Added Tianze’s name into funding guideline discussion. Approved unanimously with 1 abstention.
- Search committee for director of office of community standards is still open. Timeframe is a couple of weeks. Chris Griffiths wants to start search committee next quarter. Kate wants to do it.
- Opening about Stanford’s General Use Permit committee on the Santa Clara county board. There’s an application and vetting process. Must apply by 3/31. 4 meetings, once a quarter. Gabby says there might be some pre-reading for that position before every meeting. Gabby says everyone who is affected by the new housing project has already received emails directly from the county about this position. Rosie says she didn’t receive anything from that list. Sean says there’s a group of students already working on advocating for things during the new GUP process. Isa says there’s a group called Stanford 2020 or something that’s a primarily undergrad group working to build in a more “equitable Stanford” in the new GUP. Isa says she might send it to the Civil engineering list because they would fulfill a lot of the requirements.
- Might have a mini retreat next week during the time of the normal meetings. Might be food as well. Terence will be here for sure. Let’s say 7pm.
- Did grad formal walkthrough with event services this week. Almost all complete except the license. She has a theme, “a night in the city”, will bring decorations that a company made for Facebook, landmarks of SF, like the bridge, coit tower, transamerica pyramid, etc. The lighting structure will have cool lights going up the fountain and stars on the ceiling etc. Finalized the caterer today. Event is 8-midnight. There’s 3 bars, the bars will close at 11pm. It’s on May 5. Tickets will probably be 30/35/40. Terence says maybe we can do “X number early birds, X number of regular, etc. etc”. Limit is 1250 tickets, planning to sell 1000 before the day of. If anyone faces financial hardship, ask them to volunteer. She has another meeting today at Alumni center.
- Gabby shows an Alumni book that undergrads get when they graduate. There’s information on all sorts of things like financial things, how to adult, etc. There’s a company that makes the content part. They want to make one for grad students in June or something. Rosie says a lot of these topics seem appropriate for seminar topics too. Gabby says they thought about giving it out to students when they are coming in, but there’s so much information and the alumni center is paying for this so they should control what content to take. Rosie says for PhD students they should give it to them when they advance to candidacy.
American Society for Engineering Educators:
- Annual colloquium every single spring quarter. This year the theme is on social justice in engineering. It’s about a 4-5 hour event in the evening, they talk about this and have workshops around the topic, panels around the conversation with Stanford professors who talk about the topic. Target audience is grad students and post docs, although some faculty members do come. This year they are looking at 150 attendees who are all Stanford students and community members, which is pretty much what they normally get. They are asking for $4500, which is $1000 food and $1000 alcohol drinks, and $2500 for event services (A/V, microphones, etc). Tianze says recommendation is $1800. Isa says what they recommended is they go to the VPTL and VPGE since this is an academic event and they would be willing to give some money to this. VPGE has certain funding guidelines for food, so Isa asks if they can get the food funding from them. They went to VPGE and they said they would not fund this event or events like this, and they would not hear back from SPICE until later, at this moment they don’t know where to get the remaining funds. They also say SPICE money is for next year so would not be applicable for this event. They did not apply for SPICE funds last year which is why they don’t have it this year. This is a Stanford ASEE chapter colloquium, no outside speakers. Their soft cap is $4500. Trevor wonders if there’s a compromise somewhere. Terence says, this is the 6th year they’ve held this event, they’ve never gotten GSC funding before? They say no, it’s generally funded by SPICE grants, but they forgot to apply for it last year. Kate asks what would the additional $500 would go for, they say maybe like speaker parking, etc. It’s inside the Old Union Clubhouse Ballroom. Isa says the soft cap would be $30 per student and $4500 is the cap for 150 students. We should give them the soft cap and if they can’t find any other source of funding then maybe they can charge a ticket price? Gabby says if they charge ticket price and there’s alcohol then they need an alcohol license for that. Terence asks what’s the signup process, they say it’s an RSVP process. David asks what they will talk about. They say it’s like bringing education into low income backgrounds, how you can work your course structure so that people in those backgrounds can afford / appreciate it ; also have a mix of ppl coming at it from academic perspective, and industry ppl as well, and they will have a panel halfway through to talk about the opportunities that are available. Kate motions to vote on the $4500 recommendation, which is based on the soft cap, Gabby seconds. Voting, passes unanimously with 1 abstention. Kate suggest they come back after they’ve approached other entities and have thought more about the line items in their budget. Isa suggests the speaker’s bureau too. David asks about how their national chapters supports them, they say they haven’t gotten any support from them in the past.
Stanford Polymer Collective:
- Were at funding committee last week and were asked to find other funding sources as well. They said they sent out emails to 8 different departments, and did not hear back from any departments. The other recommendation was using the SPICE grant. They are asking for $1500 for food. The event is on Apr 11, it’s a research symposium, grad students presenting posters on their work, they’ve sent out a call for poster presentations, have 8 responses so far. It’s from 11-1pm. Invited ppl from industry as well. Kate asks if they can move it to a happy hour time and collaborate with a department, they say they don’t know which department to go to. Kate asks about past attendance and number of posters. From what he’s been told, there’s been 20-30 posters in the past, but this event is still 2 weeks out. As far as the number of people, they think they probably had 80 ppl come through, something different this year is that they will have judges for the posters to pick the favorite posters, etc. There may be 3-4 faculty who will come by to judge too. Isa says when they submitted the application they actually asked for less money, like $800, but some of the money would go to food only for poster presenters, which is not ok under the funding guidelines. David asks what kind of food they are looking to get. They said the last time they ordered food from corner bakery, and it came out to about $13 per person or something, it was a box dinner. Terence says we have funded them in the past, reads out the previous years’ recommendations, and previous years’s GSC has also asked them to find other funding etc. David said that the EE department plans happy hours for 150 ppl on a $500 budget, thinks $1500 is too much. Kate is on Corner Bakery’s website, she can get 40 half sandwiches for $160. What are they going to get for $1500? Tianze says according to funding guidelines, they can recommend $1300 in food funding. Isa asks about how much support they offer to poster presenters, how do they print their posters? They say they expect ppl to use the poster from the MRS conference in the poster session. Kate motions to vote on the $1300 recommendation, Tianze seconds. Voting, passes with 2 abstentions and 1 opposed.
Funding Guideline Discussion
Kate says that groups should be required to provide quotes before we recommend anything. For this last discussion on the Polymer group, why did we fund them so much money when she showed that they could’ve gotten Corner Bakery lunches for a specific price? Rosie says, a better index of prices might be how much a pre-paid meal plan would be, which is like $8/9/10. David suggests that we could also have 2 numbers, one being “we won’t fund above this”, another being “if you don’t have a quote we will recommend this”. Isa says maybe we could go through some of the changes that are not just typos. Terence suggest the work group send out the original guidelines. Isa goes through some changes. Such as off campus events needing to be approved by SAL. Another change on no funding for departmental stuff. Community service groups we are requiring reports from them, we’ve also put the definition of community service groups. Also changed thing about fundraisers. For ticketed events there were some comments on this. Also changed rules on RSVPs, including using Google forms. For ticketed events, Kali was concerned by inflated ticket prices for groups. Sean says if we keep it we should say that they are not entitled to the amount there, so we don’t have to fund it if we don’t find it to be a reasonable price. “Not to exceed $30″, for example. Car rental and zip car rates, they are making it easier and capping it at $10 per hour over 3 hours. Also changing the soft cap calculation method so we can make sure we are not spending more than $30/person for VSOs. Added a line for auditing penalties. Lots of discussion about the minutiae.
- Gabby asks for feedback on theme.
- David gives update for student survey