This page is meant to be a repository for internal info useful only to board members and to ensure an easy transition to a new board. Most is relevant only to the coordinators. Sean 11:58, 23 August 2006 (EDT)
Website, wiki, e-mail lists
The lists (all at mit.edu) can be administered through Moira Athena list management (requires certificates).
- "beboard" reaches everyone on the board and is self-owned.
- "bestudents" reaches all graduate students, as well as Dalia and Mariann. If using "bestudents", make sure to send also to "be-mengstudents" so the M.Eng. students are not left out. The M.Eng'ers are on "be-list" along with faculty and staff. Use grave caution in sending to this list.
- Each position has its own generic e-mail list, which is self-owned, so when the transition happens, the old officer should add the new officer(s) and then take themselves off the list.
- Events can be added and edited on the Google calendar "MIT BE Board". Log in to the Google calendar account with the beboard e-mail and "calendar".
Coordinators should e-mail bestudents about upcoming board meetings a week or so ahead. Include a link to the agenda page, mention lunch, and give a bit of text about what will be discussed.
Coordinators should reserve a room and order lunch ($100 budget, submit receipt to Mariann, e-mail the treasurer, use tax-exempt form). Don't forget to have drinks, cups, napkins, plates, plastic utensils. Quiznos (order the day before, no delivery), Indian (name?), Royal East, Bertucci's (order early, they're late otherwise) have been used. Usually one of the meeting rooms in 56 is big enough. For the first meeting of the year, the transition meeting or any other where many, non-board members will attend, 56-614 works.
56-614: Mariann in the BE HQ...you need to grab keys from the office before they close around 4:45.
56-3XX: JoAnn Sorrento
56-4XX: I think it's Amy, but JoAnn is generally really nice about helping you figure it out.
Stata: someone from Tidor lab
Tech Square: Olga Parkin
Run any major changes by Doug.
- Important to get this planned early because scheduling can be hard. Best to line up as many speakers as early as possible, because people will often need to reschedule. Dan Darling can help with getting contacts from industry. There is money budgeted to fly in a speaker or house a couple of them ($1000). This is usually more of an issue for academic speakers. If a professor can recruit, the lab may be able to help pay for the stay. There is also $60 per speaker for a gift and another $60 for refreshments (budgeted 2006-07). Don't forget that there are plenty of speakers available within a few hours of Boston. The visiting committee also have offered to help with finding links since many of them are in high places at corporations.
- First-year dinners (late Sept./early Oct.)
- In the budget, but confirm $10/person subsidy and number of attendees with dept.
- Check with TA's as to good dates given homework schedule in 420/430/440
- Fall BBQ ?
- Holiday party
- Organized by Olga and JoAnn, they may ask for help
- BE/ChemE BBQ (August)
- Not budgeted for. Confirm departmental funding or available board money for this before going ahead. Board had to pay in 2006.
Send out an e-mail at the beginning of each semester to measure interest in offered sports and recruit captains. Send this big e-mail to the be-list, but not subsequent ones, since professors tend to complain about getting too many of these. However, some professors (Al G., David Schauer, Matt Lang...) have played before and may be interested.
Association of Student Activities (ASA)
The listed president (one of the co-coordinators) will be able to click the Student Group Officer Access link that will take you to the ASA BE Board web page and allow you to make modifications. MIT personal certificates are required.
The rest of the world will have to search all the student groups for Biological Engineering. Click on the link and you will get a summary of the group page. The treasurer and room reservation signatories (social chairs) also need to be listed.
Every year the "president" should sign and submit the hazing policy form on the website and distribute the hazing law at the first meeting of the year. In addition, the ASA will request a copy of our constitution either by posting a URL on the ASA database or by submitting a hard copy along with the hazing form. An electronic copy of the constitution is posted in the BE Board locker.
Here is an e-mail from ASA:
>The database contains the following information about your group: > >The Athena locker: beboard > >The officer's e-mail list : beboard > >The general e-mail list : beboard > >Lastly, this e-mail has been cc'd to email@example.com. That address >reaches the staff of the Student Activities Finances Office who will >help you setup the group's main account and funding account, as well >as provide you with help to obtain advanced payments or reimbursements >for your group's need. > >We also direct your attention to the resources available to you through >the Student Activities staff in W20-549. As part of the Student Life >Program office, the Student Activities staff is available >to provide event-planning assistance, advice on organizational issues, >leadership development opportunities, and information about campus >resources. Please feel free to drop by and further acquaint yourself >with the office and staff. > >Sincerely, > >The ASA Executive Board >firstname.lastname@example.org