Revision 2 Revised October 9, 2009

Transcription

1 Revision 2 Revised October 9, 2009 Engineers Without Borders University of Wisconsin-Madison 333 East Campus Mall 3167 Student Activity Center Madison, WI i

2 Table of Contents The Handbook s Purpose...1 The EWB-USA Mission...1 EWB Code of Ethics...2 Fundamental Principles... 2 Fundamental Canons... 2 Constitution...3 Article 1 Name... 3 Article 2 Affiliation... 3 Article 3 Mission... 3 Article 4 Membership... 3 Article 5 Officers... 3 Article 6 Chapter Advisor... 5 Article 7 Projects... 5 Article 8 EWB-USA Membership... 6 Article 9 Meetings... 6 Article 10 Constitutional Amendments... 6 Constitutional Bylaws...8 Introduction Executive Officers President Vice President Financial Manager Historian Membership Coordinator Publicity Coordinator Additional Officers General Fundraising Manager Web site Manager Media Coordinator Banquet Coordinator Student Organization Representative Project Structure Project Managers Project Travel Approval Financial Structure General Operational Account Project-Specific Accounts Committees Fundraising Committee Procedures and Resources...23 Engineers Without Borders-USA...23 Contacting the EWB-USA Chapter Relations Manager for EWB-UW Obtaining Travel Approval from EWB-USA Conducting a Conference Call with EWB-USA Handing in EWB-USA Paperwork for a Project on Time ii

3 General EWB-USA Contact and Mailing Information Engineers Without Borders-UW...25 Chapter Management Managing the Officer Hierarchy Managing a Project Group Contacting the Student Leadership Center (SLC) Reserving a Room Presenting Your Project to the Campus Transitioning Between Chapter Leadership Electing or Appointing a New Project Manager Technical Assistance Finding Mentors for a Project Organizing a Design Review from the Madison, WI Technical Advisory Committee Contacting EWB-Great Lakes, and Wisconsin Student and Professional Chapters Contacting the Rotary Club of Madison Documentation Writing an Assessment or Implementation Report Writing a Memorandum of Understanding Using the Returning Questionnaire after Fieldwork Storing Documentation for Future Leadership Finances Giving Donations Through the UW Foundation Sending Out Donation Letters Finding Resources on Grants through the University Spending Money at the SLC Managing the Financial Assets of a Project Telecommunications Finding an International Cell Phone Finding a SIM Card Using Skype to Manage a Project Navigating to the EWB-UW Web site Logging into the EWB-UW Web site and Forums Using the Forums Using the Travel Blogs Creating a Google Map for the Web site Creating a Meeting in the Calendar Posting a Video to the EWB-UW YouTube Channel Getting to the Web Space Public Relations Posting to the This Week in the COE Writing a Press Release Placing a Public Service Announcement (PSA) on the Radio Safety Finding the EWB-UW Insurance Packet Finding Out More About the CISI Health Insurance Obtaining the CISI Insurance Getting the Free EWB-USA Insurance Using the EWB-UW Release Form Finding the EWB-USA Volunteer Waiver Agreement (605) Finding the EWB-USA Emergency Information Sheet (606) iii

4 Finding the EWB-USA Health Insurance Form (608) Getting Trip Cancellation Insurance Overseas Travel Finding and Sending Out the EWB-UW Travel Application Choosing Individuals for the Travel Team Obtaining Travel and Expense Approval from EWB-UW Paying for Group Expenses Finding Resources About Vaccinations Finding a Travel Clinic Obtaining a Passport Learning About State Dept. Travel Warnings and U.S. Embassy Registration Appendices...45 Constitution Historical Documentation By-Law Historical Documentation iv

5 The Handbook s Purpose Welcome to the Engineers Without Borders University of Wisconsin Madison (EWB-UW) Student Chapter! You are now part of a great group of students working on projects with communities around the world! The Handbook is intended to be a resource for each member of the Chapter. We hope you will take some time to look through The Handbook, and get to know your Chapter better. Again, welcome to EWB-UW! The Executive Officers, Program Managers, and Advisors of the EWB-UW have written The Handbook collectively. EWB-UW wants to encourage success and foster a diverse learning experience for your group through the planning and management of an EWB Program. The Handbook outlines the definitions, program processes, policies, resources, and points of contact necessary for your work in the Chapter to be successful. The Executive Officers hold the final say over the content of The Handbook. The Vice President is charged with directly editing The Handbook or appointing a person to take on this task. The Executive Officers must consult the Program Managers and Advisors as resources when changing any aspect of The Handbook. Whenever a revision to The Handbook is requested, the Executive Officers will finalize a draft of the change to be made to The Handbook, vote on the change, and issue an updated revision. Ratifying a change to The Handbook requires the Executive Officers unanimous vote. If a change needs to be made to the Constitution or Bylaws, the rules of the Constitution and Bylaws regarding making changes to these documents must be followed. These rules are expressly written in the texts of these two documents, which are contained in The Handbook. For the benefit of your group and the Chapter, The Handbook is provided on the EWB-UW Web site and is also open to the public. Additionally, hard and soft copies of the most recent revision of The Handbook will be located in all EWB-UW offices. The EWB-USA Mission EWB-USA strives to support community-driven development programs worldwide through the implementation of sustainable engineering projects, while fostering responsible leadership. EWB-USA links engineering students and faculty with professional engineers to work on development programs worldwide. EWB-USA s Technical Advisory Committee (TAC) provides technical review and oversight of the entire EWB-USA Program process, from Program application to field assessment and implementation approvals. ~EWB-USA Web site About Us Page ( 1

6 EWB Code of Ethics You, the participant of an EWB-USA certified Program, follow the American Society of Civil Engineers Code of Ethics that promotes high engineering standards. Fundamental Principles Engineers uphold and advance the integrity, honor and dignity of the engineering profession by: 1. Using their knowledge and skill for the enhancement of human welfare and the environment; 2. Being honest and impartial and serving with fidelity the public, their employers and clients; 3. Striving to increase the competence and prestige of the engineering profession; and 4. Supporting the professional and technical societies of their disciplines. Fundamental Canons 1. Engineers shall hold paramount the safety, health and welfare of the public and shall strive to comply with the principles of sustainable development 3 in the performance of their professional duties. 2. Engineers shall perform services only in areas of their competence. 3. Engineers shall issue public statements only in an objective and truthful manner. 4. Engineers shall act in professional matters for each employer or client as faithful agents or trustees, and shall avoid conflicts of interest. 5. Engineers shall build their professional reputation on the merit of their services and shall not compete unfairly with others. 6. Engineers shall act in such a manner as to uphold and enhance the honor, integrity, and dignity of the engineering profession and shall act with zero-tolerance for bribery, fraud, and corruption. 7. Engineers shall continue their professional development throughout their careers, and shall provide opportunities for the professional development of those engineers under their supervision. ASCE Code of Ethics ( In addition, Engineers Without Borders-USA has adopted a stated policy of nondiscrimination in regard to all persons regardless of their color, creed, religion, national origin, gender, sexual preference, age, disability, or veteran s status, and compliance with all state and federal requirements of law and regulations with respect to employment, volunteer participation, and the provision of services. 2

7 Constitution The following document is the Constitution for Engineers Without Borders, University of Wisconsin-Madison Student Chapter (EWB-UW). Article 1 Name 1.0 This organization will be known as Engineers Without Borders, University of Wisconsin- Madison Student Chapter, hereafter referred to as EWB-UW. Article 2 Affiliation 2.0 EWB-UW will be affiliated with Engineers Without Borders-USA and their associated chapters founded at various post-secondary institutions throughout the United States. EWB-UW will follow all applicable rules and regulations presented in the EWB-USA Constitution. Article 3 Mission 3.0 The mission of EWB-UW will be to design and implement environmentally and economically sustainable solutions to improve the quality of life in disadvantaged communities. In addition, EWB-UW is dedicated to developing socially, environmentally, and ethically responsible students by providing opportunities to interact with different cultures and by raising awareness of the challenges faced by disadvantaged communities. Article 4 Membership 4.1 All members of EWB-UW will be matriculated University of Wisconsin-Madison students (undergraduate or graduate). Only University of Wisconsin student members will be able to vote or hold office. 4.2 Associate members will be University of Wisconsin-Madison faculty, staff, alumni, and significant other who are interested in the organization. They will not be able to vote or hold office. 4.3 Membership selection will not discriminate on the basis of race, gender, national origin, ethnicity, age, religion, sexual orientation, disability, or veteran status. 4.4 Membership in EWB-UW will take effect when an interested party submits a new membership form to the Membership Coordinator. No fee will be required for membership to EWB-UW. Article 5 Officers 5.1 Only University of Wisconsin-Madison students, eligible according to the Associated Students of Madison guidelines, who are already members of EWB-UW and EWB-USA, will be able to hold or run for office. 3

8 5.2 The Executive Officers consist of the following positions (detailed descriptions of executive officer responsibilities are presented in EWB-UW Bylaws Section 1.0): President The President must have at least one year of experience as an active member of EWB-UW Vice President The Vice President must have at least one year of experience as an active member of EWB-UW Financial Manager Historian Membership Coordinator Publicity Coordinator 5.3 Additional officer positions may be appointed and dismissed as needed by majority vote of the Officers. Officer positions include, but are not limited to, the following (detailed descriptions of officer responsibilities are presented in EWB-UW Bylaws Section 2.0): General Fundraising Coordinator Web site Manager Media Coordinator Banquet Coordinator Student Organization Representative 5.4 All Officers are elected in the following manner: The elections for Officers for the following academic year will take place at an organization meeting no later than the end of Spring semester of the preceding year. Officers will hold office for one year. The date, time, and location of the designated meeting will be ed to all members no later than two weeks before elections Candidate names will be ed to all members prior to the designated meeting An officer may nominate any student member of EWB-UW or project manager for a position for which they fulfill the requirements as stated in the By-Laws. Elections may not commence until there are at least two people nominated for each position. All nominations must be made by them in writing and will be sent to the President as well as the nominee The candidate for each office receiving a majority vote of members at the elections meeting will be considered the victor. If no candidate receives a majority vote, then a run-off between the two candidates with the most votes will determine the victor New Officers will begin their term on the first of July, preceding the beginning of the academic year for which they were elected Non-executive officer vacancies will be filled by appointment as nominated by the President and approved by a majority of the Officers. The Chapter Advisor shall cast a vote for a candidate nominated in this manner in the case of a tie. 4

9 5.4.7 Vacancies to Executive Officer positions will be nominated by the remaining executive Officers and voted on by all Officers. If the President is removed or resigns the Vice-President shall assume the responsibilities of the President until the position has been filled. 5.5 Officers shall be removed in the following manner: If an Officer fails to maintain the requirements for holding office, he or she shall resign immediately If it is believed that an Officer is not fulfilling his or her duties described in this constitution and the bylaws, then a petition requesting his or her removal must be signed by at least one third of the voting membership and presented at a general meeting. Additionally, the Chapter Advisor must verify this petition as valid. Then, at least two weeks but no more than four weeks from the completion of these requirements, another meeting shall be held at which the grievance will be presented to the voting membership. Both sides shall be given opportunity to present a case. The Chapter Advisor shall preside over this meeting. A two-thirds majority vote of voting members at this meeting is required for removal of an Officer. Removal is effective immediately. Article 6 Chapter Advisor 6.1 A full-time UW-Madison faculty or staff member will serve as a Chapter Advisor to the organization. 6.2 The Chapter Advisor will be invited and appointed by the Executive Officers based on majority vote. 6.3 The duties of the Chapter Advisor include the following: meeting with organization Officers, reviewing the yearly budget, approving Projects and travel personnel, signing all required paperwork, and advising on issues of risk management, organization leadership, and University of Wisconsin-Madison policy. 6.4 The Chapter Advisor may be removed for not carrying out the duties and expectations defined in this constitution. Any EWB-UW member may bring concerns to the Officers. The Officers will meet with the Chapter Advisor to discuss the concerns. The Officers will then vote, with a majority vote required for removal of the Chapter Advisor. 6.5 If a Chapter Advisor is removed or resigns, the Executive Board will follow the process stated in Article 6 Section The length of the appointment of the Chapter Advisor is indefinite, until the Chapter Advisor either resigns or is removed. Article 7 Projects 7.1 Parties interested in developing a Project with EWB-UW will submit an EWB-USA project application form to the Vice President, who will present the Project to the Officers. 5

10 7.2 Projects will be approved by EWB-UW by a majority vote of the Executive Officers and the approval of the Chapter Advisor. Executive Officers will take into consideration financial and member availability, Project Manager availability, and project relevance in accordance with EWB-USA standards. 7.3 Interested Project Managers will apply to the Executive Officers for the position. The best candidate will be selected through a majority vote of the Executive Officers and the approval of the Advisor. (Detailed descriptions of a Project Manager s responsibilities are presented in EWB-UW Bylaws Section 3.0.) 7.4 Project travel (assessment or implementation) will be approved with a majority vote of the Executive Officers. Article 8 EWB-USA Membership 8.1 All traveling members, Project Managers, and Officers of EWB-UW must be members of EWB-USA. Article 9 Meetings 9.1 General informational meetings will take place once per month or at the discretion of the Officers. 9.2 The Officers shall meet at least once every two weeks or at the discretion of the President. The President shall set agenda for meeting. The Historian shall post the minutes of the meeting online within one week of meeting. 9.3 Individual project group meetings will meet at the discretion of the Project Manager and the Vice President. 9.4 The Project Managers will meet at the discretion of the Vice President. Article 10 Constitutional Amendments 10.1 Amendments to the Constitution shall be submitted in writing to the Executive Board for consideration. A reading of the amendment at a meeting or of the proposed amendment is required prior to submitting the amendment to a vote Written notification of the proposed amendment to all members must be made by mail or at least two weeks in advance of voting on any proposed changes in the constitution A two-thirds majority vote of members present is required for adoption of the amendment All amendments to this Constitution are subject to approval by the Chapter Advisor and the University of Wisconsin-Madison Student Organization Office. 6

11 10.5 EWB-UW Bylaws supplement the EWB-UW Constitution and further outline the structure of EWB-UW. Bylaws may be altered with a majority vote of the Officers. 7

12 Constitutional Bylaws The following document is the Constitutional Bylaws for Engineers Without Borders, University of Wisconsin-Madison Student Chapter (EWB-UW). Introduction The Constitutional Bylaws outline the structure and organization of EWB-UW and further define and the rights and obligations of EWB-UW Officers, Project Managers, and committees not defined in the Constitution. The structure of Projects and finances for EWB-UW is also defined in this document. The purpose of the Bylaws is to allow minor changes to be made to the policies of EWB-UW without addition or adjustment of Constitutional Amendments. The Bylaws represent the structure and operating protocols to which EWB-UW wishes to adhere and were made in an attempt to streamline EWB-UW procedures and improve efficiency and communication. The Bylaws must always be in accordance with the Constitutional Amendments, and changes may only be made to the Bylaws with a majority vote of the Executive Officers. 1.0 Executive Officers The Executive Officers will include the following officer positions: 1.1 President 1.2 Vice President 1.3 Financial Manager 1.4 Historian 1.5 Membership Coordinator 1.6 Publicity Coordinator Executive Officers responsibilities will include the following: 1. Approving expenses as outlined in EWB-UW Finances 2. Approving EWB-UW project attainment 3. Approving Project Managers 4. Approving project travel (assessment and implementation) 5. Removing the Advisor 6. Removing other Officers 7. Approving additions to EWB-UW Bylaws 8. Attending officer roundtable meetings 9. Delegating tasks to appropriate EWB-UW members Executive Officers may not hold more than one Executive Officer position and may not hold a Project Manager position. Specific duties and qualifications are described in Sections 1.1 through

13 1.1 President Chapter Leader The President will determine the actions necessary to fulfill the mission of EWB-UW. The President will ensure the goals of EWB-UW are met by ensuring that all Officers are fulfilling their designated roles. External Relations Liaison The President will fulfill the role of an external relations liaison for EWB-UW. The President will act as the representative on behalf of EWB-UW to professional and volunteer organizations, corporations, businesses, and other academic institutions. These organizations include, but are not limited to, the College of Engineering, the Morgridge Center for Public Service, and the Student Leadership Center (SLC). While serving as an external relations liaison, the President will be expected to raise awareness of EWB-UW by communicating extensively with other interested organizations, student groups, faculty, and any either individuals who want to learn more about EWB-UW. This will include presenting chapter status reports to Wisconsin Professional Partners (WPP) or other organizations. In addition, the President will coordinate professional mentorship involvement in EWB-UW and EWB-UW projects. The President will work closely with the Chapter Advisor regarding the goals of EWB-UW. Officer Meeting Coordinator The President will act as the mediator of Officers roundtable meetings. The President will lead roundtable meetings, set meeting agendas, coordinate with other Officers regarding key discussion points, and disseminate pertinent information to other Officers. Delegator of New Duties The President, along with the Vice President, shall delegate new duties and positions as needed. As EWB-UW develops as a group, additional tasks or duties that do not fall under the current duties of another officer position may arise. The President and Vice President shall assign these tasks to the appropriate officer position. If the need shall arise, the President and Vice President can create, temporarily or permanently, additional officer positions with the approval of the board. Qualifications Ideally, the President will have previous leadership experience and a strong desire to improve his or her leadership skills. Preferably, the President will have been extensively involved with EWB- UW in a Project or will have previously held an officer position. At a minimum, the President must have been involved in EWB-UW as an active member for a year before taking office. The President should have strong communication, time-management, and collaboration skills. In addition, as the head of EWB-UW and as an example for other EWB-UW members, the President should be able to lead with integrity. The President position will require a large time commitment and should only be taken by individuals willing to make such a time commitment. 9

14 1.2 Vice President Head Project Coordinator The Vice President will be the head project coordinator. The Vice President will oversee the project development process and assist project leaders with the organizational and logistical aspects of each Project. As head project coordinator, the Vice President s job is essentially to hold Project Managers accountable for managing their Projects and help managers set goals and timelines for their Projects. The Vice President must make sure Projects have met all EWB-UW and EWB-USA requirements before implementation and travel may proceed. Along with advising Project Managers, the Vice President will report the status of each Project to the board during officer meetings. The Vice President will address any concerns from each Project with the appropriate board members. Delegator of New Duties The Vice President, along with the President, shall delegate new duties and positions as needed. As EWB-UW develops as a group, additional tasks or duties that do not fall under the current duties of another officer position may arise. The Vice President and President shall assign these tasks to the appropriate officer position. If the need shall arise, the Vice President and President can create, temporarily or permanently, additional officer positions with the approval of the Executive Officers. Internal Affairs Mediator Should internal conflicts arise within the group among members, the Vice President will act as mediator and determine the proper course of action with the advice of the faculty advisor and other Executive Officers members. Qualifications Ideally, the Vice President will have previous leadership experience and a strong desire to improve his or her leadership skills. Preferably, the Vice President will have been extensively involved with EWB-UW in a Project or will have previously held an officer position. At a minimum, the Vice President must have been involved in EWB-UW as an active member for a year before taking office. The Vice President should have strong communication, timemanagement, and collaboration skills, since he/she will be working closely with Project Managers on Project organization. The Vice President position will require a large time commitment and should only be taken by individuals willing to make such a time commitment. 10

15 1.3 Financial Manager Treasurer The Financial Manager will act as EWB-UW s treasurer and preside over the annual operating budget and individual project budgets (see Section 5.0 of Bylaws for description of EWB-UW Financial Structure). To monitor project budgets, the Financial Manager must remain in close contact with all Project Managers. The Financial Manager will keep an organized record of EWB-UW's overall expenses and deposits to maintain an up-to-date budget, which will require close coordination with the Chapter Advisor and the head of the Student Leadership Center (SLC). The Financial Manager will be responsible for the use and availability of EWB-UW s ProCard and will ensure adequate funds are available before the ProCard is used. In addition, the Financial Manager will handle all reimbursements to EWB-UW members. The Financial Manager will be responsible for depositing monetary donations made to EWB-UW with the SLC and for expressing our gratitude to donors. ASM-Segregated Fee Coordinator The Financial Manager will be the primary leader in obtaining university segregated fees and operations grants from the Associated Students of Madison (ASM) student government. This role may involve attending ASM financial meetings and submitting detailed operational and Project expenses on behalf of EWB-UW. Qualifications Ideally, the Financial Manager will have previous leadership experience and a strong desire to improve leadership skills. Preferably, the Financial Manager will have been extensively involved with EWB-UW in a Project or will have previously held an officer position. The Financial Manager should have strong communication, organizational, and time-management skills. He/she should be comfortable working with money and balancing budgets. The Financial Manager position will require a moderate time commitment and should only be taken by individuals willing to make such a time commitment. 11

16 1.4 Historian Secretary/Chronicler The Historian will compile notes at officer meetings and general meetings and will make meeting minutes available to all members within one week of a meeting by filing them in the EWB-UW office. The Historian will also be in charge of archiving all information pertaining to EWB-UW. Pertinent information includes meeting minutes, membership lists, officer binders, EWB-UW presentations, pictures, and all documents/reports from completed Projects. The Historian will be in charge of updating, maintaining, and organizing EWB-UW s library of information on Projects, designs, and other important information. In addition, the Historian is responsible for the general organization of the EWB-UW office. Grants Manager The Historian will supervise and direct efforts for obtaining grants. The Historian must work closely with each Project Manager to assist in tailoring grants for each specific Project. The Historian will also be responsible for editing each grant applied for to ensure it meets the highest standards. The Historian will update and maintain a comprehensive database of applicable grants. Qualifications The Historian should have exceptional organizational skills, an acute sense of detail, and the ability to take taking detailed notes during meetings. The Historian position will require a moderate time commitment and should only be taken by individuals willing to make such a time commitment. 12

17 1.5 Membership Coordinator Recruitment Coordinator The Membership Coordinator will coordinate recruitment-based activities such as the Engineering Bash, semester kickoff meetings, and student organization fairs. The Membership Coordinator will plan and coordinate informational meetings that are designed to attract interested parties. Membership Activity and Database Manager The Membership Coordinator will ensure that all interested members have opportunities to become involved in desired projects and activities. The Membership Coordinator will collect and maintain a membership database to ease the delegation process and assure that interested members are connected with the appropriate Project Manager or Officer to further involvement. The Membership Coordinator will also maintain a distinguished member database to track member participation, in addition to keeping an alumni database. Social Coordinator The Membership Coordinator will also act as a social chair by planning social events for members participate in. He/She will arrange any social activities sponsored by the club, such as the Alps course intramural teams. Qualifications The Membership Coordinator should be interested in playing a central role in EWB-UW and in improving leadership skills and managerial experience. Previous involvement in EWB-UW is recommended but not required. The Membership Coordinator should have strong organizational skills. He/she should have a friendly personality, feeling comfortable meeting new people, initiating conversation, and communicating with potential members. The Membership Coordinator position will require a moderate time commitment and should only be taken by individuals willing to make such a time commitment. 13

18 1.6 Publicity Coordinator The Publicity Coordinator will publicize the vision and mission of EWB-UW and EWB-USA to the general community, businesses, the University of Wisconsin-Madison student body and faculty, and any interested party. The Publicity Coordinator will work closely with the Membership Coordinator to attract new members and publicize social and recruiting events. The Publicity Coordinator will also work closely with the General Fundraising Manager to publicize fundraising events as well as with all the Executive Officers, particularly the President, to meet their publicity needs. Specific duties of the Publicity Coordinator include preparing presentation materials such as posters. The Publicity Coordinator will develop and update periodically EWB-UW brochures, business cards, flyers, and other publicity materials. The posters and brochures designed, printed, and distributed for events should directly relate to the current focus of the organization and represent the intent of the organization as specified by the Executive Officers and the Constitution. The Publicity Coordinator will organize and mediate all general meetings. Organizing meetings involves communicating with all Project Managers and Officers to determine the content of the general meetings. The Publicity Coordinator will also find guest speakers for some meetings during the year. The Publicity Coordinator will post all meeting times for the week in This Week in COE and be in charge of reserving rooms for all general meetings. Qualifications The Publicity Coordinator should have exceptional communication skills and a friendly personality as well as be comfortable interacting with businesses and community members. Strong organizational skills and the ability to accomplish tasks on short notice are also necessary. The Publicity Coordinator should have strong knowledge of design and printing in order to convey the intended messages of the organization properly. The Publicity Coordinator position will require a large time commitment and should only be taken by individuals willing to make such a time commitment. 14

19 2.0 Additional Officers The Officers will include the following officer positions. 2.1 General Fundraising Manager 2.2 Web site Manager 2.3 Media Coordinator 2.4 Banquet Coordinator 2.5 Student Organization Representative Officers responsibilities will include the following: 1. Approving appointees to vacant officer positions 2. Removing the Advisor 3. Removing other Officers 4. Approving additions to EWB-UW Bylaws 5. Attending officer roundtable meetings 6. Delegating tasks to appropriate EWB-UW members Officers may hold more than one officer position if the need arises. Non-executive Officers may hold any other position within EWB-UW including Project Manager. Specific duties and qualifications are described in Sections 2.1 through General Fundraising Manager The General Fundraising Manager will organize fundraising events for the EWB-UW general fund. Fundraising opportunities include, but are not limited to, the annual banquet, benefit concerts, and contacts with businesses for charitable donations. The General Fundraising Manager will also work closely with Project Managers to help them raise funds for projectspecific accounts as needed. Qualifications Ideally, the General Fundraising Manager should have previous leadership experience and a strong desire to improve leadership skills. Preferably, the General Fundraising Manager will have been extensively involved with EWB-UW in a Project or will have previously held an officer position. The General Fundraising Manager should have strong organizational and timemanagement skills as well as an acute sense of detail. He/she should be comfortable networking with business professionals and working with money and balancing budgets. The General Fundraising position will require a moderate time commitment and should only be taken by individuals willing to make such a time commitment. 2.2 Web site Manager The Web site Manager will maintain and periodically update the EWB-UW Web site. Updates include adding weekly meeting times, revising project information, and adding other information deemed necessary by the Officers. The Web site Manager will also assist individual rojects with construction of project Web sites if needed. 15

20 Qualifications The Web site Manager should have a working knowledge of Web site operating software and have prior experience designing or working with Web site design. The Web site Manager position will require a moderate time commitment and should only be taken by individuals willing to make such a time commitment. 2.3 Media Coordinator The Media Coordinator will collect photos and videos along with information from Project Managers in order to create a documentary or other presentations to be used to promote EWB- UW. Ideally, if equipment is available, footage will be filmed during project travel. This footage will be edited and compiled into a documentary. The Media Coordinator may also organize pictures from project trips into slideshows or other promotional materials, especially for presentation at the EWB-UW Spring Banquet. Qualifications The Media Coordinator should have creative skills and ideally be interested in advertising or promotional publicity. Experience with film editing is also a plus. The Media Coordinator position will require a moderate time commitment and should only be taken by individuals willing to make such a time commitment. 2.4 Banquet Coordinator The Banquet Coordinator will organize, plan, and run an EWB-UW Banquet to take place at least once per year. This will include the following: selecting a venue and schedule of events; compiling lists of potential contacts in industry, on campus, and throughout the university; working with the Publicity Coordinator to publicize the event; working with the Web site Manager to ensure online registration is ready; and contacting potential sponsors for the event. Qualifications The Banquet Coordinator needs to have exceptional organizational skills and an acute sense of detail as well as be comfortable communicating with industry. The Banquet Coordinator must be able to document procedures accurately in order to provide continuity from year to year. The Banquet Coordinator position will require a moderate time commitment, with most work occurring in the months preceding the Banquet. 2.5 Student Organization Representative The Student Organization Representative will represent EWB-UW at all Polygon meetings and give presentations to Polygon if needed. The Student Organization Representative will be responsible for the annual registration of EWB-UW as a student organization with the Student Organization Office (SOO). The Student Organization Representative will also act as a representative of EWB-UW to other student organizations on campus if needed. The Student Organization Representative is not required to attend all officer meetings but must attend when requested or when important information needs to be communicated. 16

21 Qualifications The Student Organization Representative position requires the ability to work well in a team environment and a small time commitment to attend biweekly Polygon meetings. 17

22 3.0 Project Structure 3.1 Project Managers Responsibilities Project Managers are responsible for the successful implementation of Projects obtained by EWB-UW. The Project Manager position is a time-intensive position that requires strong organizational and leadership skills. The Project Manager will be responsible for every aspect of the Project including, but not limited to, travel, design, construction, health assessment, and finances of the Project. The Project Managers will give update reports to the Vice President and at officer meetings when requested. Project Manager Selection and Approval Two Project Managers will preside over each Project. EWB-UW members who obtain project approval from the Executive Officers will have the first opportunity to become a Project Manager for the Project. The Project Managers must be approved by the Executive Officers. If EWB-UW Projects do not have a pre-selected Project Manager, the Project Manager position is open to any interested member. The interested member be interviewed by the Executive Officers and, once approved, will become a Project Manager. Project Managers hold their position until they resign, graduate, or are otherwise unable to perform their duties. In the event that a Project Manager must leave a position open, a successor will be chosen from among the project team. This successor will ideally display a thorough knowledge of the Project as well as strong organizational and leadership skills. The current Project Managers, ideally at least one semester before leaving the position, will choose the successor with approval of the Executive Officers. 3.2 Project Travel Approval The following Bylaws regarding project travel apply to all international and domestic Projects. The Executive Officers will approve all project travel. Project Managers will present travel times and plans to the Executive Officers for approval at least three weeks prior to traveling. Assessment Trips Assessment trips are defined as information-gathering trips during which little or no implementation of designed structures will occur. Assessment trips have a very limited traveling team (usually less than five members) and therefore may require special expertise. The Project Manager will decide which personnel within the project group are necessary for the successful implementation of an assessment trip. The Project Manager will then submit the names of all members traveling on an assessment trip to the Executive Officers. The Travel Team for the assessment trip will be reviewed and approved by the Executive Officers. The Executive Officers reserves the right to make appropriate changes to the assessment travel team. Implementation Trips Implementation trips are defined as trips that involve the construction or implementation of designed structures. Members interested in participating in an implementation trip must submit a 18

23 travel application form to the respective Project Managers. A generic travel application will be provided, but Project Managers reserve the right to adjust this form, with approval of the President and Vice President. The Project Manager will determine the deadline for application submittal. Project Managers, with input and approval of the Executive Officers, will decide the number of members able to travel and the personnel traveling. Selection of traveling personnel will take into consideration the travel application, member involvement within the Project, involvement in EWB-UW, involvement in fundraising, seniority, and particular skills that may be necessary during implementation. Executive Officer Travel Executive Officers interested in travel should apply for travel in the same manner as do all EWB- UW members. During the approval process, an Officer who has not applied for travel will work in place of the Executive Officer during that time. The Chapter Advisor appoints the Officer. 19

24 4.0 Financial Structure EWB-UW will have two major categories of expenditures and accounts: general operational account and project-specific accounts. 4.1 General Operational Account Monies dedicated for general operational expenses will be used for any expense that benefits the entire chapter of EWB-UW and is necessary for the organization s yearly functioning. Inflow Funding for the general operational expenses will be drawn from general donations, general EWB-UW fundraisers, banquets, and allocations from the student government (ASM or Polygon). Outflow Expenses that are drawn from the general operations account may include, but are not limited to, printing, advertising, general meeting food, conferences, office supplies, equipment purchasing, and special event planning. Money for the general operational account may be kept in the University Foundation account for EWB-UW or the Student Leadership (SLC) account. Expenditures will be removed directly through the SLC account through the use of the ProCard. Allocation The Financial Manager, the President, and the Advisor must approve all expenditures from this account. At the beginning of each semester, the Financial Manager will designate particular Officers, Project Managers, and other EWB-UW members who have permission to use the SLC ProCard for expenditures under a specified amount, also determined at the beginning of each semester. Expenditures exceeding the specified amount must be approved by the Executive Officers. Monies from the general operational account may be directed toward a specific Project with the approval of the Executive Officers. See Section 4.2 for specifics regarding this procedure. 4.2 Project-Specific Accounts Monies dedicated for use in a specific Project will be placed in a project-specific account. Each Project will develop its own budget. In general, funds in these accounts will be replenished through project-specific fundraisers, grants, or project-specific donations. Money for specific Projects will be located in both the SLC account and the UW-Foundation account. Therefore, the Financial Manager, along with the Project Manager of each specific Project, will be responsible for tracking the money dedicated to each Project. If project-specific funds are not sufficient for needs such as supplies for prototypes, printing, and other materials (not including travel costs), Projects may request money from the general operational account, and the approval of requests will be granted by the Executive Officers as needed and as funds are available. It is expected that 75% of the funds requested be repaid by the project team through grant writing or other fundraisers. Exceptions may be made by a vote of the Executive Officers and Advisors on a case-by-case basis. This amount must be repaid by the end 20

25 of the academic year, and the Project will not receive additional funding from the general operational account until the 75% has been repaid Project-Specific Travel Accounts Funds for travel, including lodging, transportation (not including international flights), and group meals, will be taken from project-specific travel accounts. Inflow to these accounts will come from project-specific fundraisers, travel grants, or other sources. Project Managers may also choose to allocate funds from general project-specific accounts to this travel account. Before travel, a reasonable amount per travel member (to be agreed upon by the travel team, depending on destination and length of stay) will be taken from this account to be used for group purchases on the trip. If sufficient funds are not available, the Travel Team must supply these funds out of pocket. Funds will only be used for group purchases, such as lodging, transportation, and group meals. Funds will not pay for souvenirs or extra food or drink. Any unspent money will be re-deposited into the project-specific travel account. If funds run out while travelers are in a country, they will pay costs out of pocket. Project Managers, Project Advisors, or another responsible travel team member will be appointed to carry these funds while traveling and will pay for all group charges with these funds. Inflow Funding for project-specific accounts may come from project-specific donations, external funding from organizations or businesses, and project-specific grants or competitions. Outflow Expenses that are drawn from the project accounts may include, but are not limited to, plane tickets and project-specific equipment. Expenditures will be removed directly from the SLC account through the use of the ProCard. Allocation The Project Manager must approve all expenditures from project-specific accounts. The Financial Manager will track project-specific expenditures and has the right to override project expenditures with the approval of the Executive Officers and the Chapter Advisors. 21

26 5.0 Committees The purpose of EWB-UW committees is to facilitate the flow of work and information throughout the group, to relieve some of the time burden placed on the Executive Officers, and to provide opportunities for interested members to become more involved with non-design aspects of EWB-UW. Committees are designed to be used on a need basis and, therefore, will not be required to have formal meetings or tasks; rather, committees will consist of volunteers willing to complete specific tasks when the need arises. The need for specific committees may change over time as the project structure of EWB-UW changes. Therefore, committees may be added and removed by the President, with a majority approval of the Executive Officers, as deemed necessary, with the exception of the Fundraising Committee, which must remain a fixture in EWB-UW. 5.1 Fundraising Committee The Fundraising Committee falls under the responsibility of the General Fundraising Manager. The Fundraising Committee will assist the General Fundraising Manager in planning and implementing fundraising events. The General Fundraising Manager will assign specific tasks. Additionally, the committee may assist the Banquet Coordinator in organizing EWB-UW Banquets. The Fundraising Committee must be comprised of at least two members of each project team. If a project team does not have at least two members appointed to the Fundraising Committee, it will lose access to general operational funds until members are appointed. Half of all profits from general fundraisers will be deposited into the general operational account, and the rest will be divided among project-specific accounts for Projects whose team members participated in the fundraiser. Specific project teams may retain all profits from fundraisers organized and advertised for the specific benefit of that Project. (This intent must be stated before the event takes place.) 22

27 Procedures and Resources Various categories below outline the operational resources needed for EWB-UW to function effectively. There are two overarching categories: Engineers Without Borders-USA and Engineers Without Borders-UW. The Engineers Without Borders-UW category contains these sub-categories: Chapter Management, Technical Assistance, Documentation, Finances, Telecommunications, Public Relations, Safety, and Overseas Travel. Many of these resources are specific to the University of Wisconsin-Madison and are not exhaustive. Please use this information wisely and plan ahead. EWB-UW operates under the rules and regulations of the Chapter, the University of Wisconsin- Madison, and the national EWB organization. You will find operational information about the requirements of EWB-USA and EWB-UW in the two first sections below. Engineers Without Borders-USA Contacting the EWB-USA Chapter Relations Manager for EWB-UW Each EWB chapter has an assigned contact at EWB-USA. Scott Hammond is the current contact for Wisconsin, among other states. If you ever have a question about anything regarding EWB- USA, just give him a call or send him an . Scott s number and are given in the Contacts and Information Listing Insert of The Handbook. Obtaining Travel Approval from EWB-USA After the paperwork has been submitted, an EWB-USA representative should contact the Project Managers of the group to set up a time for a conference call with EWB-USA, the Project Managers, and the Project Mentor who is traveling during the fieldwork. After the paperwork is processed and the conference call has been conducted, EWB-USA will send a letter approving or denying the project s trip. This letter must be sent to the Project Managers of that Project and forwarded to the President, Vice President, and Financial Manager of EWB-UW before tickets can be purchased. Conducting a Conference Call with EWB-USA Conference calls are common with EWB-USA. There are many ways to call in to the conference call: on a cell phone, a landline phone, or a conference phone. The procedure is the same for all of the different ways. A conference call number and code will be given to those who are going to be in the conference call. During the stated time of the call, all members will call in using the given information. Team members do not need to be in the same area for this call to work; all they need is a phone with a good connection. Remember always to verify the time of conference call with EWB-USA. EWB-USA is in the Mountain Time Zone, and EWB-UW is in the Central Time Zone. 23