Procedures and Processes for Success
Sending mass emails
When sending mass emails out to the team here are some guidelines in order to get the correct information out to the right people.
For New topics or new direction information: "New"
Needs 2 management member approval and / or a Coach / mentor
Subject: Mass Email Draft - New - Approval Required
Up to 24 hours for approvals before mass email is sent out
For Current topics or information reviewed at a meeting or fundraiser: "Review"
Needs 1 management member approval besides the creator of email
Subject: Mass Email Draft - Review
Can be sent out immediately if we reach an agreement at the meeting.
Additional Meeting Creation
1. Create a Project plan for the meeting
2. Approval from at least two management members, one of which is the team president and team coach. If the president is unavailable after 48 hours, the vice president is an acceptable substitute
3. Venue and start and end time for meeting must be approved by said management members
4. At least two mentors must be able to attend the meeting, one of whom is a “senior” mentor
5. At least three students must be able to attend the meeting
6. Team secretary or webmaster updates website with appropriate notice
7. Team secretary or other management member sends out mass email (following mass email procedure) with appropriate notice
8. If any of the above requirements are no longer met, the meeting is terminated.
Definitions:
Meeting: Any team sanctioned event at any location where the team has liability
Senior Mentor: An adult who is understood to know team rules and procedures and who is approved as such by the team president and coach
Emergency: something that is immediately and directly necessary for the success or function of the team at the discretion of person(s) who approves of meeting
Emergency Meeting: A meeting that takes place in case of an emergency and can have process changes ONLY in the following areas: 1) Approval only needs to be from the coach or two members of management, or a majority of the management team, who subsequently notify the president or coach, if need be; 2) Emergency notice is 24 hours in advance, or ASAP
Appropriate notice: Notice given at least the Saturday before the requested meeting is proposed to take place or at the prior meeting unless in the case of an emergency meeting
Project Plan: A tangible outline for what should get accomplished in a certain amount of time at a team meeting
Meeting Termination: The meeting as defined cannot take place.
Handling Team Funds:
TBD
