Osprey Productions
An Executive Agency of UNF Student Government
Policies & Procedures
Updated: 18 August 2015
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Tables of Contents
I.
II.
III.
IV.
V.
Creation, Purpose, Office Policies
A. Creation
B. Purpose
C. Office Policies
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The Talon Timeline (Membership of Osprey Productions)
A. Grey Member
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B. Blue Member
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C. Platinum Members
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Officers and their Duties
A. Basic Duties of all OP Officers
B. Director
C. Internal Assistant Director
D. External Assistant Director
E. Office Manager
F. Graphic Designer
G. Event Coordinators
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Osprey Productions Processes
A. Equipment Checkout
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Osprey Productions Advisory Board
A. Advisory Board
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I.
Creation, Purpose and Office Policies
A. Creation
The University of North Florida Student Government Statutes have created an Executive
Agency of the Student Government Association known as Osprey Productions (OP) under
Title XI.
B. Purpose
OP plans, produces and promotes a variety of entertainment events for the UNF student
body. Regular programming includes major concerts and comedy shows in the Coxwell
Amphitheater at the UNF Student Union or the UNF Arena. Other events include
programming movies, lectures, novelty, acoustic performances, and events held during
academic semesters. Members have the opportunity to develop programming ideas for
campus entertainment as well as volunteer in all facets of event planning, production and
promotion.
C. Office Policies
Anyone in the Osprey Productions office including volunteers and staff should represent
Osprey Productions and Student Government to the best of their ability. The office hours for
Osprey Productions are 8:00 a.m. to 6:00 p.m. during these hours’ people in the Osprey
Productions office will make sure to keep their noise to a minimum. After 6:00 p.m. people
in the office can act more relaxed and be an environment for making friends. There will be
absolutely no sleeping overnight in the office or taking naps during office hours. The staff
members that have a 24- hour keywill understand the responsibility that comes with their 24hour key and will only use it for events.
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II.
The Talon Timeline (Membership of Osprey Productions)
A. Grey Members (Pre-member)
1. Basic Pre-Member of Osprey Productions. Any student wishing to be a pre-member must
be an active UNF Activity and Service Fee Paying Student.
2. To become a Talon Member any student must come by the Osprey Productions Office
(58E/3102) and receive a Talon Badge after completing the Osprey Productions
Application.
3. Once a student volunteers at one event they will receive a member T-Shirt.
B. Blue Members (Full member)
1. All students whom are Blue Members were first grey members.
a) Steps to become Gray Member:
i. Volunteer at three (3) small Osprey Productions Events
ii. Volunteer at one (1) large event
iii. Attend one (1) Osprey Productions General Meetings
b) Benefits of a being a Blue Member:
i. Receive one (1) Osprey Productions Polo Shirt
ii. Receive one (1) Osprey Productions Lanyard
iii. Ability to apply for Production Assistants (Concerts, Comedy Shows, etc)
iv. Ability to go through the M.E.L.T (Member Experiencing Leadership Task)
process.
v. Become eligible to become Member of the Month
i. Benefits of Grey members as well
C. Platinum Members
1. Final Level Member of Osprey Productions. All students whom are Blue Members have
completed the Grey and Blue member status.
Steps to become a Platinum Member:
i. Must volunteer as a Production Assistant or M.E.L.T. at least once
ii. Must attend 2 additional meetings
iii. Must volunteer at 3 additional events
iv. Must volunteer at 1 main stage
Benefits of being a Blue Member:
i. Receive 2 complimentary non-student tickets to an events
ii. Receive two early access passes for main events
iii. Receive V.I.P. seating at shows
iv. Receive opportunity to Meet and Greet artists (if applicable)
i. Benefits of Blue and Grey Members as well
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*MELT – Members Experiencing Leadership Tasks. Members whom reach the Blue Level of
Membership are able to apply for a MELT opportunity. MELTs work alongside any coordinator of their
choice and take an active role in the planning, execution and wrap up of the event. This opportunity
allows for members to have more of an active role in Osprey Productions and the ability to get a first
hand experience at event planning.
**Production Assistant – A Production Assistant, or Personal Assistant works directly with the
comedian, musician, band, etc. that comes to campus to perform. The Production Assistant is the
individual whom assures everything is going smoothly for the artists and makes an effort to make the
artists feel at home.
*Large Events: Examples of a large event include: Rocky Horror Picture Show, Pool Parties, Drag
Shows and Festivals/ Carnivals
*Main Stage: Examples of a main stage: Comedy Show or Concert
*Small Events: Examples of a small event include: Movie Nights, Trivia Nights, Coffee Houses, Laser
Tag, Talent Shows and Capture the Flag.
*General Meetings: Are the meetings Osprey Productions holds once a month to keep its members up to
date. The meetings also, include opportunities for volunteers to sign up for leadership roles and get to
know fellow members through ice break type activities.
III.
Officers and their Duties
A. Basic Duties of all OP Officers
1. Attend general OP meetings and give position reports. If unable to make it to a meeting,
officer must clear absence with Director or Internal Assistant Director and give a written
committee report to another member of OP leadership.
2. Must attend biweekly leadership meetings and be prepared with a report. If unable to
make a meeting, officer must clear absence with Director or Internal Assistant Director
and give a written report to another member of OP leadership.
3. Must be available to assist with office duties when in the OP office. This includes
answering phone calls, emails or walk-in visitors.
4. Act professional at all times when representing Osprey Productions and Student
Government.
5. Must be able to work an entire main stage event day with shifts being assigned by the
director. If unable to work parts of the event due to an excusable conflict this must be
made known to the director in writing within 5 business days of finding out about the
main stage. The director will inform leadership of a major event date as soon as the
Director possibly can.
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B. Director
1. Shall be any A&S fee paying student who has applied for the position and who has been
recommended by the Osprey Productions Advisory Board to the SG Student Body
President for Senate confirmation.
2. Shall meet on, at least, a weekly basis with the Osprey Productions advisor, SG program
coordinator and SG accountant.
3. Shall meet on, at least, a weekly basis with each OP staff position.
4. Maintain an office, appoint and oversee and be the official contact for all agents and
entertainment representatives.
5. Conduct regular meetings with the Osprey Productions members and leadership.
6. Oversee the Osprey Productions budget, finalizing purchase requests and forwarding
them to the SG program coordinator.
7. Oversee all contracts and the routing of such contracts.
8. Plan large events such as concerts and comedy shows.
C. Internal Assistant Director
1. Shall be any A&S fee paying student who has applied for the position and who has been
recommended by the Osprey Productions Advisory Board to the SG Student Body
President for Senate confirmation.
2. Shall meet, at least, on a weekly basis with the Osprey Productions advisor and SG
program coordinator.
3. Assist the Director of Osprey Productions in their duties.
4. Oversee all OP event coordinators and will make sure all weekly events are executed
from planning to the actual event.
5. Is the main contact for weekly events.
D. External Assistant Director
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2.
3.
4.
5.
Create and maintain relationships with every organization on campus.
Seek sponsorship for Osprey Productions.
Help the Director and Internal Assistant Director planning events.
Plan the student side of homecoming.
Represent Osprey Productions on campus. For example, attending other organizations
trainings to explain Osprey Productions.
E. Office Manager
1. Create a monthly calendar of events by the last week of the prior month.
2. Update the website account with new and old events.
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3. Create and laminate all badges for events, which these are required at least one week
before the event.
4. Send announcements of upcoming events to Calendar of Events, campus update, and
student update.
5. Will keep the OP member list and email list updated.
6. Manage the Osprey Productions social media accounts.
7. Create purchase requests for any items needing to be purchased.
8. Maintain Osprey Productions Calendars.
9. Create purchase requests for any items needing to be purchased.
1.
2.
3.
4.
H. Graphic Designer
Create flyers for events at least three weeks prior to the event.
Make and keep an up-to-date photo archive.
Make graphics that can you size for many mediums such as banners, badges, Facebook
cover photos, road signs and A-frames for campaigns.
Create and laminate all badges for productions at least one week before the event with the
Office Assistant.
G. Event Coordinators
a. Must be able to attend their own event in its entirety or clear absence with Director or
Assistant Director and ask a trustworthy member or leadership to fill their absence.
b. Work with different organizations to the best of their ability.
c. Must work 15 hours a week total between events and office hour. Event coordinators will
be a paid position that is allocated 15 hours per week.
d. Must only work the hours assigned by the Internal Assistant Director.
e. Must distribute their own flyers at least two weeks prior to their event.
f. Must meet with the Graphics Program Assistant at least four weeks prior to their event to
create a flyer.
g. Must create and distribute road signs and A-frames with members at least one week prior
to their event.
h. Must create social media event at least three weeks prior to their event.
i. Initiate event proposal forms, contracts, and any other forms that may be needed for an
event.
j. Follow event’s critical path created by the individual event coordinator.
k. Responsible for setup/cleanup and maintaining control during individual events.
l. Must plan 3 movie nights per semester, 1 large event a year, 3 market days per semester
and 2 to 3 random events per semester. If under special circumstances you cannot make
this many events you can do a task to replace an event like
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IV.
Osprey Productions Processes
A. Equipment checkout
1. Osprey Productions has first right of refusal to use equipment for its events.
2. University of North Florida departments may request to check out equipment for events. This
request must be submitted to the OP director five business days prior to the checkout date.
3. Any checkout with a value of $500 or more must have the approval of the Osprey
Productions advisor.
V.
Osprey Productions Advisory Board
A. Advisory Board
1. The Advisory Board must be comprised of a majority of students. The number of student
members cannot be smaller than four. The four student members shall be:
a. The Student Body Vice President
b. Chief of Staff
c. The Senate President or a Senator at large, appointed by the Senate President
d. A member of the specific agency, appointed by the Student Body President
2. The Osprey Productions Advisor shall sit on the Advisory Board.
3. The chair of the Osprey Productions Advisory Board shall be designated by the Student Body
President.
4. Three faculty or staff shall sit on the Advisory Board, and they shall be appointed by the
Student Body President.
5. The Advisory Board must meet at least once per semester, and either the Student Body Vice
President or the Osprey Productions Advisor may call the meeting. The meetings must be
publicized, a quorum must be presented to conduct business, and minutes must be taken and
sent to the Student Body President. A file containing past minutes must be maintained.
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