Jump to topic: Finances | Event Coordination | Communication | Recruitment & Evaluations | Other Issues
Frequently Asked Questions
Finances
Contact person: Dayna Shi, Vice President - External
- What is the process for getting things reimbursed?
What: She is our liaison to the Wharton Council and is the channel through which we can voice our concerns with any administrative or advisory issues related to our club activities.
When, Where, How: All submissions for event subsidies and reimbursements must be proposed in writing at least one week before activity takes place. Please sent the request forms to Florence.
- What is the budget for an event?
What: Any events that involve only your Program is completely within the jurisdiction of the Program. Anything that involves the entire club or inter-Program events will be discussed with a member of HR, so that proper communication channels are used to reach out to involved parties and an estimate of the budget can be given.
When, Where, How: Contact all involved individuals a week in advance.
- What can and cannot be expensed?
What: Office supplies that are proven to be for the exclusive use of WCBS, food/drinks for a pre-approved event, travel fare for the pick-up of special orders for a pre-approved event, Program-specific fees pre-approved by Presidents and Board, and any other expenses previously discussed and approved by the Board.
- Are membership dues mandatory and why do we have them?
What: Dues of $20 for the year will be used to subsidize if not pay for the entire cost of club-wide social and interactive events and dinners. They will be an integral determinant of the quality of our gatherings and will allow for increased freedom to enhance club unity.
When, Where, How: Dues will be collected at the beginning of the school year by HR.
Event Coordination
- What if we have an idea affecting more than one department that should be implemented on a club level?
Who: A written proposal should be made to HR and the Board.
What: An evaluation and discussion, if need be, will ensue and if implemented, the responsibilities of coordinating the event will be shared between party with proposal and HR.
When, Where, How: Proposals can be submitted via email. Follow-ups in person will then be scheduled.
- How do I begin to market an event?
Who: Presidents of HR & Marketing
What: The design of flier, although primary responsibility belongs to the Program that is holding the event, will be assisted by the Presidents of HR & Marketing and/or other members of the HR department.
When, Where, How: All preparation drafts should be created and discussion of the event with HR and Board finished prior to any design of flier.
- Once designs are complete, how do I implement and advertise the event?
Who: Although Internal VP is Lisa, depending on the scope of the event, all members of HR will help in the logistical implementation of the event.
What: There will be assignments made to members of WCBS to poster, flier on Locust Walk, e-mail listserves, and set-up/clean-up for the event. HR will have representatives every step of the way, and also, will assist in the logistical oversight of the event.
When, Where, How: As with all advertising of events, most of the efforts are concentrated in the week before the event. Various methods of reaching the right audience and ensuring optimal attendance mentioned above will be used.
- There are rumors about "free printing" capabilities on campus, what is the real story?
Who: Jerome Fisher M&T and Huntsman Program students do have free printing capabilities, as well as some College Facilities (Econ Dept., Weiss Tech House, etc.).
What: However, usually only WCBS fliers and internal documents to be distributed, like the application form or program descriptions, are printed in such offices. Color printing and glossy, special prints for brochures are outsourced either to an on-campus/near-campus printing store or an online service, if orders are placed early enough.
When, Where, How: It is very important to determine the printing job as early as possible, in order to leave adequate time for advertising and distribution. Also, there have been many instances of last-minute issues, which would be potentially less devastating if club members factor "cushion" time into the picture.
- My friends in other organizations are hosting big events that relate to WCBS and can benefit (economically or help network) our club as well, can we co-sponsor or co-coordinate an event with them?
Who: Dayna Shi, Vice President External
What: The same approval process for events would occur.
When, Where, How: Also, you must submit a written proposal and speak directly to HR and Board. We can then figure out the feasibility of such a venture.
Communication
- I can’t find a member of my team and/or WCBS. Where should I look?
Who: Presidents of HR & Marketing.
What: A master directory with the contact information of all members, sorted by program, position, year, will be available.
When, Where, How: The directory will be posted on the website and in Webcafé by the end of October.
- What exactly is the WCBS Webcafe used for?
Who: Eswarie Balan and Valerie Wong, Co-Presidents of WCBF
What: WCBS Webcafe was originally set up by the Forum presidents to better organize contacts, and keep track of calls made, contacts, etc. However, it was recently expanded to incorporate the Program Presidents to keep members better informed on major concerns and upcoming events. Usually, analysts will not need to have access to Webcafe, as information should be trickling top-down.
When, Where, How: Membership to Webcafe is set up in two levels- administrator or member. Only administrators can change and add members, as well as change the format and setup of Webcafe.
- Who should I sent mass emails out to?
Who: If it is to all members of WCBS, then wcbs@whartonchina.com
What: Mass emails should be upon approval of your Program President and the Board
When, Where, How: Usually, these won’t be necessary. Program member emails and individual email contacts are on the directory. Contacting members in smaller groups would be more pertinent in most cases.
- Is there some type of calendar of events for all members to refer to online?
Who: Web Manager.
What: The Web Manager will post a general calendar on the WCBS website with club-wide events.
When, Where, How: Calendars will be updated as frequently as need be, but definitely at least once a month. Please check periodically to be updated on the happening inside and outside of the club.
- I want to be in the WCBS Facebook group, why am I not in it?
Who: Web Manager
What: Send the Web Manager a request for confirmation. The Facebook group will be another means of receiving any updates or news of our events.
When, Where, How: The Presidents of HR & Marketing are in charge of many WCBS administrative affairs, so she will honor your request at his/her earlier convenience. Don’t worry, you will be a member of the best Facebook group before you know it.
Recruiting and Evaluations
- How does one join WCBS?
Who: Lisa Wei, Vice President - Internal
What: Send your application to contactwcbs@gmail.com and it will be reviewed accordingly.
When, Where, How: Recruiting is held once a year at the start of every Fall Semester. Selected candidates will be interviewed. Fliers will be given out on Locust Walk and Information Sessions will be held prior to the interviews and selection process.
- If I am not happy with the work I am doing or the people I am working with, who should I go to?
Who: Panel Director / Program President / Board
What: Any complaints that arise should be raised to the attention of your immediate superior ie Panel Director for the Forum, or Program President for other programs. If you are unhappy with your immediate superior, then complaints should be raised one level higher ie Calvin Ma for the Forum, or to any Board Member for the other programs. Please inform the HR department at hr@whartonchina.com if you wish to raise your complaints to the Board.
When, Where, How: Concerns and complaints should be raised as early as need be. The Society hopes to encourage an open, frank culture of mutual cooperation and communication.
- Can I switch Programs once I am recruited for one of them?
Who: Panel Director / Program President / Board
What: The Society normally does not allow changing programs once members have accepted their respective offers. Switching programs tends to set both individual members and their concerned programs back, and as such it is not encouraged. However, please feel free to voice whatever concerns or unhappiness that you might have working in your part of the organization. Please inform the HR department at hr@whartonchina.com if you wish to raise your complaints to the Board.
When, Where, How: Concerns and complaints should be raised as early as need be. The Society hopes to encourage an open, frank culture of mutual cooperation and communication.
Other Issues
- Where can I order business cards if I want them?
Who: Florence Chen and Mary He, Co-Presidents of HR.
What: Business cards are strongly encouraged to be purchased, although financial subsidies cannot be offered unless it is essential for your position (ie, President of Forum, Corporate Relations, Speaker Forum) to have a method for external sources to contact you.
When, Where, How: Orders should be placed as soon as possible with Mary. Depending on number of cards to be ordered, an online source or Wharton Reprographics will be handling the print job.
- Will we have WCBS materials that we can pull out and show recruiters, potential speakers, etc.?
Who: Presidents of HR & Marketing; Editor of Sinopsis
What: They will be working on compiling the records and outcomes of previous conferences and major successes of each program throughout the years. The Annual Brochure includes program descriptions, brief blurbs about activities and events planned by each, while the Annual Review includes facts, stats, and figures from previous years.
When, Where, How: The finished products will be available in the beginning of November. It will resemble an “Annual Review” and “Annual Brochure” of a company. This will exemplify and quantify our successes and also serve as a record for current and future members to see the output of our hard work.
|
