OFFICER TRANSITION MEETING

Internal Affairs Officer

ROLE DESCRIPTION

The Internal Affairs Chair coordinates activities of EWB members. Specific responsibilities include:

i)Ensure that all internal information is current and easily accessible (contact lists, new member packet, etc)

ii)Welcome new members and ensure that they are informed and “plugged in”

iii)Send regular emails to chapter members

iv) Keep a record of attendance at chapter meetings

iv)Plan and organize social events for members

v)Plan and organize EWB conference trips

vi)Manage SharePoint permissions and lab access

vii)Work with IT Manager to maintain information systems

GENERAL TIPS / BEST PRACTICES

aTake care to keep information current and easy to find. Update the Chapter Handbook at the start of each semester to reflect current activities.

b. You will likely be one of the first people new members meet. Be sure to welcome them and help them find their place, both professionally and socially.

c. Work to build a special social culture in the club. Organize social events, both formal and informal, to stimulate friendships and personal connections.

d. Seek out guest speakers and special activities for meetings. This is something we did not do much this year that I wish we had. Special presentations can keep members interested when attendance starts dwindling later into the semester.

SPECIFIC INSTRUCTIONS

  1. Chapter mailing info/ sending chapter emails
  2. Log on to the EWB e-mail account using Tigermail.

Email:

Password: susta1nabl3

  1. Create the message you want to send out without adding recipients.
  2. Log on to AUInvolve: auburn.collegiatelink.net
  3. On left side click Roster and then Messaging. Click Create Relay and then add people to receive message, title, and then click Generate.
  4. This relay link will be kept for 24 hours and then will expire. Copy this link and past it in the recipient section of your email you already created on Tigermail. This will send the email to everyone you selected.
  1. SharePoint
  2. To manage permissions:
  3. Log in and navigate to the site or subsite you want to add people to.
  4. Click the “Site Actions” menu button in the top left corner of the page, then click “Site Permissions” (Settings gear -> Shared with -> Advanced in SharePoint 2013)
  5. Click the “Grant Permissions” button on the Edit ribbon at the top
  6. Enter new users in the Users/Groups box and then choose what group to add them to in the Grant Permissions section. Admin groups have full control, members groups can contribute, read-only groups can only view.
  7. Include each new member in the EWB main site and add people to subsites as necessary to projects.
  8. Get roster from each PM during the chapter meeting and add new people as necessary.
  9. When adding new people to sharepoint, keep the ‘send welcome email to new users’ box checked, and in the personal message section instruct them to use their AU username and password to login.
  1. Exec meeting minutes
  2. Use SharePoint Meeting Log to record minutes
  3. Link to new entry: https://sites.auburn.edu/stuorgs/ewb/exec/Lists/Exec%20Meeting%20Log/NewForm.aspx
  4. Sharepoint. Click:
  5. Executive office
  6. Exec Meeting Log
  7. At the bottom of the page click Add new item
  8. Chapter Meeting Attendance
  9. Blank attendance sheet in the Internal Affairs folder on the Exec SharePoint site.
  10. Click:
  11. Executive Office
  12. Exec Files
  13. Internal Affairs Officer
  14. Enter new emails into the Member Database (also in the Internal Affairs folder) and keep track of attendance. You can edit this document by clicking Edit in Browser.
  15. Keep track of the amount of times each person has attended and the amount of people that attend each meeting.
  1. New Members
  2. After each meeting add new members to AUInvolve by clicking Roster and then Invite People.
  3. Send the new members a welcome email off of the ewb account welcoming them to the chapter and telling them to look out for invites to both Sharepoint and AUInvolve. Include a link to the chapter handbook. https://sites.auburn.edu/stuorgs/ewb/EWB/Chapter%20Handbook.pdf The handbook is located on sharepoint.

Here is an example:

Hey Everyone!!

We are so glad you attended your first EWB meeting last Thursday! We hope you enjoyed the meeting and that you hope to continue with us this semester.

Here is the link to the Chapter Handbook. It explains most everything you could want to know about our chapter and what we are all about.

https://sites.auburn.edu/stuorgs/ewb/EWB/Chapter%20Handbook.pdf

Last meeting you had a chance to join one of our 4 project teams (Irrigation, Research & Development, New Community, and Public Relations). Feel free for the next few meetings to switch between the project teams and see which team you find most interesting. If you have any questions on what each of these teams are doing, let me know and I will do my best to answer them or get you in contact with the project lead.

You should have also received an invite to join AUInvolve and Sharepoint. If you did not receive these, please let me know!

If you have any questions about our chapter, please let me know! I would be more than happy to answer them.

-Amanda Hager

Internal Affairs Officer, EWB-USA, Auburn University