PROGRAM LOGISTICS

The following guidelines fall under the term structures set by the University of Waterloo: http://quest.uwaterloo.ca/undergraduate/dates.html

PROJECT TIMELINE

PROJECT INITIATION PHASE (PROJECT APPLICATION DEADLINE BEGINNING OF TERM)

Potential projects are submitted by the Client to the Client Relations Team & the Program Logistics Team for review The Client Relations Team & Program Logistics Team will analyze & breakdown a submitted project into a series of deliverables with recommended due dates & Student Team size - The maximum duration of any project must fall within the ten-week timeframe as specified in the Project Execution Phase - The maximum group size of a Student Team is five. This allows project logistics to remain efficient while maintaining a diverse skillset - If a project fails to meet the above parameters, recommendations will be presented to the Client to modify the project - If a project meets the above parameters, the recommended schedule of deliverables will be agreed to by the Client & presented to the Exec Team for final approval

STUDENT APPLICATION PHASE (WEEK 1 2 OF TERM)

The Student Engagement Team will collect a list of appropriate volunteer candidates for a project from the Inventory of Volunteers The candidates will be engaged to gauge their interest becoming a member of a Student Team for a project The Student Engagement Team & Marketing Team will engage in recruitment campaigns if there is a lack of interest or skill sets available from the Inventory of Volunteers

PROJECT EXECUTION PHASE (WEEK 3 13 OF TERM)

Weekly updates on project progress will be provided by the Student Team Leader to the Student Engagement Team & Program Logistics Team The VP of Student Engagement will provide updates on project progress to the Exec Team at weekly meetings In the event that the Student Team requires further resources or information, the request will be made to the Program Logistics Team, which will engage the Client via the Client Relations Team if required.

TEAM INITIATION PHASE (WEEK 3)

One member of the Student Team will be designated by the Student Engagement Team to serve as the Student Team Leader - This role will be filled in consideration of Client needs, available skill set, and prior experiences The Student Team will meet with the Program Logistics Team for project briefing, including the presentation of the recommended schedule of deliverables & the Asana project platform

PROJECT REVIEW & DELIVERY PHASE (WEEK 14 OF TERM)

A completed project will be submitted to the Exec Team via the Student Engagement Team for verification and validation review - If a project meets the criteria as agreed upon by the Client, the Client Relations team will present the project to the Client for sign-off - If a project is found to be lacking, it will be returned to the Student Team for final improvements

CONTINGENCY
If at any phase, a project is deemed to be impossible to complete within the ten-week timeframe as specified in the Project Execution Phase, further discussions will be held with the Client in regard to possible resolutions. Potential options include: - Downsizing the project - Splitting the project to employ multiple Student Teams concurrently or sequentially across terms - Extending the project with the current Student Team beyond the term, at the Student Teams discretion If a Student Team encounters a conflict that is unresolvable amongst itself, the chain of escalation will be as follows: - Student Team Leader - Student Engagement Team - VP of Student Engagement - Exec Team If a volunteer withdraws from a Student Team: - A suitable replacement will be immediately sought out by the Student Engagement Team to ensure the continuity of the project - Sufficient reason, accompanying evidence, and letters of apology addressed to the Student Team & Client must be provided by the withdrawing volunteer. Failure to do so will result in the volunteer to be blacklisted from StudentCatalyst If there is a lack of volunteers with appropriate skill sets for a project to be launched by the Team Initiation Phase, marketing campaigns will continue as: - The Team Initiation Phase is postponed for as long as the duration of the recommended schedule can fit within the remainder of term - The Client Relations Team will engage the Client to explore options similar to those listed in Contingency Procedure 1

PROGRAM INVENTORY
An Inventory of Volunteers will be an ongoing, updated database of students who are available to volunteer. A clean instance of the database will be instigated annually for the Fall term to eliminate outdated data. Old databases will be archived for future reference. Information to be contained: Names Contact information Skill Sets Resumes Project Ideas An Inventory of Clients will be an ongoing, updated database of past, current, and potential clients. Information to be contained: Names Contact information Field of Work Projects (Past, Current, Potential)

FOR MORE INFORMATION Daniel Weng | VP Program Logistics daniel.weng@studentcatalyst.ca www.studentcatalyst.ca /studentcatalyst @StudentCatalyst