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Happy New Year!
Just a few quick updates to share:
Invitations have been sent regarding the GLDC event, and the conference website is now available: http://www.asme.org/events/gldc
Note the deadline to register for the event and to make hotel reservations is January 31st. As a reminder, invitations were sent to all group leadership of the following groups:
If you are a volunteer leader for one of the groups mentioned above, and did not receive an invitation, please contact firstname.lastname@example.org.
GPS has been working to process voluntary member contributions made to groups during calendar year 2017. We expect these funds to be deposited to your group’s segregated account in approx. 2-4 weeks. You will be contacted by GPS staff regarding the amount you will be receiving. Please keep an eye out for this communication!
GPS had a tentative webinar scheduled for January to discuss any updates we may have to convey. This webinar will be canceled so we can focus on the March event. Any updates will be conveyed at the event.
Please share this note with other leadership in your group as needed.
Thank you!Chrissy, GPS
As the end of the calendar year approaches, we would like to extend a big THANK YOU to all of you - our ASME volunteers.
Many of you have been volunteering with ASME for quite some time, and have been through many changes alongside us. We realize these transitions can be difficult, and we appreciate your willingness to stay the course and help us to effect positive change.
Whatever your reason for volunteering is -- we are grateful for your hard work and dedication, and for serving your communities on behalf of ASME.
Wishing you a joyous holiday season, and a happy and healthy New Year! And since 2018 is around the corner, stay tuned for more communications after the New Year, including more information on the Group Leadership Development Conference. We'll also be touching base in January regarding member contributions.
Again, we thank you for a great year and look forward to 2018!
Chrissy Johns, on behalf of GPS Staff
We received a volunteer inquiry yesterday regarding messages not being delivered from the list serve.
After review, it has been found there was an issue that occurred around the Thanksgiving holiday which affected mail delivery. This has been corrected.
We can pinpoint that messages sent between November 26 and this morning (December 1) were not delivered.
If you sent a message during this time period, please re-send your message.
We apologize for this inconvenience.
Hi everyone! Just a quick note to those groups distributing awards at IMECE -
We are in the final weeks before IMECE. If you have submitted an awards request on behalf of your Division to be distributed at IMECE, and have not heard from the GPS staff, please contact us at GPS@asme.org by Wednesday, October 25th.
Hi everyone,The slides and Q&A from the October 3 webinar have been posted on the GPS group page, under Group Leader Training > Past Training Events
In addition, contact information for the new Group Engagement Committee has been posted.Please share this information with your group leadership team as needed.Thanks!Chrissy
We are pleased to announce the launch of a new program on October 1st – the Student Section Activity Funding Program!
The program will provide funding assistance to ASME Student Sections that want to plan and conduct local, ASME-based activities, but lack the funds to do so.
We listened to your feedback – Student Sections want to conduct local, ASME-based activities and Senior Sections want to help and engage with them on these efforts. We've established this program to help facilitate this connection.
Student Sections will submit an activity proposal online, and indicate the amount of funding desired. If the eligibility requirements have been met, Student Sections may receive up to $1000 of funding for their activity.
Activities must be conducted with the Student Section's Senior Section. Eligible Sections may take advantage of the Section Activity Funding Program as a source of additional funds to conduct a joint activity.
The program will be open to any Student Section that meets the required criteria. Funding will be awarded to approximately 5 Student Sections per region, on a first-come, first-serve basis: US & Canada, Latin America & the Caribbean, Asia & the Pacific Rim, Middle East & Africa, and Europe.
More information and communications about the program will be coming this week. In the meantime, please share this message with your leadership team, as well as Student Sections, to let them know.
Save the date!
GPS staff will be hosting a webinar for all Group Leaders of Divisions, Sections and Research Committees to provide an update on the FY18 program year, as well as introduce you to the newly formed Group Engagement Committee.
The webinar is scheduled for Tuesday, October 3. Webinars will take place at 11 am and 4 pm EDT. Please keep an eye on your e-mail – we will be sending invitations to register within the next day. (Invitations will be sent to the e-mail address you have on file with ASME.)
If you do not receive an invitation, please contact email@example.com. Also, please share this information with other members of your leadership team, especially those who may not follow the GPS group page.
Just a quick reminder that all IMECE-related activities funded by a group must be submitted into the GPS Requisition Tool by September 13, 2017.
Specific instructions on how to submit these activities are available on the GPS group page: https://community.asme.org/group_pathways__support/w/wiki/11530.imece-meetings-special-events-securing-space-for-your-activities.aspx
If so, please follow the steps below:
Please note the blackout dates below. Meetings can NOT be held during the following blackout times.
If you have any questions about these processes, please let us know.
Thank you for your participation!
Chrissy Johns, GPS
We hope you are having a good summer! This message is for groups who are participating at the ASME 2017 International Mechanical Engineering Congress and Exposition (IMECE).
If your group is participating at IMECE this year, please note that all IMECE-related activities funded by a group (including activities conducted by Division Technical Committees or other sub-committees), must be submitted into the GPS Requisition Tool by September 13, 2017. Please review the information below for more details.
Note on travel stipends: Requests for ASME to issue travel stipends are generally submitted and processed after IMECE has ended. We will contact you after IMECE to provide more information on this process. However, please do submit your travel stipend activities in this system now (Step 1 above), so they can be approved prior to the start of IMECE.
As a reminder, access to the Requisition Tool is limited to active and recorded members of a group’s GLT (Group Leadership Team). We ask that volunteers on sub-committees (e.g., Division Technical Committees) work with their group’s corresponding GLT as needed.
Hi everyone,Reminder that annual plans are due next week - July 31st.All groups are required to submit plans. Groups with estimated spend limits and anticipated expenses over $100,000 will be submitted to COFI for review and approval. Plan tickets were created for your group after we received your leadership for 2017-2018. If your group does not have an annual plan ticket to update, please let us know by contacting firstname.lastname@example.org.For more information, including how to find and update your group’s plan, visit the Submitting Annual Plans page at https://community.asme.org/group_pathways__support/w/wiki/12618.submitting-annual-plans.aspx.Thanks!Chrissy
If you cannot access the system, please contact email@example.com, and include your leadership update. For more information on what we require as part of your update, please visit the Submitting Leadership Updates page: https://community.asme.org/group_pathways__support/w/wiki/12561.submitting-leadership-updates.aspx
For ASME Sections – The Section Activity Funding Program is now open for funding requests for the 2017-2018 program year. Note the following changes to the program for this year:
You will see the option to request funding via the activity request form. For more information on the program, please visit the Section Activity Funding Program page: https://community.asme.org/group_pathways__support/w/wiki/12098.section-activity-funding-program.aspx.
Thank you for your hard work and dedication!
Hi everyone,Just letting you know the slides from the June 20, 2017 webinar -- Consolidated Banking Webinar for U.S. Sections -- have been posted on the Past Training Events page:https://community.asme.org/group_pathways__support/w/wiki/11534.past-training-events.aspxPlease share with other section leadership in your group as needed.If you have any questions, please contact GPS.Thanks!Chrissy
Currently, the unit register is down due to technical issues. We hope to have it back up and running. If you have any concerns feel free to contact firstname.lastname@example.org or email@example.com.
Just letting you know the slides from the May 24, 2017 & June 1, 2017 webinars have been posted on the Past Training Events page:
In addition, the Group Leader Training page has been updated with the next webinar topic -- Consolidated Banking / Unit Register (for U.S. Sections), as well as the *tentative* schedule of upcoming webinars / events for the program year (2017-2018.)
If you have any questions. please contact us.
Just a quick message to let you know the online roster / list serve tool will be offline for the majority of the weekend. We have been informed there will be maintenance work on the building that houses ASME offices and servers, and during this time, power to the building will be shut down.
The system will go offline at approximately 6pm EDT, tomorrow, June 9th. It is expected to be offline through approximately Sunday morning/afternoon.
If you need to send a message to your group over the weekend, we suggest you do so before tomorrow evening. However, the system should be back online by Sunday evening.
If you experience any issues as a result of this, please let us know.
Just a few reminders to convey as the end of this program year approaches.
Leadership updates due July 1!
Many groups are currently working through the process of securing and/or retaining leadership for the new program year. Please make sure to submit your leadership updates prior to July 1! Click here for more information on submitting leadership updates.
Updating post-activity reports
Please make sure you have completed post-activity reports for your activities. This allows your group, as well as ASME, to get a complete picture of your activity results.
To update a Post-Activity Report, visit the Post-Activity Report section of each activity request, and complete the open fields in the ticket.
Unit Register / Consolidated Banking (for U.S. Sections) – Coding transactions + upcoming webinar for U.S. Sections
Just a reminder to make sure your group has coded all transactions in the Unit Register prior to the end of the current program year. If you haven’t already, now is also the perfect time to speak with any new volunteers about the Consolidated Banking process, or to inform GPS or ASME Treasury if any signatories on the group’s bank account will change.
In addition -- June 20, 2017 – Save the date! ASME Treasury will be hosting a webinar for U.S. Section leadership on Consolidated Banking. More information on the webinar will be sent by e-mail to U.S. Section volunteers. Please keep an eye out for this communication.
Lastly, please note that the slides from the most recent webinar are forthcoming. We will message this group when they are posted.
If you have any questions, please submit your inquiry through the GPS Requisition Tool or contact firstname.lastname@example.org.
Just a quick note to let you know ASME will be performing emergency server maintenance this evening at approx. 6pm EDT. Access to the roster / list serve will be unavailable during this time.
It is expected the system will be offline for approximately 15-30 minutes.
Just a quick reminder that the webinar for Sections is scheduled to take place on May 24th!
All section leaders were invited by email. If you did not receive an invitation, are a member of an active section, and would like to register for the webinar, please contact email@example.com.
Please register for the webinar by Monday, May 22nd.
Chrissy JohnsGroup Pathways & Support
The new fiscal year is fast approaching, and the process to submit your group’s annual plan will begin in the next couple of weeks. Please note some changes to the Annual Plan process this year:
1. Annual plans are now required for all groups. This change was made based on feedback we received from you. (Thank you!) We acknowledge that every group’s plan is important, and that planning activities ahead of time will lead to better activity results and data on activities. In addition, it will give your group, as well as ASME, a better understanding of the activities you have planned / will be planning.
2. Annual plans are now due July 31st. We have modified the deadlines for annual plans in an effort to get plans submitted earlier, as well as to ensure plans with large expenditures are reviewed more timely.
3. Estimated spend limits.The process for generating and communicating spend limits has changed slightly.
a) New for this year, we will be communicating your group’s spend limit in two ways – one by creating your Annual Plan ticket, and also by sending spend limit values to a group’s current leadership by e-mail.
b) Estimated spend limits will be based on segregated account balances through March of the current program year. (Previously, estimated spend limits were based on account balances at the end of April.)
In the meantime, please continue planning your activities based on your estimated spend limit from last year, or by using your activities as a guideline for approximate budgetary information for your plan.
For more information on the Annual Plan process, please visit the page, Submitting Annual Plans.
GPS staff will be hosting a webinar for all section Group Leadership Teams (GLT). You will learn more about the newest ASME initiatives, section management and upcoming volunteer events.
The webinar is scheduled for Wednesday, May 24, 2017. Webinars will take place at 11 am and 4 pm EDT. Look for more information on this event in the coming weeks!
For ASME Sections – Just a short note to remind you that the deadline to request funding from the Section Activity Funding Program is April 30th! If you'd like to take advantage of the funding program, please make sure to submit your funding request with your proposed activities by the April 30th deadline.To see if your section qualifies for the program, or for more information on the program, please visit:
https://community.asme.org/group_pathways__support/w/wiki/12098.section-activity-funding-program.aspxThank you for your hard work and dedication!Chrissy
Hello everyone! We hope you are doing well.We have begun the process of collecting information on voluntary member contributions made to groups (sections and technical divisions) for calendar year 2016 (January 1, 2016 - December 31, 2016.) You can expect these funds to be deposited to your group’s segregated account in approx. 2-4 weeks. You will be contacted by GPS staff regarding the amount you will be receiving. Please keep an eye out for this communication.
If you have any questions, please submit an inquiry through the Requisition Tool.Also, please share this note with other volunteer leaders within your group as neededThank you!Chrissy
Just letting you know the GPS Requisition Tool upgrade is complete, and you can now access the system as needed.
Thanks for your patience and cooperation as we work to make improvements.
Hi,The GPS Requisition Tool is scheduled to be upgraded on Monday, January 9th, starting at approximately 11:00am EST. The upgrade should take approximately 2-4 hours to implement.During this time, the system may not respond as usual, or may not be accessible. We ask that you refrain from using the tool while the upgrade is occurring. This upgrade will not affect your existing group accounts or requests, or the way you submit new requests. (There will be no visual changes to navigation within the system, etc.)We will post a notice on the GPS group page when the upgrade is complete. Thank you for your time! Please share this note with other volunteers in your group.Thanks,Chrissy
Hi everyone, and Happy New Year!
Just a quick note to let you know the volunteer travel / expense reimbursement form has been updated for 2017. What's changed?
When submitting reimbursements to GPS, please make sure to download and use this updated form. It can be found under the Forms and Files link of the GPS group page:
Wishing you all a wonderful 2017!
"ASME is a real promoter of the Arts, Science, and Technology."
Ali Baghchehsara II, ASME Student Member since 2011
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