Admin Binder

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This is general information for how Splash is run. It is intended specifically for day managers, but will have useful information for everyone on the admin team.

Contacts

  • Safety/Security:
    • Public Safety: (650) 723-3633
  • Environmental Health & Safety (chemical spills):
    • (650) 723-0448
  • Room Unlocking/Janitorial/Facilities:
    • For Immediate Facilities Issues Contact:
      • Building & Grounds Maintenance (BGM Facilities): (650) 723-2281
    • Other:
      • Hugo Cuevas (UNICCO contact – for unlocking rooms): (650) 642-8387
      • Claudio Garcia (UNICCO back-up contact): (213) 200-7841
      • Jose Gonzalez (Janitorial contact): (650) 683-0635
  • Equiptment Delivery (Chairs/Tables/Umbrellas):
    • Events and Labor Services (ELS): (650) 723-2285
  • Student Activities and Leadership:
    • Nanci Howe: (650) 387-7397
    • Snehal Naik: (480) 931-4672
  • Google Voice Number (should go directly to one of the day managers):
    • (650) 427-0377
  • Splash Fax Number (for waivers):
  • (888) 693-0958

For issues with specific buildings see Building Contact Info

Common Problems on the day of Splash and to Whom You Should Talk

Teacher Problems

  • Problem: Setting up projectors
  • Solution: Teacher check-in desk
  • Problem: Not enough VGA cables / mac adapters
  • Solution: Teacher check-in desk
    • Calm the teacher down. Collect and redistribute mac adapters from teachers done with their classes.
  • Problem: Rooms being locked when they should be unlocked
  • Solution: Call the day manager who should call UNICCO staff to unlock rooms
    • In the meantime, we might need a backup room for classes affected by this issue.

Student Problems

  • Problem: Students missed their meet up time / point for the class and the class left already
  • Solution: Teacher check-in desk
    • They should know where the teacher is heading and have a backup plan to either get students to that location or help them attend another class.

General Problems

  • Problem: Other groups in our space
  • Solution: Go to day manager who should send a volunteer with a walkie-talkie to put up a sign – “class ____ has been moved to classroom ____” have them call in once they’re done. We give way to other scheduled activities as much as possible.
  • Problem: Idle parents
  • Solution: Send them to LU parents program

Food logistics (needs to be updated each Splash)

Lunch

Saturday: Managers @ time: Adele, Bao

  • Food from: Treehouse and Pizza My Heart
  • Lunch served @: 11:45pm and 12:45pm
  • Delivery time: 11:20pm and 12:20pm
    • Treehouse Delivery Location: In front of McCullough Hall
    • Pizza My Heart Delivery Location: End of Lomita Drive before it turns into Lomita Mall. They will call Nitya 5 minutes before arrival so we can get a cart down there.
  • Contact:
    • Treehouse: (650) 400-4888
    • Pizza My Heart: 650-327-9400 (Beau is our contact (408) 515-4095)
  • Ben Shank has the check for paying each vendor

Sunday: Managers @ time: Justin, Colin

  • Food from: Treehouse and Pizza My Heart
  • Lunch served @: 11:45pm and 12:45pm
  • Delivery time: 11:20pm and 12:20pm
    • Treehouse Delivery Location: In front of McCullough Hall
    • Pizza My Heart Delivery Location: End of Lomita Drive before it turns into Lomita Mall. They will call Nitya 5 minutes before arrival so we can get a cart down there.
  • Contact:
    • Treehouse: (650) 400-4888
    • Pizza My Heart: 650-327-9400 (Beau is our contact (408) 515-4095)
  • Ben Shank has the check for paying each vendor

Teacher / Volunteer Dinner

In-Charge: Justin Food From: Darbar Delivery Time: 6:30pm Delivery Place: Huang 300, McKinsey Room Darbar Contact: 650-321-6688


Day manager roles and logistics

6:30am-8am

  • 1. Hang up signs. Include some on palm drive/oval (For Bldg. 160 make sure signs leading to 160 are clear enough to show that students have to go through Bldg. 200)
  • 2. Unpack boxes, Set up tables, set up shirts
  • 3. Put up rope (made of tape if necessary) so people have to go into main quad to reach student and teacher check-in desks rather than cutting through the area where our tables are set up.
  • 4. Set up the on-site registration room
  • 5. Make sure a help desk is set up in the middle of the quad. Dena knows how to hang up this sign.
  • 6. Set up Google voice number (for help talk to Max/Masha/Scott/Ted).
  • 7. Set up Google doc for teacher reg / logistics
  • 8. Check all buildings are open prior to start of class
  • 9. Don’t be afraid to delegate tasks! It’s a good thing.

8am-9am Train volunteers for what they will be doing at 9am. Jobs include:

  • 1. Be trained by Scott / other volunteer leaders to register students at on-site registration (make sure that everyone who is at student registration anytime throughout the day has been trained)
  • 2. 1-2 volunteers are needed at the info desk. Tell them do to the following things:
    • If a kid has no waiver they can have their parents e-mail it to stanfordesp@gmail.com, or fax it to (888) 693-0958
    • If a kid needs to register for new classes/ change classes, direct them to “On-site registration” in building 370, room 370 where all the open classes are projected on a screen
  • 3. If there are enough people, have 1 person stand at entrance to Oval and make sure everyone has waivers / welcome people.
  • 4. Send a few volunteers at ~9:05 to wait at oval for walking kids from buses to check-in desk (the underserved organizers should be involved here)
  • 5. 6-10 volunteers: Onsite registration computers/ 1 onsite registration person also told to do crowd control (eg. ‘if you need a class for 10am, come to the front of the line” , or “look on the screen to see what’s open”)
  • 6. Have 5-10 (if available) volunteers with seemingly GOOD SOCIAL SKILLS/welcoming skills (if possible) be trained by Dena to help Dena, Sameer, Adele, and Max with teacher/volunteer/student check-in.
  • 7. Make sure that a Splash Admin is at the teacher check-in table working on a computer with a special spreadsheet that Scott makes.

9am-11am

  • 1. Main rush of student check-in is 9-10 on Saturday. Have most volunteers working on student check-in and onsite registration (see above).
  • 2. Have 4-5 volunteers helping with teacher and volunteer check-in at any time (Important to choose volunteers who have good social skills).
  • 3. This is the main time you may get calls from teachers who cannot get into their building. If have a director call the door unlocking person at UNICO Hugo (650) 642-8387
  • 4. From ~20 minutes before until 20 minutes after each class period (so first one at 9:40), have volunteers with walkie talkies around the quad to help direct students. Prioritize confusing areas/buildings.
  • 5. Have someone always at the info desk
  • 6. Make sure that a Splash Admin is at the teacher check-in table working at a computer with a special spreadsheet that Scott makes. At 9:40, have this person (or ideally outsource this job to another admin with access to the teacher check-in google spreadsheet) look up who is teaching at 10 and has not yet checked in. Call them and take steps to cancel their class (and ideally send someone to their classroom etc) to help direct students on how to change classes.
  • 7. Be aware of your walkie-talkie.
  • 8. If you have extra volunteers, have them post up any signs that have fallen.

11am-2pm

  • 1. Lunch and Lunch cleanup – Before lunch: have phone numbers of food delivery people in case they are late, know where to meet them. Set up lunch tables and make signs and clearly label tables (make sure the signs are visible to students who are in the process of choosing the correct line and not just visible once they reach the food tables) so students know which line to get in for which food sure the labels will be visible to students even when there are a lot of them all in a lunch line. Spread trash and compost etc bins around the quad. Train volunteers on how to take lunch tickets. If there is an extra volunteer to help kids choose the correct lunch lines that is useful too. LOOK AT FOOD LOGISTICS PAGE.
  • 2. Start setting up for lunch 45-60 minutes prior (so about 10:45-11:00). The supplies may need to be transported from Building 110
  • 3. Have 2-4 volunteers helping with teacher and volunteer check-in at any time (Important to choose people for this who have good social skills).
  • 4. From ~20 minutes before until 20 minutes after each class period have volunteers with walkie talkies around the quad to help direct students. Prioritize confusing areas/buildings.
  • 5. Have someone always at the info desk
  • 6. Make sure that a Splash Admin is at the teacher check-in table working a computer with a special spreadsheet that Scott makes. At 10:40, have this person (or ideally outsource this job to another admin with access to the teacher check-in google spreadsheet) look up who is teaching at 10 and has not yet checked in. Call them and take steps to cancel their class (and ideally send someone to their classroom etc) to help direct students on how to

change classes.

Mid-day/ Afternoon Manager Pointers

  • 1. 1-5pm: make sure all volunteers know to find wandering kids and suggest participating in classes that still have space
  • 2. Lunch cleanup: Clean up everything from lunch, deal with overflowing trash bins
  • 3. Have someone always at the info desk
  • 4. Have 2-4 volunteers helping with teacher and volunteer check-in at any time (Important to choose people for this who have good social skills).
  • 5. From ~20 minutes before until 20 minutes after each class period, have volunteers with walkie talkies around the quad to help direct students. Prioritize confusing areas/buildings.


SUNDAY evening manager pointers:

NOTE: We all need to be at the Oak Lounge in Tresidder by 7, so we need to have finished cleanup and pack-up by then. It is best to start cleanup as soon as your shift begins. Teachers arrive there starting at 7. We want them to drink soda and chat until food is unveiled.

  • 1. Begin cleanup ASAP
  • 2. Send someone/people to open the Oak Lounge at 6:15 pm to setup.
  • 3. Send someone to bring a bunch of our leftover drinks to the Oak Lounge by 6:45 so people

can drink soda while waiting for food.

SPLASH ADMINS WHO CAN:

  • Speak Spanish:
    • Justin
    • Alex Holtzman
  • Speak Mandarin:
    • Michael Si
    • Emily
    • Adele
  • Change Room Scheduling (if room problem arises):
    • Masha
    • Max
    • Adele
    • Joe