Student Leadership Workshop, Club Funding, Purchasing Policies

Report
BCoE Student
Leadership
Workshop
2014 Fall
Jun Wang
Director of Student Development
Office: Bourns Hall A143
Tel: (951) 827-2708
Email: [email protected]
Pro Student Organizations
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BCoE LC (Leadership Council)
ACM (Association of Computing Machinery)
AIChE (American Institute of Chemical Engineers)
AWMA (Air and Waste Management Association)
ASME (American Society of Mechanical Engineers)
BMES (Biomedical Engineering Society)
Electrochemical Society
EWB (Engineers Without Border)
IEEE (Institute of Electrical and Electronics Engineers)
IEEE – EDS (Electric Devices Society)
IOM3 (Institute of Materials, Minerals and Mining)
MRS (Materials Research Society)
NSBE (National Society of Black Engineers)
SHPE (Society of Hispanic Professional Engineers)
SAE (Society of Automotive Engineers)
SWE (Society of Women Engineers)
TBP (Tau Beta Pi) – Honors Society
Theta Tau – Honors Society
SACNAS (Society for Advancement of Chicanos and Native Americans in Science)
Student Leadership
Is responsible
Loves those who they are serving
Has a good attitude
Knows what they stand for
Has vision and Inspire a Shared Vision
Model the way
Enable Others to Act and encourage the Heart
Ethical, Integrity, and Fairness
Why People Join Organizations?
Want to be involved
Want to meet People
Want to Develop Leadership Skills
Believe in the Cause/Purpose of your org
ALL TYPES of PEOPLE are NEEDED to have
a STRONG ORGANIZATION!
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Task-orientated
Process-orientated
Recruitment, Retention & Motivation
Announcement in Classroom
Flyers and Digital Multimedia
Facebook, Twitter, Podcasting
Useful and productive Meetings
Skillsets Training Workshops
Project/team building opportunities
Field-trip or Social events
Give responsibilities, show appreciation
Better Meeting time
8 Steps to Effective Delegation
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Select
Explain
Define
Discuss
Support
Follow-up
Evaluate
Praise
How to host a good Meeting?
Select discussion topics and prepare in
advance, have a meeting agenda printout
Create a PowerPoint or Video presentation
Advertisement & incentives to attend
Theme, Goal, Purpose of meeting
Prepare questions to ask the audience
Ice-breaking activity, group project
Signup sheet, surveys, and follow-up emails
Involve Faculty, Staff, Grad Students, Guests
How to planning your Org Event?
Determine the purpose of the event
Determine a specific goal for the
event to give people a concrete
target to work with.
Plan your program:
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What the need is;
Form a focus group to make suggestions,
determine feasibility
Contact potential speakers or training
company
Determine materials/Supplies
Select Venue
Determine target audience
Design a budget and be prepared
for many upfront cost
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Catering/
Audio & Visual equipment
Print materials
Parking
Honorariums for speakers and guests
Advertising
Consider who might be a sponsor
Volunteers
Backup Plan
Publicize
Registration Notice / Tickets
Thank you letter & Database
Tips for Creating Effective Meeting/Event Emails
Subject line
Tell them exactly what to expect
Make them want to open email
50 characters or less
(including spaces)
No attachments
What’s in it for them?
Include a “call to action”
Include how/when/where to buy
tickets
Include contact information
Provide a sense of urgency
(deadline, limited tickets etc.)
Include contact information
Provide a sense of urgency
(deadline, limited tickets etc.)
Make the message scanable
Over packing your ad =
overwhelming your reader
Use active voice, avoid acronyms
& use appropriate logo/name
Use font size/color/type to
emphasize key information
Student Club
Fundraising
Jun Wang
Director of Student Development
Office: Bourns Hall A143
Tel: (951) 827-2708
Email: [email protected]
Funding
Dean’s Funding
Application available at beginning of Fall
(http://www.engr.ucr.edu/~coelc/forms/BCOE_2009_Funding_Proposal.doc)
Application needs to be approved by Faculty Advisor
Awards up to $1000/year
ASUCR Funding
Fundraising & Matching system
Donation Funding
Donation check made to “UC – Regents”
5% process fee
Dean’s Funding
Money Good for:
Guest Speakers and development of closer ties with
industry and alumni
Projects/Competition
Participation in regional/national conferences
Leadership and professional development training
Outreach Activities
NOT FOR T-SHIRT
NOT FOR GENERAL MEETING FOOD
GIFTS ONLY FROM UCR BOOKSTORE
ASUCR Funding
Activate Your Account
Submit your funding proposal on 2nd week of Fall
Funding proposal upper limit (increase 10%/yr)
Matching/Deposit Amount
ASUCR Proposal Funds
Fundraised Funds
Food
$ 200.00
T-Shirt
$ 200.00
Activites
$ 200.00
Other
$ 600.00
Travel
$ 400.00
Total
$ 800.00
Total
$
Subtotal
$ 1,600.00
800.00
Donation and Fundraising
Contact Jun Wang regarding procedure on
approaching to companies/alumni for donation
Hosting large community outreach events
Contact student life for all campus vendor info
Grants & Company Sponsorships
Other ideas have been done before:
Sale T-shirts, gadgets, lab parts
TV-Taping, Group Trips, Restaurant rebate
Recycling, Workshops
Fundraising Ideas - Merchandise
Fundraising Ideas
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Sporting Event Competition
Trivia Face-Off
Help Students Move In/Out
Casino or Movie Nights
Cook Off/Bake Off/BBQ
Lab manual sales
T-shirt sales
Food Sales
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spice it up with an all you can eat
potato bar
Coffee and Donut stand
Waffles & Pancakes Sales
Bake Sale
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50/50 Raffle
Bachelor/Bachelorette/Butler
Auction
PE Review Course
Technical Seminar(most popular)
Guitar Hero/Wii Competition
Bid for Your Dinner
Game Tournament
Break The Balloon
Christmas Tree Ornament Sale
Dog Wash
Drive-In Movie
spice it up by connecting it to a
holiday
www.fundraiserinsight.org/ideas
deliver purchases
www.fundraising-ideas.org/DIY
www.fundraiserhelp.com/fundraiser-ideas.htm
Fundraising Strategies
Start fundraising on-campus first
 Consider contacting the Student Government Association
and Alumni Affairs for assistance
 Ask club members for support
 Approach local restaurants and small businesses
 Approach corporations with the Office of Annual Giving’s
permission
 Give reasons why companies should give
 Be specific in your donation request
 Example: Donation of 200 cupcakes for bake sale
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Offer business visibility
 Signage
 Business name on flyers
 Name recognition the day of the event
 Request that the donation be given from the marketing budget
 Follow up!!
 Build relationships
 Business might be more willing to give again next time
 Thank the business for their donation
 Letter of acknowledgement from club president,
faculty member or club advisor
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Individuals :members, Alumni etc.
Corporations: small business
Foundations: www.fundationcenter.org – have your own solid project
Recruiting Sponsorships
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Identify your sponsorship
opportunity
Develop your proposal
Develop your proposal
Identify your prospects
Prepare a professional looking
packet for your prospect
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Platinum Level $5000
Gold Level
$2000
Silver Level $1000
Grant writing
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Allow plenty of time for this process
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Start your document with a onesentence statement of problem
Explain in two or three graphs what
your proposed project will do about
the problem
Demonstrate how you and your org
have the expertise to carry out the
project.
Indicate a continuation plan
How will you evaluate the results on
the project
Complete your preproposal with a
simple budget
www.fundraiserinsight.org/ideas
www.fundraising-ideas.org/DIY
www.fundraiserhelp.com/fundraiser-ideas.htm
Fundraising Online Resources
General/All Purpose Fundraising:
Grantwriting:
http://nonprofit.about.com
www.fdncenter.org (The Foundation Center)
www.raise-funds.com
www.tgci.com (federal government grants)
http://fundraisingcoach.com
www.proposalwriter.com/grants.htm
www.foundationcenter.org
http://www.learnerassociates.net/proposal/links.htm
www.idealist.org
http://www.npguides.org
www.grassrootsfundraising.org
Special Events:
www.afpnet.org
www.convio.org
www.guidestar.org
www.nonprofittimes.com
http://www.nonprofittips.com/category/special-events/
http://nonprofit.about.com/od/fundraising/a/specialevent
s.htm
http://www.gaebler.com/Fundraising-through-SpecialEvents.htm
http://www.startinganonprofit.com/special_events.htm
Student Club
Purchasing Policies &
Upcoming Important
Activities
Rosie Zhang
Professional Development Officer
Office: Bourns Hall A165
Tel: (951) 827-2708
Email: [email protected]
Purchasing – Preferably by UC Employee
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Is the purchase necessary? What is it for? What was the event and why was item
needed? Are funds available ?
Pre approval (before purchase is made) Pinkie
 Provide vendor name, address, phone number & contact
 Item(s) to be purchased, qty, part #, price(s)
 Email to : [email protected]
Can purchase be made with a P.O.(Purchase Order)?
 If yes a P.O. will be processed and sent to the vendor
http://purchasing.ucr.edu/purchasing/caterers.html
No P.O.? Then acquire itemized receipt from purchase (Discuss with me first if
P.O. is not an option with the vendor. We have a credit card we can use.
Reimbursements will NOT ALWAYS be approved, especially if they are over
$100.)
Turn in itemized receipt or invoice and attendee list with additional info to @A165
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d.
Your full name
Your club name
W9 form (Personal check Correct current home address!!!)
Credit card information
Travel Reimbursements – Processed through iTravel
a.
b.
c.
d.
Is travel necessary? Where are you going & why? How many days? Will you stay at
a hotel
Is a Fleet Services Vehicle an option? If yes then how many occupants
Is flying an option? If yes then contact Dean’s office to arrange flight.
If neither then personal vehicle is ok if travel is less than 300 RT
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e.
f.
Provide vehicle license plate number
Do you have liability insurance yes/no, if yes please provide copies?
Are funds available?
Pre approval (before travel)
Are you an employee? If not complete required W-9 form
Provide final destination address & reason for travel
Provide departure date/time and expected return date/time
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h.
Once returned, travel reimbursement processed through iTravel (travel
reimbursement must be completed no later than 14 days after return)
You will need to sign the travel form in person – check will be sent to home address
on file.
Entertainment Reimbursements-Preferably to UC Employees
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b.
c.
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What is the purpose for the entertainment (food) request? Who will it be for?
Are funds available?
Pre approval (before food is purchased) Pinkie
Provide reason for entertainment, location, date & time
Where will the purchase(s) be made?
What will be purchase and for how much?
Can food be bought with a P.O.? i.e. Costco
If yes, a P.O. will be setup and a special letter will be provided
Once returned from Costco, submit receipt immediately to the Dean’s office
The day after event submit guest list or sign up sheet
P.O. not an option? Then acquire itemized receipt from purchase
Once returned, submit receipt immediately to Rosie’s office.
Include w/ receipt your name, club, event name & location.
The day after event submit guest list or sign up sheet
An entertainment check request (ECR) will be processed and sent to
accounting – check will be mailed to home department 2-3weeks
Requesting Procedure
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b.
Download and fill out the pre-approval form
http://www.engr.ucr.edu/~junwang/PinkyTemplate.xls
Email to [email protected]
All requests must be pre-approved first by Development
Director Director Jun Wang . No P.O.’s or reimbursements will
be processed without proper approvals first. Please provide all
requests (pinkies) to Rosie at least one week in advance.
Late requests will not be rushed, no matter what the reason.
Please review monthly expense reports to see how much
funds are available before making purchases.
Remember that the club should have funds in their ASUCR
account that need to be considered.
Upcoming Events
Date
Event
Time
Location
CoHost
9/27/2014
LC Training
9:00-4:00 pm
WCH205/206
LC
9/29/2014
10/1/2014
10/16/2014
MDO Transfer
MDO Freshmen
Career Expo
12:15-1:30 pm
All day
11:00-3:00 pm
MSE116 Breezeway
BCOE
HUB302
LC
LC
10/18/2014
10/21/2014
10/22/2014
BSA Hornaday Day Event
GEICO Tech Talk
IEEE & SCE Workshop
8:00-5:00 pm
6:00-7:00pm
6:00-7:00 pm
WCH138 lot 24
IEEE
TBP
IEEE
10/23/2014
10/29/2014
10/29/2014
10/29/2014
10/31/2014
IOM3
STEM JOB Fair
Sears Holding Employment
Google Information Session
MESA SLC
10:00-6:00 pm
11:00-2:30 pm
6:00-7:00pm
3:00-5:30pm
10:00am
WCH205/206
HUB302
WCH205/206
A265
San diego
10/31/2014
11/13/2014
Graduate and Profesional School 10:00-2:00 pm
Career in gaming with Riot
1:00-7:00pm
WCH205/206
Rivera Library Walkway
WCH205/206
ACM
ACM
MDO – Mandatory Dean’s Orientation
Monday, Sept 29th, 12:15Wednesday, Oct 1th
1:30PM (Set up time 12:00PM) (Set up time: 10 min earlier than the schedule )
Location: MSE116 Breezeway
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AIChE
BMES
ACM
SAE
SACNAS
MRS
EWB
THETA TAU
SWE
SHPE
ASME
NSBE
TBP
IEEE
Community Outreach
Riverside STEP Conference
Tue – Wed, Oct 14 – 15, 2014 Bourns Inc.
Come be part of one of the largest Science and Engineering out reach events in the area,
Almost 4000 students attend this event!
MESA Robotics Workshop
Thursday, Oct 23th: 6pm– 8:00pm
Come help us interact and assist our robotic teams as they prepare for the robotics competition
in November
MESA Robotics Invitational
Saturday, November 8,2014 8:00am-2:00pm
UCR College of Engineering –Come volunteer to be part of our annual robotics event
Contact MESA OFFICE: [email protected] or [email protected]
Community Outreach
BCoE Engineering Day
Thu – Wed, Feb19th , 2015 BCoE 8:00am-1:00pm
MESA Day Competition
Sat – Feb21st , 2015 BCoE 8:00am-4:00pm
MESA Year End Showcase
Sat – May 2ND 2015 8:00am-4:00pm
Leadership Council
LC Website - http://www.engr.ucr.edu/~coelc (update)
Your Student Organization Websites:
Make sure you update it all the time
Make sure all contact info are update(plaques in the lobby)
http://bit.ly/1sB6PJw
Activities:
MDO
Leadership Workshop
Engineering Week
Engineering Banquet
Meetings: (bi-monthly)
One preventative from each org
Student Org Meeting Time/Room
Rooms and Spaces Available
WCH 205/6 (80), 232 (150), 202 (25), 203 (25)
WCH 2nd Floor Courtyard
Bourns A265 (80), A275 (15), A277 (15)
Bourns A171 (30)
Other classrooms:http://hub.ucr.edu/EventScheduling/Pages/CommonsEventScheduling.aspx
General Meeting Calendar: http://bit.ly/1uPbCmX
Lectern Instruction for 205/206
Keep the room clean, bring back all the furniture and throw the trash to the dumpster beside WCH
Close the browser window completely before exiting the room
Do not unplug from the wall any of the cables that run from the lectern
Do not shut down the computer
Leave the blue media bag and its contents in the room near letern
More Policy : http://cnc.ucr.edu/wireless/policies.html
http://bit.ly/1vdtL0j
Contact Info
Jun Wang
Office: Bourns Hall A143
Tel: (951) 827-2708
Email: [email protected]
Add me on Facebook & LinkedIn
Rosie Zhang
Office: Bourns Hall A165
Email: [email protected]
Tel: (951) 827-3188

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