Officer FAQ

Paperwork

Q. What's the deal with the Chapter Project Reports?
A. You need to write a chapter report on any event (whether or not it was sponsored by TBP) you lead and e-mail this report to the Historian within ONE week of the event. Submit the report typed in Microsoft Word (2003 or 2007), and do not change the formatting of the template or include multiple reports in a single file. Each report should be saved as MMDDYYYY-EVENTNAME (e.g. a specific GatorTRAX session would be saved as 10032009-GatorTRAX Mousetrap Cars). Use this Project Report Template.

Chapter: Florida Alpha
Project Number: Leave blank
Project Name: Same as the EVENTNAME from the file name
Date(s) of Project: Format MM/DD/YYYY
Project Area: Multiple categories may be checked
Number of persons who participated: Self-explanatory
Hours spent on this project: Hours spent preparing and participating in chapter projects should be specified in total person-per-hours (i.e. 30 members at a 1 hour planning meeting is listed as 1 hour not 30 hours).
General Description: What happened at the event?
Purpose: Why was TBP involved with this event?
Organization and Administration: Who organized the event? Were any other organizations involved with sponsoring the event? How was the event advertised and organized?
Cost & Personnel Requirements: Monetary costs (e.g. TBP paid half the cost of the rock climbing, and participants paid the remaining $5) Personnel costs (e.g. needed instructors to teach basic rock climbing skills to all participants, volunteers from Gainesville High School helped run the registration table)
Special Problems: Money shortages? Weather issues? Not enough volunteers or participants?
Index of Exhibits: Every report must include an attendance roster and pictures of the event

Q. Do I have to take attendance at an event I am running?
A. Yes, and include the number of hours each person attended. Please send the attendance sheet to the Historian and VP of Electees in an Excel spreadsheet within ONE week of the event.

Website Updates

Q. How do I change/cancel my office hours?
A. E-mail the Webmaster to update the information online for permanent changes, or post an announcement for a temporary change.

Q. How do I post/unpost/update information on the website?
A. Send all the required information to the webmaster, preferably in the final wording and format to be posted online.

If you wish for files to be posted/linked directly online (e.g. handouts/forms), it is generally preferred that these files be in PDF format because PDFs are formatted the same way on all PDF viewers on all operating systems. However, in the case that the file is a form meant to be filled out on the computer (e.g. the electee exam), then a Word DOC may be more appropriate.

If you wish for contents of files to be posted directly online (e.g. electee/member sign-in spreadsheet), then you can send your original Excel file, Google Document, etc, to the webmaster an s/he will format it. Note that formatting these into HTML can take a while, so please don't send them frequently unless needed for some reason.

Q. How do I post/unpost/update an event on the calendar?
A. E-mail what you want posted to the webmaster. More flexibly, you can ask the webmaster for access to our Google Calendar. You will need a Google/Gmail account for this. Note that the title for the events should look like:

{TYPE}: {Short title} @ {Location}

The {TYPE} (in all caps) is the type of activity (e.g. SOCIAL or SERVICE) or the name of the activity if it's an ongoing activity listed on the service page (e.g. SECME or GATORTRAX or CLOCK TOWER or just CLOCK). You want the entire title to be as short as possible since it's being displayed on the Upcoming Events area on the left.

E-mail

Q. How can I contact all the officers/members/electees?
A. There are three mailing lists available:

• TBP-OFFICERS-L@LISTS.UFL.EDU - Officers
• TBP-L@LISTS.UFL.EDU - Members
• TBPELECTEES-L@LISTS.UFL.EDU - Electees (Valid for Fall 2009 Semsster)

Keep the following in mind when sending an e-mail to these lists.

• Only those in the TBP-OFFICERS-L list can send an e-mail to these lists.
• TBP-OFFICERS-L is subscribed to TBP-L and TBPELECTEES-L so that it receives all e-mails sent to either of those lists.
• The sender will not receive the e-mail he/she sent, but a confirmation that the e-mail was sent.