BCoE Student Leadership Workshop 2014 Fall

Jun WangDirector of Student Development

Office: Bourns Hall A143

Tel: (951) 827-2708

Email: junwang@engr.ucr.edu

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: junwang@engr.ucr.edu

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 - Merchandise

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: yzhang@engr.ucr.edu

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 : yzhang@engr.ucr.edu

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 yzhang@engr.ucr.edu

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: Carlisg@engr.ucr.edu or Scervin@engr.ucr.edu

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: junwang@engr.ucr.edu

Add me on Facebook & LinkedIn

Rosie Zhang

Office: Bourns Hall A165

Email: yzhang@engr.ucr.edu

Tel: (951) 827-3188