Mar 18 2020 – Welcome to the WHOI Student Organization!

At MIT:

Remote: Rui, Lea, Kalina, Victoria, Marissa, Lauren

At WHOI:

1230 Mar 18 2020

MIT-WHOI Webex:

(#:641 430 250, pwd: jpreps, host key: 391403)

Agenda

Winter Meeting
- Follow up on agenda items
  - JP gear?
  - MIT workshops down here (vid linked etc)
  - Peer mentoring – APO
Open House
- Schedule handed to students
- Buddy system
- Reimbursements (FYI Grumpys)
Alternate prize suggestions for Rachel’s funding request
Treasurer role moving forward
Steinbach scholar update
Reminder to get winter retreat/meeting expenses into the spreadsheet
Should we be reaching out to students for Covid-19 support more?

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Winter Meeting Recap

Apparel/Gear
- People are interested!
- People are willing to help!
- We should coordinate a group of people to select the gear, figure out customization, etc. (as per advice from Eesh)
- Funding — we’ll want to make sure that there is funding available so students don’t have pocket the initial costs themselves; last time total price was also subsidized by 50% at the end of the day
- Action Item – reach out to people who expressed interest at the JP meeting and the JP in general; let’s table this for a few weeks [put on agenda for next time]
- Action Item – reach out to the JP for more gear design nominations; can do this now [Victoria on point]
MIT workshops video-linked to WHOI (particularly related to taxes and similar services)
- Is there a way to get MIT to vidlink workshops to WHOI (during “normal” operations)?
- Seems like something that could be brought up with OGE; maybe slides could be shared?
- The tricky thing might be that it is “tax related” — for non-tax related presentations, it’s possible this could be more feasible
- Is there a service at WHOI that could serve as an alternative to the MIT services?
- Action Item – Lea will follow-up with Kris and Ed Boyle about this
Peer Mentoring
- In EAPS post-general students mentor pre-generals students; this is not really done in other departments
- APO said they would take the lead on this; Lea confirms that this is the word on the street

Open House

MIT-Side
- Everything seemed to go ok
- Follow-up with Henri about whether there is any remaining reimbursement that needs to be worked out with Kris
WHOI-Side
- Potential place for improvement: schedule was a little confusing (Grumpy’s not on the schedule, for instance)
- Were able to get receipts for music and games + get reimbursed
- Student center party actually went well; everyone fit
  - Had an ice cream bar (big hit)
  - Reimbursed through JP funds
  - Had high participation (perhaps because of the ease and approachability of being in the student center)
General
- Would be nice to have a rep that transports back and forth during open house
- Make sure all the social activities (and relevant information) gets on all of the schedules
- Do we need to follow-up with “buddies” to follow-up with students? Action Item: department leads should reach out to the buddies and encourage reaching out if they haven’t already.
- Action Item: Rui will send an email to the refs to take care of this
- Action Item: update the google drive with info for this year
- Action Item: Lea will look through the attendee survey and share the results with us (if we’re allowed to have access to that information)

Taskmaster Funding Request

We can’t fund giftcards; what types of prizes can we fund?
- Can pick where the food comes from the next social hour
- JP swag, etc.
Action Item: Rui will reach out to Rachel to brainstorm other ideas

Funding/Treasurer Roles Moving Forward

What’s the process for getting JP credit card and getting funding approved?
Action Item: Lauren can contact Kris about the status of the credit card (Adrian if necessary)
Action Item: Rui will respond to funding requests as they come in.

Steinbach Scholars

June dates were selected, but we’re going to play it by ear; for now going to be on hold
Both coming from Seattle

Covid-19 Support