December 1, 1997
TO:All SSC Representatives
FROM:Richard Johnson
SUBJECT:SSC UNAPPROVED MINUTES 1997 CONGRESS
Enclosed you will find a copy of the unapproved minutes of the SSC meeting held in Dallas, TX at the 1997 Congress.
Please review these minutes carefully for action items, corrections, and/or additions.
cc:CMA
w/o attachmentsD. Belden
N. Williams
D. Soukup
J. Corcoran
T. Loughlin
M. Michaud
Regional Directors
STUDENT SECTIONS COMMITTEE
UNAPPROVED MINUTES
DECEMBER 1, 1997
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RETURN BY DECEMBER 31, 1997
Deidra Hackley, Coordinator
ASME
345 East 47th Street MS/5B
New York, NY 10017
Telephone 212-705-7852
Fax Number 212-705-7437
E-Mail:
UNAPPROVED MINUTES
STUDENT SECTIONS COMMITTEE
International Mechanical Engineering Congress and Exposition
Dallas, TX
November 14-16, 1997
FRIDAY, NOVEMBER 14,1997
97.27CALL TO ORDER
The Student Sections Committee was called to order by Chair, Richard Johnson. Attendees introduced themselves. List of all present is included as Attachment "A". Region XIII was represented for the first time at this meeting. The committee welcomed the new reps with a round of applauds.
97.28ADMINISTRATIVE ITEMS
The following items were covered:
*Expense reports
*Reports for extended stay for student representatives
*Next meeting - Toronto, Canada June 5-7, 1998
97.29AGENDA REVIEW
The agenda was accepted with the following changes:
*Dick Hirsch's presentation moved to Sunday morning
*Stuart Brown, Codes and Standards added to Saturday
97.30REPORT FROM BSA/CMA
Richard reviewed the action items that were taken to BSA from SSC. The following are the items that went to CMA for action.
a) SSC Student Reps staying additional days at Congress becoming a permanent program. This item was passed.
b) SSC Student Reps staying additional days at SAM. This was approved as a pilot program.
c) Benchmarking survey results will be presented to CMA by BSA Chair, Jeff Rode.
97.31BOARD ON STUDENT AFFAIRS
Jeff Rode, Chair of Board on Student Affairs informed the committee about the extended stay at Congress and SAM. He asked the SSC to come up with a structured program for their extended stay. It was also explained that Exxon had not given ASME the funding for the AlliedSignal and that BSA would seek other options. He presented the slides of the benchmarking survey to SSC.
STUDENT SECTION COMMITTEE
NOVEMBER 14-16, 1997
PAGE 2
97.32SUBCOMMITTEE CHANGES
The SSC sub-committees were reconstructed to better cover the needs of the committee.
The old sub-committeeThe new sub-committees
MembershipMembership
Competitions/CommunicationCompetitions
Program OversightPrograms
Administration & FinanceCommunications
97.33OPEN ITEM SUMMARY
The committees open item listing was reviewed. See completed list as attachment "B".
97.34BRAINSTORMING ITEM ASSIGNMENT
ItemCommittee
Interregional AlliedSignalCompetitions
Uploadable AlliedSignal ScoresheetsCommunications
International Student ConferencePrograms
BenchmarkingPrograms
SSC ContributionsPrograms
Graduate Student IncorporationMembership
Link Regions 1 through 12 with 13Communications
Reduce Fees for Dual MinorityMembership
Counter the Loss of Affirmative ActionMembership
Increase InvolvementProgram
Increase MembershipMembership
Better Benefit CommunicationCommunication
Power Point PresentationCommunication
Application Clarification/1st year free - freshmanMembership
Mid-year Graduation to AM/Early, Late/Bi-annualMembership
Clarification on GraduationMembership
Mailing card with billMembership
More Individual SSC RecognitionPrograms
Local Dues w/regional Membership
Pro-rate Past-rate student duesMembership
Mexico Reduce Fee – 3rd WorldMembership
SSC NewsletterCommunication
Limit SSC Student Rep to one termMembership
AlliedSignal Scoring Regional vs. InterregionalCompetitions
AlliedSignal Point ClarificationCompetitions
Incumbent – Extended StayPrograms
Faculty Signature ApprovalMembership
BSA Clarification
Student Sections Committee
November 14-16, 1997
Page 3
Letter to Mechanical Advantage Communications
ASME Set-Up Co-Op/Internship PilotPrograms
Co-op on ASMENetCommunications
Co-op Intern SemanticsCommunications
Dissemination of IdeasCommunications
Publish AlliedSignal ReportsCommunications
Update/Maintain ASMENet Student CenterCommunications
Update/Maintain SSC Web pageCommunications
Clearly State Membership Requirement on formsMembership
Old Guard response to competitionCommunication
Incorporate ASME competition into curriculumCompetitions
Extended stay guidelinePrograms
SSC reps involved after graduation from SSC/CollegePrograms
Fund as winners to CongressCompetitions
Pro-active response to Benchmarking surveysProgram
COC Info.Competitions
Publicize CompetitionsCompetitions
Access to technical papersCommunications
Hard copy of design contest in Regional officeCompetition
D.A.G. to include International StudentsMembership
National Brainstorm SheetCommunications
Meeting adjourned at 10:40pm.
SATURDAY, NOVEMBER 15, 1997
97.35CALL TO ORDER
The Student Sections Committee was called to order by Chair, Richard Johnson. Attendees introduced themselves. List of all present is included as Attachment "A".
97.36ELECTION OF SECRETARY
Dan Prophater, Region V Student Representative was elected as Secretary for Congress 97.
97.37APPROVAL OF MINUTES
Minutes from the 1997 SAM were approved as written.
97.38REGIONAL REPORTS
Each student representative provided a written and oral report on the activities that has occurred at the RSLS\RSC\IRAC in their region.
Student Sections Committee
November 14-16, 1997
Page 4
97.39U.S. FIRST COMPETITION
Milton Buffington, Board on Pre-College Education, spoke on the FIRST Competition. He informed the committee that the competition has expanded to Houston, TX for 1998. He really wants the SSC to become more involved in promoting this event and trying to get it started in their area. A pamphlet is available with instructions on how to construct a team. The reps can contact Tom Perry at ASME headquarters. His e-mail is:.
97.40MEMBERSHIP ISSUES
Tom Loughlin, Director of Member Services spoke to the committee on Membership issues concerning the students such as:
- SSC Joint accomplishments with COM
- The new student membership year Oct 1, Sept 30
- Automatic upgrades
- Dues change
- Revised student application
- Revised brochure
- Recruitment package
- Job database/Internship database
He also introduced John Beck, the new manager of Members Records and Information Services. Tom informed the committee that a web master has been hired and that the membership pages on ASMENet will be fixed & updated. He will also look into the issue of not sending the membership card until after the renewal form has been submitted.
97.41BY LAW CHANGES ON FEE FOR STUDENTS
Warren DeVries, Senior Vice President of the Council on Engineering informed the committee that the Board of Governors wanted to change the policy on students paying at conferences. At this time there is no fee for a student to attend a conference. The following reasons were given for implementing these fees:
- ASME's policy of not charging student members is a source of conflict with our partners and participating divisions.
- A planning issue to cut down waste due to no-shows
- Other organizations charge fees
- Revenue is not a rational for this change.
Student Sections Committee
November 14-16, 1997
Page 5
97.42NATIONAL ENGINEERS WEEK
Victoria Rockwell, Board on Public Affairs spoke to the group about the next National Engineers week which is February 22-28. She showed the committee a video on the toy for this year which is the slinky. She explained that in the year 2002 ASME will be the host society for engineer's week and wanted the SSC to start getting involve now. She informed the committee that they need to have a billboard campaign and corporate sponsorship. She also wants the committee to start introducing the program into their curriculum at the University and try to get the information to students in the high, middle and elementary schools in their area. She will provide all material to get the programs started. You can contact Victoria Rockwell incare of June Scangarello @ .
Meeting adjourned at 5:10 p.m.
SUNDAY, NOVEMBER 16, 1997
97.44CALL TO ORDER
The Student Sections Committee was called to order by Chair, Richard Johnson. Attendees introduced themselves. List of all present is included as Attachment "A.
97.45STUDENT BUDGET AND FINANCE
Dick Hirsch, spoke to the committee on the societies budget. He explained that ASME's budget is on a three-year cycle and that the dues are paid out to each of the five councils.
97.46ELECTION OF SSC CHAIR
Dave Alciatore, Region XII Senior Representative was elected as the new SSC Chair beginning SAM 98.
97.47ELECTION OF VICE CHAIR
Dan Prophater, Region V SSC student representative was elected as Vice-Chair for SAM 98.
97.48MEMBERSHIP DEVELOPMENT SUBCOMMITTEE
Member, Todd Lawton
Student Sections Committee
November 14-16, 1997
Page 6
a)RESPONSE TO THE PROPOSED POLICY CHANGE ON FEES FOR STUDENTS
ITEM: Changes have been proposed in section X.D.1 and on addition X.D.7 to allow the society to charge a portion of administrative conferences to ASME student members.
SSC disagrees with the imposition of fees on ASME student members at ASME sponsored conferences. We feel a proposal to charge for student attendance is detrimental to recruitment and retention of members and would not be in the best interest of the Society.
ACTION: This item was passed.
b)SSC INPUT FOR STUDENT FEES FOR CONFERENCES
ITEM: If discussion of fee imposition on student attendance at conferences persists, the SSC should be involved in that process.
ACTION: This item passed.
c)SSC INPUT ON STUDENT POLICY CHANGES
ITEM: The Student Sections Committee is troubled by our late inclusion into the process of changing the by laws directly concerning fees for ASME Student Members at ASME conferences. We request that the COE will involve the SSC in all decision making pertaining to student issues in a timely manner.
ACTION: This item passed.
d)SSC REPRESENTATIVE TERM LIMITS
INFORMATION
ITEM:
The Student Section Committee recommends that no term limits should be placed on Student Section Committee representatives.
e)REDUCTION OF FEES FOR INTERNATIONAL STUDENT SECTIONS
Student Sections Committee
November 14-16,1 997
Page 7
ITEM: The Membership Development Subcommittee will investigate how other International professional societies set their fees. A report will be made at SAM 98.
ACTION: This item passed.
f)REGION XIII EXPANSION
ITEM: The Student Sections Committee enthusiastically supports the continuing effort to expand membership in Region XIII.
ACTION: This item passed.
g)GRADUATE STUDENT INVOLVEMENT IN ASME
ITEM: The Membership Development Subcommittee will conduct research into the needs and requirements of graduate students, and report the results at SAM 98.
ACTION: This item passed.
h)MEMBERSHIP CARD
INFORMATION
ITEM: The student membership card should be sent after dues have been received.
i)FACULTY ADVISOR SIGNATURE
INFORMATION
ITEM: The Membership Subcommittee feels the inclusion of the faculty signature on the student application needs review and has decided to table this issue until SAM 98.
j)PRO RATING AND POST RATING OF STUDENT MEMBERSHIP DUES
INFORMATION
ITEM: Student members may post rate their dues by calling ASME headquarters and requesting back issues of Mechanical Engineering magazine. We want to leave pro-rating as it is now because of the low fee and to encourage student to sign up earlier in the year, no pro-rating should occur.
Student Sections Committee
November 14-16, 1997
Page 8
k)MEMBERSHIP REQUIREMENTS
INFORMATION
ITEM: The New York office will review the student membership form and change the form so that the membership requirements are more clearly stated.
97.49PROGRAMS SUBCOMMITTEE
Chair, Jennifer Hellums
a)PROACTIVE RESPONSE TO BENCHMARKING
ITEM: Creation of a student benefits package. The Programs subcommittee recommends ASME create a packet for Mechanical Engineering students containing the benefits of ASME similar to the associate member packets.
ACTION: This item passed.
b)EXTENDED STAY GUIDELINES FOR SAM
ITEM: Rewording extended stay guidelines for SAM. The existing stay guidelines for SAM states only "incoming" SSC representatives.
The extended stay guideline for SAM should be reworded to say "up to half of the SSC student representatives at SAM" instead of "incoming SSC representatives only".
*Outgoing representatives should notify Deidra prior to April 1st as to their intent to stay over at SAM. Then incoming students will be eligible to take any open slots on a first-come first-serve basis after May 1. The total number of students participating to not exceed the 12 approved by CMA.
ACTION: This item was passed.
c)EXTENDED STAY GUIDELINES
ITEM: Guidelines for SSC members participating in extended stay
All students staying over must meet with a CMA member at noon on Sunday for briefing of activities.
Each student must attend the opening 15 minutes of the CMA meeting on Monday Morning.
Student Sections Committee
November 14-16, 1997
Page 9
Each student staying over must submit a brief written summary of events attended outlining the pros and cons of his/her overstay.
Written summaries should be addressed to his/her Regional Vice Presidents with carbon copies sent to the Chair of BSA and to Deidra Hackley.
ACTION: This item passed.
d)POSTING OF CO-OP AND INTERN POSITIONS ON ASMENET
ITEM: ASME to set-up co-op, intern, and industrial attachment job postings on job site web page
ACTION: This item was passed.
e)KEEPING SSC REPRESENTATIVES ACTIVE AFTER GRADUATION
ITEM:1) BSA chair contact YEF to solicit information. 2) BSA consider an incentive program to reward local sections that recruit participation from former SSC student representative. 3) Flag the names of all student officers on the monthly membership distribution lists currently sent to the senior sections.
ACTION: This item passed.
f)INTERNATIONAL STUDENT CONFERENCE (ISC)
ITEM: Proposal for International Student Conference ad-hoc committee
ACTION: This item was passed.
g)SSC CONTRIBUTIONS
INFORMATION
ITEM: Methods of recording successful accomplishments of SSC subcommittees.
Program subcommittee recommends each SSC subcommittee submit a written report listing successful accomplishments. Subcommittee chairs will submit reports at the following SSC meeting with the Regional reports. These reports will be attached to the minutes.
Student Sections Committee
November 14-16, 1997
Page 10
h)MORE STUDENT SECTION RECOGNITION
INFORMATION
ITEM: Encourage more student sections to generate ideas. Programs subcommittee requests SSC members notify the student section from which an idea was generated as to what action was taken.
i)INCREASED INVOLVEMENT
INFORMATION
ITEM: Purpose is to increase involvement by increasing responsibility given to members. The Programs subcommittee recommends that student sections refer to page 8 of the ML-1, “Typical Organization Chart”, when electing/selecting officers.
j)BENCHMARKING
INFORMATION
ITEM: The Programs subcommittee feels our efforts should focus on a proactive response to the existing benchmarking survey. Another survey may need to be conducted after the proactive responses have been implemented.
97.50COMPETITIONS SUBCOMMITTEE
Chair, Michelle Hurler
a)INTERREGIONAL ALLIEDSIGNAL CONTEST
ITEM: Adopt a procedure for the judging of the interregional AlliedSignal Competition.
Approve the Interregional AlliedSignal contest procedure as distributed by George Doyle on October 27, 1997 with one change. Change the line in section 6D that reads: “In the case of a tie, the Regional Directors will make a subjective decision as to the best Final Report, based on organization and professional appearance by adding a small (undisclosed) number of points to the better-prepared report” to read: “In the case of a tie the awards of the tying positions will be combined and divided equally.”
ACTION: This item was passed.
Student Sections Committee
November 14-16, 1997
Page 11
b)MODIFICATION OF ALLIEDSIGNAL CONTEST
ITEM: Changing the wording in the AlliedSignal Contest and reduce the amount of paperwork.
Change the wording in category 10: Upgraded Activities to include upgrading to affiliate membership. In category 9: Professional Development, eliminate submitting full copies of events and replace with effective documentation to include: name, title, date, journal or contest.
ACTION: This item was passed.
c)PUBLICIZE COMPETITIONS
ITEM: Publicize RSC Competitions. To produce an RSC promotional tape at the international level.
ACTION: This item was passed.
d)WILLISTON PAPER CONTEST FEEDBACK
ITEM: Provide information to the participants on the winning paper.
ACTION: This item was passed.
e)OLD GUARD ORAL CONTEST FEEDBACK METHOD
INFORMATION
ITEM: It had been previously decided that each SSC Student Rep would work with their regions VP to develop a method of providing feedback to the participants and report the results at the SAM in ‘98. Student Reps who have not done this yet are encouraged to do so.
f)HARD COPY OF DESIGN CONTEST
INFORMATION
ITEM: Hard copies of the design contests are currently available through the Regional Offices, on the Web and by calling 1-800-THE-ASME.
Student Sections Committee
November 14-16, 1997
Page 12
g)INCORPORATE DESIGN COMPETITIONS INTO CURRICULUM
INFORMATION
ITEM: Allow students to use ASME design competitions as class design project..
SSC Student Reps contact section chairs encourage them to bring design contest information to their professors for possible class use.
h)PUBLICIZE CONTEST
INFORMATION
ITEM: Publications of the ASME contest are currently available through the ML-1, section chairs, faculty advisors and the regional offices.
97.51COMMUNICATIONS
Chair, Brian Gustafson
a)ASME SUPPORT PERSON
ITEM: The SSC requests the allocation of additional staff support to maintain web services for students.
ACTION: This item was passed.
b)FEEDBACK ON STUDENT CENTER WEBSITE
ITEM: A member of the ASMENet support staff attend the sub-committee meeting on Saturday during SAM and IMECE
ACTION: This item was passed.
c)MECHANICAL ADVANTAGE LETTER
INFORMATION
ITEM: Communications subcommittee will submit an article, promoting SSC activities, for publication in the Mechanical Advantage, following SAM and IMECE.
Student Sections Committee
November 14-16, 1997
Page 13
d)SSC NEWSLETTER
INFORMATION
ITEM: Communications subcommittee, with the assistance of the SSC secretary, will write a summary of SSC activities following the SAM and IMECE meetings and post on the Student Center Web page.
e)PRESENTATION OF ASME BENEFITS
INFORMATION
ITEM: To create a professional presentation of ASME benefits that can be used a s a recruitment tool. A presentation will be posted on the web that the student sections can download to use at the meetings.
f)ASME ELECTRONIC MAIL COMMUNICATION
INFORMATION