ASSP Summer Executive Council Meeting

Agenda

1. Announcements
2. Upcoming Events & Deadlines
3. RCO Info Session Sign Ups
4. P1 Committee Sign Ups
5. Talent Show

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President Announcements

Email Etiquette:

• CC me in all emails or email me before reaching out to faculty/staff

OSACA to OSA Name Change

• Recent name change to OSA just FYI if you see it on emails

Additional Funding Resources Clarification

• Breakdown of ASSP vs GPSA funds and their request process

Additional Funding Resources Clarification

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• Each RCO is eligible to receive funding once per academic year if they qualify under one of the eligible activities:
• This year every RCO is eligible to apply for the $500 administrative expense AKA “Operations: Administrative Supplies”— if funding is still available.
• GPSA did broaden their funding guidelines so I recommend looking at the RCO Funding Grid so you can see how much funding a school specific RCO could apply for based on the type of event
• Approving the request would depend on how much funding is left this year

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GPSA Funding

President Announcements

Supply & Branded Items Request Form:

• Link in Campus Portal to request items but in person pickup from OSA Office

Funding Guidelines for RCO Collaboration

• New guidelines have been established for collab events

Campus Portal Membership to all RCOs

• Please send me a message on messenger if I am not a member of your RCO

VP of Internal Affairs Announcements

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• ASSP Talent Show Form
• Sign up ^
• Date: October 11th, 2024
• Time: 6PM-8PM
• Food: TBD
• It doesn’t have to be a serious talent either, this is for fun! Come out and display your skills. You can bring in friends to join you!
• If you require any assistance on events please contact me: joanna.feng@ucsf.edu

Secretary Announcements

• New ASSP Weekly Bolus Link for Summer 2024
• The Bolus format has changed. Instead of the table, a direct link to the spreadsheet will be sent weekly
• Tab 1: Read through form instructions, rules, and guide.
• Tab 2: Blackout dates will be shown
• Each RCO is allowed 1 blackout timeslot/quarter
• Tab 3: Listserv uses will be shown
• Each RCO is allowed 1 Listserv use/school year

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• Non-RCO’s can submit this form for any inquiries or event announcements.

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• For any ASSP-related inquiries, EMAIL ONLY
• elizabeth.nguyen5@ucsf.edu AND assp@ucsf.edu
• Please give us 24-48 business hours to respond
• TEXTS OR MESSAGES WILL BE IGNORED

Secretary Announcements

• Listserv Rules
• RCO’s can use the SOP Listserv once per school year addressing the entire student body in one email (must include P1, P2, and P3’s when applicable)
• Most RCO’s reserve this for big important events for a larger audience
• Ex. Fraternities will use it to advertise Rush
• You must get permission from the ASSP Secretary prior to using the Listserv
• Record of Listserv uses will be in each Bolus Doc

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Secretary Announcements

• Official ASSP Discord Server
• School-Wide (p1’s, p2’s, p3’s, +alumni) server designed to connect and support students
• Casual conversation among students
• Dedicated discussions about particular classes or subjects
• Sharing study materials, textbooks, and helpful links
• To promote and discuss campus events or gatherings
• Additional channels where students can connect for hobbies and interests, local recommendations, and a BST marketplace

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Treasurer Announcements

• ASSP Funding Guidelines updates for this year
• Collaboration events and fundraisers with multiple RCOs (Collaboration Agreement)
• ASSP will fully fund a maximum of $300 per RCO in collaboration of the event. If the event costs >$300, ASSP will fund 75% of the event. We will provide $300 per RCO collaborating; if you need additional funding, please contact GPSA and follow their guidelines!
• Common mistakes when submitting proposals and reimbursements:
• Please submit everything in ONE PDF (itemized receipts, attendee lists, event description, etc.)
• Attendee List must be downloaded from Group Portal and uploaded in PDF format not an Excel file. → regardless of if food was provided or not
• Make sure you read the Funding Guidelines in detail and ask if you have questions prior to submitting to pooja.vedam@ucsf.edu
• Subscriptions (Canva/Photoshop) will follow the same guidelines – ONLY YEARLY
• Must be for RCO use (not personal)

Treasurer Announcements

• Updates to the Reimbursement Request Form on Group Portal (NEW QUESTIONS)
• Please Include a .pdf file describing the event in a couple of sentences OR a copy of the event flyer.
• If food/drink was provided at the event, please include a breakdown of the price per student.
• If gift cards were purchased for the event, please include a brief description or explanation of the purpose of the gift cards.
• Please upload the attendee list in .pdf format to qualify for reimbursement (must be downloaded from Group Portal). *
• We’re also trying to encourage utilizing OSA’s UCSF supplies and merch as gifts instead of gift cards.
• There will be changes in gift card funding to be sent out via email after OSA/ASSP finalizes the guidelines to better keep track of who the gift cards are being sent to and how much each person has received throughout the course of the year.

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Treasurer Announcements

• Important Changes!
• Fraternities will no longer receive funding from ASSP, they will need to utilize funding from their own internal funds
• General Definitions of each Category
• RCO Events & Collaborative Funding (increased by 3% → taken from previous Fraternity Funding)
• All RCO Events, including for Fundraisers and Collaborative Events
• Student Body Events
• Class Cabinet, Wellness Committee
• Student Awards and Recognition
• ASSP Banquet acknowledging RCO leaders
• Executive Council Meetings
• ASSP Team Building
• ASSP Event Funding (since we’re not considered an RCO), Board Meetings

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Upcoming Events & Deadlines

P1 Committee RCO Booklet Submission

• Due Date: July 16th @11:59 PM
• Email will be sent out after meeting tonight
• Fine: 15% Reduction

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Fall Therapeutic Window Timeline:

• Deadline to submit articles: July 29th
• This is a great issue to introduce your RCO/board to the incoming class, advertise any upcoming events or membership to the organization, etc.
• Please reach out to alissa.zhao@uccsf.edu with any questions or concerns!

Upcoming Events & Deadlines

P2 Class Cabinet Elections: Secretary & Treasurer

• Petition Due Date: July 16th @11:59 PM to ASSP@ucsf.edu
• Voting period: July 16th-19th via Qualtrics survey
• Results: July 19th
• Email will be sent out after meeting tonight with more details

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Talent Show 2024-2025

• ASSP Talent Show Form
• Date: October 11th, 2024
• Time: 6-8PM
• We are looking for anyone that’s interested!

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Upcoming Events & Deadlines

• RCO Welcome Fair
• Thank you for completing all the required items
• Tuesday July 23rd @7pm on Zoom
• Outlook invitation w/ zoom link will be sent to you on the 15th
• Booklet will be sent out on the July 15th to all of the P1s
• Make sure the person presenting your slides is present
• Other member may join to help answer questions during the breakout room sessions
• The meeting will run as long as there are P1s
• When all P1s leave, we can end the event.

Sign up time!

THANK YOU!

Any questions? Email me: Wendy.Rivera@ucsf.edu