Merage Student AssociationClub Policies & General Info

April 04, 2009

VP External Affairs:

Nikita Handa & Sudhish Subhash

Assigned VP of ExternalNikita 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)

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”

• 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

MSA Club Requirements & Guidelines

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

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

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

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

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

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

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

Steps to Organizing Events• Who you should consult:

1. Faculty club advisor2. 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)

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).

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

Club FinancingVP of Finance: Alan Tang

• Funding available for each club per quarter• $25 and under: Pick-up or Petty Cash• Unused funds• Time between requesting funds and actually receiving them • Q&A on financing and general reimbursement

Account types• MSA accounts

– Budgeted by end of Spring quarter– Non roll-over

• ASUCI accounts– Open with Patsy– $ 0 balance– Roll-over– Club discretion

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

Follow the moneyBudgeting Exercise

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.

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

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

Communicating EventsVPs 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

Communicating EventsClub Responsibilities

1.Once approved, add your event to the calendar on Catalyst.

2.Send an e-mail announcement via the VPs of Communication

Communicating EventsEmail 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

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

• 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

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

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

Thank You

Queries?