Hi-Skule™ Manual
A Manual for the Hi-Skule™ Director
University of Toronto Engineering Society

Last Revision: April 30, 2026

Contents

For a list of all Bylaws and Policies, see the index.

For Candidates Summary and Structure Manual of Responsibilities Event Responsibilities

For Candidates #

0.0 # Role Summary

  1. 0.0.1 # The Hi-Skule™ Director is a Directorship responsible for outreach to high schools and the promotion of the engineering profession, as well as of student life at University of Toronto Engineering.

0.1 # General Responsibilities

  1. 0.1.1 # The Hi-Skule™ Director runs outreach events such as Pre-F!rosh, Mentorship Coffeehouse, the University of Toronto High School Design Competition (UTHSDC), Designapalooza, and an event of the Director's choice.
  2. 0.1.2 # The Hi-Skule™ Director manages an executive team to assist them in these efforts.
  3. 0.1.3 # The Hi-Skule™ Director is the point of communication with the Engineering Student Recruitment and Outreach Office (ESROO).
  4. 0.1.4 # The Hi-Skule™ Director has other responsibilities listed in Chapter 2 of this Manual.

0.2 # Required Qualifications

  1. 0.2.1 # The Hi-Skule™ Director must have timely communication skills.
  2. 0.2.2 # The Hi-Skule™ Director must have the ability and willingness to learn.
  3. 0.2.3 # The Hi-Skule™ Director must have a passion for Engineering outreach.

0.3 # Useful Qualifications

  1. 0.3.1 # Prior event planning skills are an asset.
  2. 0.3.2 # Prior experience on the Hi-Skule™ team and/or knowledge of the Directorship's operations is an asset.
  3. 0.3.3 # A certain degree of finance experience is an asset.

0.4 # Role Takeaways

  1. 0.4.1 # A Hi-Skule™ Director missing qualifications listed in section 0.3 may gain them by exercising the role.
  2. 0.4.2 # The Hi-Skule™ Director role is useful experience for a prospective candidate for Officer positions or UTEK Director to have.

Summary and Structure #

1.0 # Role Summary

  1. 1.0.1 # The Hi-Skule™ Director is a Directorship responsible for outreach to high schools and the promotion of the engineering profession, as well as of student life at University of Toronto Engineering.

1.1 # Transition

  1. 1.1.1 # The Hi-Skule™ Director shall transition their successor as described in the Transition Policy.
  2. 1.1.2 # The Hi-Skule™ Director runs the Director's-choice event in March with the previous Director shadowing.
  3. 1.1.3 # The Hi-Skule™ Director runs Pre-F!rosh with the assistance of the previous Director, if the latter is available.

1.2 # Executive Structure

  1. 1.2.1 # The Vice Director, Events reports to the Director.
  2. 1.2.2 # The Events team reports to the Vice Director, Events and consists of:
    1. 1.2.2.a # The Logistics Coordinator(s);
    2. 1.2.2.b # The Content Coordinators; and
    3. 1.2.2.c # The Marketing Coordinator(s).
  3. 1.2.3 # The Vice Director, Operations reports to the Director.
  4. 1.2.4 # The Operations team reports to the Vice Director, Operations and consists of:
    1. 1.2.4.a # The Outreach Coordinator;
    2. 1.2.4.b # The Mentorship Coordinator;
    3. 1.2.4.c # The Finance Coordinator; and
    4. 1.2.4.d # The Webmaster.
  5. 1.2.5 # The First Year Executive(s) report(s) to the Director, the Vice Director, Operations, and the Mentorship Coordinator.

1.3 # Executive Responsibilities

  1. 1.3.1 # The Vice Director, Events oversees the Events portfolio, including the Logistics, Marketing, and Content Coordinators. Responsibilities include:
    1. 1.3.1.a # Meeting regularly with the Events team to check in on progress and provide direction.
    2. 1.3.1.b # Working with the Director to develop a shared vision and event strategy, and translating those into actionable tasks for each Coordinator.
    3. 1.3.1.c # Reviewing and approving event proposals, timelines, and promotional materials before release, consistent with the overall vision set by the Director.
    4. 1.3.1.d # Ensuring that branding and messaging across all event communications and materials remain consistent with the overall vision set by the Director.
    5. 1.3.1.e # Working with the Logistics Coordinator on high-level event logistics such as room bookings, event schedules, and external groups and vendors.
    6. 1.3.1.f # Supporting the Marketing and Content Coordinators in developing social media campaigns, outreach materials, and event branding.
    7. 1.3.1.g # Communicating regularly with the Vice Director, Operations to facilitate cross-team coordination (e.g. between Logistics and Finance, or Marketing and Outreach).
  2. 1.3.2 # The Vice Director, Operations oversees the Operations portfolio, including the Outreach, Mentorship, Webmaster, and Finance Coordinators. Responsibilities include:
    1. 1.3.2.a # Meeting regularly with the Operations team to monitor progress and provide support.
    2. 1.3.2.b # Working with the Director to establish operational priorities, and translating those into actionable objectives for each Coordinator.
    3. 1.3.2.c # Ensuring overall operational efficiency, effective resource management, and strong external engagement.
    4. 1.3.2.d # Overseeing financial tracking and budgeting together with the Finance Coordinator.
    5. 1.3.2.e # Ensuring that all outreach and mentorship initiatives remain consistent with the overall vision set by the Director.
    6. 1.3.2.f # Working with the Webmaster to maintain the Hi-Skule™ website and ensure consistent updates for events and opportunities.
    7. 1.3.2.g # Managing inventory and procurement of materials for events and workshops.
    8. 1.3.2.h # Communicating regularly with the Vice Director, Events to facilitate cross-team coordination (e.g. between Finance and Logistics, or Outreach and Marketing).
  3. 1.3.3 # The Logistics Coordinator(s) is/are responsible for managing all event logistics, including tracking registration, coordinating catering, and ensuring the day of an event runs smoothly. Responsibilities also include:
    1. 1.3.3.a # Creating event registration pages for students.
    2. 1.3.3.b # Creating a detailed schedule of the day(s) and responsibilities of executives and mentors for each event.
    3. 1.3.3.c # Reporting sales numbers weekly to the executive team, as a measurement of outreach effectiveness.
    4. 1.3.3.d # Working with the Finance Coordinator to reach out to food caterers (preferably those who sponsor or offer discounts to EngSoc) to schedule food delivery for each event.
    5. 1.3.3.e # Working with the Finance Coordinator, Outreach Coordinator, and Alumni Outreach Director to arrange gifts for alumni and speakers.
    6. 1.3.3.f # Assigning registered event participants to teams (if applicable for the event).
    7. 1.3.3.g # Creating spreadsheets etc. to track participant registrations.
    8. 1.3.3.h # Working closely with the Vice Director, Events for higher-level logistics (such as coordinating room bookings, event dates, and external groups).
    9. 1.3.3.i # Attending all Hi-Skule™ events as a volunteer.
  4. 1.3.4 # The Content Coordinators are responsible for creating the bulk of the content – be it design ideas, RFPs (Requests for Proposals), or workshops – for each event, including coming up with high-level engineering related ideas to present to high school students that accurately represent the type of work and thinking engineers have to do in their daily lives. Responsibilities also include:
    1. 1.3.4.a # Brainstorming ideas with the Vice Director Events for the content of each event based on that event’s requirements – focusing primarily on presenting engineering to a young audience with little to no experience in the field.
    2. 1.3.4.b # Developing solid idea(s) and working together to draft descriptions of the above ideas, both for participants (high school students) and for mentors.
    3. 1.3.4.c # Developing a lesson plan that will allow participants to successfully complete the above idea(s) with an engineering mindset.
    4. 1.3.4.d # Teaching executives and mentors the basic thought process behind the above ideas and identifying pointers on how they can help guide students in the right direction.
    5. 1.3.4.e # Presenting during the content section of each event and being available to answer participant and mentor questions throughout the work period of the event.
    6. 1.3.4.f # Attending all Hi-Skule™ events as a volunteer.
  5. 1.3.5 # The Marketing Coordinator(s) are responsible for all aspects of marketing for Hi-Skule™ events – from creating graphics for the website, registration pages, and outreach emails, to making Instagram posts and reaching out to schools via social media. Responsibilities also include:
    1. 1.3.5.a # Modifying branding in compliance with, and updating, the Hi-Skule™ style guide (alongside the Vice Director Events).
    2. 1.3.5.b # Creating graphic banners for events to be used on event registration pages and outreach emails.
    3. 1.3.5.c # Creating social media posts to announce and promote events, including developing and adhering to a posting schedule/calendar for proper promotion.
    4. 1.3.5.d # Coordinating Skule™ Photography volunteers at each event, or personally taking photos in lieu of such volunteers.
    5. 1.3.5.e # Creating promotional videos after events.
    6. 1.3.5.f # Attending all Hi-Skule™ events as a volunteer.
  6. 1.3.6 # The Outreach Coordinator is responsible for back-end recruitment for Hi-Skule™ events, including:
    1. 1.3.6.a # Promoting events to GTA high schools directly, using the Directorship's High School Contact List.
    2. 1.3.6.b # Serving as the point of contact between Hi-Skule™ and high school staff contacts.
    3. 1.3.6.c # Maintaining a relationship with ESROO.
    4. 1.3.6.d # Sending information to promote events through ESROO’s newsletter.
    5. 1.3.6.e # Providing details/schedules of events to, and inviting, ESROO to do their high school recruitment talk.
    6. 1.3.6.f # Working with the Director, Vice Directors, and/or Alumni Outreach Director to reach out to faculty members, clubs, and/or alumni with opportunities to judge, panel, mentor, or fill any other desired role at events.
    7. 1.3.6.g # Attending all Hi-Skule™ events as a volunteer.
  7. 1.3.7 # The Mentorship Coordinator is responsible for recruiting members of the Skule™ community to offer their knowledge of engineering and design to high school students at Hi-Skule™ events. Responsibilities also include:
    1. 1.3.7.a # Managing the mentor mailing list and connecting with more people, especially first year students.
    2. 1.3.7.b # Working closely with the First Year Executive hired in September of the Directorship's term.
    3. 1.3.7.c # Recruiting new mentors for events.
    4. 1.3.7.d # Reaching out to as many people as possible to generate interest from the Skule™ community.
    5. 1.3.7.e # Creating content for mentor training (including the mentorship package and training slides).
    6. 1.3.7.f # Hosting mentor training sessions and keeping mentors in the loop about event logistics and what their role throughout each event will be.
    7. 1.3.7.g # Monitoring mentors at events and answering questions they may have.
    8. 1.3.7.h # Generating ideas for mentor appreciation.
    9. 1.3.7.i # Attending all Hi-Skule™ events as a volunteer.
  8. 1.3.8 # The Finance Coordinator manages Hi-Skule™’s funds and coordinates with EngSoc in acquiring funding for events. Responsibilities also include:
    1. 1.3.8.a # Working closely with the Vice Director, Operations to submit monthly budgets to EngSoc, compiling all relevant materials and justifications necessary for approval from its Finance Committee (FinComm).
    2. 1.3.8.b # Looking for opportunities to secure funding from external sources such as the Centralized Process for Student Initiative Funding (CPSIF) and various Engineering departments, and applying to such sources as applicable.
    3. 1.3.8.c # Assisting the Logistics Coordinator(s) in determining appropriate food catering and speaker/judge prizes for each event, balancing value and budget set by EngSoc.
    4. 1.3.8.d # Determining available extra spending for each event that can be used to enhance the event or for other Hi-Skule™ initiatives such as spirit week collaborations or mentorship appreciation.
  9. 1.3.9 # The Webmaster is responsible for the upkeep of the https://hiskule.skule.ca website, including:
    1. 1.3.9.a # Updating the website with announcements of each newest event, including its banner, links to its registration form, a basic description, and links to archives of photos from previous iterations where applicable.
    2. 1.3.9.b # Uploading photos from latest events.
    3. 1.3.9.c # Ensuring high school students/parents have easy access to contact information for the executive team (e.g. email box, Discord, Instagram links).
    4. 1.3.9.d # Working with the Marketing Coordinator to standardize the style of the website to reflect Hi-Skule™’s brand.
    5. 1.3.9.e # Ensuring the website is maintained, accessible, and easily navigable.
    6. 1.3.9.f # Providing resources on the website for high school students and parents interested in engineering.
    7. 1.3.9.g # Updating the website with photos and descriptions of each executive once available, including collecting such information and LinkedIn contacts at the beginning of the year.
    8. 1.3.9.h # Working with the Vice Director, Operations to implement any other ideas for the website.
    9. 1.3.9.i # If available, attending all Hi-Skule™ events as a volunteer.
  10. 1.3.10 # The First Year Executive(s) is/are responsible for:
    1. 1.3.10.a # Working closely with the Mentorship Coordinators to connect with first year peers and recruit them to mentor at Hi-Skule events.
    2. 1.3.10.b # Offering perspective for the Directorship to keep in touch with the needs of current high school students.
    3. 1.3.10.c # Being involved with the planning and execution of Directorship events.
    4. 1.3.10.d # Attending all Hi-Skule™ events as a volunteer.

1.4 # Executive Qualifications

  1. 1.4.1 # The Vice Director, Events should have:
    1. 1.4.1.a # Strong leadership and organizational skills
    2. 1.4.1.b # Excellent communication and creative problem-solving abilities
    3. 1.4.1.c # Ability to manage multiple people and synthesize feedback from diverse teams
    4. 1.4.1.d # A collaborative mindset and openness to cross-functional teamwork
    5. 1.4.1.e # Experience with at least some of Google Workspace (Docs, Sheets, Drive), Canva, Zeffy, Slack, and email marketing tools (Mailchimp or equivalent)
    6. 1.4.1.f # Ideally, experience with event planning, project management, or marketing campaigns
  2. 1.4.2 # The Vice Director, Operations should have:
    1. 1.4.2.a # Strong leadership and analytical skills
    2. 1.4.2.b # Excellent communication and interpersonal abilities
    3. 1.4.2.c # Strong attention to detail and organizational capabilities
    4. 1.4.2.d # Ability to manage multiple internal teams and oversee workflows
    5. 1.4.2.e # Experience with at least some of Google Workspace (Docs, Drive), Zeffy & Stripe, Slack, Wix or WordPress (for website management), and budgeting tools (such as Google Sheets or Microsoft Excel)
    6. 1.4.2.f # Ideally, experience with budgeting, mentorship programming, or administrative coordination
  3. 1.4.3 # The Logistics Coordinator(s) should have:
    1. 1.4.3.a # Strong verbal and written communication skills
    2. 1.4.3.b # Good time management and organizational skills
    3. 1.4.3.c # Good collaboration skills internally and externally to the Hi-Skule team
    4. 1.4.3.d # A general understanding of finances
    5. 1.4.3.e # Ideally, previous experience with large scale event planning, especially with registration tools such as spreadsheets and a payment platform
  4. 1.4.4 # The Content Coordinators should have:
    1. 1.4.4.a # A creative mindset and the ability to think outside the box
    2. 1.4.4.b # Knowledge of multiple engineering disciplines and what they entail, and the ability to incorporate different fields into the work
    3. 1.4.4.c # Good time management and organizational skills
    4. 1.4.4.d # Strong communication skills: the ability to clearly deliver ideas both verbally and on paper in varying degrees of complexity to the executive team, mentors, and participants
    5. 1.4.4.e # Experience with Google Docs & Slides (or equivalent)
  5. 1.4.5 # The Marketing Coordinator(s) should have:
    1. 1.4.5.a # Good organizational and time management skills
    2. 1.4.5.b # Creativity and an eye for graphic design
    3. 1.4.5.c # Ready availability to create posts and other promotional materials
    4. 1.4.5.d # Experience with Instagram, Figma, and DaVinci Resolve
    5. 1.4.5.e # Ideally, past design experience running social media
    6. 1.4.5.f # In lieu of Figma and DaVinci Resolve experience, experience with and independent access to Adobe Photoshop/Illustrator and Adobe Premiere Pro
  6. 1.4.6 # The Outreach Coordinator should have:
    1. 1.4.6.a # Good connections with peers, faculty, staff, and others, or the ability to form such connections
    2. 1.4.6.b # Strong written communication skills
    3. 1.4.6.c # Proper email etiquette, especially when communicating to external entities or faculty members
    4. 1.4.6.d # Ideally, previous experience in an outreach role or familiarity with ESROO
  7. 1.4.7 # The Mentorship Coordinator should have:
    1. 1.4.7.a # Strong verbal and written communication skills
    2. 1.4.7.b # Good people skills and collaboration skills for recruitment
    3. 1.4.7.c # Knowledge of, and ability to bridge the gap between mentors and executives about, event logistics and other Hi-Skule™ involvement opportunities
    4. 1.4.7.d # Lots of patience to answer mentor questions
    5. 1.4.7.e # Experience with Discord, Google Meets, and Zoom
  8. 1.4.8 # The Finance Coordinator should have:
    1. 1.4.8.a # Good written communication skills
    2. 1.4.8.b # Attention to detail
    3. 1.4.8.c # Money-consciousness: the ability to effectively determine an appropriate amount of spending such that budget is satisfactory to FinComm and remains net positive
    4. 1.4.8.d # Experience with Google Sheets and/or Microsoft Excel
    5. 1.4.8.e # Ideally, successful completion of and good experience in their departmental Engineering Economics course or JRE300
    6. 1.4.8.f # Ideally, experience with FinComm, especially in an analogous role in a different EngSoc-affiliated entity
  9. 1.4.9 # The Webmaster should have:
    1. 1.4.9.a # At a baseline, proficiency in HTML/CSS and JavaScript, with such proficiency in the context of Wordpress being strongly preferred
    2. 1.4.9.b # Good written communication skills
    3. 1.4.9.c # Ideally, previous experience in web development

1.5 # Reporting Structure

  1. 1.5.1 # The Hi-Skule™ Director is overseen by the Vice President, Academic.

Manual of Responsibilities #

2.0 # Ongoing Responsibilities

  1. 2.0.1 # The Director finalizes the budget for each event and submits it to the Finance Committee cycle before the event takes place.
  2. 2.0.2 # The Director meets weekly with the executive team and, separately, with the Vice Directors.

2.1 # Time-fixed Responsibilities

  1. 2.1.1 # Immediately after being elected, the Director establishes real-time asynchronous channels of communication with the Orientation Committee, to facilitate the smooth running of Pre-F!rosh.
  2. 2.1.2 # In mid-March of their term, the Directorship runs an event of their choice strongly focused on equity, diversity, and inclusion.
  3. 2.1.3 # In late March of their term, the Director communicates with the UTEK Director to establish how many (if any) of the top UTHSDC teams will be given the opportunity to participate in UTEK free of charge in the Junior Design competition.
  4. 2.1.4 # In early April of their term, the Directorship begins work on Pre-F!rosh, as described in section 3.0
  5. 2.1.5 # In late May of their term, the Directorship runs Pre-F!rosh.
  6. 2.1.6 # By June of their term, the Director hires the Vice Directors.
  7. 2.1.7 # In June of their term, the Director submits a preliminary, rough budget to the Finance Committee.
  8. 2.1.8 # By July of their term, the Director hires all of the Coordinators.
  9. 2.1.9 # In August of their term, the Director:
    1. 2.1.9.a # establishes communication and partnership with ESROO.
    2. 2.1.9.b # opens recruitment for the First Year Executive(s) and Mentors.
  10. 2.1.10 # By the 3rd week of August of their term, the Directorship opens hiring for the First Year Executive(s).
  11. 2.1.11 # In August of their term:
    1. 2.1.11.a # the Director attends Clubs Fair to promote the Directorship, the First Year Executive(s) posting, and Mentor recruitment.
    2. 2.1.11.b # the Directorship begins work on Mentorship Coffeehouse, as described in section 3.1
  12. 2.1.12 # In September of their term:
    1. 2.1.12.a # the Directorship begins work on the University of Toronto High School Design Competition, as described in section 3.2
    2. 2.1.12.b # the Director hires the First Year Executive(s).
    3. 2.1.12.c # the Director runs an in-person kickoff meeting, takes pictures of the executive team, and goes on a boba run to Coco with the team.
    4. 2.1.12.d # the Director meets with ESROO to discuss their application to CPSIF involving youth under 19 years of age, and subsequently submits the CPSIF application.
  13. 2.1.13 # In late September of their term, the Directorship runs Mentorship Coffeehouse.
  14. 2.1.14 # In mid-November of their term, the Directorship runs UTHSDC.
  15. 2.1.15 # In late November of their term, the Directorship begins work on Designapalooza, as described in section 3.3
  16. 2.1.16 # During Godiva Week, the Directorship runs the "Are You Smarter Than a Fifth Grader?" event.
  17. 2.1.17 # Before the January Policy and Structures Committee meeting in their term, the Director reviews this Manual with the Vice President, Academic and submits any updates to the Committee for comment before adopting them in accordance with Bylaw 1 section 7.5.4.d.
  18. 2.1.18 # In mid-February of their term, the Directorship runs Designapalooza.

Event Responsibilities #

3.0 # Pre-F!rosh

  1. 3.0.1 # Pre-F!rosh is an afternoon event which follows the FASE Welcome 2 Engineering event in the morning, which is always in late May and is meant to convince OUAC students to accept their UofT Engineering offer before the June deadline to do so.
  2. 3.0.2 # By the start of Winter exam season, the Director reaches out to ESROO to introduce themself as the new Director, ask for a date for Pre-F!rosh, ask for ESROO to book rooms on the Directorship's behalf, and to establish the desired participant count for the event.
    1. 3.0.2.a # The last known ESROO contact is tyler.schilz@utoronto.ca
    2. 3.0.2.b # The usual rooms needing booking are:
      1. 3.0.2.b.i # MY 150 for Matriculation
      2. 3.0.2.b.ii # MY 3rd/4th floor tutorial rooms for the design activity
      3. 3.0.2.b.iii # Bahen Patio, Front Campus, or MY 150 for cheer off
    3. 3.0.2.c # If at most 278 participants are expected, BA 1160 and BA tutorial rooms can be used instead of MY 150 and MY tutorial rooms.
  3. 3.0.3 # By the start of Winter exam season, the Director invites previous Hi-Skule executives to help run Pre-F!rosh. This also serves the purpose of gauging the extent to which they are interested, and identifying candidates for Vice-Director positions, who should be subtly invited to apply.
  4. 3.0.4 # By the start of May, the Director invites the following groups to participate in Pre-F!rosh:
    1. 3.0.4.a # Lady Godiva Memorial Bnad lgmb@skule.ca
    2. 3.0.4.b # Ye Old Mighty Skule Cannon kaboom@skule.ca
    3. 3.0.4.c # Mario's Bakery mb@mariosbakery.ca
    4. 3.0.4.d # Orientation Committee orientation@skule.ca
    5. 3.0.4.e # Blue & Gold Committee blueandgold@skule.ca
    6. 3.0.4.f # Mr. Blue & Gold, Godiva's Crown, and Ultimate F!rosh skulespiritheads@g.skule.ca
  5. 3.0.5 # By the 1st/2nd week of May, the schedule for the event is complete and the above groups should agree with the Directorship on when, where, and how they will be participating. Events at Pre-F!rosh normally include:
    1. 3.0.5.a # The Bnad plays, after which the Cannon fires
    2. 3.0.5.b # The Bakery does something (the Director is advised to wear something they don't mind getting dirty)
    3. 3.0.5.c # The Orientation Committee promotes F!rosh Week (and generally observes Pre-F!rosh)
    4. 3.0.5.d # The Blue & Gold Committee runs build battle, where the F!rosh build something in competition with other F!rosh groups
  6. 3.0.6 # As soon as the schedule is complete, the Directorship publishes a signup form for Head Leedurs and Leedurs, and the Orientation Committee amplifies it (e.g. by Instagram post collaboration).
  7. 3.0.7 # By the 3rd week of May, the training given to HLs/Leedurs on the morning of the event has been prepared and rehearsed, a rehearsal for Matriculation has been performed, and ESROO should be provided dietary restrictions for all of the Pre-F!rosh helpers and asked to provide lunch.

3.1 # Mentorship Coffeehouse

  1. 3.1.1 # In August of their term, the Directorship submits a preliminary budget to the Finance Committee, using the previous year's budget as a reference, that includes all materials needed for Mentorship Coffeehouse, including without limitation:
    1. 3.1.1.a # Chart paper, pens, markers, name tags
    2. 3.1.1.b # Food for lunch, snacks, drinks
    3. 3.1.1.c # Speaker gifts
  2. 3.1.2 # By the 1st week of September, the Directorship decides on a day for Mentorship Coffeehouse, and the Director contacts the Business Manager to book GB 202 and informs ESROO of the date and that they are allocated a 30 minute lunchtime presentation.
  3. 3.1.3 # By the 2nd week of September:
    1. 3.1.3.a # the Directorship opens ticket sales for Mentorship Coffeehouse on Zeffy
    2. 3.1.3.b # the Outreach Coordinator emails the list of guidance counselors, teachers, principals, district trustees, etc. about the event
    3. 3.1.3.c # the Directorship reaches out to potential keynote speakers such as First Year professors or anyone who can get students interested in engineering
    4. 3.1.3.d # the Mentorship Coordinator opens Mentor signups and the Directorship asks other clubs to amplify the post(s)
  4. 3.1.4 # By the week before Mentorship Coffeehouse, all materials in section 3.1.1 are purchased (e.g. through Instacart or Costco) and stored, and activities for participants have been decided.

3.2 # UTHSDC

  1. 3.2.1 # The University of Toronto High School Design Competition (UTHSDC) is an event very popular with grade 12 students looking to add to their résumé before university applications.
  2. 3.2.2 # By mid September of their term, before Mentorship Coffeehouse, the Directorship decides the capacity and date of the event and books rooms through the Business Manager
    1. 3.2.2.a # Because Convocation Hall bookings are too expensive, the realistic maximum capacity for UTHSDC is about 750.
    2. 3.2.2.b # If at most 278 participants are expected, Bahen rooms can be used; otherwise the Medical Sciences Building is best suited for room bookings.
    3. 3.2.2.c # If UTHSDC winners are being sent to UTEK, the date for the former must of course precede that of the latter.
  3. 3.2.3 # By the day after Mentorship Coffeehouse, the Directorship:
    1. 3.2.3.a # promotes the event to/through:
      1. 3.2.3.a.i # the ESROO mailing list;
      2. 3.2.3.a.ii # social media, with ESROO amplifying it;
      3. 3.2.3.a.iii # guidance counselors, teachers, principals, district trustees, etc.; and
      4. 3.2.3.a.iv # past event participants who have not yet graduated high school.
    2. 3.2.3.b # opens ticket sales for UTHSDC on Zeffy
    3. 3.2.3.c # decides a general schedule, including the times for:
      1. 3.2.3.c.i # lunch (including ESROO's 30 minute presentation timeslot);
      2. 3.2.3.c.ii # presentations; and
      3. 3.2.3.c.iii # opening and closing ceremonies.
    4. 3.2.3.d # informs ESROO of the date and time of their 30 minute timeslot
  4. 3.2.4 # By early to mid October of their term:
    1. 3.2.4.a # The Content Coordinators finish a rough draft of the Request for Proposal / Problem Statement
    2. 3.2.4.b # The Mentorship Coordinator opens Mentor signups and the Directorship asks other clubs to amplify the post(s)
  5. 3.2.5 # In mid October of their term, the Directorship invites all Mentors and any other interested parties to a feedback meeting with pizza to:
    1. 3.2.5.a # Get feedback on the event plans
    2. 3.2.5.b # Film for reels and other promotional content
  6. 3.2.6 # By late October of their term, the Directorship:
    1. 3.2.6.a # confirms a keynote speaker;
    2. 3.2.6.b # submits a budget for the event to the Finance Committee; and
    3. 3.2.6.c # runs, or at least plans, Mentor trainings with the Mentorship Coordinator.
  7. 3.2.7 # By the day before UTHSDC in November, the Director invites all Directorship executives to a logistics planning meeting with food to, among other things:
    1. 3.2.7.a # Go through the day's logistics
    2. 3.2.7.b # Ensure everyone's day-of roles are clear
    3. 3.2.7.c # Print signs, rubrics, handbooks, etc.
    4. 3.2.7.d # Assemble prize kits
    5. 3.2.7.e # Form teams

3.3 # Designapalooza

  1. 3.3.1 # In late November of their term, after UTHSDC and UTEK, the Directorship decides:
    1. 3.3.1.a # the kind(s) of design activities and/or workshops to run;
    2. 3.3.1.b # needed and wanted collaborators (such as design teams);
    3. 3.3.1.c # the date of the event; and
    4. 3.3.1.d # required facilities.
  2. 3.3.2 # After deciding the date of the event:
    1. 3.3.2.a # If Myhal is desired, the Director requests a quote for its use from Mojgan Cossaro, Executive Assistant to the Vice Dean, Undergraduate (fase.eavdu2@utoronto.ca). If the quote exceeds the room budget for the event, Bahen should be used and the capacity of the event limited to 278.
    2. 3.3.2.b # The Director books all non-Myhal rooms through the Business Manager.
    3. 3.3.2.c # The Directorship invites the desired collaborators to collaborate and decides with the confirmed collaborators what the students will design/build/workshop.
  3. 3.3.3 # By early January, the Directorship:
    1. 3.3.3.a # Invites all existing Mentors and any other interested parties to a feedback meeting with pizza to get feedback on the design challenges and/or workshops
    2. 3.3.3.b # Opens signups for new Mentors and asks other clubs to amplify the post(s)
    3. 3.3.3.c # Submits a budget for the event to the Finance Committee
    4. 3.3.3.d # Opens ticket sales for Designapalooza on Zeffy
    5. 3.3.3.e # Informs ESROO of their 30 minute lunchtime presentation timeslot
  4. 3.3.4 # By the week before Designapalooza:
    1. 3.3.4.a # The Content Coordinators run training sessions with the collaborators
    2. 3.3.4.b # The Mentorship Coordinator runs training for Mentors to ensure they know what to do
  5. 3.3.5 # By the day before Designapalooza, the Director invites all Directorship executives to a logistics planning meeting with food to, among other things:
    1. 3.3.5.a # Go through the day's logistics
    2. 3.3.5.b # Ensure everyone's day-of roles are clear
    3. 3.3.5.c # Pack hardware kits
    4. 3.3.5.d # Assemble prize kits