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IEEE USF EXCOMM Training Summer Session

IEEE USF EXCOMM Training Summer Session. May 2011 MSC 2708. Agenda. 2011-2012 Goals NEW Programs/Events EXCOMM Responsibilities EXCOMM Resources Fall 2011 Events Sponsorship Details Budget Summary Hands-On Time. 2011-2012 Goals. Our Ultimate Goal.

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IEEE USF EXCOMM Training Summer Session

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  1. IEEE USF EXCOMM TrainingSummer Session May 2011 MSC 2708

  2. Agenda • 2011-2012 Goals • NEW Programs/Events • EXCOMM Responsibilities • EXCOMM Resources • Fall 2011 Events • Sponsorship Details • Budget Summary • Hands-On Time

  3. 2011-2012 Goals

  4. Our Ultimate Goal To promote long-lasting IEEE membership to students

  5. Goals • INNOVATION • EXCOMM Training Workshop • FWCS/USF Mentorship Program • Intramurals • MEMBERSHIP • FREE Membership Program • FREE T-Shirt Program • BUDGET • IEEE Sponsorship Program • PI Your Professor

  6. NEW Programs

  7. Chair and Vice-Chair IEEE EXCOMM Workshop • Purpose: • To meet new EXCOMM members • To allow the EXCOMM to go over and vote on technical details of the semester’s events. • To provide all EXCOMM members time to fulfill their duties • TWO Sessions • Summer (May) • End of Winter (December)

  8. Chair IEEE/FWCS Mentorship Program • Purpose • To give students the opportunity of creating a professional relationship with a member of the IEEE Florida West Coast Section • Reason • Allows students to meet professional IEEE members • Details • A database will be created of volunteer FWCS members that wish to participate in this program • Up to 3 students will be paired with a mentor working in their field of interest. • There must be at least 1 monthly meeting from each group (3 meetings a semester) • Meeting time/location will be arranged by the mentor and his students. • All meetings will be recorded by the Student Branch

  9. Events Committee IEEE Presents: PI Your Professor • Purpose • To fundraise money for the branch • Details • Participation from 3 teachers • $5 - students will have a chance to “PI” their professors • Rules: • Professors will be wearing a plastic cover • Students will stand at least 6 ft. from them • The “PIs” will consist of plastic plates with whipped cream

  10. Events Chair Sponsorship Program: $500 • Planning • Fall/Spring Events Pamphlet • Sponsorship Pamphlet • FWCS List of potential sponsors • Sponsorship Letter • Benefits • Direct access to the local Electrical Engineering community • General Body Meeting Guest Speaker • Invitation to all our events • Tax-deductible Sponsorships • 2-person table at both Senior Banquets

  11. Membership Chair FREE T-Shirt Program • Purpose: • To award active students by giving them free T-Shirts • To advertise the student chapter • Requirements • Attended at LEAST half of the semester’s events • Must have signed-in the attendees list at all events

  12. Membership Chair FREE Membership Program • Purpose: To increase local student involvement and regional Student Membership • Plan: • IEEE USF will sponsor (re-imburse) membership for active and involved students • Requirements • Miss at MOST 2 events of the Fall Events • Does NOT include SoutheastCon and Senior Banquet • Must have signed-in the Attendees List at all events

  13. EXCOMM Positions

  14. 2011-2012 EXCOMM Members • Chair : Victor Basantes • Vice Chair: DishaSaha • Treasurer: AyazHemani • Membership Chair: Robert Lewis  • Internal Secretary: Kelley Allenegui • External Secretary: Mikel Graves  • Designs Chair/Webmaster: PalanSeemangal • Marketing Chair: Ruby Perez • Events Chair: David Touvell • Events Committee: Sharina Jones • SPAC Chair: Alexandria Oliveros • EXPO Chair: Naval Dhawan

  15. Chair – Victor Basantes • Responsible for the overall management • Prepare the reports for IEEE: • Annual Plan – November 1st • Annual Report - May 1st • Report new EXCOMM members • Arrange for efficient transition of EXCOMM members • Organize and direct two EXCOMM Training sessions. • Coordinate the FWCS Mentorship Program • EXPECTATIONS: • Manage and serve as your guide.

  16. Vice-Chair – DishaSaha • Assist the Chair with the work • Organize each semester’s special events: • SoutheastCon Competitions • Annual Field Trip • Perform all functions of the Chair in the latter's absence or upon request. • EXPECTATIONS • Be the Chair’s right wing

  17. Internal Secretary - Kelley Allenegui • Keep accurate and informative records of all Branch events. • Keep detailed records of the Branch's supplies. • Write minutes for all EXCOMM meetings • Publish them online with the Webmaster's assistance • Work with the Chair to create an agenda for EXCOMM meetings. • Take pictures at all Branch events • EXPECTATIONS • Send EXCOMM minutes weekly to Webmaster

  18. External Secretary – Mikel Graves • Write articles for the IEEE FWCS Signal • Advertise upcoming events and request for sponsorships • Promote the IEEE USF/FWCS Mentorship Program • Be responsible for all Branch correspondence. • Attend all the monthly FWCS meetings • 1st Tuesday of every month • Provide the Webmaster with information about FWCS events to make them available on the website. • EXPECTATIONS: • Publish an article EVERY month in the Signal

  19. Treasurer – AyazHemani • Maintain the appropriate financial accounts • private and SG • two signatures: Treasurer and Advisor • Submit Purchase Orders to fund the Branch's events. • Prepare an annual budget for inclusion in the Annual Plan of Activities report • IEEE and Student Government • Oversee all fundraising efforts. • EXPECTATIONS: • Keep weekly accounts of incomes and expenses

  20. Marketing Chair – Ruby Perez • Send e-mails to the Student Branch and the College of Engineering to advertise the Branch's events • Work closely with the Webmaster to advertise events on the website • Maintain and update a Facebook page • Constant advertising on SG’s ProGo system • Physical advertising: flyers around the buildings and chalk around campus • EXPECTATIONS • Start advertising at least a week in advanced for our events.

  21. Designs Chair – PalanSeemangal • Design: • flyers to advertise the Branch's events. • logo to be used on the Branch's yearly t-shirts. • fall/spring events pamphlets (beginning of each semester) • Provide the Marketing Chair and the External Secretary with all the materials created. • EXPECTATIONS: • Must have all designs ready two weeks before the events • Pamphlets (Events and Sponsorship) must be completed one month before the beginning of the semester

  22. Membership Chair – Robert Clark • Keep records of all active members • Registered and not-registered with IEEE • Keep a roster of all the students that attend the events. • Increase student involvement by going to electrical engineering classes • Organize participation in ALL Monster Sessions organized by the College of Engineering. • Responsible for: • FREE Membership Program • FREE T-Shirt Program • EXPECTATIONS: • At least 10 students added to Blackboard every month

  23. Events Chair – David Touvell • Reserve rooms (MSC and ENB) and pavilions at the beginning of the semester. • Organize the semiannual picnics and banquets • Contact sponsors and create an agenda • Attend the EMS’s “Event Review” sessions. • Work with the Treasurer to make sure that food will be available at ALL events. • Create AND lead an Events Committee • In charge of the Sponsorship Program • EXPECTATIONS: • Contact at least 10 sponsors each month • Get at least 10 sponsors by end of Fall

  24. Events Committee • This group of students will assist the Events Chair with: • Contacting sponsors • Organizing large events • Putting together fundraisers • This committee is mainly targeted for new students in the IEEE Student Branch • EXPECTATIONS: • Follow the Event Chair’s ideas and plans

  25. Webmaster - PalanSeemangal • Maintainthe Branch's website • Keep students updated about all IEEE offers, seminars, and meetings • Work with the Marketing Chair and the Designs Chair to publish the Branch's events online. • Keep a working RSVP system. • Upload EXCOMM minutes weekly with the Internal Secretary's assistance. • EXPECTATIONS: • Weekly updates on the website (every Monday)

  26. SPAC Chair – Alexandra Oliveros Villalba • Responsiblefor organizing two major IEEE events: • Student Professional Awareness Workshop (Fall) • Student Professional Awareness Conference (Spring) • Complete all required paperwork with IEEE (budget and agenda) • Oversee the reservation of the venues and the food . • Contact speakers and sponsors. • EXPECTATIONS: • Make the SPAC successful

  27. EXPO Chair – Naval Dwahan • Responsible for coordinating our annual participation at the USF Engineering Expo • Be innovative! • Contact Laser Show sponsors. • Submit all the paperwork required by USF before the deadline. • Apply for SG EXPO Budget • Coordinate the agenda for the two days. • EXPECTATIONS: • Meet all deadlines given by USF (around November)

  28. Officer Responsibilities (Fall): • FWCS/USF Mentorship Program: Chair • SoutheastCon: Vice-Chair • Annual Field Trip: Vice-Chair • Fall Picnic: Events Chair • Fall Banquet: Events Chair • PI Your Professor: Events Committee • 1st General Body Meeting: Chair • 2nd General Body Meeting: Vice-Chair • 3rd General Body Meeting: Internal Secretary • 4th General Body Meeting: External Secretary

  29. Attention Officers! • If you can’t fulfill certain responsibilities due to previous commitments, time conflicts or any other reason: • You are responsible for appointing another officer to your event.

  30. General Body Meetings • ALL officers will be required to run at least one general body meeting throughout the academic year • Exception: Events Chair • Constantly working on getting us sponsors, and planning the picnic and banquet.

  31. Year-Round Events: • IEEE Competitions • Hardware Competitions • Software Competitions • IEEEXtreme • IEEE FWCS/USF Mentorship Program • USF Engineering EXPO

  32. EXCOMM Resources

  33. Website • EXCOMM Page: • IEEE USF: Book of Everything • IEEE USF Constitution 2011 • EXCOMM Training Presentation • EXCOMM Positions and Responsibilities • Fall 2011 Events Information (very detailed) • IEEE USF 2011-2012 Annual Budget • Senior Banquet Sponsorship Letter • Senior Banquet Alcohol Letter • ALL Minutes • Available: http://ieee-ee.eng.usf.edu/officers.html

  34. Fall 2011 Events

  35. 1st General Body Meeting Thursday, September 1st • Event Title: IEEE: An Introduction • Officer: Chair • Location: ENB 313 • Time: 6:00 pm • Speaker - Jim Howard • Topic: • What is IEEE? • Joint Meeting with IEEE-CS • Recruit EXCOMM Members • Advertise SPAC

  36. 2011 SPAC - Soft Skills WorkshopWednesday, September 14th • Event Title: IEEE USF SPAC Fall 2012 • Officer: SPAC/SPAW Chair • Location: MSC 2708 • Time: 12 pm – 2 pm • Topic: • Networking for the Career You Want • Personal Positioning for Engineers • Interviewing Skills For Engineers

  37. 2nd General Body MeetingThursday, September 29th • Event Title: IEEE USF Jeopardy! • Officer: Vice-Chair • Location: ENB 313 • Time: 6:00 pm • Topic: • Recruit SouthEastCon 2012 Teams • Advertise Mentorship Program • Advertise Picnic

  38. Fall 2011 Picnic Saturday, October 15th • Event Title: IEEE USF Picnic Fall 2012 • Officer: Events Chair / Events Committee • Location: Riverfront Park • Time: 10 am – 2 pm • *funding for canoes and kayaks

  39. 3rd General Body Meeting Thursday, October 27th • Event Title: Neural Engineering: An Introduction • Officer: Internal Secretary • Location: ENB 313 • Time: 6:00 p.m. • Speaker: Dr Saddow • Topic: Neural Engineering In Today’s Society

  40. PI Your Professor Wednesday, November 9th • Event Title: IEEE USF Presents: PI Your Professor • Officer: Events Chair / Events Committee • Location: Outside of ENB • Time:

  41. 4th General Body MeetingThursday, November 24th • Event Title: Robotics and You • Officer: External Secretary • Location: ENB 313 • Time: 6:00 p.m. • Speaker: FWCS RAS • Topic: Advertise Trip (Ripley's Believe It or Not)

  42. Senior Banquet with GOLD Friday, November 25th • Event Title: IEEE USF Senior Banquet Fall 2012 • Officer: Events Chair • Location: MSC 2708

  43. Annual Field Trip Monday, December 12th • Event Title: IEEE USF Annual Trip • Place: • Officer: Vice-Chair

  44. Budget Summary

  45. 2011-2012 Current Balance • Student Government: $2,500 • Private Account: $1,528

  46. 2011-2012 Expected Income • $200 Fall SPAC • $200 Spring SPAC • $200 Fall E.E Department Banquet • $200 Spring E.E Department Banquet • $100 IEEE Annual Report • $5000 Expected Sponsors: 10 • TOTAL: $4900

  47. Hands-On Time!

  48. Events Chair • Request rooms for MSC, ENB, and Pavillion • Review database of FWCS sponsors • Create an “Events Committee” • Design/Webmaster Chair • Develop Fall 2011 Events Pamphlet • Work on updating the website • Create a flyer for SPAC (Public Speaking)  • SPAC/SPAW Chair • Find potential speakers and send e-mails to them • Come up with an event description and agenda • EXPO Chair • Come up with an idea for EXPO and develop an abstract  • Membership Chair • Develop an abstract for Membership and T-Shirt programs • Chair • Abstract for FWCS Mentorship Program  • One-on-one officer training • Vice-Chair • Prepare for 2nd General Body Meeting  • Jeopardy game questions • Marketing Chair and Internal Secretary • Access ProGo system and submit forms • External Secretary • Write one Signal article to: • advertise FWCS mentorship program, • announce new officers • mention SPAW and Picnic • ask for sponsorship for Banquet  • Treasurer • Agree on event allocations • Put in PO's for the fall semester  • Come up with budget for PI Your Professor fundraiser • Present income for upcoming year

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