BCoE Student Leadership Workshop 2014 Fall

1. BCoE Student Leadership Workshop 2014 Fall Jun Wang Director of Student Development Office: Bourns Hall A143 Tel: (951) 827-2708 Email: junwang@engr.ucr.edu

2. 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)

3. 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

4. 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

5. 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

6. 8 Steps to Effective Delegation • Select • Explain • Define • Discuss • Support • Follow-up • Evaluate • Praise

7. 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

9. How to planning your Org Event? • Design a budget and be prepared • for many upfront cost • 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 • 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: • 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 Plan your program: what the need is

10. 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

19. Student Club Fundraising Jun Wang Director of Student Development Office: Bourns Hall A143 Tel: (951) 827-2708 Email: junwang@engr.ucr.edu

20. 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

21. 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

22. ASUCR Funding • Activate Your Account • Submit your funding proposal on 2nd week of Fall • Funding proposal upper limit (increase 10%/yr) • Matching/Deposit Amount

23. 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

24. Fundraising Ideas - Merchandise

25. 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/DIY • www.fundraiserhelp.com/fundraiser-ideas.htm

26. 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

27. 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

28. Individuals :members, Alumni etc. Corporations: small business Foundations: www.fundationcenter.org – have your own solid project

29. Recruiting Sponsorships Grant writing • 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 • 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 • www.fundraiserinsight.org/ideas • www.fundraising-ideas.org/DIY • www.fundraiserhelp.com/fundraiser-ideas.htm

30. Fundraising Online Resources Grantwriting: 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 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

31. Student Club Purchasing Policies & Upcoming Important Activities Rosie Zhang Professional Development Officer Office: Bourns Hall A165 Tel: (951) 827-2708 Email: yzhang@engr.ucr.edu

32. Purchasing – Preferably by UC Employee • 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 : yzhang@engr.ucr.edu • 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 • Your full name • Your club name • W9 form (Personal check Correct current home address!!!) • Credit card information

33. Travel Reimbursements – Processed through iTravel • 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 • 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 • 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.

34. Entertainment Reimbursements-Preferably to UC Employees • 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

35. Requesting Procedure • Download and fill out the pre-approval form • http://www.engr.ucr.edu/~junwang/PinkyTemplate.xls • Email to yzhang@engr.ucr.edu • 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.

36. Upcoming Events

37. MDO – Mandatory Dean’s Orientation • THETA TAU • SWE • SHPE • ASME • NSBETBP • IEEE

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

39. 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

40. 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

41. 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

42. Contact Info • Jun 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