1378 lines
65 KiB
Plaintext
Executable File
1378 lines
65 KiB
Plaintext
Executable File
% This is a latex document. It can be processed using straight latex.
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\documentclass[11pt]{article}
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\pagestyle{headings}
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\newcommand{\squeezeitems}{\setlength{\itemsep}{0pt}}
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% \input{psfig}
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\usepackage{latexsym}
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\begin{document}
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\newcommand{\mathNEWS}{\textsl{math\/}\textsf{NEWS}}
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%decomment the below to leave out the beginning CSC logo (forms a box instead)
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%\psdraft
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\begin{titlepage}
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\vspace*{72pt}
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\begin{center}
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% \ \psfig{figure=pm.ps,height=1.5in}
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\Huge
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\vspace*{5pt}
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\textbf{Computer Science Club \\
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Procedures Manual \\ }
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\LARGE
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\vspace*{96pt}
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Kevin Smith \textit{v1.0 Winter 1989} \\
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Jim Boritz \textit{v2.0 Winter 1992} \\
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Shannon Mann \textit{v3.0$\alpha$ Winter 1993} \\
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Shannon Mann \textit{v4.0$\alpha$ Summer 2003} \\
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\vspace*{36pt}
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\today
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\end{center}
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\end{titlepage}
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\cleardoublepage
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\pagenumbering{roman}
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\tableofcontents
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\cleardoublepage
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\section{Introduction}
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\pagenumbering{arabic}
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The Computer Science Club of The University of Waterloo (CSC) has been in
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existence since some time in the early 1960's. When this is compared with
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the founding dates of the University, the Faculty of Mathematics and the
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Department of Computer Science, it becomes apparent that the CSC has almost
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as much history as the University.
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One of the factors which the CSC has had to deal with is a turnover in its
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membership. At the CSC, and the university, people come and go. It is
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often the case that when people go, their knowledge of CSC operations goes
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with them. Later generations are forced to rediscover, often painfully,
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how the CSC conducts its business. Frequently, efforts which could be
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channeled into productive tasks are devoted to this rediscovery.
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This manual is intented to be a guide and an archive.
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It's authors and contributors hope
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to lay down here as much information as they can about the operation of the
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CSC. The history of the CSC will also be recorded here. In part this is
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because there is no other place, but also because a historical context
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should make future decisions easier. It is the hope of
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everyone involved that this guide will prevent the loss of knowledge
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associated with the loss of long time CSC members.
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\section{Membership}
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Membership in the Computer Science Club is open to all students of the
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University of Waterloo, undergraduate and graduate. This includes
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undergraduates and graduates on a work-term and graduates that are
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registered inactive.
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During the W90 term there was a great deal of discussion about who should
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be entitled to a CSC membership beyond students. The groups whose ability
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to obtain a CSC membership came under question are; faculty, staff,
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alumni and everyone else. Prior to W90, anyone that wanted a CSC
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membership was allowed to join regardless of what the current constitution
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may have said. Membership was divided into two categories---full and
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associate---that differed in the ability to hold an executive position
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and vote in CSC elections.
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In W90 several people felt that the CSC was being taken advantage of,
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and many non-students were obtaining memberships in order to get an
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account on WatCSC. The discussion eventually identified a few key
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privileges that were felt to be inappropriate for all CSC members.
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These privileges are: who can vote; who can hold executive positions;
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and who can obtain a WatCSC account. The single factor that stood out
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when trying to allocate these privileges is that the CSC is primarily
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an undergraduate student organization, and should remain that way.
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% Added by James A. Morrison, ja2morri
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In F02 and S03 this came up again. At this time WatCSC is no longer around
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and the CSC has a good collection of machines, 4 in the office, and 1 in the
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machine room. So now any member can hold an account. However, the right
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to vote and hold an executive position is mostly regulated by Mathsoc since
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Mathsoc defines these things in their club policies. In S03 the Mathsoc
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council changed their policy to state that voting and the ability to hold
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executive position is available to members of Mathsoc or members of any other
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society who recognizes the club as a club of that society. So if engineering
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gives us money, we can say we are an Engsoc club and allow engineers to vote
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and hold executive positions. However, CSC is still primarily and
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undergraduate Math/CS student organization, and should remain that way.
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\section{Exec Positions}
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The CSC has four elected positions and one appointed position. The elected
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positions are: President, Vice-President, Treasurer, and Secretary. A
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SysAdm is chosen by the exec and ratified by the remaining CSC members
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attending the election meeting. Each exec position has certain duties
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associated with them. When all is well, each exec works to make certain
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that not only their duties and responsibilities are covered, but also
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that the other duties of the exec are being met.
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\subsection{President}
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The President is the person responsible. As ungrammatical as that may seem,
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it is exactly accurate. He or she is responsible to make certain that
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everything the CSC is involved in gets proper attention. Specifically,
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the President's duties are:
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\begin{enumerate}
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\squeezeitems
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\item to call and preside at all general, special, and executive meetings
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of the Club;
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\item to appoint all committees of the Club and the committee chair
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of such committees, except the chair of the Programme Committee; and
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\item to audit, or to appoint a representative to audit,
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the financial records of
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the club at the end of each academic term.
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\end{enumerate}
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Wherever possible, the President should delegate tasks to others. Not doing
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this can overburden the President.
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\subsection{Vice-President}
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The Vice-President arranges the talks, tutorials, and tours. Specific duties
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include:
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\begin{enumerate}
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\squeezeitems
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\item to assume the duties of the President
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in the event of the President's absence;
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\item to act as chair of the Programme Committee; and
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\item to assume those duties of the President
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that are delegated to him by the President.
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\end{enumerate}
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In general, the Vice-President does as much as possible to take the load from
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the President. The Programme Committee is the body of CSC members
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chaired by the Vice-President. This committee meets to decide what talks
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CSC'ers would be interested in hearing. They also decide what tours are
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undertaken. The Vice-President should take care of arranging for rooms,
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the creation of posters and other advertisements. These tasks often fall
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to the Secretary, overburdening an already difficult position.
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Wherever possible, the Vice-President should introduce the talks, except
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when the President wishes to do so. If neither President, nor
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Vice-President can attend, someone should be appointed to introduce the
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speaker and do a Channel 17 Membership Drive.
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\subsubsection{Programme Committee}
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The Programme Committee meets to discuss and choose which events the CSC
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will put on each term. There are certain events the CSC puts on
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automatically. However, most events must be chosen and planned ahead of
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time. The Programme Committee gathers suggestions from their members and
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from the CSC membership regarding what talks and events they would like the
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CSC to sponsor. From these suggestions, a wide variety of talks and events
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are chosen. The Vice-President takes the list generated from these meetings
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and organises the events. To be effective, the Programme Committee should
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meet soon after elections to make initial plans for the terms events. Meeting
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later in the term can be a good way to add to the activities the CSC plans to
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run.
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\subsection{Treasurer}
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The Treasurer's job seems simplest. However, trying to keep track of all
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the funds that go in and out of the CSC is a somewhat daunting task.
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For more information, see the sections on financial matters
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(p.\ \pageref{MONEY}), specifically the section on the cashbox
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(p.\ \pageref{CASHBOX}).
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The specific duties of the Treasurer are:
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\begin{enumerate}
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\squeezeitems
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\item to collect dues and maintain all financial and membership records;
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\item to produce a financial or membership statement when requested;
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\end{enumerate}
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The Treasurer should make arrangements at the end of the term for signing
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authority to be passed on to the next terms exec. A final audit of the
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terms financial transactions is a great help to the incoming exec, and should
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be done every term.
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\subsection{Secretary}
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The Secretary's position is perhaps the hardest of all, especially if the
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support people under the Secretary do not work, or worse, are never chosen.
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The creation of many of the people in support roles (See Alternate Positions,
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below) are for the most to reduce the sometimes herculean amount of work
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that is dumped upon the shoulders of the Secretary. The Secretary's duties
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are:
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\begin{enumerate}
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\squeezeitems
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\item to keep minutes of all Club meetings;
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\item to prepare the annual Club report for
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approval by exec council;
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\item to care for all Club correspondence;
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\end{enumerate}
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Often in the past, the Secretary has become the target of ``dumping'' of
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just about all tasks. This should be discouraged at all costs. The
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Secretary has specific duties and responsibilites. As it is, those
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duties can already be taxing. The CSC Flasher, the Office Manager, and
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the Librarian report to the Secretary.
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\subsection{SysAdmin}
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The SysAdmin position was added to the exec when the CSC acquired a
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computer system of their own.
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The SysAdmins duties are:
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\begin{enumerate}
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\squeezeitems
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\item to operate any and all equipment in the possession of the Club.
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\item to maintain and upgrade the software on equipment that is operated by
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the Club.
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\item to facilitate the use of equipment that is operated by the Club.
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\end{enumerate}
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It has become the continuing policy to have the SysAdmin attempt to get
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the CSC computer equipment. See the section on WatCSC (p.\ \pageref{WATCSC}).
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\subsection{Alternate Positions}
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Several ad hoc positions are also important for the effective running of
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the CSC. Often these positions are never filled, requiring one of the exec
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to fill in. Most of these positions fall under the direct control of the
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Secretary (though this can expand the Secretaries' duties to an unmanageable
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level).
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\subsubsection{Office Manager}
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The Office Manager runs the CSC office, making sure the place is tidy,
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that our recycling gets done, that the office staff is doing what it should
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be doing (kicking people out when there are no office staff present, etc).
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The Office Manager reports to the Secretary.
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\subsubsection{Office Staff \label{OFFICESTAFF}}
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Office Staff are that motley group of people that keep the CSC open all those
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wonderful hours. In general, they are a group of \textsl{trusted\/}
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individuals chosen by the exec to fulfill this duty. Office Staff are
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expected to be helpful to people who come to the CSC for assistance. They
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are expected to assist in keeping the CSC tidy, help sign out books, taking
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money for new memberships, and in general be helpful. Some Office Staff will
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be accorded the honour of being a key-holding Office Staffer. See the
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section on keys (p.\ \pageref{KEYS}) for more information.
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Office Staff report to the Office Manager.
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\subsubsection{Librarian}
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The Librarian is the person responsible for keeping the CSC's large library
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of reference material in order. The Librarian is responsible for culling
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out dated/ruined books and for suggesting the purchase of new books, as well
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as the actual purchasing. See the section on the library (p.\
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\pageref{LIBRARY}) for more information.
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The Librarian reports to the Secretary.
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\subsubsection{Poster Person}
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One of the most important positions, as the Poster Person is responsible
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for making posters, and getting them distributed. Often the distribution
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is divided amongst several people. If this position is not filled, these
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duties should fall to the Vice-President, though it often falls to the
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Secretary.
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The Poster Person usually reports to the Vice-President.
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\subsubsection{CSC Flasher}
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The CSC Flasher is the person who writes the CSC Flash, a short
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description of what the CSC is doing, published in each bi-weekly
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issue of \mathNEWS.
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Also, it is recurring policy to prepare a short ``Hacker Quiz'' to be
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included at the end of the Flash (the hacker quiz often never happens).
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The Flasher usually reports to the Secretary, and should attend all
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Exec and Programme Committee meetings whenever possible.
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\subsubsection{Oracle}
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This is a position that, of recent, has been left unfilled (mainly due
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to the fact that the club is without a machine at the time of writing).
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The Oracle is a facility by which anyone in the world can send a question
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to \textsl{oracle@watcsc}, replies are posted on the newsgroup
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\textsl{uw.csc}. Be sure to get some good humour-writers for this position
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(FASS is a good place to look).
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Perhaps in the future, a mail alias could be added to undergrad.math
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to allow this service to continue.
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The Oracle reports to no-one.
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\section{Events}
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The CSC puts on several events each term, usually in the form of speakers,
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but including SIGGRAPH video night, and 3B Info Night. These events provide
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both an opportunity for CSC members to experience new and interesting
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aspects of CS and to generate interest in CS within the University Community.
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The SIGGRAPH video night attracts students, faculty and staff, seeming
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universally interesting to all people.
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\subsection{Speakers}
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The CSC has speakers every term, speaking on a wide range of issues relating
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to computers. We have had many distinguished speakers pulled from the ranks
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of U(W) faculty, grad students and even undergrad students. As well, the
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CSC has managed to bring very distinguished speakers from off campus. The
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likes of Bill Gates (W89), John McCarthy (W91), Brian Kernighan, and
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A.K.~Dewdney, just to name a few have honoured us with their wit and wisdom.
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The CSC normally takes the speaker out to dinner as a gift of the CSC to
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the speaker. The dinner also affords an opportunity for a few members to
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hobknob with the speaker, often having discussion that is more interesting
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than the talk that was given.
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\subsubsection{Internal}
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Internal speakers are the easiest to arrange. These speakers can be pulled
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from the faculty and students, on a variety of topics. To arrange one,
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contact the person whom you are interested in having speak. Once you have
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their interest, choose a date that is agreeable to both you and the speaker
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(by necessity, the speaker gets far more to say :-) With a date in hand,
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estimate how many people will attend. For most talks, we can have anywhere
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from 10 to 80 people attending. Choose an appropriate room and book it for
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that date. A few days before the talk, order an appropriate number of
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doughnaughts. When the time comes, have an appropriate person introduce
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the speaker. After the talk, thank the speaker, and offer doughnaughts and
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tea to all the attendee's.
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\subsubsection{External}
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External speakers, for the most, are much harder to arrange. Not only must
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you arrange for all the normal amenities, but also for accommodations for
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the speaker for atleast one night (if coming from out of town), travel costs
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and an honorarium. Most of the arrangements can be made by contacting the
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CS Dept.~Secretary (S'03 it was Ursula Theone). She can make all the
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%%NAME
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necessary arrangements. For funding, you can speak to the Faculty of Math,
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the CS Dept., the ICR, and even Engineering for those speakers who will have
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some interest there. In W91, John McCarthy visited us, giving two talks, one
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on Elephant, a project of his, the other on NetNews and his experiences with
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attempted censorship at his home campus, Stanford University. We sold his
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coming here to ICR and others through the talk about Elephant. Our reason
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for bringing him here was for the NetNews talk, as U(W) was censoring the
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alt branch of NetNews. Funding was obtained from the Math Faculty for the
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travel costs, from the CS Dept.~for lodging and from ICR for the \$1000
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honorarium.
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Once you have all the difficult things arranged, set the date and time of
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the talk(s) and book the rooms. If you manage to get an external speaker
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from any real distance, you can pretty much bank on s/he pulling a large
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crowd to the talks.
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\subsection{Tutorials}
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In keeping with the CSC's purposes of generating interest in computer science
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and its applications, the CSC has held tutorials on UNIX and X-windows. These
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tutorials are introductory in level and cover a limited number of topics.
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Ideally, the group size will not exceed ten or so, though we have had
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X-windows talks of up to thirty. Book one of the Descartes labs a week or
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%%NAME
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more earlier with Christy Gillian, Administrative Assistant to the Director
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of MFCF. Although your group may be small, keeping extra people out of the
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room during these events can be beneficial (keeps distracting noise out).
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A tutorial usually runs for an hour.
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\subsection{Tours}
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Another favourite CSC event is to arrange for a group to tour one of the
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computer labs. The DCS mainroom, the CGL lab and the PAMI lab have all
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been the sites of interesting tours. To arrange for a tour, it is best to
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contact someone who works there.
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\subsection{SIGGRAPH}
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A recurring CSC event is to show the SIGGRAPH video that contains the
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highlights from the most recent Film \& Video Show. Since many people are
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co-op, it is possible to show the tape at least twice and possibly three
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times during the year. SIGGRAPH video night is always a very popular event.
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There are a few constraints that must be kept in mind when trying to organize
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this event. First, while the SIGGRAPH conference occurs in early August,
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the video is not available until November or December. Second, the CSC
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borrows the tape from CGL, thus making us reliant upon CGL to actually
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have the tape. From time to time there is a lapse in CGL's subscription
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to the SIGGRAPH Video Review which results in the unavailability of the
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recent tapes.
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To borrow the videos from CGL either get a CSC member that is working there
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to borrow them, or contact the Lab Administrative Assistant (Elise Devitt
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as of F90)
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%%NAME
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A good place for showing SIGGRAPH videos are the ICR lecture halls in the
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Davis Centre (DC 1302 \& DC 1304). The advantage of using these rooms is the
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ability to do the projection on your own. While DC 1350 and DC 1351 are
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bigger and have more sophisticated equipment, they also require an expensive
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university supplied AV technician (see below).
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As mentioned elsewhere ICR rooms must be booked with the ICR secretary.
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If for some reason it is desireable to use DC 1350 or DC 1351, the
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larger lecture halls, the following procedure should be used. First book
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the room with Bookings (discussed earlier). In order to interface to the
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Electrohome RGB projector on the ceiling the CSC must arrange to have a
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video technician present during the meeting. For this to happen,
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%%NAME
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Georgina Coutinho x4070 must be informed of the meeting time, date, and
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place. Unfortunately, this technician (who must be present) charges
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\$25 per hour; there doesn't seem to be a way to get around this. The
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total charge for the technician should be \$75.
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The SIGGRAPH tape shown in W89 was in VHS format, which is good, since
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there is a VHS machine inside the DC 1350/1351 projection rooms. If the
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tape is in 3/4'' format, then be sure to borrow a 3/4'' player from CGL
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and warn the technician that he will have to interface a 3/4'' player to
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the video console.
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The SIGGRAPH tape is usually about 2 hours long. There are two tables
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of contents included in the tape, it is a good idea not to make the
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audience sit through these boring parts. Fast forward past the first
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one, and call an intermission during the second. After the intermission
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is a good time to do the Channel 17 Membership Drive!
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%%NAME
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It is also a good idea to talk to John Hillhirst x3258. He is the head
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technician (and not a bureaucrat). Ask him any technical questions that
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you may have.
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Typically around 100-150 people show up for SIGGRAPH, so order around 12
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dozen doughnaughts.
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In W89 we had considerable problems switching the lights out in DC 1350.
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Try to make sure that the lights work before starting the show in the future.
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\subsection{3B Info Night}
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3B Info Night is a special information session held to help 3B CS
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students select from the vast number of courses offered in fourth year.
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There should be a 3B Info Night every term that normally has 3B students
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(currently fall and winter). At some point in the past (F86?) the
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department neglected to have a 3B info night. This got many students
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upset and caused the CSC to assume a co-sponsorship role for this
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event.
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As long as the department remembers to hold 3B Info Night there should
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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
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\section{Term Event Summaries}
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This section contains brief summaries of events that the CSC does on an
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on-going basis. These timelines should be used as a reference, to make
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sure main CSC events are accomplished.
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\begin{table}[hb]
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\begin{tabular}{@{$\Box$} l p{3in}}
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Event & Details \\ \hline \hline
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Elections & Held as soon as possible, no later than the third thursday of the
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month \\ \hline
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Budgets & Directly after elections to be turned in to MathSoc and \mbox{EngSoc}
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with a request for funding \\ \hline
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Programme Committee & Meets as soon as possible after elections to gather
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ideas for talks, tours and other events for the term \\ \hline
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\end{tabular}
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\caption{Start Term Checklist}
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\end{table}
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\subsection{Fall Term}
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\begin{tabular}{p{1.2in} p{1.4in} p{2in}}
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Date & Event Name & Details \\ \hline \hline
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Earliest Possible & Start Term Checklist & See above \\ \hline
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Last Weekend in Sept & Local ACM Contest & Selects teams to go to the
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regionals --- prefer earlier if possible\\ \hline
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First Friday in Oct & ACM Registration & Register teams selected with the
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contest \\ \hline
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First Weekend in Nov & ACM Regionals & Kick major ass :-) \\ \hline
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Oct or Nov & Othello Tournament & Announce four weeks early \\ \hline
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Mid-Nov & 3B Info Night & \\ \hline
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Week before Finals & Ctrl-D Dinner & Dine with friends --- end of term send-off \\ \hline
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\end{tabular}
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\subsection{Winter Term}
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\begin{tabular}{p{1.2in} p{1.4in} p{2in}}
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Date & Event Name & Details \\ \hline \hline
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Earliest Possible & Start Term Checklist & See above \\ \hline
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Mid-Mar & 3B Info Night & \\ \hline
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March & Calum's ACM Membership Due & \\ \hline
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Week before Finals & Ctrl-D Dinner & Dine with friends --- end of term send-off \\ \hline
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\end{tabular}
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\subsection{Spring Term}
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\begin{tabular}{p{1.2in} p{1.4in} p{2in}}
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Date & Event Name & Details \\ \hline \hline
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Earliest Possible & Start Term Checklist & See above \\ \hline
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Before Term Ends & ACM Registration & A fuzzy warm feeling for the ACM --- See section on ACM p.\ \pageref{ACM} for more details \\ \hline
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Week before Finals & Ctrl-D Dinner & Dine with friends --- end of term send-off \\ \hline
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\end{tabular}
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\end{document}
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