Campus Activities and Programming (CAP)
EXECUTIVE BOARD APPLICATION PACKET
DEADLINE for all other Applications: 4:00 pm, Fri, Apr. 17, 2015
Applications should be submitted to Office of Student Involvement, 3504 Student Union
Attn: Joe Lepone.
If you have questions regarding the CAP selection process, please contact:
Joe Lepone, joseph.lepone@rockets.utoledo.edu 419-530-4944
Time Commitments for Applicants
• Applicant must be available for CAP Executive Meetings as determined at the start of semester.
• Applicant must be available for CAP general meetings, Wed. nights at 8pm.
• Applicant must be available for discussion and some follow up work during the summer months.
• Applicant must be available for the CAP retreats;
- Summer Planning Retreat; July 14-17, 2015.
- Fall Kick Off; August 17-23, 2015.
- Spring Kick Off; January 9-11, 2016.
Interviews & Training
• All qualified applicants will be invited for an interview and must be able to attend the interview to
be considered.
o Vice President and Chair Position Candidates; between April 20-24, 2015
• Applicants who accept a position on CAP exec for the 2015-2016 school year must attend CAP exec
team meetings beginning the week of March 26.
• Applicants who accept a position on CAP exec for the school year 2015-2016 must complete assigned
cross over training with current exec members from April 27 – May 1, 2015.
Qualifications:
To be considered for and to maintain status as a member of the CAP Executive
Board, all officers must:
A. Maintain currently enrolled full or part time student status at The University of Toledo, as prescribed
by University regulations.
B. Be free from any form of academic or disciplinary probation at the time of selection or during any
period of service, as defined by the Office of Student Involvement and the University Registrar.
C. Maintain a cumulative grade point average of 2.5 or higher, on a 4.0 scale.
D. Sign an employment contract with the Office of Student Involvement outlining specific duties as a
member of the Executive Board.
E. Schedule a specified number of office hours in the CAP office, to be determined at the beginning of
each semester.
F. Maintain regular participation in CAP Executive Meetings and General Meetings and support the events
and programs sponsored by CAP as deemed appropriate by the Executive Board and Advisor(s) during
the annual Summer training retreat.
G. The PRESIDENT and VICE PRESIDENTS must have one full year of experience as an executive officer or
member of CAP, be available over the summer to coordinate the Summer Retreat and oversee the
progress of fall programs, shall not hold the position of President or Vice President (or any
equivalency) in any other student organization.
H. Exec members may be assigned to UT committees by the CAP president to represent CAP and the
student body. If assigned to a committee, full and robust participation is expected.
CAP Executive Board Commitment & Stipends:
It must be clearly understood by all CAP Exec members that the first and foremost reason for serving the
student body on CAP must be altruistic. CAP stipends cannot be considered to be “payment” for a job. The
stipends are instituted as a method of accountability, not compensation. Stipends will be dispersed during
Fall and Spring semesters based on the University payroll schedule. Failure to meet the requirements of the
CAP Executive Board Contract may result in stipend payments being stopped. Stipend are TBD.
PRESIDENT (must work at least 15 hours per week including 8 in-office hours weekly)
CHIEF FINANCIAL OFFICER (must work at least 12 hours per week including 6 in-office hours weekly)
VICE PRESIDENT OF MARKETING & PROMOTIONS (must work at least 10 hours per week including 5 inoffice hours weekly)
VICE PRESIDENT OF PROGRAMMING (must work at least 10 hours per week including 5 in-office hours weekly)
CHAIR OF MULTICULTRAL & PHILANTHROPY (must work at least 8 hours per week including 4 in-office hours weekly)
CHAIR OF HOMEGROWN & COMMUNITY (must work at least 8 hours per week including 4 in-office hours weekly)
CHAIR OF TRADITIONS (must work at least 8 hours per week including 4 in-office hours weekly)
CHAIR OF PROMOTIONS & GRAPGHIC DESIGN (must work at least 8 hours per week including 4 in-office hours weekly)
SECRETARY (must work at least 6 hours per week including 3 in-office hours weekly)
CAP Basics…UT’s official student programming board
The purpose of CAP is to provide quality social, educational and entertainment-based events and programs to
the UT student body. CAP will strive to build school spirit and to provide individual students with
opportunities in positive social interaction, networking, out-of-the-classroom learning and leadership
development.
Goal 1: Programming. As the student led programming arm of the Office of Student Involvement, CAP shall
be the official student programming board for student social, entertainment, and educational
events within The University of Toledo community. As a whole, CAP will strive to provide
programming that is diverse and serves the entire student body.
Goal 2: Collaboration. CAP will respectfully and effectively collaborate with UT administrators, faculty
staff and student leaders. CAP will respectfully and effectively collaborate with UT offices, student
organizations and community agencies and resources.
Goal 3: Diversity. CAP will provide a diversity of programs for the student body, striving to make
something available to every student demographic and to adequately represent the make-up of the
student body.
Goal 4: Teamwork. CAP will function as a team. As a team, we will value and display the following.
- Open Communication, without assumption
- Respect, for human dignity and diversity
- Professionalism, using common courtesy and positive interaction
- Ethical Decision Making, considering the good of the whole rather than individual gain
- Productivity, knowing that we are using UT student fees as an operating budget and as stipends.
- Efficiency, adhere to UT policy and procedure, complete tasks in a timely manner
Organizational Structure
Advisors
The Student Involvement Staff will serve as CAP Advisors. In advising CAP, the Advisor(s) will serve as devil’s
advocate, spokesperson, mentor, supervisor, and guide in facilitating CAP’s efforts to meet its stated goals.
OFFICER DUTIES
While each position will carry specific expectations, it is to be understood that the CAP executive board
works as a team. As a team, it may become necessary for exec members to back each other up, help each
other out and/or temporarily take over for another exec member.
All 10 positions make up the CAP Executive Board and are expected to;
- Attend CAP retreats, exec meetings, general meetings
- Significantly support CAP events through attendance and marketing
- Schedule and adhere to weekly IN-office office hours.
- Perform assigned duties with efficiency and pride.
- To bring issues, conflict, or problems to the attention of the appropriate people quickly
1) PRESIDENT (Interviewed & Hired Feb. 2015)
a) Serve as the primary representative of CAP to the UT student body, administration, and the
community; the face of CAP.
b) Serve as the Executive Team Leader; lead by example and hold all exec members accountable to
their duties/expectations.
c) Assist and mentor other Executive Board Members in both their duties and in leadership development.
d) Identify appropriate UT committees/organizations for CAP executive members to participate in.
Assign members to participate as necessary.
e) Be aware of and enforce UT policy, procedure, and CAP’s Constitution in all of CAP’s endeavors.
f) Create agendas for each meeting and act as the head of all of them.
g) Coordinate long-range planning and general policies for CAP.
h) Act as the direct extension of the Executive Board to the Advisor(s).
i) Work with the entire CAP executive board to establish appropriate weekly executive board meeting
times.
j) Work with CFO and Advisor(s) to hire and supervise any work-study students to work for CAP that are
approved through OSI, as needed.
k) Annually present budget request and justification to the Student Activities Committee for proceeding
school year.
l) Develop new membership recruitment strategies, membership retention programs, and any other
membership-focused initiatives.
2) CHIEF FINANCIAL OFFICER (Interviewed & Hired Feb. 2015)
a) Serve as the direct link between CAP and the Office of the Dean of Students Accountant.
b) Play a lead role in soliciting programming funds for CAP, while obtaining final approval from
President.
c) Work with President and Advisor(s) to hire and supervise any work-study students to work for CAP
that are approved through OSI, as needed.
d) Work with the President and Advisor(s) to formulate a CAP general budget along with more specific
committee and program budgets.
e) Work with the President to formulate a CAP general budget along with more specific committee and
event budgets.
f) Take the lead in completion of any financial forms such as a budget request or annual report that are
needed to secure funds and/or track funds.
g) Maintain an accurate and up-to-date spreadsheet of all of CAP spending to date and a running balance
amount in all budget lines.
h) Provide weekly updates at Executive Meetings on the balance of the budget.
i) Shall take a lead role in filing Student Activities funding requests.
j) Shall take place of CAP President in his/her absence.
k) Complete annual report and budget request for CAP at end of the school year in compliance with OSI
policy and procedure. Utilized assistance of president, vice presidents, and the rest of CAP executive
board, as necessary.
3) VICE PRESIDENT OF MARKETING AND PROMOTIONS (Interviewing)
a) Facilitate branding efforts for CAP.
b) Establish marketing tables in the Student Union to distribute flyers, handbills, and other information.
c) Update CAP bulletin board in the Student Union outside office.
d) Assist in the development of new membership recruitment strategies, membership retention
programs, and any other membership-focused initiatives.
e) Coordinate marketing tasks amongst marketing and executive street team such as the making and
delivering of flyers and posters for every event.
f) Ensure effective visual branding in CAP office, the Student Union, and other necessary places on
campus.
g) Provide design-related guidance and support to marketing committee/general members as they
conceptualize and implement marketing ideas on their own and with general members.
h) Promote CAP name, image, and events through electronic sources and social media. This includes but
is not limited to:
i) Daily: Update Twitter and Instagram feeds as well as Facebook posts.
ii) Weekly: Rocket Blast, Facebook updates and invites Twitter updates and invites.
iii) Monthly: CAP Blog and coordinate with university blogs.
iv) Month in Advance: UT electronic calendars and showcases with assistance from The Office of
Student Involvement.
i) Construct CAP member email list and collect contact information.
j) Create marketing techniques for internal and external UT community and stakeholders.
4) VICE PRESIDENT OF PROGRAMMING (Interviewing)
a) Facilitate overall programming and event efforts for CAP.
b) Work with the three Chairs (by attaining details of program) to create original and memorable ways
of programming/promoting events from each area.
c) Manage and facilitate the CAP planning of a calendar for the academic year.
d) Ensure all risk management policies and procedures are followed at all times regarding events and
that liability forms are present and signed when necessary.
e) Set and work to achieve S.M.A.R.T Goals (specific, measurable, achievable, relevant, and timely).
f) Work with Chairs to complete marketing tasks at general meetings.
g) Communicate with Vice President of Marketing and Promotions on expenditures and marketing
methods.
h) Audit the planning sheets of all three Chairs. Provide them with necessary instruction, assistance, and
accountability in appropriately utilizing planning sheets and all other required paperwork.
i) Take notes during executive and general meetings - communicate these notes back to executive and
general members as meeting minutes- or delegate the task to a member or volunteer.
j) Oversee the use of Live Entertainment budget for self or for Chairs.
k) Assist in the development of committees for event planning and execution.
5) CHAIR OF MULTICULTURAL AND PHILANTHROPY (Interviewing)
a) Plan events promoting multicultural and philanthropic understanding to the University community.
b) Collaborate with multicultural organizations on campus to execute event planning and ensure quality
programming and attendance (e.g., BSU, LSU, MSA, etc.)
c) Effectively communicate with the Vice President of Programming all expenditures and event
planning.
d) Plan or collaborate AT LEAST two events throughout the academic year.
e) Research and select charities to receive benefits of CAP philanthropic effort.
f) Work in congruence with CFO to organize charitable donations from Toledo community businesses.
g) Collaborate with Greek Life and other student organizations participating in philanthropic work to
execute successful events.
6) CHAIR OF HOMEGROWN AND COMMUNITY (Interviewing)
a) Plan, schedule, and execute events on campus reaching out to the greater Toledo community.
b) Program events off campus engaging students and community.
c) Work with outside community to increase involvement and better relationship between UT and the
city of Toledo.
d) Effectively communicate with the Vice President of Programming all expenditures and event
planning.
e) Plan or collaborate AT LEAST two events throughout the school year.
f) Some examples of Homegrown and Community events include but are not limited to:
i) Color Run
ii) Rec Nights
iii) Mud Hens/Walleye Games
iv) Lights at the Zoo trips
v) Art Walk in Toledo
vi) Rocket to the Point
vii) Community and student athletic events
7) CHAIR OF TRADITIONS (Interviewing)
a) Plan and execute traditional CAP and UT events.
b) Traditional events include but are not limited to:
i) Welcome Week (Foam Party & Paint U)
ii) CAP Haunted House
iii) Burn the Bird Bonfire
iv) CAP Roast
v) Cram for the Exam
vi) UT’s Got Talent
vii) Homecoming Week
viii) Student Organization Gala
ix) Convocation
x) Music Fest
xi) Other current and future events
c) Effectively communicate with the Vice President of Programming all expenditures and event
planning.
d) Execute AT LEAST two CAP events every year.
e) Assist in programming of of UT Traditional events as deemed necessary.
f) Must be an active participant in the programming of a traditional event to not be considered a
sponsorship. This makes the event a requirement for all CAP executive board.
8) CHAIR OF PROMOTIONS & GRAPHIC DESIGN (Interviewing)
a) Work with Chairs (by attaining details of program) to create flyers for any programs/meetings.
b) Flyers are to be completed a MINIMUM of six weeks prior to a specific program.
c) Work with Chairs to complete marketing tasks at general meetings.
d) Design buttons, handbills, and any other responsibilities that occur throughout the school year.
e) Communicate with Vice President of Marketing and Promotions on expenditures and designs.
f) Assist Vice President of Marketing and Promotions on CAP brand and logo work.
g) Help develop original programming ideas with the VP of Marketing to further outreach of every event.
h) Develop ways to utilize street team in execution of original marketing ideas.
9) SECTRETARY (Interviewing)
a) Take minutes at all meetings
b) Disperse minutes to all executive members within 24 hours of meeting
c) Keep updated calendar of CAP President and CFO.
d) Send daily reminders to CAP President and CFO regarding meetings, events, exams, etc.
e) Accept VP and chair requests for meeting materials and provide to President and CFO.
f) Keep inventory and order stock for all office materials.
g) Place all repair and IT orders.
h) Provide evaluation forms for all events to student body and executive board.
UT Campus Activities and Programming
2015-2016 Application (Please type or print clearly)
Complete and submit pages 5 and 6 of this packet and all enclosed documents.
• Keep pages 1-4 of this document for your personal reference.
PERSONAL INFORMATION
Name: __________________________________________ Rocket#: ____________________________
Phone, include area code: (Home) __________________________ (Cell)__________________________
E-mail: _________________________________________________________________________________
Current Address: _________________________________________________________________________
City: State: Zip Code: _____________________________________________________________________
2015-2016 Status (circle one): Freshman Sophomore Junior Senior
Major/Field of Study: ______________________________________________________________________
Cumulative GPA: _______________ Expected Date of Graduation: ______________________________
2015-2016 Estimated Total Credit Hours Completed: _____________________________________________
In the space provided here, please describe your involvement with CAP so far as a UT
student.
POSITIONS FOR WHICH YOU ARE APPLYING.
Please identify the positions, which you are interested in:
1st Choice_________________________ 2nd Choice_________________________
3rd Choice_________________________ 4th Choice_________________________
PERSONAL STATEMENT
On a separate sheet of paper, please answer the following questions (please type your responses):
1. Please summarize in 100 words or less, why you would like to be a member of the UT Campus
Activities and Programming Executive Board. Please include information about how this
position can help you achieve your career goals.
2. Please summarize in 100 words or less, what specifically and uniquely qualifies you for the
position or positions you are applying.
3. In 50 words or less, tell us why you are proud to be a UT Rocket and how you show it.
REFERENCES
Please list TWO (2) current professional references that we may contact.
Name: ______________________________________________________________________________
Title/Relationship: ___________________________________________________________________
Phone: _______________________ E-mail: ______________________________________________
Second Reference:
Name: ______________________________________________________________________________
Title/Relationship: ___________________________________________________________________
Phone: _______________________ E-mail: ______________________________________________
ADDITIONAL CREDENTIALS
Please attach a detailed resume outlining your involvement in student activities at UT, your work
experience, and programming and other related skills. Programming experience should be
specifically addressed for those applying for programming positions - President and Committee
Directors.
Each applicant should come to their interview prepared to present at least one idea for CAP that is
related to the position or positions you are applying. Please submit any other items that will give
the selection committee a better understanding of your experiences and aspirations in relation to the
position for which you are applying.
AUTHORIZING SIGNATURE
By signing below, you acknowledge that the Office of Student Involvement will verify your cumulative
GPA at The University of Toledo, and understand that if you are selected for a position on Campus
Activities & Programming that your cumulative GPA will be verified at the beginning of each semester.
Signature: ______________________________________________________ Date: __________________
Print Name: _________________________________________ Rocket ID#: _______________________
By signing below you acknowledge that…
1) All qualified applicants will be contacted to complete an interview process.
2) Accepted applicants must attend a summer retreat; a fall kick off retreat and a spring kick off retreat.
3) Accepted applicants must be available for some work and consultation during the summer.
3) During fall and spring semesters, accepted applicants must fulfill the office and events programming
hours on a weekly basis.
4) Accepted applicants understand that unapproved time off from work schedule and/or the inabilities
to complete work agreed upon could lead to the termination of the position and/or loss of stipend.
Signature: ______________________________________________________ Date: __________________
Print Name: _________________________________________ Rocket #: _______________________