Being An Effective Chapter President

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Being An Effective Chapter President

• Kwame Hilson Baptiste
• Region I Chairperson 2007-2009
• Naphysah Duncan, ME, MSBE
• Region I AE Chairperson 2008-2009
• National Society of Black Engineers
• Presented August 9th, 2008

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Contents
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Introduction

• Kwame Hilson Baptiste
• 2008-2009 Region 1 Chairperson
• B.E. in Electrical Eng.
• - Stevens Institute of Tech.
• MBA student at Stevens Currently
• Kaplow Communications IT/Networking Eng.
• Responsible for the overall management and
  operations of the Regional Executive Board and
  ensuring that the needs of all Regional members
  have been met.

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Introduction

• Naphysah Duncan, ME, MSBE
• 2008-2009 Region 1 AE Chairperson
• BE ME in Mechanical Engineering
• - Cooper Union
• MS in Biomedical Engineering
• - Rutgers University
• NYC XL / Stryker Spine
• Responsible for the overall management and
  operations of the regional board and ensuring
  that the needs of the alumni extension have been
  met.

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NSBE BasicsNSBE Mission Statement

• The mission statement of the National Society
  shall be
• To increase the number of Culturally
  responsible Black Engineers who excel
  academically succeed professionally, and
  positively impact the community.
• Article II, National Constitution

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NSBE Basics NSBE Mission Statement Need to
know 1

• Members shall be defined as
• (a) i) an undergraduate enrolled in an
  accredited educational institution or program
  that offers a degree in the field of engineering
  and is a candidate for a degree in engineering,
  engineering technology, or applied/physical
  science, or
• ii) a graduate student who has received an
  undergraduate degree in engineering, engineering
  technology, or applied/physical science,
• Article III, Section 3, National Constitution

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NSBE Basics NSBE Mission Statement Need to
know 1
Cont.

• An Alumni member shall be defined as
• i) a person who has received a Bachelors degree
  or advanced degree from an Accredited Educational
  Institution in engineering, engineering
  technology, or applied/physical science as
  defined using an approved standard, or
• ii) a candidate for an advanced degree in
  engineering, engineering technology or applied
  science as defined using an approved standard,
  from an Accredited Educational Institution
• Article III, Section 3, National Constitution

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NSBE Basics NSBE Mission Statement Need to
know 2

• Membership and participation shall be free from
  discrimination on the basis of sex, race,
  religion, ethnic group, age, national origin, or
  country of abode.
• Article III, Section 5, National Constitution

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NSBE BasicsNSBE Governing Documents -
Clarification

• National Constitution
• National ByLaws
• Regional Bylaws
• Chapter Constitution

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NSBE BasicsNSBE Governing Documents AE
Clarification

• National Constitution
• National ByLaws
• Alumni Operating Guidelines
• Regional Bylaws
• Regional Alumni Operating Guidelines
• Chapter Constitution

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NSBE BasicsNSBE Governing Documents
Clarification Example

• Requires a house
• Requires a house with a roof
• Requires house to have a capacity for 25
• Does not Need a House - Wrong

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How well do you know NSBE?

• If a chapter deems one of their members as not
  in good standing they are ineligible to serve in
  any elected office of the society (myth or
  reality?!)

REALITY! National Constitution - Article III,
Section 6 National Constitution - Article XII,
Section 1
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NSBE Basics
Technical Excellence
Fosters Fellowship
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NSBE BasicsNational Plan
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Introduction

• National Directives
• Professional Excellence
• Outreach
• Worldwide Impact
• Engineering Excellence
• Recruitment and Retention

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Introduction

• Regional Objectives
• Make Regional Stability our Top Priority
• Increase Transparency
• Notably Surpass membership Goals
• Ensure everyone has a voice

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Introduction

• Regional Alumni Directives
• Programming, Programming, Programming
• Recruit, Retain Re-inspire
• One Luv
• Each one, Teach one

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Introduction

• Zone Focus Plans
• Zone Conference
• Zone Communications
• Extensive chapter support
• Chapter partnerships
• Alumni Exposure
• Chapter event support
• Chapter training
• Membership recruiting

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Introduction

• Chapter Planning
• Chapter Independence
• Access National/Regional Programming
• Chapter Chartering Access
• Operational Independence
• Communication is Key
• Effective planning Success
• Foster needs of members

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Introduction

• Questions?

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Are you Ready for This?
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Functional Information

• What are the Functional Requirements of a chapter?

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Functional Training

• Start a chapter at College/Company/Community
• Chapter Executive Board
• Chapter Programmatic Goals
• Chapter Budgeting
• Applying for chapter funding
• Chapter Financing and Fundraising
• Chapter Reporting (CMR/ICD/Conf. Calls)
• Training and Transitioning
• Feedback Re-Evaluation Planning

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How to Charter a chapter?

• Develop Interest
• Faculty/Student/Technical Professional
• 10 Members, Dean/Advisor (Collegiate)
• 10 Members (AE Chapters)
• 5 person board, plus 2 senators (Not needed for
  AE)
• All registered on NSBE On-Line (NOL)
• Finalize chapter constitution
• NOL Creation/Re-Charter of chapter
• (Only president has permission)
• Verify Dean/Advisors
• Establish tangibles (Shipping, billing, storage,
  banking)

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Building an E-Board

• Required
• President, Vice- President, Secretary, Treasurer,
  Programs Chair.
• Dean / Advisor (Not Needed for AE)
• 2 Senators / Delegates (Not Needed for AE)
• Zone and Regional Counterparts
• Focus on Functional Skills
• Team Effort Goal Oriented
• Communication Accountability
• TRAINING

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Building an E-Board

• Optional
• Parliamentarian, Finance Chair, Publications, PR,
  Membership Chair, Internal/External Vice
  President, Social Chair (Community Chair).
• Further Specialization
• Leadership Development
• Work Load Sharing
• Individual Chapter needs

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Set Chapter Programmatic Goals

• Collect feedback from previous year
• Check Chapter Best Practices
• Identify limitations Chapter/Membership
• Revisit National/Regional Programs
• Set Goals/Plan
• Clearly identify ALL Deliverables
• Identify National/Regional Directives
• Clearly set Success/Failure guidelines
• Regularly Re-Evaluate/Critique/Collect Feedback

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Some Successful Chapter Programs

• Freshman Peer Mentoring / Collegiate Mentoring
• Freshman 4.0 Drive
• Peer Tutoring/Study Sessions
• Chapter Shelter/Shut-In Visits
• NSBE Jr. School Visit / PCI Tutoring
• Chapter Lunch Retail Sales
• Chapter Raffles
• Professional Organization Liaisons
• Chapter Work Fundraisers (Eng. Dept, Events)
• Community Service Events (NY Cares, March of
  Dimes)
• Alumni / Collegiate Interaction (Social outings,
  BBQs)

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Chapter Event Planning Table
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Chapter Budgeting

• Set Annual programmatic goals for your chapter
• Identify school/company policy (SGA Student
  Services, Foundations, Dept. Budget)
• Look at previous years income and expenses
  (Samples from other chapters)
• Estimate financial need for this year based on
  conference/ program expenses and income
• Set Financial Goals for Chapter
• Itemize each expense
• Establish spending guidelines
• Utilize Finance Zone Chapter/Zone/Region, Nat.

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Applying for Funding

• Identify school Student group policy
• Previous years budget and statement
• Budget 1 semester 1 year ahead
• Match budget to programmatic planning
• Itemize each event or item
• Keep plan within budget
• Set Fundraising Goals
• Account for all Money used / unused

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Chapter Financing and Fundraising

• Identify limitations at School/Company/State
• Develop solicitation plan ( Finance Zone )
• BCA Companies CAN NOT be SOLICITED
• Utilize all collegiate/Alumni/Faculty Contacts
• Fundraising is more than money
• Events Generate resources
• Cash or Credit
• Community soliciting (Go local)
• Community Service for Cash ( Torch / Achievers
  Plus)
• Free Food / Free Prizes / Raffles / Resume Books
• Share Resources w/ other orgs

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Chapter Financing and Fundraising

• Donations to tax-exempt organizations deductible
  from companies and foundations
• Company may have community service organization
  donation employee involvement
• In-Kind Donations / Website Job postings - Alumni
• Value in return for the contribution negates
  deductible
• Verify size and scope of donation prior
• Fundraisers may not be deductible
• Collegiate Chapters tax exempt under university
• Alumni Chapters file under NSBEs General
  Exemption Program or Pursue the tax exemption
  individually
• Non-BCA Companies solicited local Chapter
  Notice
• Cannot Solicit W/O General Exemption Status

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Chapter Reporting

• Chapter Monthly Reports (CMR)
• Informs region of events and concerns
• Documents Chapter development
• Institute for Chapter Development (ICD)
  (Collegiate)
• Chapter Identify strengths and weakness
• Chapter best practices updated
• Calculated National Awards
• Measures Community Service
• Peer Tutor and Mentoring
• Chapter Development Program (CDP) (AE)
• Chapter Identify strengths and weakness

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Transitioning and Training

• Prepare New Board - Job Training
• Transfer historical prospective
• Suggestions to make job better
• Professional etiquette
• Pass on all account numbers/ Keys and access
  cards
• Transfer contact info for all activities
• Train on all Procedure
• Transition reports and all chapter documents

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Chapter Functional Requirements

• Questions?

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Are you awake???
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Role of President

• What is your Role as President?

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Presidents Duties

• Preside over all E-Board Meetings
• Liaison between CEB and ZEB/REB or RAEB
• Point of contact and spokesperson
• Coordinate E-Board Activities
• Set the direction of your chapter
• Final Decision maker!

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Presidents Duties

• Monitor Development of Projects
• Approve all chapter Projects/Programs
• Ensure activities are completed
• Ensure all reports are completed
• Assist all board members
• And much more!

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Skills needed

• Leader / Manager
• Leaders set Direction
• Managers follow up and correct
• You need to be Both!!!

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Qualities of a Leader

• Making Strategic Decisions
• Counselor/Motivator
• Faculty/NSBE Liaison
• Chapter Consistency
• SERVANT
• HAVE FUN!!!

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Qualities of a Manger

• Detail and Task oriented
• Project Plan
• Tangible deliverables
• Objective point of view
• Void of subjective influence

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Role of President

• Questions?

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Plan to Properly Prepare - IT HELPS
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Chapter Excellence

• What is Chapter Excellence?

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What is Chapter Excellence?
Delegation
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Effective Chapter Communication
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Effective Communication

• People in positions of authority must always
  watch their tone and the inflections in their
  voice
• Make sure your directions are clear and precise
• E-mail is NOT to be used to express emotion
• Proofread and Approve all written correspondences
  and all external correspondence

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External Relationships

• Corporate / Foundations / Businesses
• Membership
• Student Organizations SGA
• Professional Organizations
• Community Service
• Personal Relationships
• Family
• School
• Work
• ALUMNI!!!

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Internal Relationships

• Vice President(s)
• Treasurer
• Secretary
• Advisors
• Senators/Delegates
• Zone Board/Regional Board /Regional Alumni Board
• Membership

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Relationship Development

• Know Your Board
• Professionally
• Personally
• Earn boards RESPECT
• Be firm
• Be specific
• Open Communications
• Forward Thinking
• Be Professional

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Relationship Development

• Know Your MEMBERSHIP
• Professionally
• Personally
• Earn members RESPECT
• Stay Informed
• Participate on Campus Events
• Open Communications
• Forward Thinking

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Professional Etiquette

• Someone is always watching!
• You represent the NSBE (ALWAYS)
• Never abuse your position (Ethics)
• Return Phone Calls and E-mail
• CEBs are always PROFESSIONAL
• Business Serious

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How well do you know NSBE?

• What is the main means of updating the REB/RAEB
  on chapter progress and activities?

Monthly Reports
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Motivating the MassesMotivating Your E-Board

• Identify the factors that can lead to low
  motivation eliminate them
• Choose the best motivator for a given
  circumstance
• Increase motivation within board
• Identify the personal and organizational factors
  that are important to team success
• Action Items!
• Lead by example!!!

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Monthly Reports

• Helps National/Regional/Zone determine where your
  chapter needs help
• Keeps National/Regional/Zone abreast of the
  activities and events you implement
• Key set of documentation that sets chapter
  identity
• Make sure you properly archive all chapter
  history!

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Effective Delegation

• Why is Delegation Important?
• Lighten your load
• Increases productivity
• Empowers E-Board members
• Creates Ownership
• Steps for Effective Delegation
• Identify responsible and accountable people
• Be precise and accurate in regards to the results
  you are looking for
• Explain the consequences for inefficient
  execution
• Establish a timeline for reporting results
• Check back at the agreed upon time

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How to Deal with Slackers

• Tips to deal with dead weight
• Maintain communication with that board member
• Assess whether work inefficiencies are linked to
  personal issues
• Assess how the board can work towards picking up
  the slack
• Pinpoint consequences of failed actions
• Always follow protocol (NSBE is a business)
• If worse comes to worse
• Demote this member
• Ask them to step down
• Impeach
• What have you done in the past?

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Chapter Excellence

• Questions?

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Achieving Excellence is a Process
After NSBE
Before NSBE
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Chapter Programming

• What is Effective Chapter programming?

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Effective Chapter Programming Diagram
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Effective Chapter Programming Diagram
Membership
Finance
AEX
Pro/ Ex.
Community

• Recruit 10
• Double Mem.
• Zone Conf.
• Workshops
• Alumni visits
• Recruit. Drive
• Mem. Bonuses
• Fresh. Mentor
• SIGs
• Comm. Service

• Chapter relief
• Nat. Chap. Rel.
• Nat.Prog. Fund
• Solicitation
• Req. For Donat
• Chap. Funding
• Chap. Dues.
• Torch
• Achieve. Plus
• Resume book

• Fresh 4.0
• ATB
• USTR
• A. P. E.
• Torchbearer
• Scholar. Drive
• Mem. Bonuses
• Fresh. Mentor
• Certifications
• Study Groups

• Resume drives
• Interview camp
• Zone Conf.
• Workshops
• Alumni visits
• Company visits
• Resu. scrutiny
• Fresh. Mentor
• Image prof.
• Career plan

• NSBE Jr.
• BGCA
• AWFE
• Torch
• Alumni visits
• Recruit. Drive
• Tutoring
• Mentor
• Chapter chart.
• Comm. Service

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Effective Chapter Programming Diagram

• Select core group of programs
• Utilize what works from previous year
• Establish plan for the new time frame
• Execute programs
• Get feedback from participants
• Re-evaluate and document program
• Get advisor opinion
• Report event in Monthly Report and ICD

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How well do you know NSBE?

• Affiliate members cannot serve as senators (myth
  or reality?)

REALITY! National Constitution - Article III,
Section 2b
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Two Cents

• SERVANT of the membership
• Focus and Vision
• President ? Super Board Member
• President ? Perfect
• Evaluate yourself consistently
• Be the Resident Expert
• Honesty Consistency Confidence Trust

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Questions Answers
Thank You !
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Contact Information

• Kwame H. Baptiste
• Region I Chairperson
• 2007-2009
• r1chair_at_NSBE.org
• r1chairperson_at_yahoo.com
• Yahoo Messenger r1chairperson
• Cell (201) 955 - 8492

Naphysah Duncan, ME, MSBE Region I AE Chairperson
2008-2009 r1aechair_at_nsbe-ae.org
r1ae_chair_at_yahoo.com AIM NduncanXL Cell (201)
344 - 5696