Advices

HI CHRIS!!!

CONGRATULATIONS ON WINNING TECHMASTER!!! I'm super proud of all the work you've put in, and no this isn't the end, but the beginning.... Welcome to hours and hours of work (but fun work), CSA, and CSA! You were elected because you're qualified; you have the drive, the power, and you're a coding GENIUS, and a pretty cool CSA member. I'm super excited for everything you'll do this year, and I can't wait to see the CSA that you and the new board creates :)) Sometimes, you won't have too much to do other than being a general board member (but that's super important!), and other times you might be working at the computer for hours. But I hope you enjoy every moment of it, and even if you don't, here are my tips to help you!!!

There are two main parts of your job: Webmaster and Tech director.

Webmaster + Tech Director = Techmaster 🤯

Webmaster

This part of your role is completely virtual and done on your own time. You get as much out of it as you put in.

Website

calpolycsa.org as you know is our CSA website. This is YOUR website now. You can do whatever you want with it; the design and structure is up to you. If you want, you can remake the whole thing from scratch, but I wouldn't recommend it. I'd recommend just adding new features to it and updating the information to build on what we already have!

Design: 

This may change with your media team, but we want to keep our media generally consistent with each other, as we have a brand to uphold. Here are some of the media guidelines that I'm using on the website. Just whatever you do, make sure it's consistent with other media (communicate with your media team!)

Colors: 

Red: #8F1600

Gold: #D2843B

Beige: #F8F4EE

Fonts: 

Heading: Work Sans

Paragraph: Lato

CSA Logo and panda

Hosting

Linktree

Right now, the website is built by hosted on Squarespace because it's easiest and relatively cheap. It's way more secure than a website from scratch because Squarespace has 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.

Some things to consider/steps to take:

  • If you want to make any big changes to the website, do it over the summer before Fall quarter starts! (things like updating the photos, info, changing the format if you want, or adding any big features)

  • Dedicate one day per week (after the meeting probably) to update the home page with upcoming events, changes to meeting rooms, general CSA news, and fishbowls (if we have those)

  • Make sure the mobile version of the website isn't ugly

    • Sometimes the formatting becomes super wonky on the phone, so make sure to check that as well 

  • Advertise the website more! We have a slide for it, but just talk about it more when advertising CSA and tell other board members to do so too!

  • Make sure the hosting is updated! Please switch the payment to your credit card (don't worry, you'll get it reimbursed when you submit a check request form, which you'll learn about if you don't know what that is)

    • You should kindly remind the treasurer to reimburse you if they don't do it within a week

  • Don't be afraid to pester people for info, because trust me,  it takes a while to get info from everyone

    • fam heads for fam descriptions

    • board for board profiles

    • performing groups

  • https://archive.org/web/

    • Use this to see past versions of website!

  • Make sure to stay organized with the photos!

  • Make a csa shop/merch page?? (talk to treasurer and fundraising chair) 

Content:

I'm sure you're not only a cs god, but a writing god :) But you're responsible for every word that goes on the CSA page. This includes event descriptions, CSA news, and whatever else you want to put on the page. I'd recommend making sure you at least update the home page and the board profiles, and the information about old events can be a second priority, because I don't think that many people are looking at it. You can use ChatGPT, but not too much, and add your own touch to it! Make sure to update the photos on the page too. Get them off the CSA flickr and communicate with historian if they're not updated!

I was in charge of the Linktree this year because we didn't have a historian. If the Linktree responsibility is still up to you, your job is super easy!

  • Put any links that were shown/qr codes during the gen meetings on the linktree

  • Update the most recent meeting slides

  • Put any forms/other important info there! 

  • Lmk if u need the password

Discord

I bet you're an absolute gamer and have tons of discord experience, so here's your chance to put that towards CSA! We had an old CSA discord, but we're no longer using it (for certain reasons…. feel free to ask if you wanna know LOL). So we have a new discord baby! And know it's in your hands :O It's up to you what you want to do with it, but some notes:

  • Make announcements for important events and gen meetings!

  • Add more discord bots to make people more active on server

  • Encourage board to use it and promote it

  • Encourage conversation on the server if you can

  • Maybe make some online events so people are aware of the server?? 

    • Like a gaming night or smth (idk talk to socials!)

  • Lmk if you need the password

Tech Director

For this part of your role, you're in charge of tech for all events and meetings. You can also code whatever tech solutions you feel that would help automate CSA tasks (automated emails, ordering system for cnyb, etc)

IMPORTANT: if your computer doesn't have an HDMI port, get an HDMI adapter! Almost all the rooms we use have an HDMI cable to connect to the projectors.

Notes for Rooms

  • Aliso Conference Room

    • Speaker system sometimes doesn’t work (there is only a speaker for the projector closer to the side of the bathrooms). Check with Aliso front desk the day before events. Display works. This is the only room where you need the VGA to HDMI cable (we have a CSA one I will give you).

  • Baker Rooms

    • Speaker system is good. No mirrored display of projector so it can be hard to see where your mouse is. (if you use an ipad, I recommend using it as a second screen that mirrors the projector)

  • 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

Pushing buttons for each meeting is simple, but here are my tips:

  • If you have 2 screens, use Google slides presenter view

    • But make sure you reload it (has to open again) every time someone makes an edit they want presented

      • Trust me this happens a lot when board members need to change their slides last minute

  • When there are videos or external links you need to present during a meeting, I suggest opening them up in advance on another window so you don't struggle with it during the meeting

    • If you have a mac,

      • CMD+Shft+f for full screen.

      • Ctrl+CMD+f also for full screen

      • CMD+Shft+r for reload

      • CMD+numbers to switch tabs

    • If you don't have a mac, I'd recommend learning the equivalent keyboard shortcuts if you don't already know them, it helps a lot while presenting so you don't look silly looking for buttons with the cursor

  • 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.

Events

At events, you are the person that makes sure that we have all the required tech and that it is working, and to fix it if it fails. Always make sure to bring your laptop even if you don't think you need it (someone else might) and have the correct adapters (usually HDMI, only VGA for aliso). Show up early for events so you can get everything set up!

  • If tech fails, don't panic! Sometimes there's nothing you can do, but just communicate with your other board members so you can all work together to find a solution 

  • We have  CSA speaker too that the president will usually bring from inventory, but I recommend always bringing a backup portable speaker if you have one, since music is always nice.

  • The CSA playlist is yours :0 Make a new playlist over the summer that you can play at events! This year, I put some classic asian hits and of course songs I really like! Share it and make it collaborative with board too !

This year's CSA playlist: https://open.spotify.com/playlist/19aLXnqOJKHG0LPZruZ1DG?si=de43d0edaddf4bc2

Major Events

Senior Banquet:

This was one of the coolest events for tech for me, because I got to work with a giant sound and lighting board

  • We had it at Mountainbrook church last year, but this might change (i don't promise you'll get to work with a giant sound and lighting board if you have it somewhere else)

  • Worked with the church's tech guy who knew everything about operating the tech in the room. Your job is mainly to be the communicator between him and your board to see what needs to be done

  • Get lighting and music cues from exec/whoeever plans this event, as well as the presentation

  • They have HDMI adapters, but I'd recommend bringing your own because it was kinda faulty last time

  • There is usually a senior goodbye video, so make sure that's loaded up (pull it up on the side for easier access)

  • The extended display here was kind of faulty, so if all else fails, you should ask if you can log into the church's laptop and access our slides from there since their computer is already all hooked up to their system

Tbanq: 

This is honestly a really chill event for you because it's mostly planned by exec. You're responsible for playing music and the presentation

  • We had it in Chumash last year

  • Make sure you have an HDMI port or adapter

  • ASI is there to help you, they'll probably give you a walkie talkie to communicate with them about when you want the projector on/off and the music on/off

  • Make sure to ask board/exec what they want presented and have it prepared for the day of

  • make a playlist !

CNYB:

This is definitely one of the biggest events for tech! You're in charge of lighting, audio, mics and performances. It depends a lot on the venue, but regardless you'll be working closely with ASI and their tech team, and they're super nice. Just make sure to communicate clearly what you want with them so that everything runs smoothly (especiallty the 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 and giving you the info you need

  • Would highly suggest making a group chat with you and all of the performers. 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. you can do tech rehearsals the day of (to make sure lighting and music and smooth and how the performing group wants it)

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

  • Communicate through walkie talkies! Have a detailed cue sheet for ASI that they can follow

  • Venue

    • If it's in the MAC, most dance groups will probably perform on the floor bc the stage is too small. Make sure to note that there are no lights for the floor, since they are fixed to the stage. There are only lights (with colors) for the side walls

    • If it's in Chumash, they will perform on the stage (with tech!)

      • There are curtains, but nothing fits in front of the curtains

    • Both have a projector screen

  • Tech Committee

    • 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 and hold meetings so they know what's going on

General Board Advice

I think the techmaster role is very manageable, and a big part of it is just being a general board member. You'll probably have a lot more time than you think!

General:

  • Everything you do at events, meetings, or in general reflects onto CSA

  • You're required to attend every board meeting, gen meeting, and event

    • If you have a time conflict, let your board know in advance (availability channel)

  • Be on time! Respect other people's time waiting for you. Each board role is crucial for every event

  • Be kind and friendly to everyone. I know you may have certain friends or people you feel comfortable talking to in the club, but as a board member, it's important to be sociable and help everyone feel included. Make small talk with new members, keep your energy up, even if you're not feeling it

  • Lend a helping hand to fellow board members if you have the capacity to! They'll always appreciate it, and it shows that you care, especially since techmaster is one of the roles with arguably less work

  • Bond with board members! These are the people you're going to be working with for a whole year. It's a bonding experience, and being on board is an opportunity for you to make lifelong friends 

Mental Health:

  • You are your highest priority. Your mental health comes before everything, even CSA

  • If you feel overwhelmed, take a step back and rest, and communicate with your board. They're there to help you and support you. Don't feel bad if you aren't able to get something done that was assigned to you if it was too much, because you know the capacity of how much you can take

  • At the end of the day, CSA is just a cultural club that you volunteered to be on board for. I know you worked hard to get there and that you have more responsibility, but your board isn't there to get mad at you, they're there to support you

  • You > Academics > CSA > everything else

  • Make sure you leave yourself time to do fun things and things you like doing!

  • CSA shouldn't be on your mind all the time! It's important to have other hobbies, which I'm sure you do. Separate CSA from your personal life

Academics:

  • Balancing classes and CSA can be hard at times, but it's super doable! Just don't overwork yourself!

    • HIGHLY recommend taking 12 units Fall and Winter quarter (or easier classes)

    • a lot of board says fall is the hardest quarter, but i think winter was more stressful for tech (bc of cnyb)

  • I'm sure you've heard this, but think about CSA board as a 4 unit course. I'd say:

    • CSA Spring = free 4 unit GE

    • CSA Fall = 4 unit major course

    • CSA Winter = 4 unit STEM course

  • Make sure you don't schedule a class during CSA meeting (Tuesday 8-9pm)

  • Prioritize academics. Manage your time well, but academics comes before CSA

Other:

  • Don't be afraid to ask. If you're unsure what your role is, ask! If you're unsure what needs to be done, ask! Everyone is there to help

  • Exec has more experience, but their word isn't everything. If you think something they did or said is wrong, let them know or at least talk to them. They're just students like you.

  • Be approachable for gen members! Always try to hear them out, but they're not always right (use your own judgement)



Hello Techmaster Chris!

This is a bittersweet moment for me. I really love CSA, and this year was stressful but I don't regret a single moment of it.  I'm so happy that so many people wanted to run for board, because that means they want to be more involved in the club and that we (old board) set a lasting example. I hope that this year, you can do the same for next year's future board and have a blast and create lasting memories. I'm so excited to see what you accomplish this year and what your board can do with CSA. I know you'll be an amazing Techmaster and board member, and I'm proud of you already! Even though I'm handing it off to you, I'll always be here to talk or for more advice when you need it. Congratulations again!