Osprey Productions
POLICIES & PROCEDURES
APPROVED 7/20/16
Table of Contents
I. Terminology ........................................................................................................................................ 2
II. Creation, Purpose, and Office Policies .............................................................................................. 2
A. Creation.......................................................................................................................................... 2
B. Purpose .......................................................................................................................................... 2
C. Office Polices .................................................................................................................................. 2
III. The Talon Timeline .......................................................................................................................... 3
A. Grey Members ................................................................................................................................ 3
B. Blue Members ................................................................................................................................ 3
C. Platinum Members......................................................................................................................... 3
IV. Officers and their Duties .................................................................................................................. 4
A. Basic Duties of all OP Officers ....................................................................................................... 4
B. Director .......................................................................................................................................... 4
C. Internal Assistant Director............................................................................................................. 4
D. External Assistant Director............................................................................................................ 5
E. Office Program Assistant ............................................................................................................... 5
F. Graphics Program Assistant ........................................................................................................... 5
G. Event Coordinators ........................................................................................................................ 5
V. Osprey Productions Processes ........................................................................................................... 6
A. Equipment Checkout ..................................................................................................................... 6
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I. Terminology
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MELT: Members Experiencing Leadership Tasks. Members whom reach the Blue Level of
Membership may be able to apply for a MELT opportunity. Applicants must be currently
enrolled students, and maintain at least a 2.5 GPA. Potential MELTs work alongside a
coordinator, and take an active role in the planning, execution, and wrap up of the event.
This opportunity allows for members to have more of an active role in Osprey Productions
and the ability to get a firsthand experience at event planning.
Production Assistant: A Production Assistant works directly with the comedian,
musician, band, etc. that comes to campus to perform. They assure that everything is going
smoothly for the artists and makes an effort to make the artists feel at home.
Large Events: Examples of a large event include: Rocky Horror Picture Show, Pool Parties,
Drag Shows and Festivals/ Carnivals.
Main Stage: Examples of a main stage: Comedy Show or Concert.
Small Events: Examples of a small event include: Movie Nights, Trivia Nights, Coffee
Houses, Laser Tag, Talent Shows and Capture the Flag.
General Meetings: Are the meetings Osprey Productions holds once a month to keep its
members up to date. The meetings also, include opportunities for volunteers to sign up for
leadership roles and get to know fellow members through ice break type activities.
II. Creation, Purpose, and Office Policies
A. Creation
The University of North Florida Student Government Statutes have created an Executive Agency of
the Student Government Association known as Osprey Productions (OP) under Title XI.
B. Purpose
OP plans, produces, and promotes a variety of entertainment events for the UNF student body.
Regular programming includes major concerts and comedy shows in the Coxwell Amphitheater at
the UNF Student Union or the UNF Arena. Other events include programming movies, lectures,
novelty, acoustic performances, and events held during academic semesters. Members have the
opportunity to develop programming ideas for campus entertainment as well as volunteer in all
facets of event planning, production and promotion.
C. Office Polices
Anyone in the Osprey Productions office including volunteers and staff should represent Osprey
Productions and Student Government to the best of their ability. The office hours for Osprey
Productions are 8:00 a.m. to 6:00 p.m. during these hours’ people in the Osprey Productions office
will make sure to keep their noise to a minimum. After 6:00 p.m. people in the office may act more
relaxed and be an environment for making friends. There will be absolutely no sleeping overnight in
the office or taking naps during office hours. The staff members that have a 24-hour key will
understand the responsibility that comes with their 24-hour key and will only use it for events.
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III. The Talon Timeline
A. Gray Members
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To become a Talon Member any student must come by the Osprey Productions Office
(58E/3102) and receive a Talon Badge after completing the Osprey Productions Application
and the “Student Conduct Reporting Form”
2. Once a student volunteers at one event they will receive a member T-Shirt.
B. Blue Members
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All students whom are Blue Members have completed the Grey member status.
a. Steps to become Blue Member:
i. Volunteer at 3 small Osprey Productions Events
ii. Volunteer at 1 large event
iii. Attend 1 Osprey Productions General Meetings
b. Benefits of a being a Blue Member:
i. Receive 1 Osprey Productions Polo Shirt
ii. Receive 1 Osprey Productions Lanyard
iii. Receive a Giveaway Bag
iv. Ability to apply for Production Assistants (Concerts, Comedy Shows, etc.)
v. Ability to go through the M.E.L.T (Member Experiencing Leadership Task)
process.
vi. Become eligible to become Member of the Month
1. Benefits of Grey members as well
2. IV. Member meets the SGA Eligibility requirements as are listed in Title IX of the
Constitution and Statutes. Any change in eligibility will negate Blue Member Status and
revert the talon ranking to Gray until standards are met.
C. Platinum Members
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Final Level Member of Osprey Productions. All students whom are Platinum Members have
completed the Grey and Blue member status.
a. Steps to become a Platinum Member:
i. Must volunteer as a Production Assistant or M.E.L.T. at least once
ii. Must attend 2 additional meetings
iii. Must volunteer at 3 additional events
iv. Must volunteer at 1 main stage
b. Benefits of being a Platinum Member:
i. Receive 2 complimentary non-student tickets to an events
ii. Receive two early access passes for main events
iii. Receive a stationary name tag
iv. Receive opportunity to Meet and Greet artists (if applicable)
1. Benefits of Blue and Grey Members as well
Disclaimer: If you do not attend at least one event a month you will be put as Inactive. If you do not
attend any events for the whole semester you will lose your status and have to start from the
beginning as a Grey Member!
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IV. Officers and their Duties
A. Basic Duties of all OP Officers
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Attend general OP meetings and give position reports. If unable to make it to a meeting,
officer must clear absence with Director or Internal Assistant Director and give a written
committee report to another member of OP leadership.
Must attend biweekly leadership meetings and be prepared with a report. If unable to make a
meeting, officer must clear absence with Director or Internal Assistant Director and give a
written report to another member of OP leadership.
Must be available to assist with office duties when in the OP office. This includes answering
phone calls, emails, or walk-in visitors.
Act professional at all times when representing Osprey Productions and Student
Government.
Must be able to work an entire main stage event day with shifts being assigned by the
director. If unable to work parts of the event due to an excusable conflict this must be made
known to the director in writing within 5 business days of finding out about the main stage.
The director will inform leadership of a major event date as soon as the Director possibly can.
B. Director
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Shall be any A&S fee paying student, with a 2.5 GPA or higher, who has applied for the
position and who has been recommended by the Agency Advisory Board to the SG President
for confirmation through the Legislative Branch.
Shall meet on, at least, a weekly basis with the Osprey Productions advisor, SG program
coordinator and SG accountant.
Shall meet on, at least, a weekly basis with each OP staff position.
Maintain an office, appoint and oversee and be the official contact for all agents and
entertainment representatives.
Conduct regular meetings with the Osprey Productions members and leadership.
Oversee the Osprey Productions budget, finalizing purchase requests and forwarding them to
the SG program coordinator.
Oversee all contracts and the routing of such contracts.
Plan large events such as concerts and comedy shows.
C. Internal Assistant Director
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Shall be any A&S fee paying student, with a 2.5 GPA or higher, who has applied for the
position and who has been recommended by the Agency Advisory Board to the SG President
for confirmation through the Legislative Branch.
Shall meet, at least, on a weekly basis with the Osprey Productions advisor and SG program
coordinator.
Assist the Director of Osprey Productions in their duties.
Oversee all OP event coordinators and will make sure all weekly events are executed from
planning to the actual event.
Is the main contact for weekly events.
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D. External Assistant Director
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Shall be any A&S fee paying student, with a 2.5 GPA or higher, who has applied for the
position and who has been recommended by the Agency Advisory Board to the SG President
for confirmation through the Legislative Branch.
Create and maintain relationships with organizations on campus.
Seek sponsorship for Osprey Productions.
Help the Director and Internal Assistant Director planning events.
Plan the student side of homecoming.
Represent Osprey Productions on campus. For example, attending other organizations
trainings to explain Osprey Productions.
E. Office Program Assistant
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Will be an A&S Fee paying student with a 2.5 GPA or higher, will be hired by the Osprey
Productions Director, and approved by the SG President.
Create a monthly calendar of events by the last week of the prior month.
Update the website account with new and old events.
Create and laminate all badges for events, which these are required at least one week before
the event.
Send announcements of upcoming events to Calendar of Events, campus update, and student
update.
Will keep the OP member list and email list updated.
Manage the Osprey Productions social media accounts.
Create purchase requests for any items needing to be purchased.
Maintain Osprey Productions Calendars.
Create purchase requests for any items needing to be purchased.
Will introduce new volunteers to Osprey Productions.
F. Graphics Program Assistant
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Will be an A&S Fee paying student with a 2.5 GPA or higher, will be hired by the Osprey
Productions Director, and approved by the SG President.
Create flyers for events at least three weeks prior to the event.
Make and keep an up-to-date photo archive.
Make graphics that can you size for many mediums such as banners, badges, Facebook cover
photos, road signs and A-frames for campaigns.
Create and laminate all badges for productions at least one week before the event with the
Office Assistant
G. Event Coordinators
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Will be an A&S Fee paying student with a 2.5 GPA or higher, will be hired by the Osprey
Productions Director, and approved by the SG President.
Must be able to attend their own event in its entirety or clear absence with Director or
Assistant Director and ask a trustworthy member or leadership to fill their absence.
Work with different organizations to the best of their ability.
Must work 15 hours a week total between events and office hour. Event coordinators will be a
paid position that is allocated 15 hours per week.
Must only work the hours assigned by the Internal Assistant Director.
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6. Must distribute their own flyers at least two weeks prior to their event.
7. Must meet with the Graphics Program Assistant at least four weeks prior to their event to
create a flyer.
8. Must create and distribute road signs and A-frames with members at least one week prior to
their event.
9. Must create social media event at least three weeks prior to their event.
10. Initiate event proposal forms, contracts, and any other forms that may be needed for an
event.
11. Follow event’s critical path created by the individual event coordinator.
12. Responsible for setup/cleanup and maintaining control during individual events.
13. Must plan 3 movie nights per semester, 1 large event a year, 3 market days per semester and
2 to 3 random events per semester. If under special circumstances you cannot make this
many events you can do a task to replace an event like
V. Osprey Productions Processes
A. Equipment Checkout
1. Osprey Productions has first right of refusal to use equipment for its events.
2. University of North Florida Departments may request to check out equipment for events.
This request must be submitted to the Agency Advisor and Program Assistant within
reasonable notice prior to the checkout date.
3. Any checkout with a value of $500 or more must have the approval of the Agency Advisor.
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