Welcome to the University
Radio Department!!!
Hi I am your
manager here at University Radio. I hope
that you are as excited as I am about you joining our team. I know the first
couple weeks can be really scary and confusing but we are all here to help you,
and we were all there too!
Hopefully
you were able to or will be attending the orientation for all the new interns
and are looking through all the information that was sent in your onboarding
packet. If you have not done so already, please fill out your paperwork and
send it in to HR (doing so gives you 4 hours of credit towards your
internship). Also please make sure you have set up your Podio account and have
explored Google Docs, Google Drive, and the Google Calendar as these are tools
you will use regularly as an intern at University Consulting regardless of what
department you are in. Also please be sure to set your email signature as University
Radio Content Designer.
Please make note of the following
meetings:
AHOD (All
Hands on Deck) Monday nights 9pm-10pm Eastern (Mandatory)
Communications
- Tuesday nights 8pm-9pm Eastern (Mandatory)
University
Radio Department Meeting- Sunday nights 9pm-10pm Eastern (Optional but helpful
to attend for information and getting your hours in.)
*These should all be in your
calendars and you can choose the time zone you are in and set reminders to help
you attend these meetings.*
Please talk
to me if you are concerned about meetings, I know it can seem overwhelming! I’m
here to help you.
Internship reminders:
Clock in and
out for all meetings, trainings and when you are working on projects.
*PUT
SPECIFIC NOTES IN YOUR TIME CLOCK* (EXAMPLE: downloaded
programs, read emails, looked over new information sent to drive)
DO NOT clock
in for class seminars or when doing work for the classroom portion of this
term.
If you need
a time card correction, fill out the TCC form immediately and send it to the
manager.
Attend all
meetings but if you are unable to attend please let the manager know and review
missed meetings in Podio.
WPR sheets
are due no later than Tuesdays at 11:59pm
Respond
to emails within 24 hours. WIth this internship being connected by the
internet, communication is the key to success.
University Radio Reminders:
Ensure all
programs needed are downloaded. And accounts are activated.
All media
needs to be approved by the manager/ scheduler before uploaded to radio.co
All music,
ads need to have 7 seconds of silence added for smooth transitions
All media
must be in MP3 format
Playlists
need to be at least an hour long
Resume
button should be in the on position for each play list
NO EXPLICIT
CONTENT. Keep it clean and classy.
If you are
behind on hours contact the manager for help and ideas, we are in leadership to
help you succeed!!!
Please reach
out to me whenever you need me and I look forward to training you and leaving University
Radio in your hands.
Sincerely,
Positions at University Radio:
Manager-
Scheduler-
Assistant
Scheduler -
Project
Developer-
Content
Designer-
Content
Designer -
Content
Designer -
Content
Designer -
Manager – Maintains team’s day to day
activities, communicates with team on a daily basis, Reviews W.P.R. sheets and
submits time, makes time clock corrections. Provides additional training when
necessary. Conducts department meetings.
Reports to Media Director
Project Developer - When the manager hears from the
client, they will pass along information to be written up into a script for a
commercial or segment. The Project Developer will write the script and return
to the manager for approval who will either pass it along to the content
designer for recording or back to the project developer for recording. (Works together with content designer)
Content Designer - Records ads and segments. When
complete return back to manager for approval.
May sometimes write and record their own segments. Manager will then pass along to the scheduler
to be inserted into the schedule. (Works
together with project developer)
Scheduler – Makes a daily playlist
schedule. Responsible for inserting new
ads into playlists, inserting new playlists into the schedule and maintaining
media content of station via radio.co.
Schedule should stay around two weeks ahead to ensure that there is
constant music play. (no dead air). May
also write and record their own segments from time to time.
Assistant Scheduler - May write and record segments at
times.
Everyone
will start as a Content Designer, but you will have the opportunity to move to
a different position if you desire. This
is a copy of your job description which will be requested by your professor on
the academic side of the internship.
Important
Downloads/Information
Audacity - This is an audio recording/editing
software needed to create/record commercials, and edit radio shows. (Always
save in mp3 format)
Audacity YouTube
Tutorials
Lame - Works with Audacity to transfer audio
into mp3 smoother and faster.
Clip Converter/ Cloud Converter-This program helps to convert files
from YouTube and/or iTunes to MP3 format. Copy and paste the following link to
your browser (Bookmark it!)
In the
circumstance that the Clip Converter is not functioning (which has been more
often than not lately) please use the following converters: http://www.youtube-mp3.org
or http://convert2mp3.net/en/index.php
Radio.co-This is the program that runs our
radio station. It houses our media, playlists and functionality of the station.
You receive an invite from radio.co to your student email (it always lands in
the spam folder, don’t know why so I will let you know when they go out so you
can start checking your spam for it.) once you have confirmed bookmark this
also. www.Radio.co
These programs have had some
technical issues; if anyone is interested in tackling this project just let me
know.
DJ LIVE on
air programs needed:
Winamp for
broadcasting is only available for the Windows operating system - Download ihttps://radio.iljmp.com/1/winamp?kw=%7Bkeyword%7D&device=%7Bdevice%7D&creative=%7Bcreative%7D&lp=%7Blpurl%7D
You will
also need the latest DSP plugin, http://download.nullsoft.com/shoutcast/tools/shoutcast-dsp-2-3-5-windows.exe
Also Recommended (if
you use a smartphone or tablet):
Download the following apps:
1) Time Clock Free: Allows you to clock
in and out through your phone/tablet
2) Podio: Listen to archives of AHOD,
Department & Communication Meetings
3) AdobeConnect: Connect to meetings through your phone.
4) Google Docs: Utilize for any
documents such as Time clock correction forms or WPR’s.
While not
required, they make accessing your internship a whole lot easier and hassle
free.
What to Expect During
Your First Week of Internship
GOING FORWARD, ALL EMAILS WILL BE
SENT TO YOUR University STUDENT EMAIL ONLY! WE WILL NO LONGER SEND TO YOUR PERSONAL EMAIL
ADDRESS. YOU WILL NEED TO CHECK YOUR University STUDENT
EMAIL DAILY!
1. Before you go any further in the
letter, CLOCK IN. Your time clock ID
and Password are in your Welcome Letter, as well as the instructions and a link
to the time clock.
● Every type of work that you do
related to your internship (such as weekly meetings, projects, emails, etc.)
will need to be logged in your timeclock.
(cannot clock in for your class course work)
● You will receive an attachment in
your Welcome Letter explaining how to get started with your time clock. In
addition to the attachment, there are instructions in your personal folder that
has been shared with you. Follow the
instructions! Remember that you have to
log in AT LEAST 10 hours of what you have done each week.
● There is a TIME CLOCK CORRECTION
(TCC) sheet if you forget to log in or out. This must be submitted no later
than each Tuesday at 11:59 P.M. EST.
2. You
will receive 4 hours of credit toward your time clock ONLY if you
complete the Required Electronic HR Forms within in the first week of your
internship. A link was provided to you in your Welcome Letter and is available
below.
3. You
have been assigned to a particular department. This information was provided to
you in your Welcome Letter. Contact the HR Generalist that sent you the letter
if your department manager does not reach out to you within the first few days
of your first week in the internship... They will be more than happy to help
you.
● Your job description should be
provided to you by the department you are working with, if a link was not
included in your Welcome Letter.
4. There
are weekly meetings that you will need to attend. Each department will inform
you as to when your department meetings are. In addition, there is an All Hands
on Deck (AHOD) meeting every Monday at 9:00 p.m. EST. This AHOD meeting is
where all of the departments provide updates as to what they have been working
on or are in need of.
5. Again,
please reach out to the HR Generalist that you received your Welcome Letter
from if you have any questions and have not heard from your manager. DO NOT
WAIT! Your active participation in the internship is crucial to your
success in the program.
New Intern 1st Week
Project List
● Attend Weekly AHOD Meeting - Monday
9pm EST
● Register and Access Podio (Review
Podia PowerPoint)
● Set-up and Create a Google Drive
Account (Review Google Drive PowerPoint)
● Set-up and Log into Timeclockfree.com
(Review Time Clock Power Point)
● Review TCC Form (Time Clock Correction Form
● Review WPR Form (Weekly Performance
Review)
● Attend Weekly Department Meeting
Monday 8 pm EST
● Complete all I-9, W-4, and other HR
Forms
● Review your job description provided
by your leader.
● Download programs specific for your
department (Audacity, clip converter, lame)
● Login to radio.co using your student
email.
● Contact your mentor and/or manager directly
for
any and all issues you may encounter on your journey! They are here
to help you.
Your
assignments will be emailed to you weekly by your manager.
Let me know as soon as you have completed setting
up all your programs and are ready to get started. I will give you an easy task to help you
familiarize yourself with the programs that we use.
Meeting Attendance Policy
PURPOSE
To ensure
that every intern understands that attendance to departmental meetings are a
requirement to the University Consulting internship.
SCOPE
This policy
applies to all interns, managers, directors, and vice presidents within the University
Consulting department.
Meeting Policy:
● Conference meetings are held at least
once a week for your specific department and the entire University Consulting
team
● Specific department meeting will be
assigned a day and time by your department manager and director
● The entire University Consulting team
meets every Monday at 9:00pm (AHOD) and attendance is mandatory for every
intern
● If you are unable to attend any of
the meetings, notify your manager and director ahead of time. They will provide instruction on any make-up
assignments that must be submitted to obtain credit.
● Check all emails for the date, time
and log in information regarding your meetings
● When you sign in to the meeting you
are required to use your first and last name as well as your department title.
These
meetings are very important. This is where the teams come together and share
information on how to make the internship more valuable as well as training all
interns on new system processes.
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