Advices

HI LITTO!!!

First of all Congratulations on winning the position. Welcome to hours of FUN, WORK, and TRAUMA BONDING ;)) I’m jk its not that bad (or is it). You were elected because YOU are an INTELLECTUAL CODING GOD (if ur not cs i dont mean that). I am SO SO EXCITED for you and I just know you are going to have so much fun this next year. At times you will have quite literally nothing to do aside from being a general board member, and other times you will be on the computer for hours (maybe even days) at a time. ChatGPT will not solve all of your problems (trust me I’ve tried). That is why you have been elected. Anywayssss lets jump into advices.

Webmaster

Welcome to calpolycsa.org. I hope you are prepared to take over my child. This is YOUR website now and you are free to do whatever you want with it. Ok not whatever, but design and structure wise it is all up to you. If you really want, you could even bring it back to scratch, but I wouldn’t really recommend it.

Design

As a board, we want to keep all of the media that is output consistent with each other. We have a brand to uphold. SO, here are a few media guidelines that we are currently using. Your board is free to change it up, but this is what we are using (there is also a media guidelines doc)

Colors: 

Red: #8F1600

Gold: #D2843B

Beige: #F8F4EE

Fonts: 

Heading: Work Sans

Paragraph: Lato

CSA Logo and panda

As you can see throughout the entire site, this is the style we have stuck to. Squarespace also has this feature that lets you code html and css in so if you have time for that I would explore it if I were you. Even better if you already know the languages. Personally, I would’ve liked to if I had more time. On example of it can be seen in the join page. Working with the Graphic Designers also sounds pretty cool. You should totally add animations.

General Website Tips

  • Get the big things that you want to accomplish with the website over the summer. If you’re anything like me, you won’t really have time to do very big changes to the website once the school year starts.

  • Set one day of your week to updating the website regularly with new upcoming events, changes to meeting rooms, general CSA news, and Fishbowls.

  • ADVERTISE THE WEBSITE MORE. One thing that I should’ve done more was advertise the website more to our general members. We are always just advertising the link tree. Some people don’t even know we have a website. Talk to exec about advertising it at the summer outreaches and general meetings. Linktree and Website slide.

  • You are also completely free to redo the website either from squarespace or from scratch. I’m sure you realize how time consuming making a new one from scratch will be but it is up to you if you want to take it on. If you wanted to do a bit more coding, I would try exploring the Custom CSS and codeblocks first. There’s also Webflow, which mixes drag and drop with code. We have the resources. Squarespace expires in September. Your call whether to keep it or not.

  • Every time you make a change, check it with the mobile version too. Even now, there are some spotty parts on the mobile.

  • Not completely related but we have a CSA event calendar that didn’t always get updated so I ended up updating it sometimes. The calendar is on the website so I’ve had people ask me why there were no events on there.

  • https://archive.org/web/

  • The mailing list on the website is connected to mailchimp, which is managed by the secretary.

  • Also don’t be afraid to nag Historian (if we have one ;-;) for photos

  • NameChanger app to stay organized

  • Shop is in the works because we have the plan for it (talk to fundraising and treasurer)

The Reason we Chose Squarespace

  • Needed a functional website by July that was welcoming and user friendly for incoming freshmen to explore.

  • Much easier to update new events and any information for that manner especially if you are doing so weekly.

  • Making a change or update on a website made from scratch would mean uploading every file from the new website onto the GoDaddy. You’d have to do this every single time you make a change.

  • Yes it is a bit more expensive, but definitely a lot easier to work with.

  • Way way way more secure than a website from scratch. Not saying you’ll get hacked but Squarespace got the money to stay secure. Everything from servers to the sites code is protected very well. Website traffic encrypted by SSL which prevents hackers from stealing info.

  • You can still get similar satisfaction of coding things in with code blocks or custom css but still stay structured and organized.

I was looking for someone that could take what I made as a foundation and build off of it. Every year there seems to be this expectation or pressure for the new Techmaster to remake the entire website to their liking. I want to change that, but the decision is ultimately yours.

Structure

The structure of the website is probably just as important as the content that goes into it. The current structure I have is a pretty simple structure. The margins are three blocks each section looks very similar. I also alternate between beige and red sections to make it look cleaner. Apparently squarespace has a save section now so you can save the structure of one section and use it for all the other ones (you are so lucky bruh). I trust that you have an eye for what looks nice and what doesn’t.

Aside from design and structure, you will also be responsible for the kind of information that is on the website. This includes updating new and upcoming events on the home page. If you are short on time, what I usually did was just update it with the next big event (Ultraman, Revealing, etc). Similar to what you did on your portfolio, you will also be in charge of grabbing images off the flickr and updating them for new events. When you have time, you should also update some of the “More Events” side but since not too many people check it, it isn’t really a priority. You will also be in charge of coming up with description for blocks that don’t already have descriptions. If you have time, feel free to add whatever else you think would be cool. I would say the main issue I have with content is getting information from other people. A lot of the times, it is not the first thing on peoples’ minds to type a paragraph about their fam or performing group or fill out a form. Don’t be afraid to nag people for them because trust me, sometimes, it takes ages.

Content

Tech Director

The second half of your role. You are in charge of tech for all events and meetings. You are also free to code whatever tech solutions you feel that will help automate CSA tasks.

Notes for Rooms

  • Aliso Conference Room

    • Speaker system sometimes doesn’t work. Check with Aliso front desk the day before events. Display works. Usually there is HDMI, but I’ve had a case where it didn’t and I needed to get a VGA to HDMI cable.

  • Baker Rooms

    • Speaker system is good. No mirrored display of projector so it can be hard to see where your mouse is.

  • Phillips Hall

    • Good speaker system. Two projector screens. Has HDMI and another screen that mirrors extended (very nice).

  • The Silo

    • Good speaker system. One projector screen. Has HDMI and another screen that mirrors extended.

  • Fischer

    • Speaker system is kinda quiet. If you have a lot of people, I would bring an extra speaker for music and audio. Has HDMI and another screen that mirrors extended

General Meetings

I know it looks like I am usually just pushing buttons on a laptop during meetings, but there is actually a good amount of prep and detail for general meetings.

  • I’d HIGHLY suggest extending your device to the HDMI because this allows you to be able to access your laptop if you ever need it (spotify, any other reason). In rooms where there isn’t another display that mirrors extended, I use my iPad as a second display. This allows for you to see where your mouse is.

  • If you don’t already have one, I would also HIGHLY suggest you get an HDMI to USB-C adapter or just a way for your laptop to plug into the projector.

  • Get familiar with some macbook shortcuts.

    • CMD+Shft+f for full screen.

    • Ctrl+CMD+f also for full screen

    • CMD+Shft+r for reload

    • CMD+numbers to switch tabs

  • Google slides presenter view is a lifesaver.

  • I used this extension called Slido to make meetings more interactive but it might be payed now ;-;

Tech at Events

At events, you are the main person in charge of making sure all the required tech is acquired. Always make sure to bring your laptop just in case and make sure you have the right adapters. You also need to be punctual with events as you need to be there a lot of the time for set up. Set up usually doesn’t take to long, but it’s just ensuring that all the audio and visuals work correctly. I also put in a request to get a CSA mic system so you will also be in charge of that one. MAKE SURE everything is charged before events start and bring the chargers for devices just in case. Usually this will just be the CSA speaker (which may b broken lowkey) and the mic system (that we hopefully will get). You will be in charge of keeping an eye on these throughout the events.

Tech at Big Events (Tbanq / CNYB)

During big events such as CNYB and TBANQ, you are in charge of tech such as lighting, audio, mics, and performances. A lot of the tech depends heavily on the venue, but you will be working closely with ASI during events via walkie talkie. The main highlight at these big events are the performances so it is crucial that everything runs smoothly behind the scenes.

Performances

  • Communication with all of the performers is very very important. Make sure you understand everyone’s needs EARLY and be strict with them about showing up on time.

  • Would highly suggest making a group chat with you and all of the performers. Communication for CNYB was through Faith, but next time I’d suggest eliminating the middle man and just talking to performers yourself. SET deadlines for performers to get their stuff together.

  • If possible, see if you can do tech rehearsals some day before, but if not then it should be ok.

  • Definitely make sure to check out the venue first before tech rehearsals to figure out where everyone will be positioned.

ASI

  • For CNYB, ASI made an exception and let me up top because there were a lot of performances and I knew the main tech guy. Tech Cues

  • Plan to be on the ground with a walkie talkie speaking to ASI so have a detailed hour by hour cue sheet that ASI can follow.

  • Try to stay in the loop as much as possible with tech information for both events. (Exec for Tbanq and Culturals for CNYB)

Location

  • Both CNYB and TBANQ were in Chumash this year so I don’t have too much to say on other venues.

  • Chumash has working curtains, but nothing fits in front of the curtains.

  • Chumash also has an actual tech stage which is really nice.

  • The MAC does not have a tech stage but it does have a projector just like Chumash.

Tech Committees

  • As you already know, for CNYB, you will be in charge of a tech committee. Hopefully you will have someone else to work with but you will be the main person in charge.

  • Set a mock plan for the day of and expect it to change. As the day approaches, set a very detailed cue sheet plan for your team to follow very closely.

  • Designate roles appropriately. Save some for media too. Yay voluntary labor :))

  • The one we used for 2023.

General Tech Director Tips

  • Like mentioned earlier, make sure you are ON TIME to events.

  • If you can’t make something or are going to be late, be sure to communicate that.

  • if tech fails during events, don’t panic. Sometimes, there is simply nothing you really can do and you just need to make due with what you have. Just be sure to communicate that to your fellow board members and try to find a solution that lessens the problem.

  • Bring a backup speaker (if you have one) just in case. Music is always really nice.

  • You can update the CSA playlists cause I haven’t gotten around to adding new music.

Other Responsibilities

Since at times, you will have a good amount of free time, there are many other things you can help out with or lead.

Tech Focused Events

Going to give a rundown of event planning just in case you are ever in that position where you need to make one.

  • First of all, if you are inside, you are going to want to reserve a room for your event. You can do so through this website.

  • On an E-plan, make sure to include a general summary first (location, date, time, projected attendance)

  • Make a step by step timeline of the event.

  • Make any necessary RSVP, sign up, other forms

  • Have a role sheet. Some roles you can designate (like media) and others just have it so that people can sign up.

  • Finally you will need a budget (talk to treasurer if you need one) and a materials list.

  • Example here.

In my term, there weren’t too many times where I had to, but one popular one that Techmaster usually takes is Open Mic Night in the Spring.

  • For Open Mic, we did a sign up form and youtube queue for music.

  • Rented mics, but maybe we’ll have one .

  • Turned into a karaoke.

I also helped out with Trivia Night, but there are also other Tech focused events that you are welcome to push for or lead (Jeapardy, Family Fued, etc)

Tech Solutions

  • Automated Pairing. Pairing involves all the members filling out google forms with information about interests. All of this information is placed onto an excel sheet. During pairing, all the board members choose which people would fit well together based on requests, fams, interests, majors, etc. I am not too sure about automating the pairing process, but something you could look into is putting people together based on key words. The thing that I was talking about was once we finish pairing, we need to send individual emails to every single CSA member which takes a lot of time and is not fun. There is a way to mass send emails using a template and grabbing info off a google sheet but haven’t looked too much into it.

  • Fishbowls??? Library do be closing very soon so there may not be too much of a point. I also don’t know how well you know JavaScript and TypeScript, but I don’t have too much experience with them.

  • Make a discord bot that announces events???

Discord Mod

  • Ever wanted to be a discord mod??? Well now is the time

  • Not going to be much work at all. Just make sure everyone has the proper roles.

  • Feel free to do stuff with the discord such as hosting online chat / game events.

  • IDK talk to Nathan ab the rest.

MEDIA TEAM

I don’t know what your dynamic will be with this years media team, but they may become some of your closest friends (if not already). Even though a lot of you are working separately, remember that you have each other to lean on. If you need help with something, don’t be afraid to ask. if someone needs help, offer.

  • So idk how your board will go about this, but our board had liason to report to exec on updates every week.

  • Basically, I was the media liason because I had the most flexibility. I also led media team meetings. It is up to yall to decide if you think these meetings are necessary. I don’t know if they helped us too much, but it is always nice to keep up with how everyone is doing and if anyone needs help with anything.

  • Make sure you have a style guide with the rest of media team because CSA media should be consistent throughout all of its platforms.

  • You guys should definitely have more bondings. (we only had one… like last week….)

  • Remember YOU GUYS ARE A TEAM.

General Board Advice

I’d say the Techmaster role is definitely very manageable. Make sure you are communicating regularly and finish things in a timely manner. You will find that you have a lot more time than you may think with other board work being “fun”

Mental Health

  • Your own health and mental well being come before everything else.

  • If you ever feel like you are being overwhelmed, take care of yourself first. Take a step back, communicate, get some much needed rest. At the end of the day, CSA is just a cultural club that you are voluntarily on board for. Yes you do have a bit more of a responsibility now, but your board is there to support you, not get mad at you. Just make sure to communicate with exec if you have too much on your plate.

  • Yourself > Academics > CSA > everything else

  • Try not to live off struggle meals like I did. yes its sustainable but not preferred ;-;.

  • Correct me if I’m wrong, but I’m glad you have a therapist to talk about your problems and mental health with.

Academics

  • Balancing the course load of a CS major and CSA can be challenging at times, but it is definitely doable.

  • HIGHLY RECOMMEND taking 12 units your Fall and Winter quarters.

  • CSA Spring = free 4 unit GE | CSA Fall = 4 unit Major Course | CSA Winter = 4 unit STEM Course

  • Schedule your classes accordingly. (Keep your Tuesday nights free)

  • Like previously mentioned, prioritize your academics before CSA. If you manage your time well, you will be able to get by. I be doing HW during events and meetings if I needed to.

  • You are also incredibly ahead so it’s ok for you to take a bit more easier of a course load.

Speak Up

  • During events, if you don’t understand exactly what your role is, don’t be afraid to ask. Everyone is there to support you.

  • If you don’t think something is being done correctly, say something (respectfully of course)

  • Exec may be intimidating, but they are human too and they also make mistakes. Yes they may have more experience but if you believe something they said or did is wrong, let them know. At the very least, ask where they are coming from.

  • As a rule of thumb, stay approachable to general members and always try to hear them out. However, the general member is not always in the right. Use your own judgement.

  • Say no when you have to. You can’t please everyone.

Personal / Work Life Balance

  • By keeping these two separate, it allows you to devote your time and attention to your personal life without becoming stressed out about CSA related responsibilities.

  • When you are on your own personal time, CSA should not be on your mind.

  • Separating these two also gives you time to recharge and focus on your own wellbeing, which should help out with burnout.

  • I know you mentioned how you were worried about spreading yourself too thin. I will say, CSA Board WILL take some free time out of your life and replace it with fun work. Choose where to allocate your time. You can’t do everything, but with proper time management, you don’t have to give up everything either.

  • It is important that you have hobbies; other things that you can set your mind to when you’re not in CSA.

Your Role as a General Board Member

  • If I were to split up the responsibilities of Techmaster, on average I would say it is 25% Webmaster, 25% Tech Director, and 50% General Board Member

  • We may have already gone through this in group advice but as a General Board Member, anything you do at events or meetings or just in general reflects onto CSA.

  • You are required to show up to all general meetings, board meetings, events. If there is a time conflict, communicate it.

  • Be ON TIME. Especially for your role.

  • Understand everything that your role at events requires of you.

  • Even when you’re not feeling it, try not to let it show to the members. Step out if you need to but when you’re around them, keep a welcoming persona up. Go up to people and talk to them. Be engaged in the conversation.

  • Handle situations as calmly as possible. Reach out to exec if you need to.

  • When you are free, and you have the mental capacity to do so, lend a hand to your fellow board members. They will definitely appreciate it.

  • Get to know your fellow board members. You will be seeing them a lot within the next year and being friends with them makes the experience much more enjoyable. This ain’t no 9-5. It’s a bonding experience.

Welcome to Techmaster

You have no idea how bittersweet this moment is for me. At the same time I AM SO EXCITED for what you are going to accomplish this next year. I can’t wait to see how you grow both as my successor and my little. This is going to be an unforgettable year for you and I am so proud of you for making this commitment (not that I wouldn’t be proud if you chose not to run). I know you will be an amazing Techmaster, probably even better than me. I have high hopes for you. If you ever need any help, please let me know. If you ever need to talk, I am also here for you. Congratulations on your new position.