Protocol Task Force

1. Protocol Task Force Developing guidelines for student-run events.

2. Goals for Today • Get everyone on the same page • Discuss 1-2 policy proposals to work on • Agree on Group Membership • Set next meeting time Protocol Task Force

3. Protocol Task Force

4. Further Questions: • May ‚radical‘ speakers be generally allowed? Who should discuss & decide this? • Should an elected Dean or Professor sponsor a controversial event? • May expertise from outside be consulted to assess events in their academic quality? Protocol Task Force

5. Summary of Meeting Discussion

6. Solution: Student Run Events in General • time-frames for all student-events with regard to budget and time-line are desirable for CAIA, the Colleges and other funding parties such as GSA or USG • different categories for events suggested: depending on the audience, budget, topic etc. different parties, deadlines etc. need to be met in order for the event to take place • list of questions for the organizer to figure out easily which category the event falls into • more controversial events need more guidance, e.g. Global Issues Forum can just take place like this in the Common Room • one shared document (incl. funding) and one shared planning calendar as a result of this • core mission of Jacobs is leadership development – leadership is taught through giving responsibility for organizing something, the guidelines should facilitate and not discourage this • hard to say no to events for the admin & CAIA  USG & GSA should support these guidelines fully in order to be effective

7. Solution: Workflow of Events in General

8. Solution: Controversial Events in General Implementation Process Evaluation Process One Process Owner: looks at the workflow (see slide 4) and sees that the deadlines and necessary people are met in order to prepare a final decision by the Extended Managment Board or Academic Board on whether the event takes place, e.g. Academic Affairs the final decision is based on final speakers / program list and happens prior to advertising, funding and implementation of the event • One Process Owner: looks at the master document of the event and sees that the deadlines and necessary people are met according to the category in which the event falls, e.g. CAIA

9. Solution: Academic Events • academic quality ensurance entails faculty involvement  distinguish events that involve academic education /educated discussion vs. other events, e.g. cultural events faculty • mainly academic events need faculty guidance

10. Group Membership • Fixed to those having attended and volunteered during the EMT Forum + College Masters (Martin Freres is to invite them) • Further contributions and ideas are welcome • minutes to be sent to community (Martin Freres)

11. To-Do for Next Meeting • Gohr, Illenberger, Deutsch: draft evaluation process owner proposal including deadlines for speaker lists etc. • Gohr: revises work-flow draft and includes CAIA in the work-flow draft • CAIA: suggests typology of events and drafts guidelines for budget and deadlines for events in general • Brockman & Freres: consult the student representation to suggest additional points to the work flow & master document • Freres: invites College Masters, sends edited minutes to the community