Programs Zone Functional Training

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Programs Zone Functional Training
www.nsbe.org

• Yvette Selby-Mohamadu
• Region 2 AE Programs Chair

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Roll Call of Participants
www.nsbe.org
3
Overview
www.nsbe.org

• Programs Chair Duties
• Alumni Core Programming Areas
• Staple Signature Programs
• Managing Your Zone
• Program Tool Kit
• TMAL Overview

4
National Alumni Programs Zone
www.nsbe.org

• National Alumni Programs Chair
• Thzaira Charles, P.E.
• National Alumni Technical Excellence Chair
• Mary McWilliams
• National Alumni Professional Development Chair
• Barrow Shurn
• National Alumni Entrepreneurship Chair
• Christopher Cooper
• National Alumni Pre-College Initiative Chair
• Carolyn Boyd
• National Alumni College Initiative Chair
• Tyria Riley

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Region 2 Alumni Programs Zone
www.nsbe.org

• Region 2 Alumni Programs Chair
• Yvette Selby-Mohamadu
• Region 2 Alumni Pre-College Initiative Chair
• Quentin Washington
• Region 2 Alumni TMAL Chair
• Morgan Alsberry
• Region 2 Alumni Business Diversity Chair
• David Wagner
• Region 2 Alumni Conference Managers
• Carlton Russell
• Ray Perez

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Chapter Programs Chair Duties
www.nsbe.org

• Using the RAOG/AOGs as a model
• Shall identify and implement chapter programs to
  meet the goals and objectives of AE.
• Shall coordinate all existing NSBE-AE chapter
  programs
• Shall identify and implement chapter activities
  to provide assistance and support to NSBE
  collegiate and PCI students.
• Shall lead the chapter AE Programs Zone

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Chapter Programs Chair Duties
www.nsbe.org

• According to EXPERIENCE
• Shall oversee all chapter program implementation
  from beginning to end and on occasion will have
  to complete a task that is not within your AOG
  and/or constitutional duties
• Shall oversee any and all programs related to
  technical excellence, professional development,
  and social consciousness ESPECIALLY if you do not
  have a TechEx Chair, PD Chair, and/or Social
  Consciousness Chair
• Shall ensure that all channels of communication
  are open and accurate within the Programs Zone
• Shall require a large amount of patience and love
  for NSBE!

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Chapter Programs Chair Duties
www.nsbe.org

• Motivator
• Appeal to members desire to improve themselves
• Encourage members to participate in at least 2
  programs at any level

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Chapter Programs Chair Duties
www.nsbe.org

• Programs
• Assist Regional Programs Chairperson with the
  implementation and management of National
  Programs on a chapter level
• Plan/develop and implement NSBE programs for your
  chapter
• Such as awards, technical presentations, etc.
  note Be sure to maintain program and competition
  integrity
• Complete a program planning sheet - prior

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Chapter Programs Chair Duties
www.nsbe.org

• Keep chapter informed about NSBE Programs
• Ensure a CDP submittal (even though its not
  mandatory the regional and national leadership
  will use the data to create the State of the
  Alumni)?
• Provide appropriate documentation for CDP
  (photos, emails, flyers, etc)?
• Distribute evaluations following programs
• Save evaluations as documentation for CDP
• Encourage members to communicate all actions in
  writing
• Documents serve as proof in CDP
• Make announcements during meetings/conference
  calls, create sign-up sheets, and send out
  e-mails

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Chapter Programs Chair Duties
www.nsbe.org

• Communication
• Work closely with Executive Board
• Stay in contact with Regional AE Programs Chair
• Submit monthly reports to reflect planning and
  progress
• Submit articles on a regular basis to your
  regional communications zone
• Remember to Utilize all tools offered
• Always refer to Toolkit and CDP Packet for
  information

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Alumni Core Programming Areas
www.nsbe.org

• 6 Core Programming Areas Represent Alumni
  contribution to the NSBE mission
• Encompassing two major categories
• Developmental
• Outreach
• AE Chapters should participate in regional
  national AE programs in these areas, but should
  also be creative in developing their own
  programming within core areas
• Programs outside of core areas not discouraged,
  but should not be the bulk of a chapters
  programs

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Alumni Core Programming Areas - Developmental
www.nsbe.org

• Technical Excellence
• Programs that increase or utilize the technical
  expertise of AE members
• Should be at same level of technical activity of
  other engineering societies (e.g. IEEE, ASME,
  AIAA)?
• Special Interest Groups
• Professional Development
• Programs that provide technical, managerial, or
  professional leadership training for AE members
• Should be on par with training offered by other
  organizations
• Participation in certification programs (i.e.
  Dare to Lead) at PDC
• Entrepreneurship
• Programs that develop the skills of existing
  entrepreneurs and train aspiring entrepreneurs to
  increase the number of business owners in NSBE
• NSBEPreneur - Supplier Diversity Program,
  Business Directory

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Alumni Core Programming Areas - Outreach
www.nsbe.org

• Pre-College Initiative
• Programs targeted towards pK-12
• Special emphasis on NSBE Jr.
• Should be closely intertwined with collegiate
  NSBE Jr. and PCI efforts
• Local TMAL Competitions
• College Initiative
• Programs targeted towards university community
• Major emphasis on nearby collegiate NSBE
  chapters/students
• Face Time with collegiate NSBE chapters
• Community Impact
• Programs using AE knowledge/capability to improve
  the community
• Includes community service, but can go beyond
• Special emphasis on programs only NSBE-AE can do

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Regional/National Signature and Staple Programs
www.nsbe.org
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Staple vs. Signature Programs
www.nsbe.org

• Staple Programs
• Smaller programs which may fall underneath a
  particular Signature Program, including
  traditionally successful programs, which may be
  specific to a region
• Staple programs can develop a particular
  membership demographic
• Signature Programs
• Mission critical, mission building programs with
  a strategic focus to measure our progress as a
  society.
• Signature programs develop every demographic of
  membership.
• Primary Goal Membership Development

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National Alumni Programs
www.nsbe.org

• Chapter Development Program (CDP)?
• Special Interest Groups (SIGs)?
• Certification Short Courses
• SkillPath at PDC and National Convention
• ANY REGIONAL PLANS FOR COURSES
• NSBEPreneur
• Business Directory
• Entrepreneurial Training
• Supplier Diversity Program
• CyberMentoring
• TMAL
• Save Our Kids
• KidZone
• the logistics of Cybermentoring will be refined
  during the year

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NSBE Alumni Staple Programs
www.nsbe.org

• Alumni CDP
• Looks like the CDP from the 1990s
• A checklist is included as part of the CDP and
  will also be on NOL
• Supporting documentation will be in a binder
  format
• Planning tool for effective chapter continuous
  improvement
• Submission deadline January 9, 2009 ONE
  SUBMISSION ONLY
• Submission not mandatory but the regional and
  national leadership will use the information/data
  to create their State of the Alumni

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NSBE Alumni Staple Programs
www.nsbe.org

• Technical Paper Symposium
• Managed by National Programs Chair, but for
  Alumni and graduate students
• Premiere venue for NSBE presentations of
  technical research
• Held at National Convention
• Competition 1000 cash prize for first place

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NSBE-AE Staple Programs
www.nsbe.org

• Alumni Awards
• Chapter Awards
• Alumni Chapter of the Year 1000
• PCI Program of the Year 500
• National Face Time Award 500
• Member Awards
• Technologist of the Year 2000
• Alumni Member of the Year 1000
• Mentor of the Year TBD
• Leadership Awards TBD
• Special Interest Group Awards (cash awards TBD)?
• SIG Industry Technical Leadership
• SIG Technology Advancement
• SIG Technical Community Impact
• TBD cash awards contingent on availability of
  funding

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How my chapter be a part of programming
www.nsbe.org

• Inform your chapters of the programs by
  communicating to all your members (even the ones
  who dont come to meetings)?
• Communicate with graduating seniors in your areas
  about mentoring program.
• Read email blasts about programs.
• Sign up to be a part of a SIG.
• Participate in TMAL locally and regionally.
• SUBMIT YOUR CDP!!!!
• WHATEVER ELSE YOU NEED FROM THE CHAPTERS TO BE
  SUCCESSFUL

How can you help?!
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Managing Your Zone/Committee
www.nsbe.org

• Four Prominent Ps

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Managing Your Zone/Committee
www.nsbe.org

• Preparation
• Participation
• Persistence
• Pull Your Weight
• Lead by example
• Engage your Zones/Committee trust

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Preparation
www.nsbe.org

• Preparation Foresight Hindsight Umbrella
  vision
• Foresight Perception of the significance and
  nature of events before they have occurred
  Ability to see all sides of a program/problem
• Hindsight Understanding the nature of an event
  after its happened Critical to improving a
  program/event Key component in problem analysis
• Umbrella vision Understanding the big picture
  and how the small parts relate to the overall goal

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Participation
www.nsbe.org

• Communication with Region
• Communication with chapter
• Understanding and delegating responsibilities
• Going above the call of duty

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Persistence
www.nsbe.org

• Executing the Programs
• Ensuring HOT members stay on task/track
• Aiding your chapter to be competitive globally

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Pulling your Weight
www.nsbe.org

• Demonstrate an Im-in-it-with-you attitude
• TEAM mentality
• Together Everyone Achieves More
• Meeting Deadlines
• Leading by Example
• Cultivating your Zones Trust
• In you as a chapter executive board member
• In you as their Zone/Committee Leader
• In you as a person
• Most importantly, in each other

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Your Zone Obligations
www.nsbe.org

• You are an advocate to other Zone leaders about
  all things within your Zone
• You must be the resident expert when it comes to
  your chapter and the programs happening
• You have to be able to effectively communicate
  your Zone needs to other Zones so energy and time
  arent wasted

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How?
www.nsbe.org

• Hold weekly update sessions regarding chapter
  programmatic efforts
• E-mail, IM, Telephone
• Create a calendar with your Zone needs and
  deadlines for them
• Be Clear, concise, and specific in your needs
• DOCUMENT! Write it in a planner, Save a copy of
  the email

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Program Toolkit
www.nsbe.org
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Program Tool Kit
www.nsbe.org

• Made up of 6 parts
• Programming Basics
• Planning a Program
• Example of Program Planning
• Money Matters
• Leadership Matters
• Documentation
• Program Ideas

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Programming Basics
www.nsbe.org

• NSBE Programs are
• Creative, Engaging, and Interactive
• The primary vehicle by which we fulfill NSBE's
  mission

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Programming Basics (contd)?
www.nsbe.org

• Who is responsible for planning and implementing
  NSBE programs?
• The chapter programs chair is responsible for
  planning and implementing NSBE programs.
• The program chair may delegate certain
  responsibilities to committee members

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Programming Basics (contd)?
www.nsbe.org

• Key factors of planning and implementing
• 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 (contd)?
www.nsbe.org

• Key factors of planning and implementing
• Resources
• People others that will be helping in some form
• Time optimal length and starting time
• Money funds that will help in implementation
• Communication Medium
• Written email, flyers, brochures, etc.
• Verbal announcement, telephone

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Programming Basics (contd)?
www.nsbe.org

• Key factors of planning and implementing
• Logistics
• All of these factors can be documented and
  evaluated using the Program Planning Sheet in the
  Chapter Development Program (CDP).

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Programming Basics (contd)?
www.nsbe.org

• 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
  center on academic improvement or development.
• Any competitions relating to regional
  competitions should take place before FRC

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Programming Basics (contd)?
www.nsbe.org

• How should the program be evaluated?
• The program should be evaluated by both the
  person(s) running the program and those
  participating in it. There are evaluation forms
  in the CDP (Chapter Development Program)?
• These forms will help you to assess the
  effectiveness of your program and provide you
  with documentation for archiving.

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How do I encourage members to participate in
programs?
www.nsbe.org

• Appeal to members desire to improve themselves
  professionally and academically.
• Highlight the programs ability to develop the
  member and the chapter
• Members can apply to participate in regional
  and national programs on NOL under the programs
  and scholarship icon

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Planning a Program
www.nsbe.org

• Example of how to plan and implement an induction
  ceremony
• Programming Planning Sheet (4 Ws)?
• Timeline
• of people needed
• Reservations/Set-Up
• Technical Assistance
• Speaker
• Publicity
• Hospitality
• Security

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Planning a Program
www.nsbe.org

• of planning meetings, when/where
• Budget
• Event may require
• Space how many rooms/seats?
• Speaker who and what will they speak about?
• Honorarium (for speaker) what will this be?
• Timeline for the day of the event
• Distribution Collection of evaluations forms
• Who will get the planning, evaluation and
  supporting documents to the proper person for the
  documentation in the CDP?
• Follow the same procedure for every event

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Money Matters
www.nsbe.org

• It is imperative that you be apart of the budget
  making process.
• understand the total amount of money that will
  spent on programs throughout the year
• Remember that you want to spend your money on
  events that are critical to the mission and
  directives.
• Be sure to include line items in the budget for
  things such as
• Honorariums
• Copies
• Food
• Equipment
• Awards

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Money Matters
www.nsbe.org

• Work with the chapter treasurer to ensure that
  your budgeted money is being used appropriately.
• Be creative in financing your programs.
• Just because money isnt in the budget doesnt
  mean that it cant happen
• You may need to do fundraisers
• Maybe you can do corporate solicitation
• Tip Have and foster a good relationship with the
  finance zone!
• Note ? the easy way

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Documentation
www.nsbe.org

• Documentation is important to the viability of
  programs within your chapter.
• proof of your activities within the CDP
• they are a guide for the next person in your
  position
• they can be used to show potential sponsors what
  they would be supporting
• Documents include
• program planning sheet
• planning evaluation form
• attendee evaluation form
• budget/receipts/invoices
• Flyers, radio announcements and other
  publications should be kept for archiving and
  documentation purposes.

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Brainstorming Steps
www.nsbe.org

• What is the objective of the program?
• Does the program fit in NSBEs Long Range Plan?
• Is Program Long term or short term?
• NSBEs Problem
• Who will benefit from this program?
• Will it benefit your chapter? How?
• How much will it cost approximately? Budget!!
• What resources will this program eat up? (not
  just money but people power, time, space, etc)?

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Planning Recommendations
www.nsbe.org

• Draft up implementation packet/toolkit
• Submit packet to your CEB for review (for fresh
  ideas/perspectives).
• Ask your RAEB for help/ideas.
• Present new program at Chapter meeting.
• Draft chapter members to serve on your committee.
• EARLY PLANNING!!!!

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Post Program Implementation Assessment
www.nsbe.org

• Success or Failure?
• Lessons Learned
• Should program be executed again or taken back to
  the drawing board.
• Leave accurate and detailed documentation for the
  next program chair to work with?

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Supplemental Documentation
www.nsbe.org

• 2007 - 2008 National AE Programs Toolkit
• 2008 - 2009 AE CDP Questions/Checklist
• 2008 - 2009 TMAL Toolkit
• All RLC Program Zone Presentations
• Anything else that is pertinent to Programs
• Supplemental Documentation will be provided on
  the chapter toolkit