Year At A Glance – 2009Special Dates and Information for Engineering Clubs

September 21, 2009

Kellogg Mansion

Cal Poly Pomona

Council ObjectivesProvide guidance and leadership

More informed club officers

Support club projects and goals Increase communication between the

Council, College, Clubs, and ASI Monthly newsletter

National Association of Engineering Student Council (NAESC)

The COUNCIL of Councils… A non-profit organization Provides leadership training for Engineering Council Allows councils from across the US to share ideas

Two Annual Conferences West Regional Conference

UC Irvine November 20-22 4-5 available seats

NAESC National Conference University of Texas, Austin March 4-7, 2010

West Regional ConferenceUC Irvine November 20-22

Inviting 4 – 5 Club Presidents Interested in continuing NAESC for next year

Great Opportunity to meet people Network

http://esc.eng.uci.edu/wrc/index.php

The Re-Chartering Process

Deadline: October 16, 2009

Process: Attend workshop/ECLR Get username and password Complete on-line forms from a

school computer

http://www.dsa.csupomona.edu/osl/rechartering.asp

Complete Advisor Application Complete ASI Signature Card

Details of Rechartering Update club bylaws Drop off signed “hard

copy” of Advisor Application

Turn in completed Signature Cards

Contact OSL to confirm that your re-chartering is complete and has been accepted

Fantastic Fall Quarter Events

Bronco Fusion (9/23) E-Council Meetings Fall Job Fair (10/15) Welcome Fair (10/22) 3D Leadership

Conference (11/13)

Wacky Winter Quarter Events

E-Council Meetings Quarter At A Glance Hi-Tech Job Fair

(1/29) Engineer’s Week

(2/14 – 2/20) Club Officer

Elections

Super Spring Quarter Events

E-Council Meetings Spring Career Day

(4/15) ECLR (5/15)

Engineering Club Leadership Retreat

Project Symposium Graduation

InternetGreatest communication toolGoogle

Gmail Documents Calendar

Set up a Club AccountCHECK YOUR EMAILS!

Club WebsitesPublicity InformationCheck Ecouncil website

www.csupomona.edu/~egr_council/Website/Clubs.html

Search Engineering Council Events and Calendar Page

Create a website

Contact List for ClubsVerified by emailStill missing some Information

Check your EmailsEmail me if uncertain

ecouncil.secretary@gmail.com

Campus Mail

Check Mail Boxes OSL Office Department Offices

Check with Past Officers

Ecouncil Newsletter Is CompleteWill be sent out to all engineering studentsWill contain

Any updates or information from Ecouncil Clubs can submit an article or promotion Advertise your club meeting dates

Consolidates information sharingOfficial news delivery method

Representing Each OtherYour Club Agenda

Chapter of a National Organization Mission / Goals associated with

Your Major Your Profession / Industry Campus Social

Consists of like minded students

Representing Each OtherThe Engineering Council

Affiliated with The Clubs The Students The College The University / ASI NAESC

Mission / Goals associated with all majors, industry, and campus life.

Composed of Engineering Club members

Representing Each OtherThe Council – Club Relationship

One Team, One Fight EC exists to benefit the students, clubs, and

College EC officers need to be staffed by veteran and

experienced students to best benefit you To achieve all our goals, we need to approach EC

events with a level of professionalism and significance

If you’re the governor, we’re the senate

Representing Each Other

The Past Poor communication Poor attendance Less than qualified representatives Lunch not always provided Meeting not taken seriously Few candidates during election / no

returning officers

Representing Each Other

Goals Stronger representative body

Better attendance Increased participation Fluid communication Committee formation

Livelier Elections

ELECTIONS

Plan AccordinglyEnsure Proper TransitionKeep EC InformedAssists During Burnout

ECLR Charges

Informed well in advanceDefrays cost of event14 clubs have outstanding dues

Late registration Failed to attend

$900$1600

ECLR Charges

Cost breakdown $10 – late RSVP (May 2-8) $25 – grossly late RSVP (May 9-15) $65 – whole day no show w/o proxy $30 – half day no show w/o proxy

ECLR Charges

Look at your badgesSee me after the presentationsPayment options

Cash or check to EC Treasurer DR to EC accounts

Introducing:

Ismael Souley

ASI Engineering Senator

Associated Students Inc

ASI is a Cal State University recognized auxiliary and a nonprofit corporation that seeks to: Foster student advocacy, representation,

engagement and academic success Establish opportunities for learning, leadership and

development for students and its staff Create an environment that promotes collaborative

partnerships, cultural diversity and campus pride Provide high quality facilities, programs and

services to students, administrators, faculty, staff, alumni and the off-campus community

The core ASI programs & services:

ASI student government is divided into 3 branches: Executive Board Senate Cabinet – including the Judiciary and

Elections

Senator duties: Create/approve senate bills, resolutions and

policies Approve budgets Sit on University-wide committees and ASI

committees Have the legal responsibly to make

decisions on behalf of the students that I represent

How can your senator help you? Facilitator Protect the benefits provided by the

students’ fees (ASI and BSC) Source of information

ASI Goals for the academic year 2009-2010 Improve ASI outreach and be available to

the students Create stronger communication between

faculty and the students Develop strategies on solving the shortage

of classes on campus

My information: Ismael Souley ASI Engineering Senator(2009-2010) Bldg 35 Room 2321 (Senate Office) Phone #: (909) 869-3632 E-mail: asiengsenator@csupomona.edu

BUDGETS!!!!BUDGETS!!!!

Your Club’s Name

2009-2010

Check Annual Budget Request

Ensure chair, advisor, and treasurer information is correct and submitted form must be original

Current Budget column reflects the income and expenses from the 2008-2009 Academic Year

Amount requested column consists of the anticipated income and expenses for the upcoming 2009-2010 Academic Year

What is Carryover?What is Carryover?

Carryover is surplus funds left after the Carryover is surplus funds left after the last budget cycle.last budget cycle. Therefore, the carryover under the Amount Therefore, the carryover under the Amount

Requested/Reline column is the difference Requested/Reline column is the difference of the total income and the total expenses of the total income and the total expenses under the Current budget columnunder the Current budget column

IncomeIncome

The income fields under the current budget The income fields under the current budget column should consist, at least, of the column should consist, at least, of the following:following: ASI AllocationsASI Allocations FundraisingFundraising CarryoverCarryover

Remember that all these quantities are from the Remember that all these quantities are from the past academic year.past academic year.

IncomeIncome

The income fields under the Amount The income fields under the Amount Requested/Reline column should Requested/Reline column should consist, at least, of the following:consist, at least, of the following: CarryoverCarryover FundraisingFundraising

IncomeIncome

At least 20 percent of your anticipated At least 20 percent of your anticipated expenses should be supported by your expenses should be supported by your fundraising activitiesfundraising activities

Other sources of income include Other sources of income include sponsorships and membership duessponsorships and membership dues

ExpensesExpenses

All fields under this section should All fields under this section should reflect all activities and expenses that reflect all activities and expenses that utilize funds in the club ASI accounts.utilize funds in the club ASI accounts.

All dollar amounts need to be as All dollar amounts need to be as specific as possiblespecific as possible

Line Item JustificationsLine Item Justifications

This second part of the budget package This second part of the budget package explains every single line of the actual explains every single line of the actual budget formbudget form

Include the specific breakdownInclude the specific breakdown Please use the provided formPlease use the provided form

Program Questionnaire Program Questionnaire

Final part of the budget packageFinal part of the budget package Utilize standard format Utilize standard format The following questions need to be answered:The following questions need to be answered:

1.1. What is the purpose of your organizationWhat is the purpose of your organization

2.2. Question 2 does not applyQuestion 2 does not apply

3.3. Approximately how many students are served Approximately how many students are served by your organization?by your organization?

4.4. Provide a list of officers, coordinators, and Provide a list of officers, coordinators, and advisors for your organizationadvisors for your organization

Program QuestionnaireProgram Questionnaire

Questions cont.Questions cont.5.5. Describe your prior and current year events, Describe your prior and current year events,

attendance , and outcome.attendance , and outcome.

6.6. Did you receive funds or plan to seek Did you receive funds or plan to seek additional funding from the ASI Budget additional funding from the ASI Budget Committee or the IRA Fee Committee during Committee or the IRA Fee Committee during the last fiscal year? the last fiscal year?

7.7. Describe attempts or receipts to generate Describe attempts or receipts to generate funds from other sourcesfunds from other sources

8.8. What are your organization's goals for 2009-What are your organization's goals for 2009-20102010

Late submissionsLate submissions

Budgets are due todayBudgets are due today Incorrect and incomplete budgets need Incorrect and incomplete budgets need

to be submitted ASAPto be submitted ASAP There is no second due dateThere is no second due date EmailEmail

ECouncil.Treasurer@gmail.comECouncil.Treasurer@gmail.com

Thank youThank you

Questions?Questions? Form filling!Form filling! EmailsEmails

ECouncil.President@gmail.comECouncil.President@gmail.com ECouncil.VP@gmail.comECouncil.VP@gmail.com ECouncil.Treasurer@gmail.comECouncil.Treasurer@gmail.com ECouncil.Activities@gmail.comECouncil.Activities@gmail.com ECouncil.Secretary@gmail.comECouncil.Secretary@gmail.com