Nominations

Nominations: Core Team, Udghosh’19

Nominations are invited for the following positions in the Core Team of Udghosh '19, the inter-collegiate sports festival of IIT Kanpur:

  • Festival Coordinator
  • Head, Events (Major Events and Competitions)
  • Head, Finance
  • Head, Marketing
  • Head, Media & Publicity
  • Head, Public Relations
  • Head, Security
  • Head, Show Management
  • Head, Design
  • Head, Web

The deadline for completing the application process is 11:59 PM on 24th December 2018.

Eligibility Requirements:

The student shall satisfy all the requirements of the General Eligibility Criteria as mentioned in the Appendix-F of the Constitution of the Students' Gymkhana, available here: http://bit.ly/SS_AppendixF

In particular, the student shall satisfy the following CPI requirements:

  • 6.0 for UG students
  • 7.5 for PG students who have not completed their course-work
  • 7.0 for PG students who have completed their course-work

Application Process:

  • Fill the application form at the following link: Nomination Form
  • Send an email to "chair_ss@iitk.ac.in" with a cc to "harshul@iitk.ac.in" or "prak@iitk.ac.in" with the requirements outlined below. The subject of the mail should be in the format: "Udghosh '19: <Name of the Candidate>".
    • Mention the Post(s) you are applying for.
    • Attach a screen-shot of your latest transcript, named in the format: "Udghosh '19: Transcript: <Name of the candidate>".
    • Respond to the following questions in your mail:
      1. Discuss an event/activity you were engaged in, in which you believe you made a lasting impact. (200 words)
      2. Write an essay on how you envision your “Dream Udghosh”. Your essay should include the basic principles on which you want to organize the festival and the changes you intend to bring about from the previous years. (400 words)
      3. List and explain at least 5 major constraints/bottlenecks that might hinder your quest for your “Dream Udghosh”. (100 words)
      4. Discuss what makes you suitable for the post(s) you're applying for. Also mention your contribution/ involvement in various capacities in Udghosh or Inter-IIT Organisation until now. (200 words)
      5. List all non-Udghosh/Inter-IIT activities in which you have been involved in the past which you think is relevant to your nomination. (100 words)
  • You may ask any fellow student to recommend you. Recommendation letters are not compulsory. Maximum two recommendation letters are allowed.
  • The Letter of Recommendation in word format should be attached in a mail by the recommender to chair_ss@iitk.ac.in, with the subject in the format "Udghosh '19 Recommendation: <Name of person recommended>".
  • Candidates applying for more than one post need NOT repeat any part of the application again.
  • All the above steps must be completed before the deadline.

Guidelines for Interview:

Kindly prepare a presentation of around 10 minutes in length. After the presentation, there will be a round of questions by the panel. The time limit shall be strict – please be on time and note that the panel will not consider any part of the presentation you have not completed in time allotted to you. If you've applied for 2 posts however, Interview for both shall be held together and you'll have 15 mins for the presentation. Make sure that you separately detail the vision and other information expected for both positions.

Further note the following general guidelines:

1. The presentation should bring out your vision for the festival (or the wing), including any major structural or procedural changes you wish to make.

2. The presentation should broadly cover every domain of the festival (or every sub-domain of the wing), along with a detailed budget.

3. The presentation should highlight the initiatives you plan to take in the festival (or the wing), along with a timeline.

4. A good presentation is not the same as a fancy presentation. It is more important to spend time in conveying your ideas clearly than it is to beautify your presentation.

5. The presentation is an opportunity to showcase your soft skills and ideas to the interview panel. Please dress and present yourself appropriately.

6. You will not be allowed to see the interview of other applicants even if it is for some other post. Please wait outside the room until you are called in.

 

The responsibilities of the respective core team members, as given in the Festival Manual of Students' Gymkhana are given below:

Festival Coordinator

The Festival Coordinator shall be responsible for overall conduct of the festival. He/she shall:

a. Be the Chief Executive of the festival.

b. Plan all activities, events and competitions of the festival, in consultation with the Core Team, COFA and FAC.

c. Be responsible for the Memoranda of Understanding signed between the festival and any external body.

d. Present a detailed pre-conduction report of the festival (including a report on the marketing, security and planned budget) at least five days before the festival to the Senate.

e. Present a detailed post-conduction report of the festival (including the finance report) within four working weeks of the festival, where a working week is a week during the semester, other than a week in which mid-semester or end-semester exams take place.

f. Constitute a Special Task Force in consultation with the President, Chairperson and Festival Chairman, and shall place it before the Senate for ratification.

g. Propose to the Senate an expansion in his/her Core Team as per his/her requirements to suit his/her needs, if necessary.

h. Be answerable to the Senate directly for all matters pertaining to his/her festival, including mismanagement, if any.

Head, Events

The Head, Events shall be responsible for the conduction of all events, competitions and activities during the festival. He/she shall:

a. Propose the names of Managers for various events and other Events team members to the Senate for ratification.

b. Be responsible for the work of the Events team.

c Be directly responsible for the conduction of all events in the festival.

d. Decide the prizes, in consultation with the Coordinators for various events and competitions.

e. Be responsible for the hospitality of all external participants in the festival.

f. Coordinate with the Head, Show Management and Head, Public Relations to ensure a smooth conduction of events.

g. Present a pre-conduction report about the events that are going to be organized during the festival.

h. Present a post-conduction report about the events that were organized during the festival along with his/her recommendations.

Head, Finance

The Head, Finance shall be responsible for all financial and accounting matters pertaining to the festival. He/she shall:

a. Propose the names of the Finance team to the Senate for ratification.

b. Be responsible for the work of the Finance team.

c. Prepare the budget in consultation with the rest of the Core Team and present the budget to the COFA, followed by the Senate at least one week before the festival.

d. Submit all bills to the Finance Committee within 30 days after the conduction of the festival.

Head, Marketing

The Head, Marketing shall be responsible for the marketing of the festival, and thereby shall be responsible for arranging enough funds and resources through sponsorship for the conduction of the festival. He/she shall:

a. Propose the names of the Marketing team to the Senate for ratification.

b. Be responsible for the work of the Marketing team.

c. Be responsible for the hospitality of sponsors and their representatives.

d. Present a detailed Marketing report to the COFA, followed by the Senate at least one week before the festival.

Head, Media and Publicity

The Head, Media and Publicity shall be responsible for handling the various news media and for publicizing the festival both inside and outside the Institute. He/she shall:

a. Propose the names of the Media and Publicity team to the Senate for ratification.

b. Be responsible for the work of the Media and Publicity team.

c. Be directly responsible for any communication with news media of any sort.

d. Employ various methods to publicize the festival inside and outside the campus.

Head, Public Relations

The Head, Public Relations shall be responsible for the handling the artists, judges, guests and dignitaries that attend the festival. He/she shall:

a. Propose the names of the Public Relations team to the Senate for ratification.

b. Be responsible for the work of the Public Relations team.

c. Contact various eminent personalities to attend the festival.

d. Be directly responsible for all communication with professionals for participation in the festival.

e. Organize and be responsible for the hospitality of any guest that visits during the festival.

f. Coordinate with the Head, Events to ensure a smooth conduction of events.

Head, Security

The Head, Security shall be responsible for the security arrangements for the entire festival. He/she shall:

a. Propose the names of the Security team to the Senate for ratification.

b. Be responsible for the work of the Security team.

c. Prepare a security plan in consultation with the President, Chairperson and the Security Office of the Institute taking into account logistical details and planning for emergency scenarios, and corresponding plan of actions.

d. Present a preliminary Security report to the COFA, followed by the Senate at least one week before the festival.

e. Present a post-festival Security report about the security arrangements finally used in the festival along with his/her recommendations.

Head, Show Management

The Head, Show Management shall be responsible for the management of shows during the festival. He/she shall:

a. Propose the names of the Show Management team to the Senate for ratification.

b. Be responsible for the work of the Show Management team.

c. Be directly responsible for the various aspects of managing shows.

d. Ensure the availability of all materials required by the other members of the team.

e. Coordinate with the Head, Events to ensure a smooth conduction of events.

 

The responsibilities of the following two core team members are in the process of being incorporated into the Festival Manual of Students' Gymkhana:

Head, Design

The Head, Design shall be responsible for handling the entire graphic content (creative and branding) of the festival. He/She shall: 

a. Propose the names of Design team to the senate for ratification.

b. Be responsible for the work of Design team. 

c. Be responsible for formulating and implementing the theme of the festival. 

d. Assist the Head, Media and Publicity in handling Social Media accounts of Udghosh.

Head, Web

The Head, Web shall be responsible for developing and maintaining the website and related applications for the festival. He/she shall: 

a. Propose the names of the Web team to the Senate for ratification. 

b. Be responsible for the work of the Web team.

c. Be responsible for all web related technical aspects of the festival. 

d. Regularly update the website/applications to ensure that relevant information is properly conveyed to participants. 

e. Coordinate with the Head Design for design related aspects of the website/application.

About Chairperson, Students' Senate IIT Kanpur

The Chairperson, Students' Senate convenes and presides over the meetings of the Students' Senate, and ensures that the decisions taken are implemented. The incumbent Chairperson is Ayushya Agarwal, a fifth-year undergraduate student. Contact Details: Email: chair_ss@iitk.ac.in || ayushya@iitk.ac.in Phone: +91-9554555792

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