Student Affairs Committee

Call for 2013 Donaldson-Kiefer Scholarship Applications

Applications are available for three $1,000 Donaldson-Kiefer Scholarships to be awarded by the Cleveland Chapter in 2013. Applications are being sought from current college sophomores or juniors. Two scholarships are available to any student attending a Northeast Ohio college or university and either majoring in Materials Science/Engineering or with a materials emphasis in a related science/engineering field. A third scholarship is reserved for a close relative of a Cleveland Chapter member. Applications must be submitted by February 15th, 2013.

See the application form for additional information

At least one recommendation is also required per application

PURPOSE

    The purpose of the Student Affairs Committee is two-fold.  First, it has the responsibility for serving the student members of the Chapter and associated ASM Student Chapters by providing opportunities for furthering their interest and learning in the field of metallurgy and their awareness of ASM. Secondly, the Student Affairs Committee is charged with the task of stimulating interest in metallurgy and material science careers among elementary school, junior high / middle school, high school, and college students.

COMPOSITION

    At least three members chosen by the Committee Chairman.  Ideally the members would contain a representative of the CWRU Student Chapter, a faculty or staff member of CWRU, and a member of CSU or any other local college offering materials elated courses.

GUIDELINES AND INSTRUCTIONS

    • Obtain file from the outgoing Committee Chairman.
    • Prepare tentative budget and submit to the Treasurer before the first Executive Committee meeting.
    • ASM Student Member activities will include:
      • Assist in the establishment of student ASM Chapters at local engineering colleges and universities.  Help maintain Student Chapter programs and provide local ASM Member speakers.
      • Encourage ASM student member participation in Cleveland Chapter meetings through appropriate Publications on campus and through partial defraying of dinner costs.
      • Involvement in college student awareness projects.
        • February / March - Judge science fair experiments at the Northeastern Ohio Science Fair.  Cleveland ASM Chapter makes monetary awards of up to $1,000 and certificates of merit for student exhibits judged best in the field of metallurgy or material science.  Other duties pertaining to the Science Fair include:
        • Construct a judging committee of at least two and preferably more members to review Science Fair projects and select the Chapter award winners.
        • Produce award packages for presentation to the winners and runners up at the NEOSF awards banquet.  The package will include a certificate suitable for framing, a letter with the award and the amount of the award, and a certificate holder or envelope.
        • Obtain Science Fair plaques and checks for presentation to winners at Awards Night.  The Treasurer will need to be notified of the winners names and amount of each check.
        • Following Science Fair - invite award winner(s), parents and advisor(s) to a Chapter meeting as the committee's guests and present an award at that time.  Be sure to provide meals for the family and advisors involved.
        • Obtain suitable Publications for award winner in his school and in local newspaper and provide ASM Headquarters with photographs and text for ASM News.
      • March - Presentation of Academic Achievement Awards to Northeast Ohio high school Juniors.  The Committee will solicit nominations from each local high school (approximately 150 total).  The schools responding will receive back a certificate and award for the students prior to the school awards convocation.  Prior year awards have been portfolios and pad holders purchased from Crestline.  The awards and certificates must be to the schools by May 15, and some schools may need theirs earlier.
      • Spring - Provide an industrial Plant Tour for Academic Achievement Award winners, Northeast Ohio Scince and Engineering Fair ASM award winners, their parents and teachers.  The tour will be jointly sponsored with the CWRU Student Chapter.  It is the joint responsibility of the CWRU Student Chapter and the Student Affairs Committee to locate commercial establishment that will sponsor a plant tour.  In the interest of building the Chapter image and reputation, local publications such as newspapers will be provided copies of the pictures and the text sent to ASM Headquarters for publication in ASM News.
      • Develop and maintain grade school and junior high school demonstration kits on materials.
      • Conduct student outreach programs and classroom visits.
      • Provide support for the Boy Scout Metallurgy Merit Badge as requested.  Stimulate interest in pursuing metallurgy merit badges by contracting local Boy Scout and Explorer groups and provide sponsors and assistance where appropriate.
      • May - Award up to three Donaldson-Kiefer Scholarships.  Two open scholarships are given to sophomores in engineering, preferably in Metallurgy or Materials Science.  The third scholarship is given to an undergraduate relative of a Cleveland Chapter Member.  If no one meeting that criteria applies, the scholarship becomes an open scholarship.
      • Oversee the Chapter investment account for the scholarships and solicit outside donations.  The Committee is also responsible for providing the Treasurer a written request in August to transfer $750 or the budgeted amount from the Chapter CHIPS account or investment portfolio to the Scholarship CHIPS account or investment portfolio.  The goal is to make the scholarships self sustaining.
    • The Student Affairs Committee will have responsibility for providing speakers for Young Members Night.  One, typically a member, will speak on careers in engineering, and the other will give a technical presentation of interest to high school students.  In addition, the Student Affairs Committee will have responsibility for finding a suitable venue, inviting local high school students, soliciting outside sponsors, coordinating with the Publications, Registration and Program Committees and providing food and drinks.
    • Prepare an annual report summarizing the year's activities for submission to the Executive Committee at the annual business meeting in June.
    • Transfer the complete Committee file to the incoming Committee Chairman.

BUDGET CONSIDERATIONS

    • Portion of meal cost of students who attend local Chapter meetings.
    • Committee meeting expenses.
    • Three Scholarship Awards.
    • Plaques and Certificates for Science Fair winners.
    • Academic Achievement Awards for High School Juniors.
    • Meals for Science Fair winners and their parents.
    • Material Science demonstration kits.
    • Student classroom visits and materials for participation with schools.
    • Correspondence and postage.

Social

PURPOSE

    Plan and execute events for membership fellowship including special events to include spouses/guests and corporate guests.

COMPOSITION

    Chairman and members to chair subcommittee for each social event.

GUIDELINES AND INSTRUCTIONS

    • Obtain file from the outgoing Committee Chairman.
    • Prepare tentative budget and submit to the Treasurer before the first Executive Committee meeting.
    • Establish Committee goals and operating procedures.
    • June - Solicit Hospitality committee to sponsor hospitality at social outing.
    • Plan a social outing for spouse and guest participation.  A dinner and theater event near Valentine’s Day has been offered in the past.
      • Discuss with Hospitality Chair support for social outing.
      • Advise Publications, Program and Hospitality Chairmen of social program of the location and date of the event at least two months prior to the event.
      • Present Publications notice to Publications Chair at least two (2) months prior to social program.
    • Plan a summer outing.  An annual Cleveland Indians baseball outing has been used in the past.
      • Contact the Cleveland Indians (John Bowers, 216-420-4493) prior to when tickets go on sale.
      • For each Chapter outing, pick three or four game dates.  For three outings, pick dates in June, July and August.  Submit request in writing to John Bowers prior to the tickets going on sale.  This is critical to getting the first choice date.
      • Advise Publications and Program Chairmen of summer outing program (location and date) as soon as the dates are reserved.
      • Present Publications notice to Publications Chair at as soon as the dates are reserved for inclusion in the newsletter and posting to the Chapter Web site.  The Chapter Web site can also be used for on-line reservations.
      • Collect reservations and distribute tickets as quickly as possible.  Checks should be made out to "Cleveland Chapter - ASM International" and transferred to the Treasurer upon receipt.
      • Depending on the Chapter finances, a token gift, i.e., baseball cards or pins, may be purchased for members’ children attending the games.
    • Prepare an annual report summarizing the year's activities  for submission to the Executive Committee at the annual  business meeting in June.
    • Transfer the complete Committee file to the incoming Committee Chairman.

BUDGET CONSIDERATIONS

    • Committee meeting expenses.
    • Correspondence and postage expenses.
    • Tickets

Registration

PURPOSE

    The Registration Committee is responsible for keeping complete attendance records of monthly meetings. Registration also includes supplying identifi-cation cards or tags and collecting fees where required.

COMPOSITION

    At least one (l) Committee member to carry out the required task in the Registration Chairman's absence.  The Registration Chairman is automatically a member of the Program Committee.

GUIDELINES AND INSTRUCTIONS

    • Obtain file from the outgoing Committee Chairman.
    • Prepare tentative budget and submit to the Treasurer before the first Executive Committee meeting.
    • Establish Committee goals and operating procedures.
    • Prior to September 1 - Check the supply of available identification badges.  At least 1000 should be on hand at the beginning of the year.  Reorder additional badges from Crestline  Co. Inc., 22 West 21st Street, New York, NY 10010, when the  supply reaches 500. To order: Ph: (800) 221-7797, Fax (800)  242-8290.  You must send a black and white sample to Crestline to illustrate the ASM logo and its position on the badge.
    • Correspond with the Program Chairman on the meeting locations.
    • Determine a policy for those who have a reservation but do not attend the meeting.  Communicate this policy to the Program Committee and have the Publications Committee publish it in the newsletter.  Past experience has indicated that the actual number of reservations is very close to the actual dinner attendance.  No-shows and no-reservation attendees tend to "equal out".  If the Chapter must pay for unused meals, instruct the Corresponding Secretary to invoice those who registered and did not attend.
    • Prior to September 15 - Check with the Education Committee to determine projected required assistance with items such as name badges.
    • Contact the Publications Committee to establish on-line registration for the technical meetings.
    • Distribute complimentary dinner tickets or equivalent for required functions.  These include the following:
      • Young Member’s Night
      • Sustaining Members Night
      • Past Chairman's Night
      • Awards Night
    • Submit a written report at all Executive Committee meetings outlining meeting attendance.
    • Prepare an annual report summarizing the year's activities for submission to the Executive Committee at the annual  business meeting in June.
    • Transfer the complete Committee file to the incoming Committee Chairman.

BUDGET CONSIDERATIONS

    • Payment for unsold meals.
    • Badges
    • Committee meeting expenses.

Chapter Secretary

PURPOSE

    The work of the Chapter Secretary has profound effect on the success of the Chapter.  The Secretary has the responsibility of maintaining the Chapter minutes of the Executive Committee meetings and the address and phone lists for the Executive Committee.

COMPOSITION

    The Secretary is appointed by Executive Council and generally has held other Executive Committee offices or has been actively involved on various committees.

GUIDELINES AND INSTRUCTIONS

    • Obtain file from the outgoing Committee Chairman.
    • Prepare tentative budget and submit to the Treasurer before the first Executive Committee meeting.
    • Prepare and mail Chapter Executive Committee minutes to Executive Committee and Headquarters.  The minutes should be sent out no later than three weeks after the meeting and must be delivered to the Executive Committee prior to the next meeting.
    • Complete for the Executive Committee and Headquarters the Chapter Quality Performance Program for the Chapter year ending May 31.  The Cleveland Chapter traditionally has a 5 Star Rating.
    • Maintain officers and committee chairmen address and phone list for the Cleveland Chapter.  The Secretary should transmit the list and any subsequent changes to the Publications Committee for updates on the Web site.
    • Prepare an annual report summarizing the year's activities for submission to the Executive Committee at the annual business meeting in June.
    • Transfer the complete Committee file to the incoming Committee Chairman.

BUDGET CONSIDERATIONS

    • Correspondence and postage expenses.

Publications

PURPOSE

    The Publications Committee will be responsible for annually producing one Directory containing a listing of all members by October 31 of each year and eight newsletters corresponding to the eight technical meetings for the Chapter year.  The committee will also be responsible for soliciting advertisements for both the directory and newsletter.  This committee must work closely with the Program Committee, Educational Committee, Student Affairs Committee, and Nominating Committee to coordinate the Publications requirements of these committees.  The committee will also assist other committees needing to produce publications.
     

COMPOSITION

    The committee chairman should select a committee of several individuals who have broad company contacts to solicit advertising in the Directory and/or knowledgeable and capable of desktop publishing.  The membership will include individuals with the following responsibilities:
    • Editorial content for the directory
    • Editorial content for the newsletter
    • Maintaining the Chapter mailing list
    • Solicitation of advertisement in support of the directory and newsletter
    The committee may contract such work as is deemed appropriate to outside vendors with the consent of the Executive Committee or the Chapter Officers.

GUIDELINES AND INSTRUCTIONS

    • Obtain file from the outgoing Committee Chairman.
    • Prepare tentative budget and submit to the Treasurer before the first Executive Committee meeting.
    • Establish committee goals and operating procedures.  Be sure to establish deadlines for the Directory and Newsletter as early as possible.  Coordination with the Program Committee on the dates is required.
    • Establish advertisement solicitation procedures.  This activity may be contracted out.  If the work is contracted to an outside firm, the Committee will establish a written contract including all responsibilities of both the firm and the Chapter.
      • a) A method of solicitation would be to draft a letter to all previous Directory advertisers, companies with employees in ASM, and area companies involved in metal or materials working, treating, processing, or analysis, indicating the benefits associated with Directory advertisement and requesting sponsorship.
      • b) Include a contract for advertisement cost and conditions associated with Directory advertising, include a closing deadline for reserving advertising space.  Collect payment for advertising.
      • c) Assign a committee member to follow up on non-responding companies.
    • Obtain necessary photographs of Chapter Officers, Committee Chairmen, and Executive Committee as needed from Chapter Historian.
    • Obtain the most up-to-date membership listings and company affiliations from the Membership Secretary just prior to printing pages for directory mock-up.
    • Make a mock-up of the Directory including page assignments, Advertising, Table of Contents, Index to Advertisements, Membership Listings, Membership Affiliations, Company Listings, and Buyer's Guide.
    • Take the Directory mock-up to potential printers.  Review  the requirements and the required number of copies.  Obtain price quotes including envelopes and mailing charges.  Also determine if discounts can be obtained for having the same printer print the newsletters.
    • Select a printer and submit camera ready materials, artwork and photographs.
    • Proofread the printer "blueline" copies or equivalent and authorize printing.
    • Have the Directory mailed by a commercial mailing  house.  This can be done via the printer.
    • Send copies of the directory to all advertisers and  contacts. Include outstanding invoices.
    • Select a printer for the newsletter.  Typically this has been the same printer as used for the Directory.  Determine the lead time required by the printer and the mailing house to set deadlines for the newsletters.  Typically it will take two weeks to get the newsletter printed, three days to mail it, and one to two weeks to have it delivered via Third Class Bulk Mail.  Setting the deadline six to eight weeks prior to the meeting has worked well in the past.
    • Select the newsletter style, size, paper and ink no later than August.  Also determine what if any computer software and hardware upgrades need to be done prior to publishing the first newsletter.
    • Determine the method for submitting the newsletter to the printer.  In the past both hard copy and electronic versions of the newsletter have been used.  If a hard copy is submitted, the newsletter should be printed by a 600 dpi or better laser printer or an ink jet printer with coated paper.  Photographs and company prepared advertising should be submitted separately to the printer with the location clearly marked on the hard copy.  If an electronic format is used, determine the large capacity removable disk format required by the printer, i.e., PC formatted Iomega ZIP.  Submit all pages as Postscript files.  If the printer can accept other formats, include them as well.  Be sure to include all fonts with the Postscript files as well.
    • It is the responsibility of the Program Committee to provide information on the technical meeting speaker.  However, in the event that the speaker has been confirmed but the information is unavailable, it is the responsibility of the Publication Committee to publish what information is available or can be obtained from open sources such as biographies published onthe Web.  In the event the speaker has not been confirmed, the newsletter will be published without information on the speaker but will contain all information on meeting time and location.
    • Review and approve the printer’s "blueline" copy or equivalent.  Pay special attention to placement of ads, proper fonts, shading, inserted photographs, etc.  Changes in the newsletter at this point will cost additional money.
    • Determine if the Chapter requires a Third Class permit for mailings.  If required, the Publications Committee will pay the annual fee to the Post Office each January.  Currently the Detroit Avenue Printing (DAP) and Weekly’s Mailing House are maintaining permits for ASM.  The first newsletter will be sent First Class with the Membership Secretary’s return address to validate the integrity of the mailing list.  All other newsletters will be sent via Third Class.
    • Set up and maintain a World Wide Web site for the Cleveland Chapter.  It is the responsibility of the Publications Committee to select a company or organization to host the Web site.  The site is to be updated monthly with the announcement for the technical meeting, any social event announcements, any educational event announcements, recognition of members, the Chapter Bylaws, the Standing Committee Guidelines, a listing of officers, pictures supplied by the Chapter Historian of past meetings and similar events, job listings, Sustaining Members listings and any other content provided by the Chapter.
    • The Publications Committee will also provide an electronic version of the newsletter to the membership via electronic mail.  The newsletter will be provided in a widely usable format such as Adobe Acrobat files.  Wherever possible, mailing and printing costs will be minimized by encouraging members to receive only the electronic newsletter.
    •  Prepare an annual report summarizing the year's activities for submission to the Executive Committee at the annual business meeting in June.
    • Transfer the complete Committee file to the incoming Committee Chairman.

BUDGET CONSIDERATIONS

    • Expenses:
      • Committee meetings.
      • Advertising solicitation costs.
      • Directory preparation costs.
      • Newsletter preparation costs.
      • Printing costs.
      • Mailing costs.
      • Software.
      • Retainers.
      • Commissions.
    • Advertising income.