RLC Programs Zone Functional Training

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RLC Programs ZoneFunctional Training

• Inema Orukari
• Region 6 Programs Chair
• Your Major and University
• Leann Perry
• Region 6 Pre-College Initiative Chair
• Kyana Young
• Region 6 Academic Excellence Chair
• RLC 2008

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• Chapter Programs Tool-Kit
• 2008 - 2009

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Table of Contents

• ICD
• Programming Basics
• Planning and Implementation
• Money Matters
• Leadership Matters
• Documentation

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Institute for Chapter Development (ICD)

• The purpose of the ICD is to
• Assist chapter leaders in their plans to address
  ways to strengthen their chapter
• Defines what it takes to be an excellent chapter
• Provide chapter leaders with feedback on chapter
  performance via the reports which are submitted

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How Does the ICD relate to the Chapter of the
Year Award?

• Chapters who submit reports in the ICD program
  are automatically entered to compete for Chapter
  Excellence Awards.
• Chapter Excellence Awards will be given to
  chapters on the regional and national levels who
  best satisfy the criteria outlined in the ICD

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How Does the ICD relate to the Chapter of the
Year Award?

• The Chapter Excellence Awards are given in the
  following size dependent categories
• Small Chapter 10-35 members
• Medium Chapter 36-75 members
• Large Chapter 76 or more
  members
• NSBE National Distinguished Chapter Award is
  given to the best chapter in the nation,
  regardless of size.

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What is the Chapter Excellence Award Criteria?

• How close the chapter came to achieving the goals
  of the chapter long range plan, Chairs Vision,
  and National Directives.
• Participation in the national programs of NSBE
• How close the chapter adheres to and implements
  the direction given from the National and
  Regional Executive Boards

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Common Questions in Planning a Program

• Purpose
• Why are you hosting the event? What part of the
  directives does this support?
• Objective
• What do you hope to gain from the event?
• Resources
• What do you need? Is there money in the budget
  for this? If not how else can you get what you
  need?
• What people do you need?
• How many people do you need?

• Milestones
• What major things must happen for this event to
  occur?
• Timeline
• When must these milestones be completed?
• Set dates?
• Evaluate
• Is the plan working?
• Is everything still feasible?
• Should the plan be revised?
• Were the objectives accomplished?

NLI Programs Training 2008
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Programming Basics

• NSBE Programs are
• Creative, Engaging, Interactive
• The primary vehicle by which we fulfill NSBEs
  mission
• Programming Core Areas
• Academic Excellence
• Technical Excellence
• Leadership Development
• Community Impact
• Pre-College Initiative
• Chapter Development

National Society of Black Engineers Region IV
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Programming Basics (Cont.)

• The varied programs offer the members many
  resources such as
• Scholarships
• Research Opportunities
• Community Activities
• Academic Support

National Society of Black Engineers Region IV
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Programming Basics (Cont.)

• Who is responsible for planning and implementing
  NSBE programs?
• The chapter programs chair is ultimately
  responsible for planning and implementing NSBE
  programs.
• The chapter programs chair should delegate
  certain responsibilities to committee members.
• Academic program activities are primarily the
  responsibility of the Academic Excellence chair
• PCI activities are primarily the responsibility
  of the PCI chairperson.

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Programming Basics (Cont.)

• When should program activities take place?
• NSBE programs should take place year round.
• Chapter activities should be aligned with
  national and regional focus.
• Example
• November is Academic Excellence month. Therefore,
  program activities in November should be
  academically focused.

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Programming Basics (Cont.)

• The key factors of planning and implementing NSBE
  programs
• 4 Ws
• Why directive being fulfilled
• When optimal date for program
• Where optimal place for program
• Whom target audience

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Programming Basics (Cont.)

• The key factors of planning and implementing NSBE
  programs
• Resources
• People others that will be helping in some form
• Time optimal length and starting time
• Money funds that will help in implementation

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Programming Basics (Cont.)

• The key factors of planning and implementing NSBE
  programs
• Communication Medium
• Written email, flyers, brochures, etc.
• Verbal announcement, telephone

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Programming Basics (Cont.)

• The key factors of planning and implementing NSBE
  programs
• Logistics
• How will things get done
• All of these factors should be documented and
  evaluated using the Program Planning Sheet in the
  Chapter Programs Toolkit.

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Money Matters

• It is imperative that you be apart of the budget
  making process.
• Remember that you want to spend your money on
  events that are critical to the mission and
  directives.

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Money Matters (Cont.)

• Communicate with the finance chair your needs
• Work with the chapter treasurer to ensure that
  your budgeted money is being used appropriately.

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Money Matters (Cont.)

• Be sure to include line items in the budget for
  things such as
• Honorariums
• Copies
• Food
• Equipment
• Awards

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Money Matters (Cont.)

• Tip Have and foster a good relationship with
  the finance zone! ? the easy way

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Money Matters (Cont.)

• Resource National Programs Fund
• provides programming grants to
• NSBE Jr.,
• Collegiate,
• and Alumni chapters
• Intent is to implement programs that fulfill the
  NSBE Vision and Mission Statement

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Money Matters (Cont.)

• Resource National Programs Fund
• Chapters that are requesting grant funding must
  meet each of the guideline requirements outlined
  in the NPF packet
• Submission of grant proposals does not guarantee
  approval for grant funding. 
• NPF only provides partial funding for any grant
  proposed program
• Chapters should not depend on the fund to provide
  100 funding for programs conducted at the
  chapter level.

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Leadership Matters

• Form committees and delegate tasks
• Encourage your committee members to take
  initiative
• Delegate tasks in the form of action items
• Pay attention to how your committee members
  complete action items.
• Give them the tools to achieve their initiative

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Leadership Matters (Cont.)

• Communicate all action items in writing.
• Keep a running action item list in which everyone
  has access to.
• Make sure that your committee knows what the
  primary medium of communication is.
• Always communicate committee activities with the
  vice-chair
• If you dont, your personal accountability may be
  questioned

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Leadership Matters (cont.)

• What do you do with committee members who are
  pulling their weight?
• Consult with the committee members and be frank
  about their performance.
• If they do not improve remove them from the
  committee.

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Documentation

• Documentation is important to the viability of
  programs within your chapter.
• proof of your activities within the ICD
• they are a guide for the next person in your
  position

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Documentation (cont.)

• Documents include
• program planning sheet
• planning evaluation form
• attendee evaluation for each event
• Flyers, radio announcements and other
  publications should be kept for archiving and
  documentation purposes.

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Documentation (Cont.)

• Avoid the temptation to skip the evaluations.
• evaluations are the only way that you will obtain
  effectiveness
• Create summary of participant evaluations
• include this in your ICD report

This also can function as your transition report
delete after reading
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Program Ideas

• Academic Excellence
• ATB, Study Sessions, Motivational Speakers
• Technical Excellence
• Poster Presentations, Inventors Workshops
• PCI
• Tutoring/Mentoring Sessions, SAT/ACT Prep
• Leadership/Chapter Development
• Time Management, Chapter Leadership Conferences

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Planning Implementation

• Complete the Program Planning Sheet
• Complete a Timeline for this event
• Form committees
• How many people will you need to assist with this
  event?
• What will their responsibilities be?

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Planning Implementation (Cont.)

• Appoint someone to oversee each of the major
  sections of the planning
• Reservations/Set-Up
• Technical Assistance
• Speaker
• Publicity
• Hospitality
• Security

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Planning Implementation (Cont.)

• How many planning meetings will we need?
• When and where will we meet?
• Send reminders about these meetings one week
  prior and 1 day before.

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Planning Implementation (Cont.)

• What is your budget for this activity?

A workshop/study session may require the
following Projector/Computer Rental Space Speaker
Honorarium Door Prizes Snacks for Participants
Find out you school policy, they may have funds
for this. You can also check with your local
alumni. Some of them can bring equipment.
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Planning Implementation (Cont.)

• Timeline for the day of the event
• create a timeline of what needs to happen and
  when it should happen on the day of and/or even
  one day prior to the event
• lack of time management will negatively affect
  your event

Pick a date and stick with it. When you keep
changingeven your loyal members will loose
interest Remember you dont need everyone in
the chapter to attend to consider the event as
successful
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Planning Implementation (Cont.)

• Who will be responsible for distributing and
  collecting the participant evaluations?
• When will they be collected?
• When will they be analyzed and by whom?
• Who will get the planning, evaluation and
  supporting documents for documentation in the ICD
  Report?

You can have your officers to keep the line of
communication consistent.
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Break Out Session
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Important Dates to Remember

• Your monthly report is due the 1st of the month
  (via email)
• Monthly Conference Calls (notified via email)

National Society of Black Engineers Region IV
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Thank You !

• Questions Answers