International Society for Pharmaceutical Engineering Student Chapter Standard of Excellence Training Program Webinar August 2007

ISPE Student Chapter Planner Preparing their Annual Business Plan Marketing their Student Chapter for membership growth Simplifying turnover to the following year’s Officers or Executive Council The purpose of this document is to assist ISPE Student Chapters with:

ISPE Student Chapter Planner Meetings: September: Annual Planning Meeting to confirm program events, chapter board meetings and methods for chapter growth. (Allow approximately 3 hours for this meeting) April: To establish a smooth turnover to the new officers, discuss overall responsibilities and initial direction for the coming academic year. (Allow approximately 2 hours for this meeting)

ISPE Student Chapter Planner Required Meeting Attendees: Local Chapter Student Affairs Chair Faculty Advisor(s) Industry Advisor(s) Student Chapter Officers (note: both outgoing and incoming Officers will be required to attend April meeting)

ISPE Student Chapter Planner Handouts for September Meeting: Note: These handouts will be supplied by the local Chapter. Items will be sent to local Chapter Student Affairs Chair from ISPE Tampa by the end of August. DVD Handout (1 copy of DVD for each Student Chapter – local version): 25 th Anniversary Celebration Video CD Handout (3 copies of CD for each Student Chapter) ISPE Student Chapter Planner (PowerPoint) ISPE Student Chapter Planner (Excel Spreadsheet) Student Chapter Handbook (PDF) ISPE Student Chapter Global Road Show (PowerPoint Presentation) Student Chapter Excellence Form (Excel Spreadsheet)

ISPE Student Chapter Planner Handouts for September Meeting: Note: These handouts will be supplied by the local Chapter. Items will be sent to local Chapter Student Affairs Chair from ISPE Tampa by the end of August. Paper Handouts: Student Chapter Handbook (1 Copy) Student Chapter “Cheat Sheet” (10 Copies) Web site and ISPE Logo Branding Guidelines (2 Copies) ISPE Student Membership Application (25 Packages) Note: Please request additional applications from your Student Affairs Chair when required ISPE Student Chapter Planner (Excel) (10 Copies) ISPE Student Chapter Excellence Form (Excel) (10 Copies)

ISPE Student Chapter Planner Agenda (September Meeting): I. Introductions II. Play ISPE DVD “25th Anniversary Celebration Video” III. Overview of Handouts (and live “Web site” if available) IV. Review of Organization and Responsibilities V. Determine Events and Tasks VI. Chapter Membership Growth VII. Community Outreach VIII. Schedule Date for April (Turnover) Meeting Optional Review Student Chapter Excellence criteria to set goals for the year

ISPE Student Chapter Planner Introductions: Student Affairs Chair Faculty Advisor(s) Industry Advisor(s) Student Chapter President Student Chapter Vice President Student Chapter Treasurer Student Chapter Secretary Other invited guests

ISPE Student Chapter Planner Review Handouts/Web site: Overview of Items on CD Handout Chapter Planner should be in hardcopy form so all can review Student Chapter Handbook will be available for reference during meeting Review Chapter Excellence Form (Optional) Overview of ISPE’s Web site (Optional – If connection is available), featuring: On-line Career Center – posting resumes, viewing jobs (co-ops, internships, and permanent jobs) Communities of Practice (ISPE Discussion Forum for professionals) Technical Articles Student Web site, Campus Connection, links to companies with internships, co-ops, and entry level jobs, and much more

ISPE Student Chapter Planner Review of Organization and Responsibilities: Utilize “Cheat Sheet” Overview of Organization International Local Student Chapters Overview of Student Chapter & Responsibilities Chapter / Affiliate Student Affairs Committee Industry & Faculty Advisors Student Chapter President Student Chapter Vice President Student Chapter Secretary Student Chapter Treasurer Optional Student Chapter Committee Officers (if applicable)

ISPE Student Chapter Planner Set Dates for Board Meetings (on Excel Spreadsheet and Student Chapter Web site) Set Programs & Dates for Membership Meetings (on Excel Spreadsheet and Student Chapter Web site) Plan 4 meetings per Academic Year – suggestions include: Review local Chapter’s Event Schedule (Student Affairs Chair should have dates for local Chapter programs). Look for events that would interest the Student Chapter (i.e. facility tours, etc.) Discuss local Chapter’s board meeting being held at your location once a year. Combine with an Industry Leader Forum and “Pizza Networking Reception” Discuss the possibility of a “Student Night” at a local facility (local Chapter would coordinate all efforts for this if this is possible) Determine Events & Tasks: (Reference “Student Chapter Planner” – Part 2 of 3)

ISPE Student Chapter Planner Set Programs & Dates for Membership Meetings (Cont’d): Possible programs can utilize existing PowerPoint Presentations on Networking, Interviewing Skills, etc. as available through ISPE’s “Campus Connection” (+ISPE Global for New Membership Drive) Other ideas available in Student Handbook and through Student Affairs Chair Set up marketing strategy for event advertising Discuss methods for attracting existing & potential new members to program Discuss method for event ads Flyers, Posters & best locations, , Web site, etc. NOTE: LARGE Signs are eye catchers Advertise with local Chapter membership (through Student Affairs Chair) Determine Events & Tasks (cont’d): (Reference “Student Chapter Planner” – Part 2 of 3)

ISPE Student Chapter Planner Discuss responsibility for tasks associated to Membership Meetings Coordination of event, Advertising, Attendee list, etc. Discuss ISPE “Student Poster Competition” What is it?…… (go to “Campus Connection” for details) Local Contest International Competition Discuss “Reporting” responsibility (to ISPE Tampa) Set Election Date for electing new Board of Officers (include this date on the overall Student Chapter’s Calendar of Events) Set Annual Turnover Meeting date following elections (+backup date) (include this date on the overall Student Chapter’s Calendar of Events) Discuss Newsletter and dates for release (Optional) Discuss Web site updates and methods (Optional) Discuss “Chapter Excellence update” (to ISPE Tampa) (Optional) Determine Events & Tasks (cont’d): (Reference “Student Chapter Planner” – Part 2 of 3)

ISPE Student Chapter Planner Chapter Membership Growth: The continued growth of new membership in your Student Chapter is very important to the future success of the organization. Determine methods within your programs and advertising which will help lead to this growth. In the near future, it will be important to elect a new board of officers for the coming year and to make the transition easy. Marketing Plan for “Attracting Non-Scientific and Non- Engineering Majors” (Optional for review – Information available on ISPE “Campus Connection”)

ISPE Student Chapter Planner Community Outreach: Discuss opportunities for your Student Chapter to help others in need Get involved with your local Chapter on a charity event, such as Toys for Tots or Habitat for Humanity Create your own for your local community Visit a local secondary school to discuss ISPE

ISPE Student Chapter Planner Attendees are same as for Annual Planning Meeting (including incoming officers) Agenda Introductions Year In Review Review all outstanding paperwork due to ISPE Tampa Set date for Annual Planning Meeting (September) Plan first program for upcoming academic year (if possible) Annual Turnover Meeting (April – following elections): (Reference “Student Chapter Planner” – Part 3 of 3)

ISPE Student Chapter Planner Review Chapter Excellence (Optional): Overview of Excel Spreadsheet Discuss format Discuss methods to meet requirements Discuss methods to exceed requirements

ISPE Student Chapter Planner Guide to One Page Cheat Sheet It contains helpful tips on getting and keeping your Student Chapter organized, including: Building membership – great reasons to join ISPE How your local Affiliate or Chapter can help you! Excellent ideas for programs and activities Detailed job descriptions for Student Chapter leadership positions

ISPE Student Chapter Planner Guide to the Planning Meeting Review Sheet Use this to lay out your entire Annual Planning Meeting! Features program ideas and suggestions for possible topics Lists presentations available for download from the ISPE Campus Connection Web site Details the local Student Poster Competition How to achieve better membership growth for your Student Chapter

ISPE Student Chapter Planner Guide to the Program Planner This is created for you to use at the first and last meetings of your Student Chapter during the academic year – it is actually designed so you can take your notes right on the sheets! The vivid colors help you plan and keep track of the meeting The notes you take can become the minutes of your meetings for your advisors and ISPE Headquarters These forms will take you step-by-step through a well- organized and thorough Board or Executive Council meeting, even if you have never participated in one before