Feb 12 2020 – Welcome to the WHOI Student Organization!

At MIT: Rui, Victoria

Remote: Henri, Adrian

At WHOI: Julia Westwater, Kalina, Marissa, Lea, Emmanuel, Lauren

1300 Feb 12 2020

(#:646 881 705, pwd: jpreps, host key: 103121)

Agenda

Julia Westwater
Winter meeting update
- Food
- Agenda
JP apparel/gear order (Brenna Boehman)
Open house update and action items
- Need people to give BO and AOPE overview presentations to prospective students
- Housing handbook updates?
- Henri calling Cambridge Brewing Company at 2pm EST to reserve Sunday dinner
- Open House student meeting??? Buddy system?
  - Send interest Google Form for current students to volunteer
- WH plans
  - Grumpies Monday night
  - Tuesday night
Mandatory spring financial training (for treasurers, financial signatories, and club admin, 1/rep per org)
Revisit on event spending (where do things stand? Do we like the new system?)
Update club roster/roles on Engage
Steinbach Scholar Updates
- PO Steinbach Scholar, Prof. LuAnne Thompson (U. of Washington) scheduled for July 12-15.
Social hour Feb 27 – game? intro?

Minutes

Notes from Julia Westwater

Items for the Winter Meeting
- Every 5 years WHOI has a formal commencement (all years who are relevant invited)
  - 2 groups (graduates and the alumni)
  - Degrees are awarded
  - Awards (paper, patent, etc.)
  - Will include a panel discussion with alumni for students, a BBQ for the community, lunch after commencement
  - Will be May 29th and May 30th (actually ceremony on 30th)
- Social media (linkedin mostly) – a reminder to make sure WHOI is present on your profile (not just MIT)
  - Is there a protocol for publications as well?
  - Perhaps an FYI will be sent in time for Ocean Science presentations
- Advisor switches must be approved by the Joint Committees to become official
Blanche Staton (Senior Associate Dean for Graduate Education, Director of the Office of Graduate Education ) to visit WHOI with reps from OGE, GSC, etc.
- Poll of students (Lauren can take point) for who they might like to meet with

Winter Meeting (Feb. 25th) Updates

Food
- Kalina: food should be secured today; 45 responses — waiting for callbacks from caterers. Working with Lea on the budget. Emman and Marissa to help with set-up/clean-up
Agenda
- Kalina: could present the agenda items
  - Generally present the item; allow poster to give more detail if they would like; open the floor to discussion (when appropriate)
  - Meant to be an informal platform to talk to APO
- Rui/Adrian: can send the budget information and events beforehand
- Regarding open house: message about events and also encourage warm/welcoming vibes and participation

JP Apparel/Gear Order

On the winter meeting agenda; but we’ll discuss it since we think that there are already students who we are pretty sure are interested
Eesh coordinated last order — Rui will reach out and ask
Brenna would be willing to coordinate the order if there is interest — Rui will reach out and ask
We might want to discuss funding when the time comes

Open House: Henri Coordinating

Some presentations still need to be filled (AOPE, BO)
- AOPE: Adrian and Victoria
- BO: Lauren
Housing handbook
- Henri will look for this in the google drive (housing survey — costs and locations)
Documentation — make sure that a student that will be around for the next few years shadows all of the events
Reservations for food (36 admitted students, 4 officers; assume 10-15 students)
- Henri to make reservation (for 40-50) at CBC — will check how many admits are coming
- Food is reimbursed, beer is split among the current students
Open House student meeting?
- Should we hold this meeting? Mainly to match students with a “host”
- Make a point to email introduce, and perhaps meet with them once during the open house
- Maybe not a meeting, but just an interest form
  - We could coordinate with the JP-ASK group
  - Henri to put together a template for the volunteers
  - Department Rep can hold volunteers accountable
  - Reps will match students to volunteers
- Lea could assemble list of incoming students (will coordinate with Meg to make sure information is ok)
Woods Hole Plans — WHOI-based Reps will coordinate following the meeting
- Need to coordinate with Grumpies — Kalina
- Need to coordinate the carpools — Emmanuel can coordinate
- Party location/timing needs to be found for Tuesday — Marissa?
Messaging:
- Diversity statement (include in admit packets)
- Send a “professional behavior” reminder statement to students (boundaries, etc.)

Spring Financial Training

Revisit Event Spending

Update Club Roster/Roles

Steinbach Scholars Update

PO is ready to roll, waiting for official invite form from APO (all details are worked out)
Process is written down by Lea:
- Student nominations
- Student poll and selection
- Invite (templates)
- Work out details
- Notify Dean/APO
BO still pulling in nominations

Social Hour

Next Meeting