jpreps

January 8, 2021

Fri 01/08/2021

Agenda items:

  • New Courier: Veevee Cai! [applause]
  • Winter meeting
    • Discuss agenda (review previous years agenda in Drive)
    • Zac emailed Meg, Ed, Lea, and Kris with three potential dates (Feb 4, 11, 18)
      • APO thinks best to have after Open House, which makes a lot of sense
    • Virtual considerations → no food 🙁 Will people show?
  • Social event debrief
    • Cookie Swap
    • Gingerbread Houses
    • Departmental events
      • Chemcraft
      • AOSE monthly social hour
    • Trivia
      • Next trivia?
  • Open House
    • Video Projects
      • BIG, Reps, REFsi
      • Housing?
    • Kevin Kirwin’s video
      • Noah is responsible for cc
    • DEI Panel
    • Social Activities
      • Could do trivia
      • CLOSETWORLD is a no-go: noah did not learn Unity in time
    • gather.town update: can we feasibly use this and pay for the $1/person/2hrs?
      • Eligible for credit card
    • Swag
    • Food
    • Current student welcome letter send to admitted students (LF) 
  • Budget Update?
  • Misc. items
    • JP Fleet update
    • Photoboard

Meeting Notes:

  • Winter Meeting – Last three weeks in March for the meeting (after open house)
    • Zac is coordinating this – will send poll to student body for dates and/or topics
    • Agenda is in progress
    • Usually ~50 people attend
    • Likely a Tues/Friday – midday vs. evening – Not on a holiday
    • Look into MIT Grubhub option for food? Gives all a credit to apply.
  • Social events! (and events for departmental funds)
    • Gingerbread houses – Cynthia will put pics on JP website
    • Chemcraft – going well – Noah coordinating
    • AOSE monthly social hour – Rachel has hosted
    • Idea – Chocolate tasting – Lea’s idea
      • THIS IS GREAT – would fit in $200 budget
    • Cheese board – also could have a tasting over zoom – Lea’s idea
      • YUM
    • PO – open social hour during the practice talks they usually do
      • Other idea – care packages for generals students
    • Bio – mentoring pairs for pre/post generals students, will continue care packages for generals students 
    • G&G – TBD – Cynthia could start this up!
    • Trivia – Went well
      • Gift cards for coffee happened – Cynthia will send receipts to Kris
      • Next Trivia – Maybe shoot for Friday, January 15th (Noah and Stewart will coordinate)
      • Gather.town subscription for the hour we do – Cost = $1/person/2 hr
      • Large social event ~27 people
  • Open House
    • Video hasn’t finished yet
      • Kevin Kirwin – status? Some PO students uploaded some
      • Hopefully enough material – Kris will follow up with Kevin Kirwin
      • Should plan to make it closed captioned – Noah can make closed caption in post-production
    • PPT in progress – Noah made it
      • Youtube has an auto function for CC – can do that and tweak them manually
      • Zoom may also do this to some extent – Rachel did this accidentally
      • PPT has a closed caption option
      • Stewart will help Noah with this
    • Housing presentation? JP student or WHOI housing
    • DEI panel – any details?
      • Kris mentioned it is still in planning for open house – Lea’s working on it to get DEI MIT faculty
      • May need student involvement
    • Social activities – Students in charge
      • Trivia could be a good option – especially because there’s lots of downtime with people to chat. Split up teams by department?
      • Breakout rooms
      • Among us
      • Scribbl.io is another good option
      • Game night!
      • 1 or 2 social hours? 3 options? (Sun, Mon, Tues)
      • Icebreakers in gather.town – do a thing where you search around for specific people
      • Goal = games with downtime/opportunities for socializing
      • Department-specific socials – Time has been set aside for this at the start of the program –
        • Sunday informal time – Game Night 
        • Monday after 4pm virtual social – Trivia night – mix teams? Meet ppl outside of discipline? Gather.town?
        • Tuesday after 2pm Q&A by discipline – more structured; prepped questions/info by dept.
        • Tuesday night – open social hour, unstructured? Opportunity for open questions, breakout rooms, etc.
    • Current student welcome letter – DEADLINE 1st week of February
      • Idea is to tell students what social activities to come to
    • JP swag – status?
      • Shirts/stickers – Veevee – still a fair bit to distribute
      • Veevee – easy to make more stickers
      • Logan made spreadsheet??
      • Swag boxes need to be ready to be mailed as soon as students RSVP for Open House
      • Assign roles for ordering MIT and WHOI stores
      • Zac could be a receiving person – grabbing flat rate boxes
      • Noah will assist Zac with packing-shipping if needed
      • Jing will ID items and boxes
      • Zac will order via credit card all supplies needed – today if possible!
      • Budget per person ~= $40
        • Socks from WHOI – $13 (15% discount WHOI)
        • Take a Breath, thank the ocean magnet – 
        • One item from MIT – beanie – $25 (10% discount for members)
        • Stickers – Stewart will pick designs and send links for ordering
        • Stationary for handwritten notes from MIT store
        • Shipping will be variable
        • 60 of each
        • Someone send Zac links- Jing (Stewart help w/ stickers)
    • Buddy system
      • Do this when we get list of people accepted
      • Enlist help of JP ASK students
      • Kris will have a google spreadsheet as people get assigned and such
    • Budget update?
      • Have lots of funds 
      • Send out a call for requests – Cynthia will do it
      • Last time checked after gingerbread houses – Kris – ~$10,000
        • AKA = lets do more things!!
    • MIT managing a fleet of sailboats? Pause on this for now
    • Photoboard
      • Stewart and Kevin and Jing are working on that!
      • Super exciting
  • NEXT MEETING
    • Friday, January 29th at 1:30 pm