New College Orientation Week Co-Chair Position Description
Nature and Scope
The New College Orientation Week Program (Orientation Week) is a series of events and
activities organized on behalf of New College and the New College Student Council
(NCSC) for incoming students. The Orientation Week Program is planned, developed,
and delivered by the Orientation Week Co-Chairs (2 positions) in conjunction with the
Associate Dean, Student Life and Leadership and the New College Student Services
Committee (NEWSS). The Orientation Week Co-Chairs work collaboratively and in
partnership with the New College administration, NCSC, and the University of Toronto
Office of Student Life to produce the Orientation Week Program.
The Orientation Week Program should meet the identified social, academic, and
community needs of incoming students and promote the New College student
community. The Orientation Week Program must also support the aims and values of
New College and the University of Toronto. The Orientation Week Co-Chairs are
expected to share the workload of the roles as listed in the expectations and
responsibilities of the position description, with a specific breakdown of responsibilities
to be determined once hired. It is highly recommended that applicants have previous
experience with the New College Orientation Week Program, student leadership, and/or
the Office of Residence and Student Life.
This is a competitive student leadership opportunity for New College registered students
and requires that the successful candidates conduct themselves in a manner that reflects
positively on the University of Toronto.
Expectations and Responsibilities
1. Leadership
a. Act as a positive role model for the Orientation Team of 100-175 members
and incoming 650-900 student participants
b. Develop and lead the Orientation Team of 8-20 Executive members & 80150 Leaders and volunteers, which includes:
i.
Coordinate Executive, Leader, and other volunteer recruitment
and hiring
ii.
Train the Orientation Team
iii. Hold regular planning meetings with Executives
iv.
Provide direction and ongoing support
c. Oversee the execution of each event during Orientation Week and brief
the Orientation Team daily each day during this time
d. Uphold and fulfill the terms listed in the Orientation Team Member
Contract
2. Program Development
a. Informed by the Orientation Charter, vision and create a balanced program
and schedule of events coordinated with the University of Toronto Orientation
Week Program.
b. Consider the transition package from the preceding years’ Orientation Chairs,
suggestions and direction from NEWSS, and University of Toronto feedback
and assessment reports and bench marking surveys.
c. A balanced program will include the following:
i.
Social, academic, and community values of New College
ii. A sense of New College pride and understanding of the College
iii. A diverse, holistic, inclusive, and equitable program of events
iv.
Opportunities for incoming students to connect with upper year
students, academic courses, and co-curricular programs
v.
Exposure to New College academic programs, support services, and
course unions as well as Faculty of Arts and Science departments and
programs
vi.
Orientation to the University of Toronto campus, resources, and
offices as well as the city of Toronto.
vii.
Active promotion of appropriate resources, support services, and
connections for physical, emotional, and mental health, with specific
awareness of how overwhelming Orientation Week can be for
incoming students.
d. Work with the Student Life Coordinator (Orientation & Transition, Office of
Student Life, U of T) and other divisional Orientation Chairs to coordinate
campus wide planning and safety concerns.
3. Accountability
a. Attend regular meetings with the Associate Dean, Student Life and Leadership for
the purpose of receiving support, direction, and training, and maintaining
accountability to the College. A member of the NCSC Executive may also be
involved in these meetings, which shall occur:
i.
January - April: 2-3 times per month
ii.
May - August: Once per week
iii. During Orientation Week: As needed
iv.
September- February: Once per month or as needed
b. Attend regular group meetings including:
i.
NEWSS meetings both before and after Orientation Week
ii.
Central Student Life Orientation Week meetings (including other
U of T Colleges and Faculties)
c. Manage the finances in a responsible and appropriate manner, including setting a
clear and thorough budget, negotiating orders with third party suppliers, and
tracking expenses and revenues that total upwards of $100,000 with the guidance
and support of the Associate Dean, Student Life and Leadership and NEWSS.
d. Submit a full transition package by November 1 to New College that includes:
i.
The creation and implementation of an assessment process to
gather feedback from incoming students on Orientation Week
that will be used in planning future years
ii.
A summary of event and task specific transition feedback from
Executives
iii. A summary of results from the Leader feedback process
iv.
Thorough and organized notes and documents from throughout
the year to pass on to succeeding organizers
v.
A copy of the Orientation Coordinator Report submitted to the
central Office of Student Life
e. Assist in the recruitment and selection of the succeeding year’s Co-Chairs in
November-February
f. Should the Orientation Co-Chairs fail to meet the expectations, responsibilities,
and requirements as per this position description and their contract, the NCSC
Executive and two members of the New College Administration, including the
Assistant Dean of Student Life, shall meet and decide whether the Co-Chair(s)
shall retain their position or be dismissed.
i.
In the event of the dismissal of an Orientation Co-Chair, members of the
Orientation Team will be eligible to interview for the position with the
aforementioned stakeholders.
ii. In the event that both positions are discharged, the Office of Residence
and Student Life will work with NCSC to ensure Orientation is successful.
4. Communication
a. Communicate and coordinate with other Colleges and Faculties, student
groups, and offices including but not limited to: Central Student Life, Office
of Residence and Student Life, Office of Space Management, University of
Toronto Students’ Union, New College Students Council, and New College
Registrar’s Office.
b. Ensure all forms of mass communication are screened and approved by
NEWSS or the ORSL prior to being released to incoming students
c. Ensure communications to the entire Orientation Team are screened and
approved by the Associate Dean, Student Life and Leadership prior to being
released
d. Create and deliver content to incoming New College students through a
variety of mediums including print, website, and social media
e. Develop Orientation Week material for use on the NCSC website and New
College website
f. Maintain, frequently check, and respond to an Orientation Week email
account
g. Create an appropriate Orientation Week theme and logo appropriate for use on
New College promotional materials
h. Communicate with stakeholders in a prompt and timely manner
5. Logistics/Administrative
a. Ensure food and non-alcoholic beverages for the duration of the week that
meets dietary restrictions and offers a variety of choices
b. Book on and off campus venues to host events, ensuring accessibility
needs are met
c. Order items for Orientation Week kits that are purposeful. Items should be
intentionally chosen and purchased locally where possible.
d. Provide clear and accurate information about any accommodations
available to commuting students.
e. Work with the Office of Residence an Student Life to advertise and track
registration for participants, including students’ personal information,
emergency contact numbers, proof of payment, and other pertinent
information
f. Complete Risk Management paperwork well in advance of the week and
ensure accommodations and contingency plans are in place.
6. Training and Development
a. Participate in a full Orientation Team meet and greet day at the end of
March
b. Participate in Central Student Life Leader training in May
c. Participate in New College Summer Welcome Events in May and June
(total 3)
d. Arrange for the Orientation Team to participate in Joint Orientation
Leader Training (JOLT)
e. Coordinate and deliver a New College specific Orientation Team training
day in advance of Orientation Week
f. Participate in program development via regular NEWSS meetings
g. Participate in other training and development opportunities as deemed
appropriate
Terms of Appointment
1. Dates of Employment
a. January through to February of the succeeding academic year
2. Remuneration
a. Preparation and Planning: Co-Chairs will be paid monthly
based on an hourly wage upon submission of timesheets
approximately reflecting the following breakdown:
a.
b.
c.
d.
e.
January: 5 hours/week
February: 10 hours/week
March: 15 hours/week
April: 5 hours/week
May - August: 25 hours/week
b. Execution: Upon completion of Orientation Week, a stipend
of $1,000 will be paid by NCSC.
c. Reports and Transition: A final stipend of $500 paid by
NCSC will be contingent upon the receipt of the transition
package detailed in 3d.
d. Based on the points above, a Co-Chair will receive
approximately $7,500 total before tax and other deductions.
3. Perks
a. Each Co-Chair will have the option of a single room in
New College’s residence for the duration of May 1 through
the last Friday in August. Occupancy must be confirmed by
April 1 to guarantee space.
b. The provision of a residence room is a taxable benefit.
4. Benefits
i.
Learn about current developmental models and theories in Student Affairs
ii. Increase knowledge of on campus student involvement opportunities
iii. Contribute to the development of incoming students
iv.
Work within a collaborative team environment with a focus on student
involvement
v. Training, support, and direction from professional staff in a variety of areas that
will develop many transferable skills
vi.
Credit towards the New College Leadership Certificate Program
vii.
Credit towards the University of Toronto’s Co-Curricular Record
Application Process
Applicants should submit a copy of their resume along with a statement of intent
outlining applicable skills, experiences, and interest in the position. Successful applicants
will be invited to an in-person interview and be expected to prepare a short presentation.
Additional details will be provided to successful applicants. Selection is at the discretion
of the committee. Applicants may not apply as a team, but may express their preference
for the other Co-Chair.