Discovery Week
===
###### tags: `Discovery Week`
[Plan](https://docs.google.com/document/d/1DNKmPZ0mMQARDdmThV_ACJnjJP0Ke4G6WL_6k5NQdds/edit#)
[Eventyay](https://eventyay.com/e/80f9d561/)

# DiscoverSUTD 2020 combined meeting

Meeting Room 22 (2.203)
Wed (05 Feb) at 2.30pm
in attendance - Freshmore Reps, ROOT Reps, Registrar, Jia Xin

**Overview**

We have a playbook from last year. This year is about tweaking to target the pain points from last year, as well as other important pain points.

**Improving PR for DiscoverSUTD**

Printed thing in the goodie bag.

Push it as a student-run thing.

**Improving the Matric Process**

Get existing student to do a full trial run of the e-matric system first to facilitate the above.

A group of people that can help with the e-Matric process to make it as smooth as possible.

DBS Card - in discussion to improve the process. Remove sch as middleman, submit directly to DBS.

**Bring forward AMA chat**

Opt-in chat for people pre-"physical matriculation".

**Action Items**

(Do you think we can run a short survey to find out how many students actually use the debit card function? -- when we talk about the card roadmap, involve students)

More of less repeat last year's play book -
Calendar - can we start to get the dates to build next year's calendar. Dates from: Fifth Rows, first-month activities such as suppers, school briefings, along with descriptions

Consolidate info on school briefings and put it onto discoversutd: Insurance, Standard MHA police talk, marketing/branding, councillors,
Above allows brief givers to mention discoversutd as a resource for more info

Orientation slot Briefing: We need to plan and provide a predicted duration. Update Hou-an when we have the timing.

Idea: Get minions involved to toss a "take pic of all these to get prize" event that invovles all discoverSUTD

Quotation to print a nice QR-code thingy for goodie bag.

Date range for trial run for e-matric

Do you know the dates we need to meet for what?

Plan to seed their classroom with stuff

Timothy, how do I send this to jia xin? https://matriculation.smu.edu.sg/2019/info-for/singapore-permanent-resident
Add something like in that link to discoverSUTD

# DiscoverSUTD 2020
Think Tank 16 (2.201)
Wed (16 Oct) at 3.30pm
in attendance - Cluster Reps, housing rep

Agenda:
1. Introductions (who you are, what do you do, aspirations)
1. Budget allocation (if it is ready)
1. What went well for 2019
1. Aspirations for next year
1. Organising secretary (who? how to select?)
1. Synergies we should have, how to make it seamless across matriculation, orientation, discoverSUTD, Term 1

Perennial challenge - coordination amongst groups that would like to reach out to Freshmores
Key concern - what do Freshmores **need** and what will give them the **best experience**

**Meeting Notes**
- important to be physically present during the event itself especially for supper. As seniors even though we might be around we won't have time
- enhance the interaction during housing sessions with seniors/people interning at CBP
- important to focus on student needs
- Need to reach out to the SM2 community (they've had singlish class, some activities in campus, they were reaching out about 5th row info and will be involved in ILP)
- Early Mat/ILP
- IAP session to get
- earlier OCIP outreach
- Budget for next year around $6,000

Issues
- somehow freshmorese didn't feel like discoverSUTD was happening
- didn't seem to understand what it was for
- lacking context for the event
- possibly because it wasn't very fixed like having an official timetable etc

Possibly consider how to tie this in with orientation for greater synergy

Up next:
1. First SAC Meeting, suggest how to use what's in the constitution to initiate a special project with a view on continuity
2. First Fifth Row Forum

Outstanding:
1. Still need to find out what the Freshies actually thought about discoverSUTD.
1. Still need to find out who can organise this event next year

# Review meeting with Registrar
- went through the key points in wiki
- attrition drop by 50%
- great to have it 100% student-run

**Action**
1. Pull together a team for next year's DiscoverSUTD and meet after the DSM (opensutd)
2. Allocate a budget beforehand for event (OSA)
3. Form a coordinating committee for all onboarding events consisting both opensutd and root folks (will handle with next cabinet)


# Supper contact points
|Day|Contact|Number|
|--|--|--|
|21|Alex|96509818
|23|Alex|96509818
|27|
|28|
|30|Kayjin| 82233162|
|3|
|4|
|6|

# SAC meeting
DiscoverSUTD

Claims
All SAC reps would have received the mass e-mail I sent out to the Fifth Rows involved.
- Budget claims must not exceed. If they try to negotiate with you, refer them to me
- Pease help to check on the instagram page too, just notify/take down things that are inappropriate!
- Any additional events can still be put through issues and we’ll have it on the calendar, however do notify us directly because we won’t be monitoring our inboxes as often now
- Please help collate all feedback on the organising process itself, it will greatly help next year’s event

Pillar reps
- Pilar staff have prepared individual sessions/workshops for freshmores
- Thank you for helping out, I’ve had to tailor my communications to each pillar but I think it worked out in the end
- Would appreciate if everyone was on the @amadiscoverSUTD page in case there are questions on pillar etc

ROOT
- Please at least update what you want to have for your info session, right now your event is TBC. https://discover.sutd.dev/events.html#root-info; https://github.com/OpenSUTD/discovery-week-working-title/issues/29
- I think you might have wanted to discuss what the calendar might be like. I’ll just clarify and repeat once again, as I have said to Eugene continuously, that the previous idea of a calendar that ROOT had in mind does not suit the purpose intended whatsoever and hence we did one for DiscoverSUTD.
- Would also like to put this down and express that I would have really hoped for more support from ROOT to work on specific components for DiscoverSUTD and am slightly surprised at how it turned out in the end. If I am to be honest, I thought discussions on a calendar would have yielded one by DiscoverSUTD. We’ve waited long enough and given enough time before setting out our own. The earlier github version was merely a prototype. Also about doing a freshmore welcome guide, this was discussed 1st April with comments that it would help with the ‘emotional portion’ of entering SUTD. up till 10th May all I hear are comments on the need for checking with people and well orientation happened so we decided to do our own guide.
- Would like to commend Clarice Chua from Ocomm for taking up the challenge of being my liaison with orientation and helping me make sense of how the event is going and what would be the best moments to present on DiscoverSUTD + scrambling to get the AV working during dinner. I look forward to having her help out for the Human Library too.
- Amongst all my e-mails when I sent out, I noticed that minions didn’t have a club e-mail and the root communications e-mail wouldn’t be recognised by Outlook. Suggest this is something you look into and just double check.
-
Event Ops
- I will e-mail everyone once a day to remind them that there’s an event today and check after the event has ended
- Will continue updating if anything occurs in the Discovery Week hackmd

Post-event
- Have asked for a meeting date to go through the event
- Will aim for it to be an open meeting, all students can ask any questions about the event
- Will produce an event report
- For everyone I have worked with I may request for a short interview with you over phone/e-mail to make sense of the event organisation from your perspective

Once again, thank you for SAC and Pillar reps for being extremely cooperative and supporting this event. A lot of it would literally not have been possible without your rapport with individual fifth rows and pillar staff. DiscoverSUTD is an event that’s never been organised in this manner before. The core team itself is no more than 5 people with a larger collection of around 10 advisors but this event will involve about 600 people in total. That’s a multiplier of almost 120x. This also would not have been possible without Jiaxin from OSA who has helped to navigate and assure the staff as the event went along.

# Telegram message
Hello and welcome to SUTD!
I hope Orientation is going great but this is just the beginning of your SUTD journey!
As a community, we've been putting together a series of events called DiscoverSUTD just for you.
1. Do check out Onboarding guide here: https://discover.sutd.dev/DiscoverSUTD-Guide/index.html#0
2. This is the landing page for all DiscoverSUTD events and information: https://discover.sutd.dev/index.html
3. We've managed to get some seniors together to form a never-ending Ask-Me-Anything at this telegram group: https://t.me/amadiscoverSUTD

You should really bookmark both the guide and the landing page as these will be updated as the weeks go by. If you'd like to give feedback to me directly, you can just drop me a message at my telegram handle @fishbiscuit anytime!

# DiscoverSUTD event page
Wishlist

1. Use the DiscoverSUTD logo for the top pages
2. Event calendar to link back to the same Google Sheets [this one](https://docs.google.com/spreadsheets/d/1V3Lg53DXCmS_D_sYZ3-v_LYmYxdyx44MJ5gSqUXIJdU/edit#gid=0)
3. Port over both event calendar and the signup page into the same repo
4. Standardise colours across all pages
5. One onboarding document [started here]()
6. Supper dates to include

Dates with Supper
21 May
23 May
27 May
28 May
30 May
3 Jun
4 Jun
6 Jun

Location: MPH

# Visual Branding completed
**[Download Fiverr Delivery](https://drive.google.com/open?id=1HDRZq5yTPcMapmryQU6UX5ZxYOXuJRDi)**
**[Download QR Code Poster Working Files](https://drive.google.com/open?id=1kF8Fvfl_6-VLNtpoSNTtl7yij7YdKN7J)**

Approved Logos | A4 QR Code Poster
:-------------------------:|:-------------------------:
 | 
PPT Title Slide | PPT Typical Slide
 | 

Alternative Title Slide|
:-------------------------:|
|

# Changelog 6/5/19
[Updated Schedule](https://open.sutd.dev/discovery-week-working-title/proposal_details/)
**Key scheduling changes**
1. Human Library shifted to 22nd May
2. Pillar sessions shifted to 23rd May
3. Lab visits shifted to 23rd May
4. Included educational briefing on 24th May
5. Freshmore inauguration ceremony shifted to 29th May
6. Freshmore Welcome dinner shifted to 29th May

**Fifth Row sessions**
1. 11 sessions as of 6/5 ( 4 sports, 4 arts, 2 coding, 1 ROOT)
2. Cut off by 15/5
3. Finance wants to justify for each line item before granting budget, not a block grant
4. Latest news - awaiting finance to clear our justification

TODO:
- [x] check for conflicts in sessions
- [x] set up calendar
- [ ] verify finance approval

**Pillar Sessions**
ASD
EPD -
- Zhouzhi and I contacted to find seniors to help out
- Peter will be facilitating the following activities at our Data Analytics Lab (1.610) on 23 May (Thursday) at 2:00pm – 4:00pm:
a. Transportation Game
b. A data analytics course and hands-on session using QGIS (geographic information system)

Our Data Analytics Lab can only accommodate 50 students, so please help ensure the sign-up for ESD pillar session is capped at that level.

If there is an overwhelming demand, please alert me or Yu Chiann in the week of 13 May. I will be overseas from 16 – 22 May but will be contactable via email if needed.

ESD
ISTD

- awaiting reply on details for pillar sessions. however ESD has proceeded to prepare one. will use this as refernce

**Human Library**
[Ops Document](https://hackmd.io/fx1y32_pSBK4H9nPBQ8ctw?view)
- venue booked, Campus Center
- date changed to 22nd May
- [x] Team formation (Barcoma, Peijia, Clarice, Xinyun)
- [x] Sending out invites
- [x] Invite round 2
- [x] Collating biographies
- [ ] ~~Sign-up form~~ changing the format

**Publicity**
- Established contact point (Clarice)
- briefing set on 13th May
- Event calendar, considering not to use Eventyay because feedback was that it's quite overkill

- [x] Briefing slides

**Visual branding**
- propose changing name to DiscoverSUTD
DiscoverPeople: human library, housing, supper
DiscoverPillars: pillar sessions, affiliated pillar sessions
DiscoverPlaces: research labs (or collapse into discover people)
Discover5thRows: fifth row sessions

Visual branding material:
X1 standard powerpoint template as a cover page for sessions for a consistent brand
X1 logo the word “Discover” and like the action verbs after that
X1 poster to put in all of the lifts with a QR code

- [x] awaiting approval
- [x] Fiverr-ed
- [x] Draft logo approved by Registrar
- [x] Delivered
- [ ] Printed
- [ ] Put out
- [ ] Grab the SUTD instagram page

---

# Human Library proposed books
23 faculty

Ask for 5 more researchers from each lab. Also open call for 10 seniors.

assume assign 5-6 students each with a total of 38 books. Event is able to cater for 190 to 228
[Ops Document](https://hackmd.io/fx1y32_pSBK4H9nPBQ8ctw?view)

# SAC reps meeting on getting 5th Rows to hold sessions
1. Stick to the principles that we set out
2. Put across the budget provided from the perspective that fifth rows, if they fulfill requirements will get a budget from us rather than that we owe them a budget
3. Encourage fifth rows to allow us to put up their club material online to facilitate information sharing for freshmores

Specifically for Fifth Row Forum
1. Will share on individual cluster's expectations for discovery week
2. Will show the webpage and emphasise on the workflow
3. Will emphasise on the decisions why we chose to use github as the platform for this event

# Clarifications
1. Do we need an EPF? for workshops claims etc
- Maybe can say that we already have proposal templates for our own Discovery Week events, ask them if those are sufficient, instead of insisting on theirs. Or what other details are important in the current EPF that we should include in our template? -sw
- Need to clarify what is considered as equipment cost
3. Is there a way to streamline claims?
- right now for usual student events, first, purchase request forms are filled up by the claimant and approved by the club treasurer first before purchasing. After paying out of their own pocket, then they fill up individual student club submission claim forms to be again approved by the club treasurer.
- Should we follow a similar procedure, but instead the purchase request & claim forms are to be approved by the discovery week exco / the OCIF directly? But the discovery committee kinda lack manpower for handling finance for so many clubs effectively -sw
- **MUST HAVE ORIGINAL RECEIPT** you keep your own photocopy, have a dropoff box
5. In what capacity will the registrar's office work in this event? will just work directly with Jia Xin
6. For fixed items can we directly invoice at one shot and save the paperwork?
7. Mont Calzone as caterer. As long as there's a proper receipt.
8. Days to schedule
9. Can get OCIF to move stuff for us, especially campus center. But need to check
10. Using Github with the staff
11. Need to check on venues/ proposed locations
12. Some ideas for venues -
- Holding Human Library at Campus Center - constraints are we need to have some set up time and furniture. OCIF might counter propose having it at the library instead but I don't think there's enough space to accomodate the entire cohort. Also we should try to emphasise the importance of having it at a single event as the atmosphere of the event will be very important
- Holding Human Library at the MPH (at hostel) - might be a bit far and incur some set up cost
- Holding Human Library on the first floor, through splitting the event into multiple venues - there might not be many venues we can take for the first floor and there'll be some student movement we'll need to plan for
- Holding all our events at cohort classrooms - will require finer planning because the venues are quite near. Will also have to consider movement between classrooms especially since it's in a single block across multiple floors now

As for numbers, we should be able to cater to at least half the cohort showing up. Though we will aim for full attendance >90% .

# Roles sought (Tentative)
1. Coordinators for Human Library
**Event description**: Freshmores get to 'borrow' members of the SUTD community for a conversation
**Stakeholders:** pillar staff, professors, seniors, researchers
**Duties:**
- reach out to speakers and communicate both intent and request
- collate speaker bios
- clearly communicate venue needs and ensure no conflicts
- clearly discern speaker needs and fulfill them
- Set up registration process with an emphasis on simplicity and ensuring freshmores know which 'book' they signed up for

**Operations:**
T-2week - prepare speaker bios and be ready for registration. All venues booked. Refreshments ready.
T-2days - Publicise Human Library to the incoming Freshmores and facilitate the registration process.
23rd May, 1600-1800 - Day Ops
3. Coordinators for Lightning Talks
**Event Description:** lightnings are meant to provide tangible examples to freshmores on experiences in SUTD. this is to give them a chance to get to know role models and hear about upcoming programs they can be a part of.
**Stakeholders**: pillar staff, professors, seniors, researchers
**Duties:**
- reach out to speakers and communicate both intent and request
- collate speaker presentations and discern themes
- clearly communicate logistical needs for speakers

**Operations:**
T-1week - prepare speaker bios, get a sense of which sessions might be oversubscribed according to events in Discovery Week so far
29 May, 1400-1500 -

5. Coordinators for Lab visits
**Event description:** to provide Freshmores an experience to visit and interact with research labs situated in SUTD
**Stakeholders:** itrust, dmand, lkycic, o lab, idc

7. Visual branding team
Will be provided with a budget of $100
**Duties**
- assist session organisers to maintain a consistent visual brand throughout the event
- produce graphics for curated tracks and programs

# Pillars
Programs:
We're looking for support from the pillars to
1. recommend profs/ seniors to a human library session on W1,Thurs (23/5) *concerned about the specific logistics of making this happen. Suggested having think tanks that are focused with profs from specific pillars/ topics for easier management.*
2. contribute speakers for lightning talks, could be PhDs, profs that would like to share interesting projects etc on W2,Wednesday (29/5) with a focus on the SUTD experience that excite people
3. organise an experential session on what a pillar lesson might be like, subject to each pillar's availability on the recommendations of the pillar reps. for W2, Wednesday (29/5)
- EPD: what lab sessions might be like at ARMs
- ESD: thumbles/ MSO game/ using R *concerned about venue arrangements and capacity for students who sign up*
- ISTD: lab session, maybe adapt popular sessions *ISTD has many focus tracks and it will be hard to let them experience all of them. Suggest going for the most popular one and following up with other sessions as the term goes by*
- ASD: having them join an existing SUTDio session? emphasis on keeping it informal and not too intrusive on the current batch's time too. *Suggested showcasing some of the VR material, agree that having students visit the studios wouldn't work because seniors are doing their own thing and one cannot simply jump into the design process without sufficient context*

Communication method:
I'm asking them to let us take the lead in reaching out to the profs as they are generally more responsive towards students and i don't want it to be a pillar head top-down thing.
So I'll want to e-mail the pillars, perhaps with a short note from the pillar heads on how this might be relevant for them and then supplement with a more targeted approach to specific profs that they recommend.

FAQ:
What's a human library?
Have speakers act as 'books' and you can 'borrow' their time. Execution-wise, have students 'borrow' the books for a fixed timeslot and rotate every hour. Possibly just have the professors at their office/ location of their choice and students can come by.

What are students concerned with?
As a freshmore people don't have enough information of what they learn at pillars.
As seniors we hope that we can provide a fair representation of the pillars without being intimidating

What is openSUTD?
1. open regulation - students can easily navigate the ecosystem
2. open notes - students can tell ahead of time what to expect in courses and have better decisions as to what to choose/moderate commitment to fifth rows etc
3. projects - inter-batch collaboration and inspire freshmores
4. fifth row guides - for those that want to start something

# Learning Workshop meeting, 1400 26/3/19
Met with Chin Wei
**Objective** of workshop is to imbue students with a growth mindset and the right sort of attitude to approach challenges in SUTD. Not just academic but also the opportunities here.
**Previous years** involved a 1.5h sesssion to share about growth mindset/ attitudes that will help one make the most of SUTD. they intend to have profs to do simulation exercises with the freshmores and put them to roleplay situations where the right mindset can help them overcome/ make the most of their opportunity.
**Looking for** ways to better engage students. Suggested having videos/ interaction with students who managed to overcome challenges/ do meaningful work in SUTD. We could have students that, through these meaningful experiences, arrive at sufficient expertise to run workshops during Discovery Week to record/present about this experience in a short 1 min video and let them promote their session during the Learning Workshop.
**We will** continue the conversation as planning continues. Chin Wei will send us his material so that we can provide some synergy throughout the rest of the programme. eg. material on how one might overcome introversion could be put in the Human Library short description to encourage freshmores

# 20th March discussion with Jia Xin and registrar
Objective was to clarify some finer points of the proposal and confirm on budget request.

1. Registrar will check the budget for us, hes quite open to it, just propose that we push back the supper time to 7 to make sure the fasting period is over
2. Next Wednesday he will engage all the pillars including HASS. I told him we want them for both human library and to run mock pillar classes. I'll prep a presentation for that and will bring in the pillar reps to this group soon
3. Open to have eventyay be our platform

4. Check with Chin wei on what the learning journey will be like

# 14th March cluster rep discussions

1. Scheduling between Fifth Rows
2. Getting Fifth Rows to mingle at MPH post-sessions
3. Ensuring that the default standard of fifth row sessions are decent
4. [Template](https://github.com/OpenSUTD/Discovery-Week-Working-Title/tree/master/Fifth-Rows) for Fifth Row sessions

## Scheduling
### Free days for Fifth Row Workshops/ Tryouts

1. Prioritise for sessions that accomodate large number of students/schoolwide events eg. inter-varsity bands.
1. Seek collaboration with the pillars to bring in a 'pillar-perspective' into the workshops that fifth rows run. (Pillar reps to advise on this)
1. Always provide/incentivise students opportunity to record and share reflections after sessions.

| Week \ Day | Mon | Tue | Wed | Thu | Fri |
| -------- | -------- | -------- | -------- | -------- | -------- |
| Week 2 | e.g.1800-2000 | Text | Text | Text | Text |
| | e.g.1800-2000 | Text | Text | Text | Text |
| Week 3 | e.g.1800-2000 | Text | Text | Text | Text |
| | e.g.1800-2000 | Text | Text | Text | Text |
| Week 4 | e.g.1800-2000 | Text | Text | Text | Text |
| | e.g.1800-2000 | Text | Text | Text | Text |

**utilise eventyay**: https://eventyay.com/e/80f9d561/

### Post Fifth Row Chillax Session
Recommend to host it on monday/tuesday nights. Something to look foward to from the beginning of the week. end of week shag already just want to go home / socialize with my own friends.
**important to have a common gathering point for students to share their experiences and bond over conversations**

## Sports
2-hr Workshops foreseen to be coming up:

## Makers & Specialists
2-hr Workshops foreseen to be coming up:

## Arts & Culture
2-hr Workshops foreseen to be coming up:
1. **Languages** : Indonesian, Japanese, Korean (respective language clubs)
2. **E-drawing** : Illustrator basics. Photoshop basics. (MVMC / SUTDIO)
3. **Drawing** : Scene Sketching basics. Sihoulette sketching. Product sketching (Urban sketching / MVMC)
4. **Body expression**: Dance workshop. (ballroom, funktion, ddz, zouk) Skit. (Drama, Chinese Drama)
5. **Instruments**: harder to conduct workshops (various performing arts have capacity to set aside extra instruments for freshmores to share, but its hard to dedicate to teach a single instrument. Much less multiple instruments. The clubs that focus only on single instruments are interest groups that don't have spares)

## All workshops
Totalling ***at least 12 workshops***, excluding instruments, if we are going via the skill track route suggested by kayjin.

If workshops need to be reduced due to lack of time slots, then there should be 1 workshop of each category mentioned above workshop from the arts cluster, so, minimally 5 time slots across the period for the arts cluster. Then, the arts rep will request clubs to send in their proposals for each category, using the [Template for Fifth Rows](https://github.com/OpenSUTD/Discovery-Week-Working-Title/tree/master/Fifth-Rows)

---

# Discovery Week Concept
Previous planning [document](https://docs.google.com/document/d/1A_bl4-s3VXOBQe-K85AHm5zBOxTaml8Gq43lHRpIMx8/edit#heading=h.w41sy5e44bpr)
:::warning
To all who are reading this document or who have stumbled across it.

Activities are suggested and if you'd like to put an idea down, feel free to do it.

If it is being worked on, it will be expressly stated to prevent duplicate work.

If there's new work being done it will be stated too.
:::

# Concept
Adopting the model of a Conference with large-scale talks targeted at the general audience but also breakout sessions that participants can sign-up for on an individualised manner.

**Emphasis on personal agency to allow for self-discovery of SUTD's ecosystem.**

Inspiration:
1. [AWS Summit](https://aws.amazon.com/summits/singapore/), upcoming [Agenda for April](https://aws.amazon.com/events/summits/singapore/agenda/techfest/)
2. [Fintech festival](https://fintechfestival.sg/)

## Objectives
1. Freshmores - understand the spaces (virtual and physical), avenues for resources and communities in SUTD in order to embody the desired culture

**Culture embodying the spirit of innovation, collaboration, having self-initiated projects, self-directed learning and broad-based skill integration**

2. SUTD - celebrate the work done by our research community, 5th rows and housing (specifically amongst seniors)

**Showcase the potential of UROPs and taking up research projects in SUTD, similar to LCC in an interactive/ experiential manner**

# Planning Parameters
Discovery Week to **take place in the afternoons within the 1st week of term (i.e. 21 May to 24 May)?** Discover Week may tentatively begin from 2pm onwards however do avoid planning activities on Wednesday (22 May) afternoon and the timeslots for Tuesday as stated below.

Take note of Ramadan and be culturally sensitive

Have a focus on engaging students that are disengaged

Need to disseminate information clearly (especially academic matters) and resources/ opportunities

:::info
Considering the constraints here, the goal of this team would be to set up sufficient channels for freshmores to have a sustained engagement during **Term 1**.

Rather than relying on mass sessions, to allow them to have a conceptual idea of what might be interesting/important to them and go for it.
:::

# Team Composition

## Collaboration
- ensure consistent tone throughout all efforts
- fair representation of the community
- must ensure conceptual integrity throughout the events and update key documents that represent this

## Communications
1. Visual branding
2. Announcement channel (and it's management)
3. Calendaring

**Let's ask for a budget for this rather than having to rely on heavy student involvement considering that it's Week 7**

## Content
Overview of activities
- Housing Activities
- Pillar info
- Human libraries
- Lightning Talks
- Bands

# Proposed Activities
## ! Stakeholder buy-in list
1. Housing/HG/RLC for hostel access and booking of spaces
1. Calendar team that ROOT Communications is trying out
1. Indivudal research labs for access, tour guiding
2. Pillar reps for introduction to pillar life
3. Bands for open-mic
4. Location for open-mic (eg. Mont Calzone/ Crooked Cooks)
5. DSBJ app devs
6. Candidates for lightning talks
- GEXP
- ALP
- GLP
- UROP
- Hackathons
`need to shortlist`

## Establishing Conceptual Map
1. User Guide - Gitbook/Github Page/Wiki to explain the program
2. Demarcate events into 'Levels' based on level of technical difficulty
3. Static one-stop page to serve as event calendar
4. ! Working together with DSBJ app, pending their initial take-up rate and on evaluating their app's roadmap to check for alignment
5. ! Using [OpenSUTD](https://opensutd.github.io/OpenSUTD-static-design/) as the go-to conduit into SUTD life
- Fifth Row Guides
- Communication channels for queries
- Knowledge/skills
- Contribution guides
- Proposed wiki format
7. Badges within the ecosystem so people know who is maintaining what.
  

## Academics
1. Plenary session on general Pillar information
1. Class simulations conducted by actual students
1. Open Office Tours for Academic Labs
1. Lightning Talks targeted at sharing students' experiences working on research projects
1. OpenSUTD Notes and Project repository sharing, [NUS example](http://isteps.comp.nus.edu.sg/event/12th-steps/module/CS3217)
## Student Life
1. Housing
- Getting to know the facilities that people can use
- Getting to know people in your floor including seniors
- Getting to know the academics that stay next door (but take note this must be a purely voluntary basis)
1. ROOT Cove
- Easter eggs/ hunt the mouse to get people to congregate at this designate student space
- Challenges people can try
1. ! SAC usage and activities. Also to understand how one can [utilise](https://github.com/OpenSUTD/SAC-student-rules) it
1. Unified Fifth Row calendar for tryouts
1. One-stop Telegram message group for information
1. Human Library
1. Lightning Talks targeted at sharing the Fifth Row experiences
1. After-party - Open Mic

## Theory of Change
Taken from [A novel approach to onboarding](https://blog.hiri.com/a-novel-approach-to-onboarding-4a6c952a3e62)

|**IF**|**THEN**|
|---|---|
|We define our desired **culture** clearly and it's exhibited **behaviours**| A natural **transition** into university life may occur smoothly|
|Freshmores are introduced to **existing communities** or given the opportunity to start their own. Every Freshmore is **inducted into the people on their floors** and shown how the **spaces in Housing** may be used|The **gap** between freshmores and seniors may be better breached|
|Freshmores are prepared for upcoming projects with **tools, resources, meetups** to get inspiration from. This may result in a **guided project** that culminates in an actual product within the stipulated time|Freshmores will be able to **uncover their personal interests earlier** in the university journey|
|Freshmores need to be shown the **realities of working in SUTD** and have their expectations tempered to realistic levels and the urgency of taking on a project early|We will be able to **identify talented freshmores** to carry on key initiatives and culture-building exercises|
|Emphasise the **potential of projects** as a catalyst for growth|We will be able to **map the state of SUTD** on a yearly basis|

## Stakeholder Map

graph graphname { 
        Notes [label="Student Notes"]
        SL [label="Student Life"]
        CCA [label="Fifth Rows"]
        Projects [label="Academic Projects"]
        PP [label="Personal Projects"]
        Spaces [label="Shared Spaces"]
		SUTD -- Academics;
        SUTD -- SL;
        SUTD -- Spaces;
        Academics -- Pillars;
        Pillars -- Projects;
        Pillars -- Content;
        Academics -- Research;
        Research -- DmanD;
        Research -- LKYCIC;
        Research -- iTrust;
        Research -- TLab;
        Research -- IDC;
        Research -- DataAnalyticsLab;
        Academics -- Notes;
        SL -- Housing;
        SL -- CCA;
        SL -- PP;
        Spaces -- SAC;
        Spaces -- FabLab;
        Spaces -- ROOTCove;
        Spaces -- PillarRooms;
        Notes -- OpenSUTD;
        PP -- OpenSUTD;
        Projects -- OpenSUTD;
	}


*Pillar Rooms meaning Learning Lab (ISTD), ESD Room, ASD Studios*

! Ensuring alignment with [Open House themes](https://openhouse.sutd.edu.sg/why-sutd/). Key objective to show them the embodiment of the 'why SUTD' statements.

1. Design-centric education focusing on human-centred solutions
2. Multi-discplinary curriculum to nurture future-ready graduates
3. Active, self-directed, collaborative and hands-on learning
4. Start-up atmosphere brimming with community spirit
5. Dedicated time to pursue your interests (Weds and Fri half days)

---

# Review
## Discovery Week 2018
- Students lost interest quite quickly as they had no mental compass as to what events would be useful
- better aesthetic language would be desired
- students are looking for something to transition them into university life to help them cope with Freshmore term
- 13 events spread over two days starting from 0930 and ending at 1630

## Other University orientation efforts:
1. USP academic camp - introduce to incoming scholars the culture expected in the programme
1. Renaissance engineering programme camp - they undergo a guided project during the camp that is meant to be hands-on

## Organisation employee orientation efforts:
1. Public Service Foundation Course (https://www.cscollege.gov.sg/programmes/pages/display%20programme.aspx?epid=vae3uj66l29irohmc3tpgfolam)
1. Valve’s employee handbook (https://steamcdn-a.akamaihd.net/apps/valve/Valve_NewEmployeeHandbook.pdf)