2024-09-07 Kline BIC Bootcamp

Intro

Rick Stamper + Tom

• Be prepared with competitions; plan ahead of time

• Prioritize competition efforts

Social Media Communications

Ashlan Fortner

• Stick with 1-2 primary platforms

• Have a strategy:

  • Who is posting?

  • What are your goals?

  • What story are you telling?

• Instagram

  • Update all information year to year

  • Ensure contact information is available for people to reach out

  • Build session timelapse (run with gopro)

  • Competition photos + videos

  • Tag main account to get content pushed to main Rose instagram account

  • Facilitate transfer of account every year

• Branding

  • PowerPoint template for logos

  • Reach out for branding guide

    • Posters: Go to poster website & pull updated colors

Public Safety

Jake Campbell

• Own motor vehicle checks, testing on campus

• Reach out to Jake Campbell for ground testing

• Move engine test stand from corner

• Vehicle Policy

  • Need to be on approved operators list (go through motor vehicle checks)

  • Double check MVR; on safety & security page that links

    • MVR takes around two weeks; can take shorter

    • If you’ve had multiple moves on your driver’s license

    • Need to have had driver’s license for at least two years

    • Enterprise: 21 for cars, 25 for vans

  • Traffic Incident Process

    • Check everyone is ok; call 911 if needed

    • Call PubSafe as soon as possible; gets people to assist if necessary

    • Regardless of incident

    • Let Lee know if rental was Enterprise

• Rose-Hulman owned drone

  • Need to be registered with PubSafe

  • Send notes on internally bought drone

    • If drone crashes into car, will take care of it

    • Register drone with PubSafe, get flight waiver, contact PubSafe for location (Bonfire Field)

• Public Safety

  • Needing parking lots closed

    • Contact PubSafe with two weeks notice on when space will be needed

• Incident Reporting

  • Call PubSafe first, then goes to EHS

• Batteries

  • Discharge batteries; always store in battery container

  • Use fire blanket for battery combustion

SGA Budgeting

Cameron Buckmaster

• General Budget Notes:

  • Less money available for OTFRs

• CampusGroups Accuracy

  • Account reconciliation (SGA Treasurer)

  • Budget request accuracy (everyone)

• Budget requests:

  • OTFR form presented (see rocketry drive for examples)

• Payment Types

  • Invoice for payment

  • P-Card purchasing

  • Student reimbursement

• Navigation Info

  • “Treasury Operations in CampusGroups” can be found on main page of cost

• Travel

  • Cost = C*D*G*E/MPG

    • C = Num Cars

    • D = Distance

    • G = Average price of US gas (gasprices.aaa.com)

    • E = Error margin (normally 22%)

    • MPG (set at 22 MPG)

• Flight Reimbursement

  • Cost = 10 cents * flight Miles

• Hotels

  • Cost = Per Diem Rate * Number of Rooms * Number of Nights

    • Per Diem rates is determined by location where you are staying

      • Number of Rooms determined by dividing number of people by 4 and splitting the rooms by gender if applicable

• SGA Budgets

  • SGA budgets expire at the end of fiscal year (June 30th)

  • Other funding types

    • Designated

    • Club

    • Gift

• Audits

  • Contact business office to get a full list of all expenses

    • FOPAL - Contact SGA Treasurer or Business Office to get if needed

• External Sponsorships

  • All donated money goes to Designated Account

Institutional Advancement

Steve Brady

• Gift receipts

  • Can only provide tax receipt for donations

  • Dara Gard - POC

    • Keeps all information for donation page

    • Update picture, info, etc.

  • If any problems with Dara, contact Steve Brady

• Keeps track of all alumni information

• Groups of fundraisers

  • Major Gifts = 50k+

  • Annuities, Trust, etc.

  • Annual fund

• Banner URL Page

  • Main fundraising page for donors

  • https://fundraise.givesmart.com/vf/RHITCompTeams/

    • Check Link

    • Can give crypto, stocks

• Career Services stays involved

  • Corporate donors & hiring

  • The more specific goals to donations the better

• Site

  • Coverage Fee - covered by rose

  • Corporations - will need invoice

• In-Kind Gift

  • Piece of equipment that is not a car asset

    • Car, Tools (Milwaukee), etc.

• Handles Rose Giving Day

• Contact Reaching Out:

  • Forwarded to Tom

EH&S

Lindsey Wright

• Waste

  • Include Hazardous Waste Labels

    • Note chemical name

  • Black cabinet by waste & behind supervisor desk

    • Red Tags if needed for faulty equipment

  • 3/4 amount full on bins

  • Excess cardboard, plastics

    • Recycle in facilities next to BIC

    • Use EH&S email

  • Call EH&S for swollen battery in-hours

  • Call PubSafe out of hours for retrieval

• Spill Equipment

  • Absorbent pads

  • Located in West side of building or front of BIC next to desk

• Resources

  • Safety Data Sheet (for all items)

  • E-Mail: EHS@rose-hulman.edu

  • MyRHehs site

• Respirators

  • Requirements: need a medical exam & explicit approval

  • General dust masks provided for dust booth, sanding, etc.

Technicians

Many

• Gary Meyer - ECE

• 3D Printing - STL

• DesignSpark

  • Mechanical & Electrical design program (free)

• CNC Mills for PCB + Board design

  • Single & double sided

• KIC

  • MakerLab (Run Laser Cutter)

  • Fabrication Lab (CNC, waterjet, wood router, woodshop)

  • 3D Printer Farm (Standard, resin)

  • XL (13”x13”)

  • Ventures (1m^3)

• Don’t print boxes

• Stock for Small hardware

  • Nuts, bolts,

• Bill, John, Jerry (30+ years experience)

  • 3 CNC Mills, Laser cutting, CNC plasma cutting

  • Welding (MIG Welding)

  • Shear

• Facilities has a hydraulic shear for materials up to 1/8in

• Tensile Testers

  • ME, CE

• Gary - D117

• Mike - J109

• ECE Parts Room - C114

• NAB M-R 8-8

  • Need stuff back by EOD

Campus Groups

Kristen Merchant

• Event review

  • My Workflow - Approve travel or money request

  • My Activity → My Surveys/Forms to see status on travel forms

  • Advisor listed, officers

    • Custom Positions

  • Surveys & Forms

  • Emails

    • Subteam & Specific emails for particular subtag roles

    • Events as well

  • Upcoming Events

    • Can set up recurring meetings

  • Student Travel

    • Check in students & make sure everyone is registered

  • Can work with staff to appoint student team lead to travel and not require advisor

  • Put all potential drivers in the traveling list

    • Travel route to start from

  • Advisor → Amy → Lee & Tom → Final Approval

• Most staff are salary → do not get paid extra

• If IRI can do something similar to climbing club

Risk Management

Amy Simonson

• MVR

  • Approved drivers good for 2 years

  • Need 30-60 days for New Hampshire license

  • Cannot run MVR for PA or Vermont

• Rental vs Institute vs Personal

• Advisor vs Student Trip Lead

  • Faculty/Staff required for following student travel:

    • Travel exceeds more than 3 nights

    • Travel outside of US

    • Non-shuttle driving between 12-5AM

    • Activity deemed high risk

  • Student Trip Leader

    • Travel does not include more than 3 overnight stays

    • Opposites

  • Requirements for Trip Lead

    • Must be a Junior, Senior, Grad Student

    • Approved by faculty or staff

    • Completion of trip leader training

    • Student must be in good conduct standing

• Institute Vehicle

  • Only driven by student org advisor

  • Vehicles can only be used for approved/sponsored events

  • Distance must be less than 100mi

  • Students cannot transport other students in RHIT owned vehicle

• Rental Vehicle

  • Lee will reserve vehicle

  • Vehicle should be rented from Enterprise/National

  • Approved driver must be 21+

  • 11 to 15 passenger vehicles are not permitted under any circumstances

• Personal Vehicles

  • Rose discourages any use of personal vehicles for Student Travel

• Contact Info

  • Simonson, Amy

  • simonson@rose-hulman.edu

BIC/KIC Travel & Purchasing

Lee Dagle

• Block-Booking

• Let Lee book

  • Only book refundable units (flights, hotels)

• Need to know who is staying in what room

• No longer booking Airbnbs

  • Need to clean

  • Talk to Tom and Lee for monetary assistance

• Budget

  • Responsible for feeding advisor

• Don’t give out p-cards 4 days before travel

  • Can give advisor P-Card with anticipation

• Trucks are local

  • Only need to be 21

• Will drop truck rentals off to the unit

• Can return rentals in the weekends

  • Communicate with Lee

• Not pre-paying airlines

  • On team members

  • Book own tickets, combine receipts, reimburse after trip

• Enterprise & National

• Planning

  • Be sure to communicate

• Get parts in to order

  • PO takes time to use

Admissions

Rene Hankings

• Summer camps, recruiting new students

• Send emails about competition teams to prospective students

• Team Panel

  • Present on team

  • Answer questions for prospective students

  • Santhana + BIC panel

• Admissions brochure

• Team websites

  • Develop contact information & videos

• Team Governance Meetings

  • President + Treasurer

• Recruitment Strategies

  • Video Chats

  • Targeted emails to incoming students

  • BIC/KIC competition team brochures in admissions for facilities

  • Work with marketing on buildout

• Contact Info

  • Tom Bear - VP Enrollment

  • Rene Hawkings - Director of Pre-College Programs

  • Lisa Norton - Dean of Admissions

Closing

Tom + Lee