Arts Spaces Committee (ASC)

Accessing College Resources for Installations, Exhibitions and Arts Events

[Note: This document is in three parts: (1) an overview of the ASC, (2) instructions, and (3) an application form.]

Part 1 - The Scope of the Arts Spaces Committee (ASC)

1.1ASC Overview

The ASC was set up in the summer of 2014, and reports to the Executive Vice-President (Acad). It meets averagely once a month during semester, and works in close collaboration with ARTS team at Educational Resources and Technology (ERT). Alternate meetings are open to participation by student representatives.

1.2ASC Membership

The ASC comprises:

  • The Chair (nominated by the EVP, Academic every two years);
  • Ex-officio members (Director of the Humanities Division, the ARTS team, faculty teaching art-practices, and the Head of Studies (HOS) for the Arts and Humanities major;
  • One faculty member nominated annually from each of the three Divisions;
  • Invited members (including one Dean’s Fellow, and representatives from student arts organizations;
  • On a case-by-case basis, faculty involved with specific arts events;
  • The ASC secretariats.
  • ASC Brief

The ASC was set up to develop and implement general guidelines concerning the use of arts spaces in the West Core. On 2 Aug 2016, the brief was updated in a general circular to the College from the EVP, Academic to include help in the allocation of resources for College-wide arts activities.

1.4ASC Scope

  • Management policy and protocols for reserving and using the following arts spaces: Performance Hall, Foyer, Black Box Theatre, Amphitheatre, Practice rooms 1-6, Dance Studio (1), Georgette Chen Art Studio 2, Studio 3, recording studios, fabrication studio and amphitheater (policy and protocols concerning dressing rooms and storage are to be managed between ASC and ERT).
  • Policies and processes for financial subsidy from funds reserved for the arts at the College.
  • Policy on allocation and use of arts assets at the College, in collaboration with the ERT ARTS team. ERT assets for the arts include instruments, devices, and installations (as well as staff handling relevant technology and equipment).
  • ASC Responsibilities
  • The main job of the ASC is to formulate and implement policy for maximizing the use of arts resources.
  • The day-to-day management of the West Core spaces, installations and instruments is handled by the ARTS team, including booking conflicts. Exceptional cases are referred to ASC. ARTS refers all policy, protocol and double-booking or reservation policy issues to the ASC.
  • The process of applying for arts funds from College allocations and endowments is administered from the Humanities Division office.
  • ASC and Arts outside the West Core
  • Arts events hosted partially or fully by any of the College Rectors or the Dean of Students, and taking place in any of the three residential colleges do not fall within the purview of the ASC;
  • The ASC will seek to collaborate with, and complement funding and other support made available for arts events by the Dean of Students and the Rectors, and staged in the residential colleges.

Arts Spaces Committee (ASC)

Accessing College Resources for Installations, Exhibitions and Arts Events

[Note: This document is in three parts: (1) an overview of the ASC, (2) instructions, and (3) an application form.]

Part 2 – Application to access resources administered by the Arts Spaces Committee (ASC)

Procedures:

  1. Who should use this form: Faculty, staff and student organizations who wish to use College resources (spaces, funds, logistical or administrative support) for arts events and activities, installations, and exhibitions, should submit a copy of this form to the Humanities Division Admin Team (whose office is located in the Rector’s Office at Elm College).
  2. What are the ASC priorities: Prioritization of access to resources will be determined by: (a) how the activity contributes to the cultural life of the college; (b) the needs of the curriculum; (c) the needs of faculty and student research; (d) the extra-curricular arts interests of students (individuals and groups).
  3. Booking of the Performance Hall and the Black Box: Managed by the ARTS team, who report to the ASC on a regular basis. ASC has oversight for policy concerning recurrent bookings, in order to ensure equitable access to space and other resources, and to resolve situations arising from overlapping booking applications.
  4. Online bookings: Administered by the ARTS team. Priority will be given to events appropriate to the arts facilities, on a first-come-first-served basis. Booking schedules may need to be adjusted to accommodate college-wide events of significance.
  5. Who does not need this form: (a) Arts activities and events scheduled to take place in any of the three residential colleges do not need to use this form, unless the activity requires resources from the ASC; (b) events for which the CEAC form is applicable.
  6. How this form will be processed: Applications will be reviewed by the ASC in terms of the nature of the proposed event or activity, its relevance to the College community, and the availability of College resources.
  7. How far in advance to book: It is advisable to secure approval for an event as early as possible within the same, or the previous, semester. Recommended lead-time is a minimum of two months in advance of the planned event; and if overseas participants are involved, the recommended minimum lead-time is three months.
  8. For recurrent bookings: Curriculum-related bookings will need production meeting as early as possible at the start of semester. Capstone projects will need a meeting between ARTS and (a) HOS, (b) capstone supervisor, (c) capstone students. For non-instructional activities that require specific spaces for more than three days in a week, or in a recurrent pattern over several weeks, or a full semester, reservations will be contingent upon available resources.
  9. Outside resources: prior approval by ASC and ARTS will be required for (a) The deployment of external personnel in College art spaces. (b) External resources such as rented props and technology.
  10. Accommodation needs: If the proposal entails accommodation for participants in College premises, prior confirmation of lodging arrangements is expected, with indication of budget provisions and reservations.
  11. Support for application: This form requires a primary applicant and a secondary supporter from the college.
  12. Queries and Confirmation: Questions regarding any part of the approval process should be brought to the attention of the Humanities Division Admin Team, and approval for accessing College resources should be confirmed in writing before proceeding with any payments for which financial reimbursement is sought.

Part 1: Applicant to complete (indicate N.A. where not applicable)
Please check boxes accordingly (double-click to check/uncheck box & click OK).
Applicant’s Name
Division (for faculty) / Humanities Science Social Sciences
College affiliation (for students) / Saga Elm Cendana
Specify student organization, if any. / Organization:
Title/Nature of Event
Date(s) of Event / From: / to
Anticipated Audience
Details concerning participant(s) - Please provide a CV or a short account of the relevant expertise for key participant(s): / Name(s):
from College from Singapore from overseas
Narrative:
Proposed College Venue(s)
Resources Required / College personnel, please specify the nature of assistance needed:
external labor, e.g. casual workers financial support
lodging arrangement
Explain, in three to four lines, how this event/activity will benefit the College:
Budget Proposal
(State N.A. for Non-Applicable items. Edit items and add rows as necessary)
Item description / Unit cost
in SGD / Quantity / Total cost in SGD / Specify name of budget (e.g. Arts, division, Rectors, etc.)
PRODUCTION-RELATED (e.g. Fabrication, equipment, props, materials, etc.)
1
2
3
4 / Catering
5 / Others
PARTICIPANT(S) RELATED
(a) / Airfare
(b) / Ground transportation
Is lodging confirmed at one of the Colleges? Yes No
If not, please specify other options below:
(c) / Lodging
(d) / Others
Total in SGD:
Is the event assured financial support from another internal or external funding source?
Yes No
If yes, please specify details, including the amount (and submit confirming documentation):
I understand and accept that this request (and any subsequent changes) will be subject to approval by the Chair of the Arts Spaces Committee, and/or relevant Approver(s) who are contributing funds to cover the expenses of this event/trip.
I undertake the responsibility to ensure that any equipment and space provided shall be returned in the same condition it was given. I shall be liable for any damage caused during the period of usage.
Name of primary applicant:
Signature: / Date:
Name of secondary supporter:
Comments:
Signature: / Date:
Applicant to forward completed and signed form to Humanities Division Admin Team who will circulate to other counterparts for comments (where applicable)
Part 2: COMMENTS FROM STAKEHOLDERS (where applicable)
Comments and support from ARTS representative:
Name: / Signature: / Date:
If necessary, ARTS to forward form to Infrastructure Department for input, or Dean of Students, or Rectors, otherwise directly to the Humanities Division Admin Team.
Comments and support by:
Name: / Signature: / Date:
Comments and support by Chair of Arts Spaces Committee:
Endorsed for approval Not endorsed for approval
Name: / Signature: / Date:
Part 3: APPROVAL by Dean of Faculty and/or other approver(s) if multi WBS funding is granted
Comments (if any):
Approved Not Approved
Dean of Faculty
Name: / Signature: / Date:
Other budget approver(s)
Comments (if any):
Approved Not Approved
Name: / Signature: / Date:

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Application Form – Arts, Installations, Exhibitions and Events – V1