Student Chapter Activities Manual

Prepared by the Michigan State University Student Chapter of Air & Waste Management Association

Shauna Cohen, Chairperson
Rachelle Busser
David Fongers
David Hughes
Mark Joseph
Lynnette Payne
Matt Raysin
Kristin Schuster
Michael Townley
Amy Weiner
David Witt
Faculty Advisor: Mackenzie L. Davis
East Michigan Chapter Liaison: Patricia Miller


Helpful Forms


Table of Contents

Service Activities

Professional and Social Activities

Fund Raising


Preface

The Student Affairs Committee of the Air & Waste Management Association asked student chapters of A&WMA: What do you need to help run your chapter? They answered: Some ideas of service activities we can perform, ways to interact with chapters and sections, and ideas for raising funds. The Student Activities Committee solicited ideas and, with the aid of the Michigan State University (MSU) Student Chapter, assembled this manual. In addition to soliciting ideas from other chapters, the MSU students decided to provide some guidance on implementation and give the benefit of their experience when it was available.

The manual is divided into three sections: Service Activities, Professional and Social Activities, and Fund Raising Activities. The service activities are those that the student chapter can perform, with or without the help of chapters and sections, to benefit fellow students, the community, and the environment. The professional and social activities are a means of increasing the interaction between members at all levels as well as raising the professional awareness and competence of the student members. Since many of the activities the student chapter would like to be involved in require funds, the last section provides suggestions for fund raising activities. Each activity is described under the heading "Concept." The suggested method of implementation is then described. The final paragraph under each activity is "Follow-up." This is probably the most important point in assuring success in the long term. With documented follow-up, the next year's officers can improve on the success of their predecessors.

Comments on this manual and suggestions for additions and improvement should be sent to:

Public Education Manager
Air & Waste Management Association
One Gateway Center
3rd Floor
Pittsburgh, PA 15222

Table of Contents


Service Activities

Adopt a Highway

Concept:
Adopt a highway is a program run by the State Departments of Transportation to help keep the highways clean and free from litter. Interested organizations adopt a minimum of two miles of a highway to clean up over a period of two years. Any group (of at least six people) is eligible. Participants pick up litter a minimum of three times a year. The goal is to clean the roadsides before mowing cycles and tourism periods.

Method:
Interested organizations must first contact the Department of Transportation (DOT) to obtain information about requirements, the application and a permit. Organizations may request a certain roadside area. If this is not available, then a segment that is closest to the groupís community will be chosen. All organizations are required to conduct a safety meeting before the first pick up of each year. During the designated pick up dates chosen by DOT, a group of at least six individuals must pick up litter from their adopted site. Six people can pick up two miles of roadway (both sides) in about four hours not counting travel time to the site. Obviously, the more people that participate, the shorter the time will be. The Department of Transportation will provide bags for litter and pick up service for filled bags and safety vests for each member. Approximately three months after acceptance into the program, a sign bearing the name of the organization will be erected near their roadside area. There is no fee required to participate in the program.

Follow-up:
After each pick up date, each organization must fill out a report to be sent to the Department of Transportation. The report includes the number of people involved in the pick up, the number of bags of litter picked up and total number of hours. Pre-printed forms are available through the department.

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A&WMA Teacher Training Programs

Concept:
The concept is one of service to those teachers faced with environmental education of grade school and high school students without adequate materials or experience in the environmental arena. A&WMA has prepared materials (Environmental Resource Guides) That can benefit teachers in setting up informational programs and activities that will stimulate student interest in environmental protection and help their understanding of current public policy issues that impact regulation and control.

Method:
Students can work with local A&WMA chapters to secure the funding and materials. They are also available from the national organization and cost $l5 per packet. Packets are available for air quality control and non-point source pollution (check to see what new ones are finished as they are working on other materials for various grade levels, K - 12). Local grade schools can be selected with the use of criteria such as expressed interest, need for assistance, previous experience with environmental education, cooperative local officials and facilities for outside experiments and field trips, and a cooperative effort to address the new EPA program for environmental justice. Young students can be taken to the local science fairs to stimulate their desire to compete when they are eligible, and to stimulate their interest. It would be possible to turn this into a short course or workshop for teachers in the summer to take back to their schools in the fall. Students can volunteer to work in the classroom with the teachers to help teach the material.

This program offers an ideal situation for college students to interact positively with younger students and help to motivate them to take science and math courses, to aim for a career in the sciences, particularly environmental science. College students can help with experiments, accompany children on field trips, and help teachers obtain more information in specific areas of expertise and gain access at their local college or university.

Follow-up:
During the program and after it has been completed, conduct a survey of the students to see what they liked. Note those things that worked and those that did not. Contact A&WMA Headquarters to advise them of difficulties and suggestions for improvement.

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Expos

Concept:
Expos are usually set up for companies to display and sell their products. It is very good for students to go to these and get as much information as possible on what environmental companies do and if they have any job openings now or possibly in the future.

Method:
When you hear about an expo coming to town, call the person in charge. Tell them about your student group and that you are interested in attending. We were able to get free passes to the exhibit part of an environmental expo. This allows a group of students to go walk around the booths and possibly get business cards that could be helpful in the future. Make sure that you find out what to wear. These are usually attended by business people and you will probably want to wear appropriate ìbusinessî attire.

If the expo is out of town, you need to find out how many people are interested in attending and how many drivers you will need.

Follow-up:
Get some feedback from the members about whether the expo was worthwhile and what could be done to improve it for the students. If the person in charge of organizing the expo gives you passes or allows you to attend, make sure that you write a thank you letter. Hopefully, this will keep a contact for the next expo and other events that they hold in the future. Be sure to make a note of the time of year and contact so that future officers can be alert to the potential of participating in the event.

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Food Bank

Concept:
A food bank is a local organization that stocks food for those in need. The student chapter can perform a community service and help people in need by gathering food supplies from the student body, faculty and staff.

Method:
The first thing that you need to do is to contact a local food bank and tell them what you are interested in doing. The best times of the year to get people motivated to help are before Thanksgiving and Christmas. However, people need food year round, so anytime is appropriate to help. Frequently, the lulls after the holidays are when the food banks are most in need.

Begin by advertising well in advance. Set up a schedule for individuals to sit at a table in a central location in a campus building. You will need to have a place to store the food until you take it to the food bank. Non-perishable goods and money are normally the most desired by the food bank.

At Michigan State University, the Engineering College made this into a competition with the Business College. This really motivated students to bring in canned goods. This can also be done within a college. You can set it up as a competition between different majors or student groups

Follow-up:
Keep a list of contacts for the next yearís officers. Note where you found storage space and when was the best time of year to conduct the drive, how many people were required and any mechanical difficulties that may have arisen.

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Mentoring Day

Concept:
The concept of this event is for a student to spend the day with a mentor in the business world. It serves to show the students what a typical day is like in consulting firms, government agencies, or industry.

Method:
A pool of possible mentors could consist of alumni, local business contacts or A&WMA parent chapter members. The event may be held with one company/agency or each student may go to a different place. After obtaining mentors, a group of students should then be selected. It is important to stress that the sign-up for this event is a firm commitment to attend. A lot of work went into identifying the mentors and it would be a terrible waste to have any cancellations by the students. It should be stressed to the students to dress appropriately and if possible, to research the company to make full use of this opportunity. If possible, match people to mentor by job and major emphasis. Hopefully the event will take place at the company. If so, you must get some students as drivers and they must be supplied with good maps. The student chapter should sponsor a breakfast or luncheon session to also include a question/answer period.

Follow-up:
This event should be followed-up with a thank you note to every mentor and anyone else involved

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Poster Contest

Concept:
This is a community outreach activity. It teaches Junior High students (eighth grade) about science and engineering, especially environmental science and engineering. An alternative to this is a science fair.

Method:
Contact should first be made with local schools and, in particular, with science teachers. For the first attempt, one school should be used. As you gain experience, additional schools may be added. If contact is made early enough, the contest can be introduced during the environmental unit or perhaps earth science unit in the normal instructional pattern. A theme and rules for judging the poster should be developed and a handout prepared for distribution to the students. A short presentation (15 minutes maximum) for the students must be created using slides and poster examples. The presenter should give a description of environmental engineering and science and discuss some of the problems that face the profession. The presentation should be delivered by students. After the presentation , students interested in participating should be given a piece of poster board. A deadline for submission must be set. Either the student chapter must go to pick up the posters or perhaps the teachers could collect the posters. Judges and prizes for the contest must be selected. Also, a room must be reserved for the judging and for the awards presentation. The judging should consist of all the posters being set out and each judge rating them. There should be no communication regarding posters between judges. The results should not be announced to the students until the awards ceremony. All students, their parents, the teachers, the principal and your school officials should be invited to the ceremony.

Follow-up:
Thank you letters must be sent to the teachers and other school officials and to the judges.

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Resume Book

Concept:
A well-compiled resume book from a respectable organization presents a convenient way for students to distribute their resumes to a large number of businesses that students may otherwise not reach. A alternative version of the resume book is to post resumes on a student chapter web site and then alert businesses as to its availability.

Method:
Before the actual process of assembling a resume book is begun, the student chapter must decide how to fund the project. Some combination of fees for the people that submit resumes, sponsors such as the sponsoring chapter or section, and fund raising projects is probably in order. The budget for production and mailing should be worked out in some detail with bids from local printers and estimated mailing costs from the post office.

Tips on how to write a good resume, a resume writing seminar or workshop should probably precede the actual solicitation of resumes. The next step is to solicit resumes from interested students. The call for resumes should include some directions on format (limit to one page, white paper only, margins, etc.) and the fee that will be charged. If the resumes are to be posted on a web page, care should be made to make sure properly formatted disks are used and that a single compatible word processing program be used. This will save a lot of time.

For a hard copy resume book, the resumes should be organized in alphabetical order with a table of contents. The student chapter's name and address and an appropriate school logo should appear on the cover. Permission to use the logo may be required.

A list of appropriate companies and addresses should be developed while the resume book is being collected and assembled. Good sources of companies may be found in the advertising sections of professional and trade journals. The list should be available to all those that solicit resumes.

Follow-up:
Thank-you letters are an important way to let the companies know that, in the future, the individuals and the student chapter would be open to possible contact.

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Professional and Social Activities

Active Recreational Trips

Concept:
A good way to interact with other students and professionals is by participating in an enjoyable recreational activity. Examples include canoe trips, ice skating, hay rides, biking, roller blading, etc.

Method:
First decide on an event. Designate a desirable day and time and determine the approximate number of people that will attend. Next, contact the business that provides the desired service. You can obtain these numbers from the Yellow Pages. The consultant will give you all the information you need and what you may need to supply yourself. You will need to inquire about financial arrangements. Don't forget they will probably ask for a deposit. You will need to elect someone to collect the deposits and hand it in to the appropriate organization on time. You will also need to decide on transportation - a bus charter or separate automobiles - and if food is not supplied, you might want to consider a picnic. In addition, if for example, this is a canoe trip - after calling the canoe livery service, you'll need to determine what route you are going to take (there are usually several).

Follow-up:
Write a thank-you letter to the organization if they allowed you to reserve the facility for the day. You also may want to pass out a short questionnaire to the participants to see if they enjoyed it and what could be changed to make the event more enjoyable in future years.

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Annual Officers Breakfast (Lunch or Dinner)

Concept:
The officers of the student A&WMA chapter and the local A&WMA chapter or section meet for breakfast together once each year in the mid-fall time period so each group can become aware of activities planned for the upcoming year. This is a perfect time to interact on many other initiatives such as industrial tours, internships, educational opportunities, take a student to lunch trips, speaker's bureau, etc. The opportunity to meet each other and work together lays the foundation for many other activities.

Method:
Pick a place that is as centrally located as possible for both groups, one that is inexpensive, and that can handle the size of group you contemplate. Preferably.you should meet in a side room where you can be festive and have some privacy so you can hear, etc. Work this out in advance with the restaurant. Some establishments charge a room fee. Be sure to mention that this is a student group - that may alleviate the fee. Alternatively, shop around to find an acceptable place that does not charge a room fee. With luck, the sponsoring A&WMA Board will buy breakfast.

Be sure to have an agenda of items to discuss, in writing, worked out in advance with the local A&WMA President so he/she has the chance to be well prepared and bring the appropriates items along. Maximize the use of the time for these busy executives (and students) and show your respect for their time and expertise. Make this a light-hearted affair, but bring a business tone to the table. Professional breakfast meetings are very common, and students can learn business etiquette and interactions. Make sure someone takes notes and have a recap at the end of the meeting to be sure everyone understands what they are going to do and when.

Check-list: call the restaurant at least three weeks ahead of time to make arrangements; prepare the agenda; make firm agreements on who will pay for the meal, and when.

Follow-up:
Be sure to send a written thank you note to the Officers and Board. Ask for follow-up on anything that was promised at the breakfast; ask for space in the chapter newsletter to publicize student activities; follow-up yourself on any commitments made by your group.

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Annual Banquet

Concept:
The concept is to bring together the student A&WMA chapter and the sponsoring chapter or section once a year to recognize the achievements and contributions of the members. This type of gathering brings the two groups closer together and gives the opportunity for both professional and social interaction. It allows both to see what has been accomplished during the past year.

Method:
The first step is to establish the idea of the concept with the sponsoring chapter or section. The convenient time for the student chapter is usually at the end of the academic year. Regardless of the time selected, planning should begin about four months in advance. A date, time and place must be established. A group of two or three officers form a committee to phone local establishments and inquire about facility availability, space, and prices. A visit by the committee is imperative. Look for ease of access, the reality of space, potential conflicts with other groups in nearby rooms. Sometimes finding a management staff that is easy to work with is more important than the cheapest price. Check for things like screens, slide projectors, microphones, etc. The committee should bring a recommendation back to the full officer board for a discussion and vote.

Once, the place date and time are set, then a speaker must be identified and contacted. Most professionals make plans two to three months in advance. The more important the individual the farther in advance their calendars become full. Confirm the speaker as soon as possible after the date has been selected. Ask the speaker to provide a title for the talk, a short biographical sketch that can be used to introduce him/her, and determine if they will need audio-visual aid equipment. Provide the speaker a confirming letter along with a map.

As soon as the date has been selected both the students and members of the sponsoring chapter/section should be notified to mark their calendars. More intensive advertising should begin about two weeks before the banquet. All attendees should be requested to call a central contact person (one of the officers) to make reservations. Normal practice is to ask for payment at the banquet but payment in advance may be prudent to see how your budget is going.

A few weeks before the banquet, prepare a program for the evenings events. This can be a simple sheet of paper folded in half with a schedule of events to happen in the evening. Each guest should receive a copy. In addition to the speaker, introduction of officers, awards and other recognition should be included.

It may also be a good idea to have someone bring a camera to record the evenings festivities. Both the chapter newsletter and the university publicity staff may be able to use the photos.

Follow-up:
Write a thank you letter to the speaker. Prepare a short report for the next banquet that includes at a minimum the number of attendees, the final cost and the overall assessment of the facility (space, service, food quality and quantity). Of course a list of things that went right and things that went wrong would also be appropriate.

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Cultural/Athletic Events

Concept:
Attending a cultural or sporting event is a good group outing. This is a good way to become acquainted with other students or co-workers.

Method:
First the type of event to attend must be decided (i.e. baseball, basketball, football, plays, concerts). Next, a list of possible dates should be posted and interested members should list the dates they would be able to attend. Then tickets should be obtained for the day in which the most people can attend. If tickets for this day cannot be obtained, tickets should be obtained for the next most available day and so on. Once the tickets are obtained everyone should be informed of the date and further preparations can be arranged.

Transportation to and from the event needs to be considered. Tickets need to be passed out if they are obtained in advance. If tickets are not received in advance and if everyone is driving separately, then a reliable place needs to be specified to meet in order to distribute tickets.

Follow-up:
Either send a letter around or personally inquire if everyone had a good time and would they like to do it again sometime. Find out what other type of event they would like to attend. Send thank you notes to anyone who helped prepare the event. An example is anyone who drove to the event.

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Engineers Week

Concept:
Engineers week consists of national, regional, and local recognition events intended to: enhance public awareness and appreciation of the engineering profession, improve students' understanding of the career requirements of the engineering disciplines, provide networking opportunities for student and professional engineers, celebrate engineering successes and advances.

Engineers week was first established in 1951 by the National Society of Professional Engineers (NSPE). Since then, the event has grown and is now sponsored by engineering societies, government agencies, corporations, businesses, and universities. NSPE continues to provide significant leadership and expertise for this event.

Engineers week is celebrated in February. The timing is based on the birthday of George Washington, a military engineer and land surveyor, as well as our nation's first president.

Method:
Student and professional societies are free to use any suitable format. Often NSPE organizes a dinner meeting with a speaker of general engineering interest. Other event suggestions include creating engineering displays, offering bumper stickers or badges, submitting newspaper articles or letters to the editor, and a film festival. Newspaper articles can describe the engineering profession, accomplishments, people, or personal anecdotes. Displays can highlight posters, projects, mock-ups, or awards.

The national organizing committee can be contacted at eweek@nspe.org. The national committee offers a free "how to" brochure for organizers along with a variety of promotional material at very reasonable prices. This material includes posters, buttons, video, mousepads, letterhead, and certificates.

If a dinner meeting is selected as the means to recognize engineers week, the method for conducting a banquet should be followed.

Follow-up:
Send thank you letters to those that participated in the events. Keep track of those activities that were successful. Pay particular attention to the number of participants, favorable media coverage and budget concerns.

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Industrial Site Visits

Concept:
Visits to different industrial and other sites that broadly represent those who graduate in environmental engineering and science majors adds a bit of reality to the educational experience and a break in routine. Seeing the "real" thing is often an eye-opener (and sometimes a nose opener as well).

Method:
Begin by selecting opportunities of interest. Either pole the membership or take suggestions from the board of student officers. Some possible categories are power generation stations, rotary kiln hazardous waste incinerators, a hospital waste incinerator, pulverized coal fired boiler, major assembly plants, steel making operations, coating and printing operations, waste water treatment, drinking water preparation, waste handling and disposal plants, and a field monitoring site.

Using existing contacts from professors, local advisory groups, "some one's" parent, A&WMA members and Section/Chapter Board Members, select a site to visit and begin to secure permission from the plant management. Set up a specific time and date, an exact place to meet and leave from, and describe exactly what you want to see, and in what stage of operation.

Secure permission from each student to go, and supply the list of names to the appropriate school officials (often a requirement for both safety and industrial security). Arrange for transportation from the school if possible, or arrange for cars and drivers, or, if funds are available, for a bus charter. Turn it into another event by adding a meal at a special place, or a picnic or hike/adventure at a local environmental attraction. Try to get the industry to sponsor a meal at their plant, or join you for your picnic/meal. Contacts are invaluable!

Follow-up:
Write immediately to thank your hosts/hostess for their time, access to their facility, and any other treats or informational handouts. Develop a list of industrial contacts in your area for future tours, sponsors for science fairs and student scholarships, sponsorships for interns and assistantships at facilities, etc. Never waste a friendly contact. Use it for mutual gain.

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Internships

Concept:
An internship is a short term (3 to 9 month) work experience in a field that employs environmental engineers and scientists. Internships are wonderful resume builders when seeking full time employment. In addition, they provide an invaluable learning experience that you cannot obtain from classes.

Method:
Most university Student Service Departments have weekly information regarding new internships and full time employment. There are information sheets explaining the sign-up procedure, the preparation for an interview, how to write a resume, etc. If your school does not provide these services, you should make an appointment with your counselor to seek advice. You also might consider asking the counselor to speak in a group meeting. This will allow many people to benefit from the information.

If no appropriate internship program exists at your school, contact your A&WMA chapter/section to see if they are interested in starting a program. Internships benefit both students and employers, so there is often an incentive to begin one.

Follow-up:
After an interview, always write a thank you letter to each of the interviewers. Also, when a job is offered to you, regardless if you accept or decline, write a thank you letter. This allows the company to have a long-lasting good impression of you. You never know if you'll need their help in the future!

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Joint Calendar/News Letter/Student Column

Concept:
Newsletters increase communication between the parent chapter and the student chapter, chapter members, and other student chapters.

Method:
Many chapters/sections have a periodic newsletter. If one is already in existence, the student chapter may offer to supply a news item on a regular basis. The writer should be a student chapter board member.

A student chapter newsletter is fairly easy to implement as long as the student board all agrees to contribute. Each officer should be prepared to write a paragraph or two for each issue. The newsletter publication schedule is dependent on how much "news" there is. At a minimum, one issue per semester (presumably at the beginning) appears to be appropriate.

The "editor" needs to set up deadlines to have the articles delivered. To save a lot of work, each contributor should type their part in the same word processing program and deliver it either on a disk or by e-mail to the editor. Each person should "spell check" and proof their own work. A title and by-line should be provided. The department chairperson, academic advisor and chapter advisor as well as professionals in the field are all sources of material. Calendar material on deadlines for scholarships, meeting dates and topics, field trips, and section/parent chapter events should also be included.

Student chapter newsletters are usually reproduced by photocopying (double sided). The first production runs should be limited to reduce wasted paper. If the demand of the student body exceeds the run, extras can be made. The copies may be distributed at meetings, in class or be available for pick up at a central location (such as the department office).

To save on printing, section/chapter newsletters may wish to send one copy to the student chapter where it can be posted for all students to read. If the student chapter has a web page, then a disk with newsletter may be forwarded for the students to post.

Follow-up:
Production timing and the number of copies should be recorded by the secretary for future reference. Likewise, sample copies should be kept in the chapter's files.

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Short Courses

Concept:
A short course provides an opportunity for presenting educational material in a condensed fashion. Campus and local expertise can be used to set up a morning, a one-day or an evening series workshop on a topic of interest to students and/or professionals. For certain topics the short course may be a fund raising opportunity.

Method:
Selection of the topic is critical to obtain expert speakers and presenters, and to attract an interested audience. Working with your professors and any advisory group you may have, choose an topic for the short course. Find the local experts who are willing to present on this topic. Find a "hall" of the right size, availability, parking, projection and audio systems, to hold the size of group you expect. Create a brochure, radio spots, newsletter insertions, and articles in campus newspapers, to advertise your course. This is the hardest, and most expensive part. Potential attendees will come from industry, environmental groups, environmental consultants, local regulatory agencies, non-profit groups community members, students and faculty.

You must have "up-front" funding to even plan a conference or short course. The time line to plan and execute a short course will be 4 to 6 months. Be sure the hall is ready on the big day, keep in constant touch with your speakers, arrange for all their needs such as drinking water, copying of handouts, correct microphones, overhead or slide projectors, and possibly videotape of the course. Consider providing refreshments for breaks such as coffee, pop, or cookies.

This is a very big project, and needs support from your advisors throughout to be successful.

Follow-up:
Use the attendance list generated from the course as part of a mailing list for future events. Evaluate the success of your effort and base future decisions on those successes and failures. Use the event to handout student information, applications for membership, sell "things", and give notice of upcoming events.

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Speakers Bureau

Concept:
A list of speakers that others can use can be both a means of interaction between the student chapter and the chapter/section and a service activity. A list of people and/or topics is generated and circulated through the university and community including schools, meetings with local officials, church group organizations, and local community organizations such as garden clubs, and fraternal associations.

Method:
First the student chapter must enlist the support and cooperation of a number of potential speakers on topics of interest. Examples include engineering, biological science, ecosystems, regulations, public policy, risk communication, and environmental awareness.

Potential speakers must be located. Sources include students (especially those working in the "real world" or conducting research, professors, A&WMA members, government officials, professionals from consulting firms, attorneys, and politicians. Once the individuals and topics are identified, a typed list summarizing the speakers by title and topic is prepared and circulated to groups that might be interested. A short description of A&WMA, a contact person, phone numbers, and addresses should be included. If some speakers can only participate in the evening or other limited times these should be noted. The time period that the Speakers Bureau is active should also be stipulated. For example: "These speakers and topics are available during the period October, 1997-May, 1998."

Follow-up:
Pick a group or two to interview as to the success of the speaker, the interest generated, and further communications with the group that might prove beneficial to you.

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Student Chapter Forum

Concept:
Develop regular communication between your chapter and other chapters. This can be via newsletter exchange, web page exchange, or some other form of internet connection.

Method:
To begin contact A&WMA Headquarters in Pittsburgh, PA [phone: (412) 232-3444, World Wide Web: http//www.awma.org/] to secure initial contacts for other chapters.

Identify the individual in your student chapter that will be the major contact point (perhaps the president or the newsletter editor or a web master). Determine the kinds of information you wish to share and/or obtain. For example: officer and member rosters, meeting topics, speakers, field trip ideas, fund raising ideas, joint meetings, forum topics for the national meeting. Establish a desired frequency of contact: once a semester, once a month, once a week.

Once you have established the boundary conditions under which you wish to operate, make contact with the other chapters. Make a point of picking a schedule that participants can meet and make the schedule as regular as possible, e.g. post information no later than midnight, the second Tuesday of each month during the academic year. At the end of each exchange, agree on the next meeting time.

Follow-up:
Maintain a current, active list for each new year. Include officers and newsletter contacts. Be willing to share as well as "take". Maintain the lists on computer disks for quick changes and easy distribution. Be sure to pass along the new contact points when there is a transition of officers.

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Student Chapter E-mail Address Lists

Concept:
An e-mail address list is an easy way to facilitate low cost communication between students in your chapter.

Method:
At the beginning of the school year and at each subsequent meeting, provide a sign-in sheet that allows students to post not only their local address and phone number but also their e-mail address. One of the officers (membership chair or publicity or both) create and "alias" address with all of the members e-mail addresses that they keep under their account. This can be used to send e-mail "blasts" to all on the list.

The publicity chairperson then makes periodic announcements of interest to the members. Examples include: meeting dates and topics, announcements about A&WMA scholarship applications and deadlines, new class offerings, field trips, chapter and section meetings, student poster contest deadlines, etc. Weekly or biweekly announcements and reminders that keep the membership informed also generates a sense of activity that encourages participation.

Follow-up:
The e-mail list should be updated no less than once a semester. The list should be kept in a file that can be passed from old officers to new officers when that transition occurs. Periodic feedback either by e-mail or at meeting should be obtained to make sure that the word is getting out.

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Fund Raising

Bottle Drive

Concept:
Obviously, bottle drives are only applicable in states that have bottle deposit refunds. However, if this does not apply to you, you may want to consider recycling aluminum by the pound. Alcoa crowns (bottle caps) are a good example.

Method:
The first thing to do is advertise by posters, newspaper advertisements, announcements in class, etc. Ask people to hold their bottles/cans for the days you are going to hold the drive. Limit the drive to one or two days. Next, map out a reasonable territory for the entire group to cover. Groups of two and three should be assigned to different divisions to avoid duplication (dorms, apartments, houses, etc.). You will need a few people to stay at a designated area to act as sorters, and you will need a few people to actually do the returning. You can return to grocery stores, party stores, etc., but be sure to call first in order to assure if they will accept the returnable in garbage bags and if they have a quantity limit.

The items you will need are garbage bags, automobiles, and VOLUNTEERS!

Note: Do not cut across lawns. Use the sidewalks!

Follow-up:

Evaluate your financial gains and base future decisions on how to improve this figure. Find your best territories!

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Bumper Stickers

Concept:
Bumper stickers (or window stickers) not only can be used for fund raising but also to get a message out. You may also want to put your organizations logo on them to receive recognition.

Method:
You need to find a company that produces quality bumper stickers. Make sure that you are getting the most for your money. Ask them for examples. See if they will fade or peel off a bumper quickly. The best way to get a good deal is to buy in bulk. If you do not sell all of them right away, keep them and try again at different times during the year. If you decide to use an organizational logo ( for example your school mascot or A&WMA logo) be sure to obtain written permission first.

A good saying is necessary. These will be displayed on cars, so many people will be reading your idea. The stickers should have an original phrase and should not be too cluttered. Some examples of good phrases:

  • "Love an Engineer Today"
  • "Have you hugged your engineer today?"
  • "Engineers make the world go around"
  • "The few, the proud, the Engineers"

Make sure that your idea is appropriate. Remember: It is said that you can tell a lot about a person by reading their bumper stickers. So, you need to come up with an idea that people want displayed on their cars.

Potential sales locations are in university buildings, in class (make sure you get permission and don't disturb the class - the end of the class is better than the beginning for minimizing disruption), at chapter meetings, at A&WMA meetings and conferences (get permission form the parent chapter).

Follow-up:
Check on best sales locations and the best time of year. Keep sufficient records that you can account for either unsold bumper stickers or cash.

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Calendar

Concept:
The concept is to generate funds by creating calendars with familiar faces (for example: engineering students, faculty, local sports personalities) or scenes in and around campus. Be creative and original! They'll sell better

Method:
This effort must start six months or more in advance of the beginning date of the calendar. Logical beginning dates are the first day of class or the first of the year.

The first step is to investigate printing options, the requirements of the printer in terms of technical details (size of photos, finish, etc.), and the estimated cost for various production runs. Next decide on a target group - who are the likely purchasers and what is different that they would be willing to spend a few dollars on. Other decisions that will have to be made include: the size of the calendar, whether or not to take orders in advance, pricing and production runs. Your mark-up should be at least 100% and preferably 200% to make it worthwhile and to account for unsold items.

For photographic support consider your own members and the art and advertizing departments on campus. Consider exchanging credit lines for publication and, perhaps, having a contest to select the photos that appear. Drawings and/or cartoons may also be appropriate.

Creative ideas include: special costumes for the individual models, creative captions for everyday photos or not so everyday photos, activities of the student chapter.

Follow-up:
If you obtain special "deals" be sure to thank the individuals and offer them a free calendar. Keep good records of the sales and where they occur and so that you can account for either unsold calendars or cash. Use this to develop your market for future activities. Don't be afraid to discount the price once the calendars become obsolete. Remember: it is better to lose half the cost than all the cost.

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Candy Sale

Concept:
Selling individual bars or boxes of candy to friends and others is a tried and true method of raising funds.

Method:
Contact grocery stores, companies (M&M's), or group candy sale firms and inquire about receiving bulk rates. (Advertisements also appear in the back of magazines on whom to contact in your area.) A box of candy usually sells for about $2.00 but may be considerably more. Often the candy is sold to the group and then the group must recoup their expenses before they raise any funds. Sponsors that are willing to give or loan the advance should be explored. A mark-up of 100% is not unreasonable as long as the purchaser understands that this is a fund raiser.

You will need to decide upon a mailing address as to where the candy should be sent. The person/people at this address will be responsible for distributing the candy to the sellers. Assign each person to sell a set number of boxes. The actual selling is most effective in classrooms (make sure you get permission and don't disturb the class - the end of the class is better than the beginning for minimizing disruption), at home, at work, etc. You also might want to advertise through posters, newspaper advertisements, etc. Check with your local school policy on sales on campus. These may be restricted by franchise rights.

Follow-up:
Be sure to write a thank-you note if a company offered a discount. Also, take the time to find out who and where the most were sold so that you can be even more successful next year. Keep sufficient records that you can account for either unsold candy or cash. Stale candy is not worth much so consider a "sale" at the end of the candy sale to get rid of the leftovers.

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Car Wash

Concept:
Washing cars is a way to raise funds and have some fun at the same time.

Method:
First identify a location that has a high traffic volume. Be sure to pick a location that has facilities: hose connection, free water and good drainage. Good examples are schools, churches, gas stations, etc. Obtain permission before any advertising is done.

Work on the bulletins and signs prior to the actual day that the event takes place. Advertise around campus and near your desired location. You can do this through newspaper advertisements, flyers, class announcements, etc. Be sure to include why the event is taking place, where, when and the cost. The cost should vary depending on whether the vehicle is a car, truck, van, etc. On the day of the event you will need to bring with you buckets, hoses, car soap (not detergent), sponges, towels, glass cleaner and possible a dust buster or vacuum if you plan on cleaning the interior.

Other activities may be held in conjunction with the cart wash. For example: sales of candy, pop corn, soft drinks, donuts, coffee, etc. for the customer while they wait.

Be sure to advertise a BIG thank you to sponsors (including the owner) during the car wash.

Follow-up:
Be sure to send a written thank-you letter to the owners who permitted the event. Also, record the times when customers arrive so that in future events, the most profitable time period will be known.

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Cold Calling

Concept:
"Cold Calling" refers to calling companies and asking for financial assistance for a project, event or competition. The target companies should be companies having specific interest in environmental enhancement.

Method:
The first step is to determine if different levels of support exist (i.e. patron, sponsor, mentor, friend). If so, the next step is to gather lists related to these different levels. For example, companies with a similar focus as the project or competition in which the money is being used. This list can be obtained from a variety of places, some good places to start include: listings of top companies by type, company listings in job placement centers, phone book listings (yellow pages), and numbers of other companies from a source at another company. Next, the list should be compiled and divided among the callers so as to not duplicate calls. A phone log should be prepared and distributed so when a call is made there is a record of it.

The most important part is having a good script to follow when making the calls, and a working knowledge of what the money is going for. The phone script should include:

  • The caller stating their name and who they are associated with;
  • Ask to speak with someone who is in charge of community resources, funding, etc.;.
  • Explain your association with the Air & Waste Management Association;
  • Explain the event the money is being used for;
  • explaining the benefits of the donation to the students, the university, the community, and the corresponding companies
  • If appropriate state the amount of donation requested and tell them about the benefits they will receive for their donation (i.e. advertising on literature and posters at the event);

When calling, make sure to be considerate and cheerful. Always say thank you even if no donation is made. Taking good notes while on the phone is very crucial, write down dates and times to call back and any questions that they asked (especially if a good answer was not known).

Finally, ask if you can send them more information on the project.

This type of fund raising can pay off if done correctly. However, it is time consuming and there will be many more companies unwilling to donate than willing ones.

Follow-up:
If companies would like to receive more information be sure to send it to them promptly. The written information should be of form-letter type, but should be tailored to each company. Also, a call should follow letters that are mailed out to see if their questions were answered. Companies that donate should be sent thank you letters. If in return for their support their company is advertised they should receive copies of anything with their company name on it, pictures of posters used, and a follow up of how the event turned out. NOTE: Don't lose the list of successful contacts. These will be very helpful in future years.

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Conversion Book

Concept:
The idea is to generate funds for the student chapter through sales of a scientific and engineering conversion book. METHOD:
The student chapters can create their own "conversion book" using standard reference sources. The format should be convenient for students to carry in their pocket or back-pack. A reasonably stiff cover protects the contents from unreasonable wear. The student chapter can decide on the format for the document, i.e. pocket sized, information to be included, etc.

The Michigan State University student chapter of A&WMA has created their own conversion book and is willing to share the idea with others. For more information contact:

Dr. Mackenzie L. Davis
A&WMA Student Chapter Faculty Advisor
CEE Department
Michigan State University
East Lansing, MI 48824
E-mail: davis@egr.msu.edu

The actual selling is most effective in classrooms (make sure you get permission and don't disturb the class - the end of the class is better than the beginning for minimizing disruption), in engineering and science buildings and at A&WMA functions. Some campus book stores may also be willing to take some for across-the-counter sales.

Follow-up:
Keep good records of the sales and where they occur and so that you can account for either unsold conversion books or cash. Use this to develop your market for future activities.

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Donut Stand

Concept:
The concept is to have a table set up where donuts and coffee or cocoa can be sold. An alternative form of this fund raiser is a cookie sale.

Method:
The first priority should be obtaining permission for the sale. Also, contact the local health department to make sure all the proper rules are followed. Next, the location should be selected. It should be in an area that is surrounded by a lot of student traffic. Advertise in this area before the actual sale with an explanation of what the money will be used for.

On the day of the event, make sure that you know where you are getting the tables and chairs and how the food is getting there. Make a check list of items you need: napkins, cups, stirring sticks, sugar, sweetener, stirring sicks, and perhaps, plates and other utensils. It is also important to remember to bring change and some sort of cash box. Make sure the workers are there and ready to sell and that the prices are posted. Be sure to identify the organization conducting the sale with a BIG sign.

A mark-up of 50% for purchased goods (donuts) is not unreasonable since it is a fund raiser. For beverages, make an estimate of the cost of raw materials (including cups) and determine the unit cost based on the volume you expect to sell. Again, a 50% mark-up is not unreasonable.

Follow-up:
Keep good track of the amount of food sold so that next time there will be a record to better estimate the amount to purchase. Send a thank you letter to those who gave permission for the donut sale.

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Golf Classic

Concept:
This golf outing is set up as a scramble of four individuals on a team. It will not only raise money but will allow for the interaction between the student chapter, sponsoring chapter/section, and local companies.

Method:
Contact several golf courses to get the best price. You need to reserve a specific day in ADVANCE. Send out bulletins and flyers to anyone who might want to participate (students, companies, professors, etc.) Contact local companies and explain that if they donate, a hole will be dedicated to their company. (You will make some sort of advertisement and affix it near the hole.) You should have prizes for the best team, the worst team, etc. Prize ideas range from T-shirts and bottle openers up to a VCR. (Some of the local companies might even be willing to donate some of the prizes. Make sure you ask them.) Set the price to play after you find out the greens fee and the cost of the prizes. Plan for an award ceremony after the last team finishes.

NOTE: THIS IS AN ALL DAY ACTIVITY! YOU'LL NEED PLENTY OF VOLUNTEERS TO HELP SET UP, CLEAN UP, SIGN PEOPLE IN, AND HAND OUT PRIZES.

Follow-up:
Use the generated attendance list as a mailing list for future events. You will need to write a thank you letter to the golf course and any donors. Also, keep in mind the profits made and use this figure to reevaluate what price to charge for next year.

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Raffle

Concept:
Another form of fund raising is to hold a raffle. Prizes are donated from various sources and then tickets are sold for a nominal fee. Then, on a specified date, all of the tickets are placed in a barrel and tickets are drawn. The number of tickets drawn depends on the number of prizes obtained.

Method:
First, it needs to be determined if a raffle is legal in your state. If it is, the State Bureau of Lottery needs to be contacted to obtain a license (if needed in your state). This takes four to six weeks so allow plenty of time. Permission from the university probably also will be required.

Next, a brainstorming session should be held to acquire ideas as to what to give away. Once a list of possible prizes is comprised, businesses and companies should be approached for donations. Possible examples include:

  • Mountain bike and/or helmet
  • Ski weekend for two
  • Dinner for two at various restaurants
  • Certificates for books, fast food, tanning, etc. Newspaper and magazine subscriptions
  • Tutoring for word perfect, spreadsheets

It is important to include advertising that identifies who donated what prizes.

Once you have permission to proceed and have lined up the prizes, then you must print the raffle tickets. The tickets should include the name and address of your organization, an identification number and a place for the purchaser to fill in their name, address, and phone number. The tickets should be divided so both the recipient and seller can have a portion for their records. Shop around for the best price on printing - ask if part of the cost can be donated.

Potential sales locations are in university buildings, in class (make sure you get permission and don't disturb the class - the end of the class is better than the beginning for minimizing disruption), at chapter meetings, at A&WMA meetings and conferences (get permission form the parent chapter), and door-to-door.

Follow-up:
A careful accounting of who has taken raffle tickets to sell and where they have been sold is critical to avoid false claims and lost funds. Keep good records of the sales and who made them so that you can account for either unsold raffle tickets or cash.The most important part of this is to have confirmation on the prizes, a place to hold the raffle drawing and then contacting the winners. After the drawing is held, make sure the winners receive their prizes. An announcement in the school paper is a good way to generate publicity for the next raffle.

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Services for Sale

Concept:
The idea is to generate funds by selling student service. Examples could be raking leaves or shoveling snow in residential areas or parking cars at on-campus events or cleaning up after on-campus events such as basketball games.

Method:
For the service in a residential area, pick a residential area with houses close together. Work on bulletins and signs to advertise this event. Advertise around campus and near your desired location (newspapers, flyers, etc.). Make sure to include where the money is going to, when the event is taking place and how much it will cost. You may wish to have potential buyers call one of the officers to make reservations.

On the day of the event, you will need to send volunteers to those that request the service or to canvas the neighborhoods you advertised in. NOTE: Don't cut across lawns.

For on-campus events, contact the university athletic department or department of public safety.

Follow-up:
Take note as to where the most money was raised in the shortest amount of time. You will definitely want to remember this area for future events.

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Student Government

Concept:
Acquiring funds from the university is a resource not to be overlooked. Many university student government organizations have funds that may be used to sponsor special events.

Method:
Residence hall associations, undergraduate student government organizations and graduate student organizations are potential sources.

Applying probably involves the following. First, obtain the application forms. Make sure to ask questions about due dates when picking up the forms. The application usually asks questions about the organization, it's other sources of funding, the specific project for which funding is being requested, and a break down of the budget. This can be filled out with the aid of a previous budget if the event was staged before or by researching each cost. It is important to fill out the form completely and correctly, because the funding board will ask many questions.

When the application is filled out and handed in, three people must present it to the funding board. It is good to have someone who is involved directly with the project, someone who has a good overall view of the other organizational happenings and events, and someone who has been around and understands the previous year's project if there was one. It is nice if the panel that is presenting the application is made up of a diverse cross section of people (men, women, different majors, different cultures, and people who know board members). The board reviewing the project funding will be made up of a diverse group of students. Dress appropriately. The questions from the board will come quickly. Do not be defensive, remain cheerful and give them confidence that their money will be spent wisely. If possible, attend one of the funding board meetings prior to the one when you are scheduled to appear. This will give you the opportunity to become familiar with the personalities and the types of questions that will be asked

Follow-up:
If you are awarded money do not forget to write a thank you letter, give some recognition of sponsorship at the events, meet the deadlines, maintain the precedent and apply again next year. If doing this, it is important to mention the successes of the previous years event and express that you would be grateful for continued support.

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Take a Student to Dinner/ Dinner With an Important Person

Concept:
The object of this interaction is to educate students about the work world. This concept also can be a fund raiser. Consider one professional person and several students as an alternative to one on one.

Method:
As a fund raiser: The opportunity to have lunch or dinner with an "important person" can be sold or auctioned off at an open or silent auction. Student leaders can also be made available for a meal through raffles, auctions, or Student Society Days. a.As an enrichment experience: Students can be paired with campus leaders or industrial contacts for lunch or dinner to share educational and employment experiences. The local A&WMA parent chapter can help find industrial contacts and promote this program.

Check-list of needs: permission to hold a raffle may be needed; tickets, publicity, recruitment of meal sponsors.

Students should pursue ideas and leads given them by the contacts made through this event. Future speakers and "host" companies for tours can be cultivated in this manner. Be sure to write a thank you note to meal sponsors and dining companions.

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Tee-Shirts

Concept:
The purpose of creating original Tee-shirts (or sweat shirts or hats) is to advertise for your local student chapter, show that you are proud of what you are doing and make money. The design should be creative and original.

Method:
The first thing that has to happen is to get a design. A good way to do this is to turn it into a competition with a prize for the best design. This seems to motivate students to get creative and put their heart into the design. If this project will be done as a fund raiser, the design should be fairly general so that others outside your student chapter will want to wear them. If it is not a fund raiser, then the design can be specialized just for your own group.

You need to find a company that produces quality in quantity. Make sure that their Tee-shirts are high quality cotton shirts so that they won't fade or shrink. Find out the cost for each color you want on the shirt. Two colors usually looks nice and carries a decent price. If you want multicolored shirts, it will be much more costly (not good for a fund raiser).

Have students place orders before you go to the printer to get sizes and get an idea of how many you need to order. A 10% deposit also helps to insure that orders are honored. Be sure to keep a list of names, addresses and phone numbers so you contact people when the order arrives. Because of the high initial cost of these items, the mark-up generally cannot be more than a dollar or two. The potential to lose money is high. Taking orders minimizes this.

The timing of sales is important if this is a fund raising project. Before Christmas is a very good time to sell shirts with an environmentally conscious idea. January would be a poor time to try to make money because most people do not want to spend any more money after the holidays.

Follow-up:
Any shirts left over will not go to waste. Put them away for awhile and then try again!

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