CIBC.  After the executive
+is elected each term, signing authority must be obtained for the new
+president and treasurer.  The bank has a special form for transferring
+signing authority. It requires that either a previous holder of signing
+authority or the faculty advisor for the club approve the transfer of signing
+authority to the new president and treasurer.
+
+\subsection{University Billing Code}
+The CSC has a university billing code to which almost any university provided
+service can be charged.  The list of services include: Audio Visual, Graphics
+Services, and the Book Store.
+
+The CSC's billing code is 901-1179-03.  The CSC's billing code happens to
+be a power' billing code in that it can have funds transferred into it as
+well as having charges made against it.
+
+\subsection{Cashbox Procedures \label{CASHBOX}}
+The CSC has a cashbox that serves as the collection point for membership
+fees and the disbursement point for petty cash.  The cashbox has two keys.
+One key remains in the possession of the current treasurer and the second key
+is part of the talisman of power' that is held by the office staffer
+currently in charge of the office.  The cashbox should remain locked at all
+times except when money is being deposited or withdrawn.  More information
+can be found in the section on office staffers.
+
+Prior to the current procedure governing access to the cashbox the CSC
+made several attempts to regulate the flow of money through the cashbox.
+The earliest method was to have the person signing up new members to deposit
+the membership fee in the cashbox.  Since there are only two keys the cashbox
+remained unlocked most of the time.  Whenever funds were needed to pay the
+C\&D bill, pay for posters, or other miscellaneous expenses money would be
+withdrawn from the cashbox.   It was hoped that the person making the
+withdrawl would leave a note in the cashbox indicating how much had been
+withdrawn and for what purpose.  This method never worked because
+people were did not indicate how much had been withdrawn.
+When the cashbox is unregulated, money flows in and out of the cashbox
+and for some reason it is impossible to get people to accurately record
+how much money is being withdrawn for various and sundry expenses
+(mostly posters and C\&D charges).
+
+Several attempts have been made to regulate and control the cash flow.  Chris
+Browne a one time treasurer and accounting student suggested that nothing
+be paid out in cash by the CSC.  Instead, all disbursements would be made
+by cheque regardless of the amount because it would be a small price to pay
+for the improved record keeping that the CSC would gain.  He also intended to
+implement some sort of petty cash procedure but ran out of time.  Given the
+attitudes of the average CSC member it is unlikely that a typical petty cash
+mechanism would have worked anyhow.
+
+During the W90 term the CSC was prey to a low-life that saw fit to steal over
+\$200 in membership fees from the cashbox. The result was that some strict +procedures were put in place to more carefully control access to the cashbox. + +For more details see the section on Office Staff (p.\ \pageref{OFFICESTAFF}). + +\section{Resources} + +\subsection{Audio Visual Equipment} +Anything aside from chalk and a blackboard that is required for a +presentation, should be obtained from the University's Audio Visual +Department. + +Audio Visual needs to have someone to bill in the case of damages to +equipment. Fortunately the CSC does have a university billing code. +Unfortunately Audio Visual is a puppet bureaucracy, and they don't trust +students. Some person in the administration such as the CSC's Faculty +Advisor, or the EADM does the recognition thing for us. + +In general copyright laws prohibit the screening of films to more than ten +people without permission from the copyright holder. What this means is +that most movies rented at the local rental shop can not be screened +publicly. Audio Visual follows the law and thus does not provide equipment +for such screenings. + +\subsubsection{Showing movies} +Rent from the Fed record store, Becker's, or Bandito. +Or better yet, borrow a movie from a club member! +In order to rent a VCR from the Feds you must present +both a driver's license and a VISA card. + +Audio Visual considers it illegal to show a VCR tape to a large +group of people such as a CSC meeting. Realistically, this is +true. So, to show rented movies at a club meeting, the CSC +must obtain equipment elsewhere. + +One option is to book the DCS course room (MC 2009), since +Audio Visual does not control DCS. Talk to Bob Hicks x2194 +%% NAME +to book this room; if Bob is on vacation, try Carol Vogt, +she usually knows what is going on in DCS. +There is an overhead Electrohome RGB projector +that can be used to hook up a VCR or a computer. This room has a VHS VCR +and stereo sound, as well visual hookups to do online demonstrations to +a group of people. + +Another option is to borrow equipment from the nice folks at CGL. +CGL has 2 26'' televisions, two 3/4'' VCRs, a VHS VCR, +and a 37'' monitor. + +\subsubsection{Showing Movies the legal way} +As mentioned elsewhere, it is illegal to show a movie that you rent from a +video store to a crowd of more than ten people. In order to show a movie to +a crowd, the right permissions must first be obtained from whomever holds +the copyright. For these reasons the university maintains a film library +full of films for which permission has been obtained. The film library +spans a wide variety of topics and has a few good films which can be shown at +the beginning of term. + +To arrange for these films it is best to talk to the film librarian in E2 +1309. His name is ( ) he is very helpful and knows the content of an +incredible number of films. Some films are stored locally and can be +obtained within 24 hours. Other films are held by individual departments, +or by other universities. Depending on the situation, upto a weeks notice +may be required. + +Once the film(s) has been arranged AV will be very co-operative. +Depending on the format (film or video), a projectionist and the +equipment can be booked. As a campus organization, the CSC can obtain +equipment at no charge. The remaining issue of concern is who will pay +for damages. Luckily enough this issue has been settled. Howie has +signed some form indicating that the CS department recognizes us. It +also has our university billing number just in case. Just remember that +the CSC is not a FED club. I believe that the FEDS cover damages +incurred by their clubs and this is why AV is continually asking about +this. + +For video AV will provide a TV and play the tape from their central +facility. Someone should make sure that the TV gets to the room on time +and is hooked up. Since the projectionist has very little to do the +cost is the minimum for using a projectionist, about \$10.  If the format
+is film arrangements must be made for a screen and a projector.  Since
+the projectionist is devoted to us for the evening the cost is slightly
+higher.  No figures are available on this though as it has never been
+done.
+
+\subsubsection{Bureaucracy}
+
+Audio Visual Services is an incredible bureaucracy, tread
+carefully.  Harry, x3257, who is responsible for actually giving
+out equipment, requires two things:  a letter of recognition
+%%NAME
+for the CSC (I obtained one from Lyn Williams -- Administrative
+Assistant to the Dean's Office, and a GOD to the CSC).  Basically
+this letter from Lyn would read The CSC is a bona-fide CS
+department-sponsored club with billing code 901-1179-03, the
+current president is $<$name$>$''.  Hopefully this won't be
+necessary.  All Harry usually requires is a letter from the
+CSC saying who the current executive is; no formal signatures
+are required for this.  The letter from Lyn will only be necessary
+if Harry says I've never heard of the CSC'' (he has a very
+short memory).
+
+Remember: The CSC is not a fed club.
+
+Rule of Thumb: avoid using AV equipment.  We can use the
+ICR lecture halls or the DCS course room for movie nights (or borrow TVs
+from CGL), and get a technician for SIGGRAPH through Georgina x4070.
+
+
+\subsection{Library \label{LIBRARY}}
+The CSC library is a facility that almost everyone considers to be important
+and useful.  The CSC library can never hope to compete with the
+University Library in terms of quantity.  Nonetheless, the CSC library can
+provide a qualitatively different resource of value.  This tends to be done
+by selecting extremely current books and books considered classics for the
+library.  The library is not meant to be everything to everyone.  It is
+intended to be representative of the library of a computer scientist.
+
+Every term a sizeable portion of the CSC budget is allocated to library
+acquisitions.  Most of this money is used to purchase new'' books.
+Unfortunately, the CSC library like every other library suffers from the
+theft and loss  of its books.  Thus some portion of the library budget will
+be used to replace books that have disappeared from the collection.  The
+fact that library books will disappear should be accepted.
+
+The process for purchasing new books is fairly simple.  First, the CSC
+librarian solicits and gathers suggestions for books that would be
+appropriate for the library.  Once funds become available for the book
+purchase to be made, the library committee ranks the suggestions that
+have been received to date.  Based upon these rankings books are purchased
+until the book budget has been spent.
+
+\subsection{Office Space}
+The CSC was one of the first clubs to have space allocated to it by the Math
+Faculty.  It was a long time ago (mid 70s) and the details are lost in the
+mists of time.  The initial CSC office was a small cubicle that housed the
+library, a sofa a desk and eventually the core of WatCSC when it was still
+an HP9000.  Due to the increase in CSC activity in F87 and W88 the CSC
+managed to convince the Dean's Office to allocate it some additional space.
+Thus when new space became available on the 3rd floor of the MC building
+\mathNEWS moved and dividing wall that used to separate the two
+offices was removed, effectively doubling the size of the office.
+It turned the CSC office space into some of the prime office space on
+the third floor.
+
+It is very important to remember that the CSC space is provided
+directly by the Faculty of Mathematics.  MathSoc has no official
+control over the space allotted to the CSC.
+
+From time to time MathSoc, having nothing better to do, considers
+rearranging the offices in the third floor Pink Tie Zone.  This is usually
+done with the idea of getting more space and exposure for the main MathSoc
+office.  Due to the relative desireability of the CSC space, the CSC
+typically becomes an unwilling (and often unknowing) participant in
+the MathSoc grand plan.
+
+The greatest danger lies in MathSoc doing something before the CSC
+is aware of the plans and can voice an opinion to the Dean's Office.
+Ultimately it is the Dean's office that is responsible for any
+allocation of office space (including MathSoc's).  MathSoc can
+not unilaterally deprive the CSC of its office space.  However, it
+can ask the Dean's Office to reallocate space or make other changes.
+Typically the Dean's Office does not question MathSoc proposals
+believing them to have been previously discussed by all groups
+concerned.  Thus the importance of making the CSC opinion known.
+As long as the CSC gets a say in the process there is very little
+to worry about.
+
+In the past MathSoc plans have have been stalled once the CSC
+discovered them and voiced its disapproval to the Dean's Office.  This
+is because the Dean's Office upon sensing a lack of consensus among
+student groups tends to be reluctant to proceed.  In addition, the lack
+of continuity within the MathSoc executive means that plans formulated
+within a term must usually be completed during the same term.  Usually
+space reallocation plans come along late enough in a term that stalling
+them for a couple of weeks effectively kills them.
+
+If MathSoc were ever to make a determined effort to see the floor space
+rearranged it would very likely happen.  Fortunately this has not yet been
+the case.  The best the CSC could do in the face of a concerted effort
+is insure that it is being treated equitably. In the past the CSC has
+been perfectly willing to trade its location for an increase in space.
+
+The CSC has been given assurances from the Executive Assistant to the
+Dean that if there are any space changes, the CSC will get at least
+an equivalent space if not more.
+
+\subsubsection{Keys \label{KEYS}}
+
+For much of the CSC's days of having office space there existed a few keys
+that only exec members had.  The exec was primarily responsible for opening
+the CSC in the morning.  In F90, the exec arranged for keys from Key Control
+to be released to certain members of the office staff.  This made keeping the
+office open so much easier.
+
+A great deal of trouble arose when MathSoc got involved;  First, it was
+demanded that we take a \$20 deposit for the keys, to ensure that the +keys be returned. We acceded this demand, arranging with the Assistant +to the Dean for key permits. Slowly, over several terms, MathSoc took more +and more control over the signing of the key permits, until by S92, they had +complete control over signing. Further, to complicate things, each new term +a new policy and procedure for doing key permits was put into place. In F92, +the exec finally took steps to eliminate the need for keys altogether. Under +the current policy, there is little or no need for us to request keys from +MathSoc. Please see a past exec member for the grimy details. + +\subsection{Locker} +In order to provide some remote storage of magnetic media, the CSC has +obtained a locker from MathSoc. MathSoc has agreed to provide the CSC with +locker \#7 each and every term, on the condition that someone on the CSC +executive signs for the locker. This provision is documented by MathSoc in +their locker distribution procedures. Any failure to have locker \#7 set +aside for the CSC represents a failure on MathSoc's part. In F90, members +of the CSC kindly wrote a program to generate a nice listing of all +locker numbers. In this list, locker \#7 is permanently listed as the CSC's. +In F92, this program had been forgotten, forcing locker \#7 to be given +out to some student. Given MathSoc's propensity for screwing up this simple +procedure, someone should check early each term that MathSoc is indeed using +the list generated from the CSC's program. If it isn't, they should pencil +the CSC into locker \#7. + +\subsection{Computer Accounts} +Several nice people in High Places have donated a free computer account to +the CSC; \textsl{csc@watmath\/}. Supervision of this account is +responsibility of the entire executive. This point is clearly mentioned +in the CSC constitution. + +\subsubsection{MFCF accounts} +\textsl{csc@watmath\/} is provided to the CSC by MFCF. Since billing on +all MFCF UNIX machines is fairly relaxed, there are few restrictions on the +use of this account. Any member of the current term's executive is free to +use the account for whatever they please. In addition, people who need access +to the CSC account for CSC purposes is also free to use the account. The +only restriction is that the account should not become a facility for giving +others access to a UNIX account. Lastly, the account is provided with free +laser printing. This privilege should not be abused as this could result +in its withdrawl. + +\subsubsection{Exec Accounts on Undergrad.math} +In F91, the CSC attempted to get a CSC account created on the undergrad +network. Ostensively, this was to give the CSC access to the X-window +terminals for creation of posters and CSC documents. Due to a change +in ONet policy, MFCF was disallowed giving out accounts that more than +one person would have access to. MFCF compromised by giving any exec +member a personal account on the undergrad system, if they did not already +have one. As all undergrad math students already have an account, this works +out to giving non-math exec members accounts on undergrad.math. + +\subsection{Computer Equipment on Loan} + +The CSC has managed to borrow a large supply of equipment from various +groups. It is important to note that the CSC is responsible for +maintaining this equipment, and replacing it if it is stolen. A +separate policy for the use and administration of this equipment +was created during the S89 term. + +Most of the hardware that the CSC has, was obtained on an indefinite loan +basis. This means that the equipment does not really belong to the CSC, it +belongs to the group that lent us the equipment. On the other hand, the +fact that we have the equipment means that it is of no use to anyone else. + +\subsubsection{Math Faculty Computing Facility} +Sometime about the summer of 1987 MFCF and the Faculty decided that certain +services would no longer be provided to undergraduates. One was 50 pages +of free laser printing. Another was the ability to ask the operators to +archive a students files to tape. So as to not completely eliminate the +ability to archive ones files, the Faculty instructed MFCF to provide +MathSoc with a microcomputer which could be used for file archival. + +Eventually students wanted to archive their files and the CSC began to +investigate. It was discovered that MathSoc had not bothered to go pick up +the PC from MFCF. The MathSoc Treasurer at the time was Joel Crocker. He +instructed Jim Boritz to feel free to pursue the matter. When Jim managed +to get the PC, Joel suggested that the CSC could operate the PC since it was +unlikely that anyone in MathSoc would know exactly what to do. + +From time to time MathSoc remembers that the PC actually belongs to them +and they become concerned about its use. About a day later they come to +the conclusion that its doing fine in the CSC since we have the expertise +and we tend to be open at lot more than the MathSoc office. + +In F89 MathSoc managed to buy a computer of their own. Since that time +most MathSoc people have become much less concerned about how the PC is used. +A few months later the CSC obtained complete control over the PC from MathSoc +council. In the months following, the PC gradually fell apart. After DCS +installed an FTP terminal server in the IO Room (MC1063), the need for the +PC had dropped to nil. Hardware errors on the hard drive finally convinced +the exec of S91 that the machine was past its useful lifetime. The machine +was taken out of service and surplussed. + +The CSC also has two terminals that it has obtained from MFCF. The CSC +should always have at least one terminal. It the terminal dies, talk to +the Executive Assistant to the Dean of Math. + +\begin{itemize} +\squeezeitems +\item 1 Wyse 75 terminal +\item 1 VC 404 terminal +\end{itemize} + +The VC 404 terminal was in continual disrepair and was traded to a fellow +member of the CSC on workterm on campus for the Ann Arbor Ambassador in his +office (He was not using the terminal and sought some advantage for the +CSC). This terminal in turn died of keyboard flakiness. In W92, the CSC +borrowed a Wy75 terminal from \mathNEWS. To date, \mathNEWS knows that +we have their terminal, but, has not requested its return. As they had +just received a new Wy99GT terminal, \mathNEWS staff seem unconcerned +about the old terminal. + +Terminals currently in the CSC's hands: +\begin{itemize} +\squeezeitems +\item 1 Wyse 75 terminal (owned by MFCF) +\item 1 Wyse 75 terminal (owned by \mathNEWS) +\item 1 Ann Arbor Ambassador (owned by MFCF --- broken keyboard) +\end{itemize} + +\subsubsection{Department of Computing Services} +All networks on campus fall under the control of DCS. Any problems should +be directed to them. As of the W90 term the CSC has the following +connections: + +\begin{itemize} +\squeezeitems +\item 1 serial connection through the Sytek network +\item 1 serial connection through the Gandalf network +\item 1 direct serial connection to Maytag +\end{itemize} + +\subsection{WatCSC \label{WATCSC}} +In the F87 term the executive felt that a computer science club, should +have computing facilities which went beyond a single terminal. This was +due in part to an MFCF decision earlier in the year to no longer +allow undergraduates to send mail, or post news to machines outside the +University. The CSC attempted to have these privileges restored. At +the same time the CSC investigated means by which it could provide mail and +news services to undergraduates. + +The executive was told of a short lived organization +named the Open Computer Group that in 1985 had obtained free of charge four +PDP 11/70 computers that had been retired by the University. +Unfortunately the Open Computer Group was unable to generate sufficient +interest and activity. The group folded after a few months and the +machines were eventually surplused by the University. +In 1986 the Symbolic Computation Group offered the CSC some +equipment that was no longer being used. The executive at the time +turned down the offer because they felt the hardware was too noisy and bulky. + +In response to this new direction, the executive investigated what happened +to the above hardware. It was discovered that the PDP 11's had been sold. +Luckily, the equipment that SCG offered was still available. Within a +matter of days the CSC had obtained from SCG a few pieces of +Hewlett-Packard hardware that would eventually become the heart of WatCSC. + +Some investigation revealed that Hewlett-Packard donated four systems to +the university some time in 1984. When donated these machines included +a maintenance coverage for a year. After the initial project for the +machines died they were dispersed to various people around the Computer +Science department. Two went to the Symbolic Computation Group, one went +to the Computer Systems group and the fourth went to J.D. Lawson a former +professor. When Prof. Lawson left the university the CSC acquired the +serial card and some manuals from his machine, the rest of the equipment +eventually ended up with the Office Automation Group. + +As demand for disk storage, memory and other assorted peripherals grew +the CSC began to acquire these other systems. In early 1989 the CSC +finally got hold of the last HP system that had gone to the Office Automation +Group. + +\section{The ACM \label{ACM}} + +The CSC is associated with another lesser known club by the name of +University of Waterloo Student Chapter of the ACM ''. In order to be a +member of the ACM student chapter, one must be a member of the ACM as +well. This restriction is in conflict with the idea that anyone should +be able to be a member of the CSC. The result is that the ACM student +chapter has no real members. + +Even though the ACM student chapter has no official members, the CSC desires +to keep the student chapter operational. This has resulted in the +creation of the fictional person known as Calum T. Dalek. Calum is a +full member of the ACM and serves as the chair of the student chapter +of the ACM. + +\subsection{ACM Requirements} +In order to maintain our status as a student chapter of the ACM we must +fulfil two requirements. + +\begin{enumerate} +\squeezeitems +\item Each term a chapter activity report must be filled out and mailed +to the ACM Student Chapter Chairperson, and the ACM Student Chapter +liaison. + +\item Once a year a financial statement must be mailed to the ACM. +\end{enumerate} + +\subsubsection{Activity Report} + +The student chapter activity report is a single sheet of paper +on which we list the members of the executive for the ACM +student chapter along with a list of our activities. Since only +Calum is a real member of the ACM, his is the only name that +appears on the activity report with an ACM membership number. +Fictional names are created for the other executive members of +the student chapter of the ACM. The membership number is left +blank or has a ?'' inserted. The final requirement is a faculty +sponsor. Our current faculty sponsor is Howie Pell, however, he +is also not a member of the ACM. + +If the ACM does not receive a single activity report over the +course of a year they will place the student chapter on +probation. To extricate ourselves from this situation we need +to mail activity reports and make sure they are received. + +\subsubsection{Financial Statement} + +For some strange and mysterious reason the ACM continues to send +us an annual request for financial information. Apparently in +the U.S. the ACM can derive some sort of tax benefit from its +student chapters. Since we are a Canadian chapter this is not +the case. This makes filling out the financial form is very easy. +Just write Not Applicable --- Canadian Chapter'', across the top of +the form. + +\subsubsection{Calum's Membership} + +Calum T. Dalek is a student member of the ACM. Membership fees +are currently in the neighbourhood of US\$ 90 and are due
+sometime before March each year.  Little attempt is made to
+distribute the cost over all three terms.  Through Calum's
+membership the CSC receives the following ACM publications.
+
+\begin{itemize}
+\squeezeitems
+\item Communications of the ACM
+\item Transactions on Graphics
+\item Transactions on Programming Languages and Systems
+\item SIGGRAPH conference proceedings
+\item Oopsla conference proceedings
+\item Asplos conference proceedings
+\item Sigplan notices
+\item Computer Graphics
+\end{itemize}
+
+\section{Relations with other Groups}
+Getting anything done on campus requires communication with several other
+groups.  The section is meant to provide some perspective on the relations
+which the CSC has had with a few of the more important campus
+organizations.
+
+\subsection{Math Faculty}
+
+%%NAME
+The Computer Science Club enjoys a fairly good relationship with the
+Math Faculty.  Most of the CSC's contact with the faculty is through Lyn
+Williams, Executive Assistant to the Dean of Math.  Lyn has been very
+helpful to the CSC by vouching for us in our relations with other
+departments.
+
+On occasion, when the political climate requires it, the CSC has
+communicated its needs directly to the Dean of Math.
+
+\subsection{Computer Science Department}
+
+The CSC also enjoys a good relationship with the CS department.  A
+current CSC objective is to get the CS department to provide some
+funding for bringing in speakers.
+
+\subsection{Federation of Students}
+The CSC is not a FED club.  This is sometimes important for billing things
+like theatres and audio visual equipment.  Most of the rest of the time
+this is not important.
+
+Folk lore has it that the CSC does not want to become a FED club.  This is
+because the FEDS have some strange requirements of their clubs which do not
+mesh well the type of members the CSC wants.  We seem do do fine with the
+situation as it exists, but this does not mean that some accurate
+information should be obtained in the future.
+
+\subsection{Mathematics Society}
+The CSC's relationship with MathSoc is somewhat of a never-ending
+saga.  This is mostly due to the fluctuation of the MathSoc executive,
+especially the treasurer.  For the most part, relations tend to be
+pretty good.  The letdown usually comes at the beginning of the term
+when MathSoc has its budget meeting.  Most people on MathSoc council are
+indifferent to the CSC.  However, once a single dissenting opinion
+is expressed, there tends to be a cavalcade of discussion.   At this
+time (S89) MathSoc is preparing a Club Policy'' which should eliminate a
+great deal of the capriciousness involved.
+
+\subsection{Engineering Society}
+
+\subsection{Science Society}
+The CSC has a few members which come from science.  This has caused us to
+seek funding from the SciSoc in the same manner as EngSoc.  Unfortunately,
+SciSoc exists for the most part to orient students and run the Science
+C\&D.  Beyond that they are fragmented into other groups based on the major
+departments within the faculty.  The result is that SciSoc really doesn't
+have much extra money and has been unwilling to send some our way.
+
+\section{Consulting}
+The CSC operates a Friendly Consulting Service'' designed to provide
+assistance to computer users at all levels.  The CSC has provided this
+service for as long as anyone can remember.  Some of the reasons that the
+CSC promotes itself in this manner are; hours of availability far in excess
+of both DCS and MFCF consultants, ability to provide expert support at
+almost any skill level, and a desire to promote computer awareness in
+general.
+
+Although the Friendly Consulting Service tends to maintain a high profile
+within the CSC it consumes almost no resources.  This is achieved by running
+the service in an ad hoc volunteer manner.  Essentially anyone present in
+the CSC office qualified to answer questions is automatically a part of the
+consulting service.  As confused people wander into the CSC office, they
+should be offered assistance by the qualified'' people.
+
+\section{The Authors}
+This document has been compiled, edited, revised, mangled and had other
+unsightly things done to by several people of the course of its development.
+This section is meant to record their contribution and
+provide them with some recognition for their efforts.
+
+Version 1.0 of the procedures manual was written by Kevin Smith based
+on his experiences as CSC president during W89.  It was originally intended
+as a President's Survival Guide'', but has subsequently been expanded into
+a compendium of procedures to assist and guide the CSC's operations.
+
+In the second author's words:
+\begin{quotation}
+Version 2.0 of the procedures manual was written by me (Jim Boritz) long after
+I had been president of the CSC in F87 and W88.  At the time that the
+Version 2.0 undertaking began in W90, I was desperately seeking a way
+of avoiding my Master's essay and so devoted a fair amount of effort
+and roughly quadrupled the size of the original V1.0 manual.  I also
+added \LaTeX\ formatting because I was keen on \TeX\ at the time and was
+considering using it for my essay.  In general, I would have preferred to
+format the document using bare \TeX\ along with the macros that I had
+developed.  However, knowing the CSC, I decided not to rely upon them
+keeping the macros around with the document and opted for the standard
+\LaTeX\ macros (which really are ok once you get over the NIH syndrome).
+After I graduated I asked for some time in which to add even more
+material to this already enormous document.  I did manage to make a few
+additions and passed the manual back to the CSC for use and comment.
+Foolishly, I thought there would be even further additions forthcoming.
+It is now a little over a year later (Feb. 21, 1992) and more than a
+year and a half since I have been active in CSC affairs.  I managed to
+finally add one last section (Office Space).  If pressed I could probably
+describe some of the other items in historical context (I love historical
+contexts), but it is time for the sections that have already been
+written to be brought up to date by someone else.
+\end{quotation}
+
+In the words of the third author:
+\begin{quotation}
+I (Shannon Mann) took over the authorship of the procedure's manual in W92.
+I broke it down into sections, distributed it across several files and
+eventually threw out all the work I had done on it, as I felt it would
+never survive in so many chunks.  In W93, my position of computer operator
+with DCS was declared redundant'', leaving me with plenty of time on my
+hands to do all the updating I had planned.  Since then, I have added a
+titlepage, a table of contents, several sections and tables and even a few
+appendices.  In my updating of this document, I have removed a good 7 pages,
+mostly dealing with surplussed computer equipment.  To the remaining I have
+added 12+ pages, bringing the final count to almost 40.  Added are the
+sections on the exec positions, events, and contests, and expanded are the
+sections on computer equipment and WatCSC.  The document has undergone a
+dramatic restructuring, pulling similar information themes together and
+amongst one-another.
+It is my hope that this document will continue to be updated and expanded,
+and that I will only be the third of many authors.
+\end{quotation}
+
+\appendix
+
+\newpage
+\begin{center}
+\large\bf Appendices \\
+\end{center}
+
+\section{CSC How-To}
+
+This section contains brief notes explaining how to do common CSC tasks.
+
+\subsection{Starting a Term}
+
+Every term starts with an election.  A past exec member or an involved
+member should find someone to act as CRO in the first few days of the
+term.  The election should be held no later than the third thursday of the
+term.  Due to all that is done in the CSC in the fall term, the election
+should be held earlier if at all possible.  See Holding an Election' below
+for more details.  Very soon after the election, the President and Treasurer
+with help from past exec, should prepare a budget to be submitted to the
+treasurer of MathSoc.  Visiting the MathSoc Treasurer earlier than the
+meeting which okays budgets has proven profitable, allowing CSC budgets to
+be passed without much fuss.  A budget with a request should be sent to
+EngSoc, as we often can manage a small request from them (about \$50 per +term). + +\subsection{Running a Contest} + +\newpage +\section{Term Event Summaries} + +This section contains brief summaries of events that the CSC does on an +on-going basis. These timelines should be used as a reference, to make +sure main CSC events are accomplished. + +\begin{table}[hb] +\begin{tabular}{@{$\Box\$} l p{3in}}
+Event & Details \\ \hline \hline
+Elections & Held as soon as possible, no later than the third thursday of the
+month \\ \hline
+Budgets & Directly after elections to be turned in to MathSoc and \mbox{EngSoc}
+with a request for funding \\ \hline
+Programme Committee & Meets as soon as possible after elections to gather
+ideas for talks, tours and other events for the term \\ \hline
+\end{tabular}
+\caption{Start Term Checklist}
+\end{table}
+
+\subsection{Fall Term}
+
+\begin{tabular}{p{1.2in} p{1.4in} p{2in}}
+Date & Event Name & Details \\ \hline \hline
+Earliest Possible & Start Term Checklist & See above \\ \hline
+Last Weekend in Sept & Local ACM Contest & Selects teams to go to the
+regionals --- prefer earlier if possible\\ \hline
+First Friday in Oct & ACM Registration & Register teams selected with the
+contest \\ \hline
+First Weekend in Nov & ACM Regionals & Kick major ass :-) \\ \hline
+Oct or Nov & Othello Tournament & Announce four weeks early \\ \hline
+Mid-Nov & 3B Info Night & \\ \hline
+Week before Finals & Ctrl-D Dinner & Dine with friends --- end of term send-off \\ \hline
+\end{tabular}
+
+\subsection{Winter Term}
+
+\begin{tabular}{p{1.2in} p{1.4in} p{2in}}
+Date & Event Name & Details \\ \hline \hline
+Earliest Possible & Start Term Checklist & See above \\ \hline
+Mid-Mar & 3B Info Night & \\ \hline
+March & Calum's ACM Membership Due & \\ \hline
+Week before Finals & Ctrl-D Dinner & Dine with friends --- end of term send-off \\ \hline
+\end{tabular}
+
+\subsection{Spring Term}
+
+\begin{tabular}{p{1.2in} p{1.4in} p{2in}}
+Date & Event Name & Details \\ \hline \hline
+Earliest Possible & Start Term Checklist & See above \\ \hline
+Before Term Ends & ACM Registration & A fuzzy warm feeling for the ACM --- See section on ACM p.\ \pageref{ACM} for more details \\ \hline
+Week before Finals & Ctrl-D Dinner & Dine with friends --- end of term send-off \\ \hline
+\end{tabular}
+
+\end{document}
index 925638c..1446975 100755 (executable)
--- a/news.xml
+++ b/news.xml
@@ -2,6 +2,10 @@

<!DOCTYPE newdefs SYSTEM "csc.dtd">
<newsdefs>
+ <newsitem author="ja2morri" date="2003-08-12">
+  The <a href="docs/procedure.html">CSC Procedures manual</a> has been added to the website.  Thanks go to
+  Shannon Mann for reminding us of this document.
+ </newsitem>
<newsitem author="ja2morri" date="2003-08-06">
We've finally gotten around to disabling accounts.  If you find your
account has been improperly disabled please email