UOG Event Logistics, Title IX Protocols, and Presentation Scheduling

Event Planning and Venue Logistics

  • Google Form Confirmation Strategy:

    • A Google Form is sent to prospective participants to confirm their attendance spots in advance.

    • Utilizing this confirmation system eliminates the need for repeated follow-up communications regarding availability, as participants can formally decline if they are unavailable.

  • Venue Selection: Cafeteria vs. Cafeteria Lobby:

    • Initial plans designated the cafeteria lobby as the event site.

    • Drawbacks of the Lobby Location: Passersby typically walk straight through the lobby area without stopping to interact or converse with event representatives.

    • Advantages of the Cafeteria: Setting up inside the cafeteria places representatives directly among the student body, maximizing visibility while students are eating.

    • Cafeteria Constraints: The cafeteria reserves designated tables specifically for exchange students to eat. Additionally, event setups inside the cafeteria risk taking up tables and chairs required by students for dining.

    • Coordination and Approval Process:

    • Indi manages the event venue form.

    • Key administrative contacts include Jasmine and Miss Wendy (Student Center representative).

    • Final Location Determination: Miss Wendy and point personnel confirmed that the cafeteria cannot be used for the setup, as taking up tables and chairs deprives dining students of space. Consequently, the event must remain in the lobby / Student Service Center (SSC).

  • Equipment and Table Allocation (SSC Logistics):

    • Because cafeteria furniture cannot be borrowed, event tables and chairs must be sourced externally.

    • Sourcing Strategy: Miss Kim recommended contacting Miss Jeanette via the Fieldhouse.

    • Administrative Process: Dr. Menu must be requested to contact Miss Jeanette to reserve and transport tables and chairs directly to the SSC.

Student Disclosure and Mandatory Title IX Reporting

  • Scope of Role at UOG:

    • Event staff, peer representatives, and volunteers at the University of Guam (UOG) do not provide clinical counseling or therapeutic services.

    • The primary role is strictly awareness raising and connecting individuals to external support resources, including Student Counseling, Barrow, or off-campus community services.

  • Title IX Mandates and Disclosure Protocols:

    • Because staff do not provide non-reportable counseling, team members operate under a federal mandate to report any disclosures of stalking, sexual assault, or related misconduct to the Title IX office.

    • Protocols for Handling Disclosures:

    • Staff must request contact information (full name and phone number) from any student or audience member who discloses an incident, explaining that the information will be shared with Title IX.

    • Voluntary Information Limits: Staff cannot force any individual to provide their name or phone number if they choose not to.

    • Minimal Reporting Requirement: If a student refuses to provide contact details, staff are still obligated to submit an unidentifiable report detailing whatever facts were shared (e.g., reporting that a female student disclosed an incident on a specific date at a specific event).

    • Dedicated training and role-play practice covering disclosure management is scheduled for Tuesday.

  • Title IX Office Functionality:

    • The Title IX office is a campus-level entity designed to support students and protect their educational access and goals.

    • Formal Options: Title IX assists students who wish to file formal complaints against professors, staff members, or other students.

    • Academic Protections: Title IX can institute measures ensuring a reporting student does not have to attend the same class as the accused individual.

    • Reporting Obligations: If a student chooses not to take action or file a complaint, Title IX does not force them to do so; however, the office must still receive the initial report to log the details in case the student seeks assistance later or discloses to another official.

  • Mandatory Reporter Classifications:

    • Designated Responsible Employees / Mandatory Reporters include:

    • University Professors

    • University Staff members

    • Teaching Assistants (TAs)

    • Research Assistants (RAs)

    • Dorm Resident Assistants (RAs)

    • Practicum students at AWPP

    • Informal student volunteers (such as Jandra, when acting purely as an informal volunteer and not as an AWPP practicum student) are not legally bound to this mandatory reporting process, though supportive peer behavior is expected.

Movie Night Operational Logistics

  • Sign-Out Sheet Strategy vs. Sign-In Sheet:

    • Based on feedback from Miss Kim, event tracking will use a sign-out sheet rather than a traditional sign-in sheet.

    • Rationale: Students frequently leave movie screenings halfway through; a sign-out sheet accurately captures actual attendance duration.

  • Paper vs. QR Code Implementation:

    • Digital QR code sign-outs often fail because students experience Wi-Fi connectivity issues during events.

    • Printed physical sign-out sheets will be used exclusively.

    • Sheet Format: Pre-populated with names of individuals contacted during one-on-one outreach who indicated they would attend, followed by blank rows for unlisted students to print their name, class, and sign-out time.

    • Execution: The sign-out sheet is put out at the exit towards the end of the movie and post-screening discussion.

  • Staffing and Event Coverage:

    • The movie night occurs tomorrow, requiring all promotional and notification emails to be dispatched today.

    • Jandra, who attends a Social Work class on Zoom ending at 5:30 PM, will assist in managing the sign-out station at the conclusion of the screening and discussion.

    • Additional event support involves Kim, Emily, Angel, and two event setup representatives.

Classroom Presentation Scheduling and Strategy

  • Available Days and Target Courses:

    • Classroom presentations are scheduled strictly across Tuesdays, Thursdays, and Fridays.

    • Selected Target Courses:

    • Critical Thinking

    • AN 101

    • FY (First Year)

    • Japanese

  • Time Slot Adjustments:

    • Target classes run on Tuesdays and Thursdays from 09:30 AM to 10:00 AM.

    • The initial draft incorrectly scheduled presentation times from 11:00 AM to 12:00 PM; this draft must be updated to reflect the 09:30 AM start time.

    • Dr. Meadows must be informed of the draft adjustment to 09:30 AM.

  • Location and Parking Considerations:

    • Presentations will focus on three classes situated within the Humanities & Social Sciences (HSS) building.

    • Conducting all presentations inside HSS provides public speaking practice while eliminating the need to move to STP, preventing the loss of parking spots at HSS.

  • Key Upcoming Action Items:

    • Complete required movie viewing and prepare discussion points.

    • Dispatch outreach emails today.

    • Await response from Professor Sofia to incorporate structured presentation practice.

    • Submit revised presentation draft to Dr. Meadows.

    • Finalize preparations for the upcoming October 19 event.