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Merage Student Association Club Policies & General Info

Merage Student Association Club Policies & General Info. April 04, 2009 VP External Affairs: Nikita Handa & Sudhish Subhash. Nikita Handa Women In Business Consulting Club HR/Organizational Behavior Business and Technology Association Marketing Association

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Merage Student Association Club Policies & General Info

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  1. Merage Student AssociationClub Policies & General Info April 04, 2009 VP External Affairs: Nikita Handa & Sudhish Subhash

  2. Nikita Handa Women In Business Consulting Club HR/Organizational Behavior Business and Technology Association Marketing Association Healthcare & BioPharma Association Real Estate Association Merage Key Assets Golf Club China America Business Exchange Sudhish Subhash Entertainment & Media Association Entrepreneur Association Financial Management Association Toastmasters Net Impact International Business Association Operations Management Association Grapevine/Wine Club Challenge for Charity (not MSA affiliated) Assigned VP of External

  3. MSA Club Requirements & Guidelines • NOO Meeting: • Representation highly recommended • Club Business Plan and Charter: • Submit to VP’s of External by May 2nd • Failure to meet deadline - ineligible for club status • Year-in-Advance Calendar: • Submit a calendar of proposed events and estimated cost • Include club officers elections during “MSA Club Election Week”

  4. MSA Club Requirements & Guidelines • Admits Weekend Club Drive: • Interface with potential students & highlight the importance of the clubs • Fall Club Fair: • Attend Club Fair during the Fall Orientation • Failure to participate - face reduced funding • Communicate Election Results • To School via MSA VP-Communication • To MSA VP External by end of Winter 2010

  5. MSA Club Requirements & Guidelines • Website Maintenance: • Maintain/update website at least once per quarter • Submit updates at the end of each quarter to the VP’s of External • Failure to update website - may be suspended • Catalyst: • Download quarterly club rosters from Catalyst • Send a copy of the roster to the VP’s of External by the end of 2nd week of each quarter • Club Lockers: • 1-2 lockers per club from C4C • Club Advisor: • Advisor should attend club events at least once per quarter

  6. Club Business Plan & Charter • Required Submission • Due date: May 2nd, 2009 • Failure to submit – lose club active status • Details to be included • Mission Statement • Short- and Long-term objectives • Officers’ responsibilities • Activities supporting club’s mission • Club guidelines • Planning/Budgeting • Include tentative calendar dates for events • Should have value-added events for Fall quarter

  7. Event Planning • Quarterly minimum: Please remember these events are a reflection of the school • TWO value-added events per quarter • Resume workshop • Interviewing workshop • Speaker series • Networking events • ONE general club meeting • Time considerations: • Plan ahead: planning for Fall events should start in Spring • Avoid date/times that conflict with other club meetings and events • FEMBA availability: Mon – Thu Evenings

  8. Recommended Goals • Focus on career related activities • Help members prepare for careers • Create activities that provide access to business professionals • Help members in internship and full-time job searches • Create a legacy of success with a structure/process that can be perpetuated

  9. Recommended Club Charter • Establish officer’s roles & responsibilities • Clarify club’s logistics: election policy, transitioning policy, self-regulating policy and amendment policy • Creating norms: meeting, working, communication, and consideration • Set up routine club officer meetings: bi-weekly meetings

  10. Recommended Club Events • Conduct Career Advising Activities • Peer advisor/mentor activities for first-year students • Resume/interview workshops • Internship information sessions • Develop & Deliver Career Awareness Activities • Alumni and industry/function guest speakers • Industry roundtables • Networking mixers • Company site visits

  11. Recommended Club Events (cont.) • Participate in MBA Career Center Activities • Generate interest in company information sessions/receptions • Participate in career management training workshops • Participate in peer advisor program • Submit internship evaluations and surveys • Help build contacts database and career resource library Will be clarified during the Career Center Luncheon * Refer to MBA Career Center Event Support Request form * All request must be submitted 60 days prior to the event

  12. Steps to Organizing Events • Who you should consult: 1. Faculty club advisor 2. Career center liaison (Tom Kozicki) 3. Alumni relations (Maureen McAndrews) 4. Corporate relations(Shaheen Husain) 5. Marketing/Communications (Diane Sagey) • Parking pass request procedures(for guests) – submit request to Lia Spirka (lspirka@uci.edu)

  13. Steps to Organizing Events • Step 1: Add the event on Catalyst after checking for any conflicting events • Step 2: Send the event request form to MSA at msa-eventsapproval@exchange.uci.edu (Event Request Form explanation). • Step 3: Once the date is approved, then the club officers can begin planning for an itemized budget. (VP Finance approval needed). • Step 4: Communicate the event (VP communications will elucidate on the process).

  14. Steps to Organizing Events • Event request • Must be submitted two weeks in advance PRIOR to the event • $50 fine(s) imposed if: • Event is held without gaining approval • Event held in “direct” conflict with another event • Club submits Request Form after the deadline

  15. Club Financing VP of Finance: Alan Tang

  16. Account types • MSA accounts • Budgeted by end of Spring quarter • Non roll-over • ASUCI accounts • Open with Patsy • $ 0 balance • Roll-over • Club discretion

  17. Source of funding • Annual Budget • 08-09: $ 32 000 • 07-08: $ 26 000 • Budgeting exercise • Reserve • 07: $ 45 000 • 08: $ 53 000 • Legislation • Non-MSA Funding Sources (MSA rules do not apply) • Corporate sponsorships • Fundraising events • Center of excellence sponsorships • Club Discretion Spending Priority

  18. Follow the money Budgeting Exercise

  19. Expenditure Principles • Necessary for the attainment of club goals • Cost is appropriate for benefits attained • Benefits are accessible to entire student body • Clubs co-host allowed.

  20. Rules • Alcohol • Not reimbursed • MSA Mixer • Food • Must indicate number of people in attendance and nature of business conducted. • $ 2 -3 x # of people • Meals provided during officer meetings • Not reimbursed • MSA training session > 4 hours • Meals with guest speaker • Not reimbursed • Large Events • Sign-in sheet • $ 5 per person

  21. Mutual Agreement • Signed by MSA VP Finance & Club VP Fiinance • Follow the rules • Good intentions (avoid moral hazard) • Keep a ledger so won’t spend what you don’t have

  22. Communicating Events VPs of Communications: Matt Poladian & Lisa Gonchar Our responsibilities: • Ensure clear, appropriate communication to the student body • Ensure all MSA and club activities are publicized to every Merage student • Maintain current calendar of MSA and club events

  23. Communicating Events Club Responsibilities • Once approved, add your event to the calendar on Catalyst. • Send an e-mail announcement via the VPs of Communication

  24. Communicating Events Email Guidelines • Each event has a maximum of two email blasts • Embed any images into the email body (no attachments) • Include club acronym in the subject line • Example: {WIB} for Women In Business • Check grammar and spelling before submitting • Avoid using exclamation marks • Avoid using all-capitalized words in the subject line • Allow us 1-2 days lag time to send the email blasts

  25. Website Maintenance & Technology One update per quarter is required No update = club suspension Required on website Officer names and bios Club events announcements Statement of club’s mission After update, submit web update form to assigned VP External VP of Technology: Monika Prasad & Andrew Tang

  26. Website template/format - Items that must be included Web editing software: Frontpage, Sharepoint, Wordpad How new clubs get websites Outside web hosting Standard place for storing files – Makes transferring information to new officers easier FTP Site: 128.200.64.20 Inactive club websites Q&A Contact VP’s Technology for all technical questions relating to club website Website Maintenance & Technology

  27. Club Suspension & Reinstatement • Suspension • No reserving of rooms for events • No funding • Reinstatement • Petition to student association • Outline steps club will take to meet guidelines • Student association will vote on reinstatement

  28. Other Considerations • Regular meetings with officers and members • During the Summer, make sure to check Merage email • Officers should work on events during Summer as needed so your club is ready to go in Fall. • President of MSA: Marc Rosenblatt

  29. Thank YouQueries?

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