American Society for Engineering Education
To: ASEE IL/IN Executive Board
Secretary, ASEE IL/IN Section
Phone: 765 494-0636
Re: IL/IN Executive Board Meeting Minutes
In attendance were:
Action items and person responsible are underlined. Discussions and decisions are presented in the order given in the agenda rather than in chronological order. People are identified by their initials.
Zone Chair Updates (JPM)
Nothing new that merits delaying the conference planning portion of the meeting.
Treasurer Carmen Polito (CP) was not present, but passed on the following information by way of chair HDD.
Books are closed on 2003 conference. The section came out $3041.07 ahead. Details are included in the attached agenda. Ending BASS account balance is $8478.29. Operating account balance is $139.32.
The current operating account
balance has to be spent by
2004 Conference Planning
Some of this, the facility tour in particular, took place prior to the 1:00 start of the meeting – Heidi, J.P., et al, please fill me in on what facilities you looked at and any decisions that were made.
DK: Abstracts deadline in CFP is presently Dec 19.
JPM: consider making this earlier. After some discussion, we settled on Nov 17. This also allows some margin for extension if their aren’t enough submissions.
Regarding getting the CFP out –
JPM: get CFP out electronically by Oct 20 to allow time before Nov 17 abstract deadline
HDD: too late to get into Prism – Prism requires 4 month lead on CFP
RB – Should CFP be distributed just to Dean’s or directly to members. Discussion & conclusion – send it to both via hardcopy, listserv email, and web site.
Summary: RB & DK prepare CFP & arrange mailing, MCJ will post on web after getting from DK.
Regarding content of CFP –
group: Sell the location, highlight what goes on & quality of conference3
HDD: does “conference interest form” get used? – Nobody seems to know.
JPM: mention last two section conferences
group: should also invite proposals for workshops
JPM: will get info on case based study workshop
HDD: text from Student competition call for abstracts could be useful as text to call for workshop proposals
DK: get short motivational speaker
RB: will try to get nanotech speaker from Bradley U.
JPM – suggest having a “social” option after Friday dinner – a place for people to go.
RB – will check on options for this (Paradice, or Joneses are a couple of possibilities)
Jan 15 deadline for completed papers ready to review.
Feb 5 for comments from reviewers
Feb 6 to send reviews back to authors
Mar 5 final versions of papers due from authors.
Stony Creek Inn, less than 2 mi from ICC will serve as headquarters hotel. A block of rooms will be reserved there (RB,DK) Be sure to reserve extra nice room for ASEE President/President-elect.
Saturday lunch to be 90 minutes including short speech by ASEE national president or president-elect. per JPB, ASEE national will pick up expenses on this. Following speech will be section annual business meeting.
Saturday evening dinner will not be a formal banquet.
workshops to be put on Friday afternoon to avoid competition with papers, but this depends on number of papers.
JPM: comment – workshops could really strengthen program
JPM: Bob Herrick from
HDD: will likely propose a workshop on how to formulate opening question for open ended projects – a 2 hour workshop
DK: try to also get H.S. counselors to come.
another option for Friday afternoon
– tours. RB will check on options including Caterpillar research tech center,
Caterpillar proving grounds,
After some discussion, propose to have two timeslots for workshops and tours: and on Friday
have a breakout session for grad students – faculty panel to discuss pursuit of academic positions
Executive board meeting (60-90 min) will be concurrent with 2nd Friday workshop/tour time of .
Friday dinner to be .
JPM – note: local institution is not at risk of financial loss on conference – IL/IN section will cover
DK – early registration discount helps to get participant info earlier
Regarding registration fee:
Based on past experience, costs are on the order of $60/person
Fee schedule for faculty:
$100 late or on site – Mar 6 up to time of conference, Mar 26-27
$70 very early – by Feb 6
$85 advance reg. – by Mar 5
Fee schedule for students:
$25 for all non-presenting students
$25 for all students attending both days
$0 for presenting students attending Saturday only
Method of payment:
JPM: processing of payment has to be handled by local institution (ASEE national will not do this) – hence checks should be made out to ICC
RB: will check into what methods of payment ICC can/will handle for this: credit cards? purchase orders?
Include check box regarding which meals attendee will take.
2005 Conference –