bcoe student leadership workshop 2014 fall jun wang director of student development office: bourns...
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BCoE Student Leadership Workshop 2014 Fall
Jun WangDirector of Student Development
Office: Bourns Hall A143
Tel: (951) 827-2708
Email: [email protected]
Pro Student Organizations 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 LeadershipIs 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!• Task-orientated• Process-orientated
Recruitment, Retention & MotivationAnnouncement 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 Delegation1. Select
2. Explain
3. Define
4. Discuss
5. Support
6. Follow-up
7. Evaluate
8. 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: o What the need is; o Form a focus group to make suggestions, determine feasibilityo Contact potential speakers or training companyo Determine materials/Supplies
Select Venue
Determine target audience
Plan your program: what the need is
Design a budget and be prepared
for many upfront cost oCatering/oAudio & Visual equipmentoPrint materialsoParkingoHonorariums for speakers and guestsoAdvertising
Consider who might be a sponsor
Volunteers
Backup Plan
Publicize
Registration Notice / Tickets
Thank you letter & Database
Tips for Creating Effective Meeting/Event EmailsTips for Creating Effective Meeting/Event Emails
Subject lineTell 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 Student Club FundraisingFundraising
Jun Wang
Director of Student Development
Office: Bourns Hall A143
Tel: (951) 827-2708
Email: [email protected]
FundingDean’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 FundingFundraising & Matching system
Donation FundingDonation check made to “UC – Regents”
5% process fee
Dean’s FundingMoney 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 FundingActivate Your Account
Submit your funding proposal on 2nd week of Fall
Funding proposal upper limit (increase 10%/yr)
Matching/Deposit AmountASUCR Proposal Funds Fundraised Funds
Food $ 200.00 T-Shirt $ 200.00
Activites $ 200.00 Other $ 600.00
Travel $ 400.00
Total $ 800.00 Total $ 800.00
Subtotal $ 1,600.00
Donation and FundraisingContact 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 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
spice it up with an all you can eat potato bar
Coffee and Donut stand Waffles & Pancakes Sales
Bake Sale spice it up by connecting it to a
holiday deliver purchases
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
www.fundraiserinsight.org/ideas www.fundraising-ideas.org/DIYwww.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
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
Individuals :members, Alumni etc. Corporations: small business
Foundations: www.fundationcenter.org – have your own solid project
Recruiting SponsorshipsRecruiting Sponsorships
Identify your sponsorship opportunity
Develop your proposal Develop your proposal Identify your prospects Prepare a professional looking
packet for your prospect Platinum Level $5000 Gold Level $2000 Silver Level $1000
Allow plenty of time for this process
www.fundraiserinsight.org/ideas www.fundraising-ideas.org/DIYwww.fundraiserhelp.com/fundraiser-ideas.htm
Start your document with a one-sentence 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
Grant writing Grant writing
General/All Purpose Fundraising: http://nonprofit.about.com
www.raise-funds.com
http://fundraisingcoach.com
www.foundationcenter.org
www.idealist.org
www.grassrootsfundraising.org
www.afpnet.org
www.convio.org
www.guidestar.org
www.nonprofittimes.com
Fundraising Online ResourcesGrantwriting:
www.fdncenter.org (The Foundation Center)
www.tgci.com (federal government grants)
www.proposalwriter.com/grants.htm
http://www.learnerassociates.net/proposal/links.htm
http://www.npguides.org
Special Events: http://www.nonprofittips.com/category/special-events/
http://nonprofit.about.com/od/fundraising/a/specialevents.htm
http://www.gaebler.com/Fundraising-through-Special-Events.htm
http://www.startinganonprofit.com/special_events.htm
Student Club Student Club Purchasing Policies & Purchasing Policies & Upcoming Important Upcoming Important ActivitiesActivities
Rosie Zhang
Professional Development Officer
Office: Bourns Hall A165
Tel: (951) 827-2708
Email: [email protected]
Purchasing – Preferably by UC Employeea. Is the purchase necessary? What is it for? What was the event and why was item needed?
Are funds available ?
b. 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]
c. 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.)
d. Turn in itemized receipt or invoice and attendee list with additional info to @A165Your full name
Your club name
W9 form (Personal check Correct current home address!!!)
Credit card information
Travel Reimbursements – Processed through iTravel
a. Is travel necessary? Where are you going & why? How many days? Will you stay at a hotel
b. Is a Fleet Services Vehicle an option? If yes then how many occupants
c. Is flying an option? If yes then contact Dean’s office to arrange flight.
d. If neither then personal vehicle is ok if travel is less than 300 RT Provide vehicle license plate number Do you have liability insurance yes/no, if yes please provide copies?
e. Are funds available?
f. 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
g. Once returned, travel reimbursement processed through iTravel (travel reimbursement must be completed no later than 14 days after return)
h. 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
a. What is the purpose for the entertainment (food) request? Who will it be for?
b. Are funds available?
c. Pre approval (before food is purchased) Pinkie
d. Provide reason for entertainment, location, date & time
e. Where will the purchase(s) be made?
f. What will be purchase and for how much?
g. Can food be bought with a P.O.? i.e. Costco
h. If yes, a P.O. will be setup and a special letter will be provided
i. Once returned from Costco, submit receipt immediately to the Dean’s office
j. The day after event submit guest list or sign up sheet
k. P.O. not an option? Then acquire itemized receipt from purchase
l. Once returned, submit receipt immediately to Rosie’s office.
m. Include w/ receipt your name, club, event name & location.
n. The day after event submit guest list or sign up sheet
o. An entertainment check request (ECR) will be processed and sent to accounting – check will be mailed to home department 2-3weeks
Requesting Procedure Download and fill out the pre-approval form http://www.engr.ucr.edu/~junwang/PinkyTemplate.xls Email to [email protected]
a. 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.
b. 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 EventsDate Event Time Location
Co-Host
9/27/2014 LC Training 9:00-4:00 pm WCH205/206 LC
9/29/2014 MDO Transfer 12:15-1:30 pm MSE116 Breezeway LC10/1/2014 MDO Freshmen All day BCOE LC
10/16/2014 Career Expo 11:00-3:00 pm HUB302
10/18/2014 BSA Hornaday Day Event 8:00-5:00 pm WCH138 lot 24 IEEE10/21/2014 GEICO Tech Talk 6:00-7:00pm TBP
10/22/2014 IEEE & SCE Workshop 6:00-7:00 pm WCH205/206 IEEE
10/23/2014 IOM3 10:00-6:00 pm WCH205/206 10/29/2014 STEM JOB Fair 11:00-2:30 pm HUB302
10/29/2014 Sears Holding Employment 6:00-7:00pm WCH205/206 ACM10/29/2014 Google Information Session 3:00-5:30pm A265 ACM
10/31/2014 MESA SLC 10:00am San diego
10/31/2014 Graduate and Profesional School 10:00-2:00 pm Rivera Library Walkway
11/13/2014 Career in gaming with Riot 1:00-7:00pm WCH205/206
MDO – Mandatory Dean’s OrientationMonday, Sept 29th, 12:15-1:30PM (Set up time 12:00PM)Location: MSE116 Breezeway
AIChEBMESACMSAESACNASMRSEWB
Wednesday, Oct 1th
(Set up time: 10 min earlier than the schedule )
THETA TAUSWESHPEASMENSBETBPIEEE
Community OutreachRiverside 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 WorkshopThursday, 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 OutreachBCoE Engineering Day
Thu – Wed, Feb19th , 2015 BCoE 8:00am-1:00pm
MESA Day CompetitionSat – Feb21st , 2015 BCoE 8:00am-4:00pm
MESA Year End ShowcaseSat – May 2ND 2015 8:00am-4:00pm
Leadership CouncilLC 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/RoomRooms 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 205/206Keep 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 InfoJun 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