SCS Guide

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Revision as of 14:39, 30 November 2015 by Pj2melan (talk | contribs) (added some of the more important post-mortem Cory D lessons)
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From time to time we work with the School of Computer Science. This page documents the various interactions for future exec.

Meetings with the Director

As of W09 we have monthly meetings set up with the Associate Director on the third Monday of every month. This was picked so that we could have new Executives in place for the first meeting of a term. Get in touch with the director (currently Mark Giesbrecht at x36582) when you get elected to pick a time. These meetings are useful to discuss the current state of the curriculum, school wide things, SCS-CSC cooperation, and the money that they give us. The AD's time is usually valuable so prepare yourself for the meetings. SCS likes us a lot as of this writing, continue the good relationship.

Things that the AD will do at present: listen to your complaints regarding the state of the curriculum, put the SCS logo on invitation letters to potential speaker, give you money.


SCS currently maintains a 10k/year fund to bring in out-of-town speakers, which we share with the WiCS undergrad committee. As such, if you want to bring someone in you'll have to meet with WiCS and SCS.

To get reimbursement contact the SCS Financial Officer (Anne Turnbull at present) with the request, she will give you University Accounts if they're needed for A.V., theater booking, or purchasing. She can also answer questions you have regarding the various forms you may need to fill out to get money.

Paying for a speaker

The University has to abide by certain rules that also apply to the government. As of F2015's Cory Doctorow talk, Anne's response to reimbursement requests was to first read policy 31. Policy 31 contains the actual policy text, but also guidelines for out of town speakers under the policy 31 guidelines.

A couple gotchas for reimbursing speakers for expenses:

  • Original, itemized receipts required. This means if there's a hard copy of a receipt, try and get it. Importantly, make sure the speaker knows this, and brings everything to you. Of course, with any reimbursement you make, just a credit receipt is not enough. Itemized receipts required. If there's a tip, a credit receipt will show that, but you'll also need to include the original itemized receipt to get the reimbursement.
  • For plane tickets, boarding pass is also required in addition to the booking receipt. Get the speaker to save his boarding pass. If you don't have a boarding pass, ask the airline to get a copy to you. For example, the Air Canada app does not reissue the boarding pass, so you'll have to fill out a form with AC to get a copy again.
  • Everything expensed should be related to work. For example, if the speaker incurs an extra baggage expense at the airport, make sure to get a statement from him stating it was required for the speaking event.
  • There are maximum meal costs. Usually they aren't reached, but it's nice to let the speaker know of them. The table is found in the guidelines at 7a "maximum meal costs".

If you want to get a limo or car service, the guidelines list the University's preferred limo service company. Or you could get a towncar. All expensable.

The SCS Office

The SCS office handles keys for the CSC office and booking of rooms under jurisdiction of SCS on behalf of the CSC. As of this writing, SCS office staff are very busy, and have no time to deal with matters other than those listed here.