American Society for Engineering Education

MEMORANDUM

 

Date:               October 28, 2002

 

To:                  ASEE IL/IN Executive Board

 

From:              Mark C. Johnson

                        Secretary, ASEE IL/IN Section

                        Phone: 765 494-0636

                        email: mcjohnso@purdue.edu

 

Re:                  IL/IN Executive Board Meeting Minutes

 

On October 25, 2002 from 1:00-5:00pm, the IL/IN executive board met at Valparaiso University.

 

In attendance were:

 

            James Craddock, Southern Illinois University

            Heidi Diefes-Dux, Purdue University – West Lafayette

            Robert J. Hofinger, Purdue University School of Technology – Columbus

            Mark C. Johnson, Purdue University – West Lafayette

            J. P. Mohsen, University of Louisville, Zone representative

            Doug Tougaw, Valparaiso University, meeting host and conference chair

            Peter Weiss, Valparaiso University (joined meeting when touring campus)

 

Overview of Meeting Agenda and Accomplishments

 

  1. Information from ASEE Headquarters – J.P. Mohsen
  2. Summary of Section Financial Statements - DT
  3. Summary of Survey Results from 2002 Conference - DT
  4. Tour of facilities in Gellersen Hall and elsewhere on campus - DT
  5. Conference format, schedule, and facilities to be used – DT

Resolved major decisions regarding format, schedule, facilities, and

decided on a schedule (included in detailed notes).

  1. Food – DT

Decided on locations, and type of food for each meal.

  1. Proceedings – DT
  2. Budget – DT

Decided on registration fee ($100) for faculty and $0 for students

  1. Miscellaneous business

Discussed duties of secrtetary/webmaster.

 

            A summary list of action items are included at the end of these minutes.

 

 

Detailed notes: (action items and person responsible are underlined)

 

  1. Information from ASEE Headquarters – J.P. Mohsen

 

JPM - Complements on 2001 section conference at IIT.

 

JPM - No imminent danger of IN/IL section dissolution, but need to maintain and build level of activity.

 

JPM - Priorities from HQ: K-12 involvement, Women and Minority involvement.

 

DT/RJH – point out that “Project Lead the Way” fits the K-12 priority and is very strong in Indiana

 

JPM – High School teachers get 35% membership discount

 

HDD – hard to get H.S. teachers to conference. However, there is opportunity to reach future teachers via schools of Education. HDD will follow up with Deans of Engineering and Education at Purdue.

 

  1. Summary of Section Financial Statements - DT

 

DT – Walked through summary reports and general ledger detail in July 26, 2002 memo from Sae Park, Assistant Controller, ASEE HQ.

 

“Bass account” contains funds which can be carried over from year to year, vs. “Operating account” which is on a “use it or lose it” basis.

 

Discussed need to bring new treasurer, Carmine Palito (not sure of spelling) of Valparaiso up to speed on job.

 

HDD is former treasurer & pointed out that training and preparation for treasurers is lacking. HDD will advise new treasurer on how to get started. Note: section treasurer doesn’t issue checks, just requests them from Sae Park at HQ.

 

JPM – advises taking advantage of new officer training session at next annual meeting.

 

HDD – issue from IIT conference in 2001. Have been unable to get an accounting of conference finances from IIT. IIT reports having broken even, but no details.

 

Discussed merits of having financed by someone independent of host school to avoid IIT situation.

 

Discussed merits of 3 year terms for treasurer and secretary in the interest of continuity and in recognition of learning curve. Couldn’t find specification of term of office in by-laws. JPM to see if there is any constitutional problem with extending the terms.

 

Issue – if section doesn’t have an annual conference, there is no means of choosing new leadership and a vacuum is created. This is another incentive for longer terms. (Note: this is just a point of information – we are not considering skipping a year)

 

DT regarding this year’s conference – expect to break even and not touch $8000 Bass account.

 

RJH – rumor of “use it or lose it” situation, even for Bass funds.

 

JPM – shouldn’t be concerned about this. Also, IN/IL is already committed to $2000 funding for a teaching award.

 

  1. Summary of Survey Results from 2002 Conference - DT

 

Evaluation scores – in all categories, large majority of ratings were in good or excellent categories.

 

Regarding intereset in proposed future activies – strongest interest was in the following categories: Design of 1st Year Courses, Designing capstone project courses, and Assessment/ABET EC2000. Least interest in entrepreneurial ventures and engineering graphics.

 

Regarding conference dates – majority of respondents were either as likely or more likely to attend a Friday/Saturday conference. Happily, 2003 conference is scheduled for a Friday/Saturday.

 

  1. Tour of facilities in Gellersen Hall and elsewhere on campus - DT

 

Have access to “Refactory” in Christ College, can accommodate 88 at round tables, approx 100 with smaller tables, and up to 150 with no tables. DT has to confirm 100/150 figures with V.U. staff.  Concern expressed by several that this will not be adequate for Saturday lunch.

 

Took us to “Great Hall”. Nice room and ample space, but turns out to be unavailable due to a campus “visit day”, an admissions student recruiting event.

 

Took look at TEC (technology enabled classrooms) in Gellerson – TEC rooms have electronic multimedia capabilities including data projector, document camera, podium computer. No concerns expressed regarding suitability of rooms for parallel technical sessions.

 

  1. Conference format, schedule, and facilities to be used – DT

 

Conference to start Friday evening and end early Saturday evening.

 

General plans: Friday evening food and plenary speaker. Saturday AM key note speaker, breakout sessions, and poster sessions. Saturday PM lunch, breakout sessions, and awards dinner.

 

RJH – suggest campus tour and history, presentation by dean? video? Given that conference rotates to various campuses, this is an opportunity to learn more about engineering schools in IN/IL. All agreed with this.

 

Biggest scheduling challenge – Saturday lunch. Attendance is typically 90-95% registration and we anticipate as much as 150 registrants. Later in meeting, decided to move lunch off-campus. DT to arrange for busses (probably 2) and lunch venue.

 

Regarding Friday night – need attractive speaker to draw people before Sat. AM.

 

Theme: “Engineering the Future”

 

Ideas for speakers:

 

            Industry – tend to be low interest for educators.

            Academia? Rose-Hulman?  Rose has assessment conf. later in month.

            EPICS (engineering projects in community service) – Purdue

            Speaker on 1st year programs.

            “Johnson & Johnson” on active learning.

            Project Lead the Way

 

Project Lead the Way (PLTW) seems most interesting. RJH knows major organizer of this in Indiana (Mike Ohare).  Per DT, Valparaiso also active in PLTW and works with students at Wheeler H.S. who could present projects. RJH to contact Mike Ohare about speaking. DT to arrange for Wheeler PLTW students to participate.

 

More discussion regarding lack of room with 150 capacity (due to large rooms being taken up by recruiting event): What about change of date? DT – Problem is that date has already been extensively advertised. In addition, adjacent weekends also have problems.

 

DT – for plenaries, Refactory should be able to accommodate 150, just can’t do it for meals. Refactory is available for Friday night speaker/food and for Saturday AM plenary.

 

Saturday AM plenary, have Dean to 15min opening presentation. Expect ˝ of registrants.

 

Technical sessions:

            4 to 5 tracks, Gellersen hall facilities favor 4.

            had 56 papers last year, rejected only 4 or 5

            4-5 papers/session

            last year – 12 sessions and two workshops, workshops not well attended

 

Detailed schedule:

                                    Registration initially near Refactory

            8:30-8:45        Welcome (Refactory)

            8:45-9:45        Keynote (Refactory)

            9:45-10:15      break, go to Gellerson, registration also goes

            10:15-11:30    4 parallel tech session, 5 papers each

            11:15-11:45    poster session – in hallway (1st floor?)

            11:30               busses to lunch

            11:45-1:00      Lunch

            1:00-1:30        poster session – in hallway (1st floor?)

 

            1:30                 busses stop

            2:00-3:15        tech sessions

            3:30-4:45        tech sessions

            5:00-6:00        Awards and closing ceremony, pizza, 45-50 people

 

Regarding logistics of poster sessions and lunch off-campus

 

            students would staff their posters before and after lunch,

11:15-11:45 and 1:00-1:30

            poster sessions would overlap bus trips to lunch

            business meeting to take place at 12:45 during lunch

            provide maps for people who would walk or drive to/from lunch

 

DT – a graduate panel session would be of interest to grad student registrants. DT to follow up.

 

Note: if want workshops, could add parallel tech. sessions.

 

  1. Food – DT will arange

 

Friday night – dessert – Ice Cream Social

Saturday AM – continental breakfast

Saturday Lunch – catered, off campus

Saturday PM – pizza

 

  1. Proceedings – DT

 

DT – will arrange for student to burn CD’s

Issue – how to best make proceedings searchable

Consider creation of book of abstracts

JPM will put DT in touch with experienced proceedings editor

DT to organize preparation of proceedings

 

  1. Budget – DT

 

Decided on $100 registration fee for faculty, no fee for students in poster session

Sae Park memo shows mailing costs so far (approx $500)

DT has to get hotel & catering costs & complete budget

 

  1. Miscellaneous business

 

MCJ – requested on input on responsibilities of being secretary and webmaster

 

Secretary (MCJ) prepares and distributes minutes from this executive board meeting and another executive board meeting to take place at the conference.

 

Ideas regarding a permanent section web site:

 

            list of campus reps

            link to conference page

            archive of conference papers

            links to schools and student chapters

            copy of by-laws

            pictures from conference

 

JPM to get info from ASEE HQ on web site “best practices” and availability of space/support for section web site

 

MCJ to assemble web site pending info from JPM

 

 

Summary of action items:

 

Note: in general, DT and conference co-chair are responsible for organizing the conference, but following are specific action items that came up.

 

DT has to confirm 100/150 figures with V.U. staff – regarding capacity of Refactory for plenaries

 

DT to arrange for busses (probably 2) and lunch venue.

 

DT to arrange for Wheeler PLTW students to participate.

 

DT to arrange for food (Fri evening, Sat AM, Sat lunch, Sat PM)

 

DT – will arrange for student to burn CD’s of proceedings

 

DT to organize preparation of proceedings

 

DT has to get hotel & catering costs & complete budget

 

Executive committee to decide on terms of office for treasurer and secretary

 

HDD will follow up with Deans of Engineering and Education at Purdue regarding engineering education

 

HDD will advise new treasurer on how to get started

 

JPM to see if there is any constitutional problem with extending the terms of officers.

 

JPM will put DT in touch with experienced proceedings editor

 

JPM to get info from ASEE HQ on web site “best practices” and availability of space/support for section web site

 

Secretary (MCJ) prepares and distributes minutes from this executive board meeting and another executive board meeting to take place at the conference.

 

MCJ to assemble web site pending info from JPM

 

RJH to contact Mike Ohare about speaking on Friday evening.