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Student Activities Office by Od4L0A

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									Massachusetts Institute of Technology




   Graduate Women of Course 6
             (GW6)

  Basic Operational Instructions



              Prepared by:
            Natalija Jovanovic

               Last updated:
        01/16/2004      HW
        12/09/2004      LAZ
        02/09/2006      JK
        12/11/2006      ND
        11/12/2007      JL, SS, ST
        01/24/2009      WC, UG, YZ




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                                        MIT – Graduate Women’s Group of Course 6

Basic Operational Instructions of GW6
BASIC OPERATIONAL INSTRUCTIONS OF GW6 .............................................................................................................2
BUDGET INFORMATION .................................................................................................................................................3
OTHER FUNDING SOURCES WITHIN MIT ........................................................................................................................3
FUNDING (CONTACTS) FROM OUTSIDE MIT ...................................................................................................................4
PROCUREMENT CARD AND REIMBURSEMENT INFORMATION ......................................................................................4
ROOM RESERVATIONS ..................................................................................................................................................4
EQUIPMENT USAGE/RENTAL .........................................................................................................................................5
CATERING INFORMATION ..............................................................................................................................................5
STUDENT ACTIVITIES OFFICE (SAO) INFORMATION ......................................................................................................6
ASA, ATHENA LOCKER AND MAILING LIST INFORMATION ............................................................................................7
GW6 WEBSITE INFORMATION ........................................................................................................................................8
APPLE PICKING TRIP INFORMATION .................................................................................................................8
INTER-ORGANIZATION COOPERATION ............................................................................................................9
RELATIONSHIP WITH EECS-GSA ...................................................................................................................... 10




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                          MIT – Graduate Women’s Group of Course 6

Budget Information
Budget proposals are submitted to the Education Officer (Prof. George C. Verghese verghese@mit.edu)
and Administrative Officer (Agnes Y. Chow achow@eecs.mit.edu) for review by EECS Department.
Starting from 2006, the officers prepared a yearly budget and submitted it sometime in January to February
via e-mail.

Sample numbers:
Fall 2008                $500-600         per meeting
Fall 2007                $350-450         per meeting
Fall 2005                $500-600         per meeting
Summer 2003              $700             for two meetings
Fall 2003                $2180            for five meetings

Sample budget proposal can be found in the GW6 Athena locker.

Other Funding Sources within MIT
Although GW6 is mostly funded by the department, because EECS is supporting several student groups at
the same time, and some of GW6 events are jointly hosted with other student organizations, it is preferred
that GW6 actively seek other funding sources as well. Costs for joint events are usually split between
different groups. We have previously collaborated with EECS-GSA, and the Society of Women Engineers
(SWE). Also, we have previously sought after ASA funding such as Assisting Recurring Cultural and
Diversity Events Funding (ARCADE), and organized events with the help of EECS GSC representatives.

SWE swe-exec@mit.edu
The Society of Women Engineers has one graduate representative (Yun Wu yunw@MIT.EDU for 2007)
and is open to application for funding within the year. All funded events need to be advertised to
mitswe@mit.edu. The list is moderated by SWE officers, hence announcement emails should be sent out a
few days before to ensure the event gets advertised properly. It is also important to check directly with the
SWE officers to make sure our posts are not filtered as spam.

ARCADE http://web.mit.edu/asa/resources/large-events.html
GW6 is recognized by the Association of Student Activities (ASA); hence we are eligible for ARCADE
funding. The ARCADE guideline requires that the money be used towards the entire student body, e.g. all
graduate students, so this funding source is best suited for events held with EECS-GSA, or students
groups from other departments. As an example, we were allocated $300 in the fall of 2007 for the Family in
Industry Panel, which was also advertised to EECS-GSA, and student associations from both mechanical
engineering and material science. ASA sends out emails with application templates and deadlines each
term (fall, IAP, spring, and summer).

GCS reps http://web.mit.edu/gsc/www/about/reps/gscreps/index.shtml
Each year, there are 5 EECS GSC reps, each receiving $250 per semester (or $500 if they participate as
an institute representative) from the GSC. They are free to spend the allocated funding on any event of
general interest. Although not specifically related to any of the student groups (GSA, GW6, or 6.Insight),
GSC reps are usually very open to suggestions on how to use the money effectively. It is therefore up to


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                           MIT – Graduate Women’s Group of Course 6
the GW6 officers to discuss with them individually about possible utilization of this funding source on our
events. In addition, events funded through GSC reps must be advertised to the entire graduate student
body within the department.

Funding (Contacts) from outside MIT
It is a departmental policy that student groups do not forward job advertisements or hold recruitment
sessions for outside companies. Hence obtaining funding from outside of MIT is also discouraged. Please
forward all contact emails (e.g., directed through the GW6 website) to Janet Fischer (graduate officer) or
Cynthia Skier (director of EECS Industrial Connection Program (ICP)). In addition, in the case where
information is of much relevance to female graduate student specifically (e.g., information session for
female leadership conference), please use your own judgment in deciding if the message should be posted
onto the GW6 mailing list.

Procurement Card and Reimbursement Information
The GW6 account number (cost center#) is 1467305. This is the account used when ordering from within
MIT (such as MIT catering, or MIT audio/visual). Our institute coop number is 13-3. Please use this when
purchasing from the coop. In 2007, we were authorized to use a procurement card under the name of one
of the co-presidents. Please discuss with Ms. Chow and Prof. Verghese at the beginning of the term
regarding the possibilities of obtaining a procurement card.

All reimbursements should be submitted to Ms. Maria Nargi (Room 38-409D; (617) 253-4609;
mnargi@mit.edu) with the original receipt and the StatementOfReceipt form (or CreditCardFrom if the
procurement card is used). These documents can be obtained from Maria directly, or from the gw6 athena
locker, under the 2007/budget directory. All purchases made on behalf of GW6 (food, present for speakers,
etc.) should be tax exempt (the department will not reimburse taxes even if you paid for it!).

Room Reservations
Grier Room (A, B, combined), Jackson room, headquarter (HQ) conference room:
Visit http://eecscal.mit.edu/ (MIT certificate required)
     1. Press “submit event,” choose room, fill in event information, and put “GW6-Janet” down as Host
          Name.
     2. Select the date you’d like to reserve. The system does not allow double booking.
     3. Put down your name and contact information.
     4. Make sure you read the room use guidelines and know how to clean up the room.
     5. You should check back at the website before the event to make sure the request has been
          approved. See Patricia (Patsy) Sampson -- patsys@MIT.EDU, 38-409G to pick up the Grier room
          key on the day of the event before 4-5pm and return it the next morning or ask her to help open the
          doors (Usually she does not leave the keys with the students). Email Patsy if you have any
          questions.




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                          MIT – Graduate Women’s Group of Course 6
We usually make reservations at the beginning of the semester for all the planned meetings or at least 1
month before the event take place (Some of these rooms are in very high demand because of weekly
group meetings/departmental meetings!).
* Note: HQ1 is reserved for departmental administration use only, but student groups can reserve HQ2.


Alternate Locations:
If Grier is not available, it is also possible to reserve RLE conference rooms (Allen/Haus). However, if the
room is reserved by someone not affiliated with RLE, the reservation has to be approved and is subject to
cancellation if an RLE affiliate wants the room for the same time slot. Maureen Howard at RLE
headquarters can provide more details. Another possibility is the Star seminar room and the Kiva Seminar
room in CSAIL (Stata center). Reservation is also required by someone affiliated with CSAIL.

Equipment Usage/Rental
A projector can be borrowed from the undergraduate lab on the 5 th floor of building 38 (use the elevator in
building 36 for access). Usually no reservation is required. The project should be put under “GW6” with
Janet as the departmental advisor. Remember to also borrow an extension cord!

Easels and white boards/flip charts can be rented from MIT Audio/Visual on a daily (24hr) basis.

Catering Information
Following are the procedures for ordering food and a list of some suggested restaurants. : )

    1. Call the restaurant and order food for 30-40 people anywhere between 5 and 3 days before the
       meeting. Let them know someone will call with the credit card information for payment.
    2. Tell them you will need plates, utensils, and serving spoons (important!)
    3. Tell them that you are from MIT and are tax exempt!! If they need proof, print out a copy of the ST-
       5 from: http://web.mit.edu/controller/procurement/forms/ They usually don't ask though.
    4. Call the restaurant on the day of the event for order and delivery confirmation. Be sure to tell the
       restaurant to deliver between 5:15 and 5:30 if the meetings will take place at 6:00 p.m.
    5. If the place does not provide drinks, arrange to pick some up from LaVerde’s. If one of you has a
       car and an office nearby, you can buy drinks from a wholesale club and refrigerate them in your
       office before a meeting.
    6. Don't forget to include vegetarian dishes in your order! (Vegetarian dishes are usually cheaper as
       well.)
    7. Reimbursements: Deal mainly with Maria Nargi in EECS headquarters (38-409D) for financials. If
       food is paid for with department credit card, give receipts to Maria. If reimbursement is required,
       Maria can provide the proper form.
    8. Get the reimbursement in within 21 days of the event.

Brazilian:      Midwest Grill -- 617-354-5348 (usually $10 per person for their buffet style dinner)
Chinese:        Royal East -- 617-661-1660 (large servings, less expensive)
                Mulan -- 617-441-8813 (small servings but more authentic)
Indian:         Tanjore -- 617-868-1900


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                          MIT – Graduate Women’s Group of Course 6
                Desi Dhaba (Indian place close by the intersection of Mass. Ave. and Main St.)
Thai:           House of Siam -- 617-267-1755
                Brown Sugar Café -- 617.491.6999
                         http://www.brownsugarcafe.com/ (highly recommended!)
                Thailand Café http://www.campusfood.com/menu/items.asp?restid=1353&campusid=68
Desserts:       Milk Street Café -- 617-542-3663 (fairly expensive)
Sandwiches: S&S Restaurant – 617-354-0620
                Kafe Kiraz, order online, hot sandwiches, recommended for smaller meetings
                         http://www.campusfood.com/restaurant.asp?campusid=68&mlid=286
Sushi:          Sushi Express -- 617.738.4828 (no delivery) http://www.sushiexpress-ma.com/
BBQ:            Redbones – 617-628-2200
American:       Jules Catering – 617-628-5977
Greek:          Desfina's(close to the Cambridgeside galleria)
Thanksgiving dinner:
       Jules Catering (call or e-mail a week in advance for the Thanksgiving special menu)
       <Sample order> (serves about 25-30 people)
       Delivery: 11/13(Tue) 5:15-45 to Grier A (34-401A)
       20 turkey $9.50 each
       10 portabella mushrooms $7.00 each
       20 Mashed potatoes with sweet potato swirls $3.00 each
       20 roasted harvest vegetables $3.00 each
       20 tossed salad $3.00 each
       8 cranberry sauce $3.50 each
       Total = $474

A variety of menus for local restaurants can be found through the MIT-Google search from the MIT
homepage.

A note about utensils, serving spoons, etc.: GW6 has 2 (physical) lockers that it shares with EECS-GSA.
They’re located in Stata, in the 32-350 area. The locker numbers are #177 and #97 and the locks say
“EECS GSA” on the bottom. The combination to both of these locks is 30-12-06. There are containers in
the lockers labeled “GW6” and they’re used to store utensils, napkins, serving spoons, etc. Anything non-
perishable can be kept there and use for future events. Just make sure to label the things as “GW6” or else
the GSA will pilfer it.

Student Activities Office (SAO) Information
Student Activities Office:
        SAO offers all sorts of support services for student organizations. However, so long as GW6
        entirely supported by the EECS department in financial terms, the resources at SAO play a limited
        role.

SAO-GW6 Account Numbers:
     These account numbers are CONFIDENTIAL. Do not share them.
     Main account:         2720748
     Funding account:      2720749


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                              MIT – Graduate Women’s Group of Course 6

Student Activities Finance Office Treasurer Training:
        If GW6 starts using its accounts with SAO, then the treasurer should go for a training session as
        available (check http://web.mit.edu/slp/finances/index.html for training dates).

ASA, Athena Locker and Mailing List Information
Association of Student Activities (ASA)
        The ASA currently recognizes GW6 as a graduate student organization. Recognition by ASA
        enables GW6 to have and maintain its website under the MIT domain, and maintain a data storage
        locker under Athena. Recognition hinges on attendance at the semesterly ASA general body
        meetings (GBM). One member of GW6 must attend the ASA-GBM for continuous GW6
        recognition. In the past, this did not require staying for the whole meeting, only long enough to drop
        off the constitution and sign in. The ASA requires a copy of the GW6 constitution each year (watch
        for ASA announcement.
        ASA Database: http://web.mit.edu/asa/www/asa-db.shtml
        The database is used to enter reservation and financial signatory information, basic information
        about the organization (membership numbers, advisor contact, etc.) The database is updated
        usually once a semester.

Athena Locker
       Access to the GW6 Athena locker is tied to the ASA database and GW6 subscription information.
       The locker is accessed from Athena or Athena dial-up:
                 prompt> add gw6
                 prompt> cd /mit/gw6
        The locker stores documents about previous years of GW6 operations.
        To transfer files using secure ftp clients, the locker can be found under
                 Athena.dialup.mit.edu/afs/Athena.mit.edu/activity/g/gw6

The Athena locker can only be accessed by people on the GW6 officers list. Former officers should add
incoming officers to this list. Refer to http://web.mit.edu/accounts/www/LockerGuide.html#HDR3.2
 for details on Athena locker permissions. In a nutshell,

        prompt> cd /mit/gw6
        prompt> fs la

will list all users and their access privileges (read, write, etc) of the GW6 locker.

        prompt> cd /mit/gw6
        prompt> find . -type d -exec fs sa {} <Athena username> rlidwka \;

The above commands will give the person with <Athena username> all permissions in all subdirectories
under /mit/gw6.

GW6 Officer Mailing List
gw6@mit.edu is the mailing list for GW6 officers. Currently, 2004, 2005, 2006, and 2007 officers are on this
list. Anyone on the list can add/remove members, e.g. using Moira https://webmoira.mit.edu/newwebm/



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                          MIT – Graduate Women’s Group of Course 6

GW6 Member Mailing List
eecs-gwg@mit.edu is the mailing list for GW6 members. This list has not been updated since Sept. 2007
because of departmental concerns for privacy. Please ask Janet Fischer (jfischer@MIT.EDU) to forward
our announcements to all EECS women graduate students.
Instructions for using Moira to add members to the list:
     1. Go to 'web.mit.edu/moira'
     2. Check ‘add list members'
     3. Write 'eecs-gwg' in 'enter a list name:'
     4. Select 'Go' button
     5. Enter a list of new user names to the column on the right hand side. Leave the type as 'user' if the
         email addresses end with @mit.edu, select the type ‘string’ and enter the entire email address for
         others (eg. a@csail.mit.edu, b@mtl.mit.edu)

GW6 Website Information
The old GW6 website is at: http://web.mit.edu/gw6/www
Once in the GW6 Athena locker, the website folder is accessed by: prompt> cd www
The website locker contains index.html file – which is the homepage for GW6. This file can be edited using
a text editor on Athena (emacs, pico, etc.) or it can be downloaded to one’s machine for editing in MS
FrontPage or similar software.

In 2007, the GW6 was restructured using Joomla! The website is managed directly through
http://scripts.mit.edu/~gw6/www/
user name: admin
password: 0000
Events are posted as “Future events” as soon as the yearly budget has been finalized. Information (eg.
Time/location, pictures) is usually updated as the term progresses.

GW6 also maintains a wiki page (MIT certificate required) for internal meeting organization, discussion, and
keeping access-limited records of past events. The web address is
https://scripts-cert.mit.edu/~gw6/wiki/index.php?title=Main_Page


Apple Picking Trip Information
GW6 co-organized a $2 apple-picking trip that took place early October in 2007. Every member was
welcomed to bring a guest, who will be subsidized to the same level. Transportation was fully covered, and
we subsidized $10 out of $12 for the ticket price. The funding came from the GSC-reps ($500), GW6 and
EECS-GSA. Some useful information for future event organization:

FARM and BUS Information
Lookout farm in north Natick: Entrance fee is $12, apple picking season is Sept.-Nov.
http://www.lookoutfarm.com/

Bus:


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                          MIT – Graduate Women’s Group of Course 6
   MIT shuttle service, which provided service to GW6 apple picking events in 2003, but they said they
    don't travel outside the metro Boston area at that moment.
   A.A Metro (www.aametro.com): Rate is $94.60 per hour for 30 passenger chartered bus, with 4 hr
    minimum. Contact info: 800.696.4348 or via email at bkenny@aametro.com.
   Eastern bus: Rate is $55 per hour per bus. This rate applies from the time the group is picked up at
    M.I.T. until the time the group is dropped off back at M.I.T. Also 4 hr minimum charge per trip. Contact
    info: Eric Goodman, Business Manager, ericgoodman@easternbusco.com, TEL: 617.628.6868. They
    are the provider for the trip in 2007.
   RLE vans: RLE vans can be rented by RLE affiliates. There is no rental fee, but the cost of gas for
    long-distance travel can be charged. The RLE vans were used in the soccer game trip (EECS GSA)
    and the open house dorm tour (EECS GSA & GW6) in 2007.

Inter-Organization Cooperation
GW6 has so far cooperated on certain events with the following organizations:

TechLink        Women’s networking night (Fall 2003), Orientation event (Fall 2004)
Mechanical Engineering Graduate Association of Women (MEGA Women)
                Bowling outing during the summer (Summer 2002)
Women in Chemistry
                Dinner with distinguished Prof. Hopkins (Fall 2003)
Graduate Women’s Group (GWG), Women of Material Science (WOMS)
Women in Physics, Society of Women Engineers
                advertising of various events and propagation of information that is useful or interesting to
                female graduate students. Mixer with several of the above groups Fall 2004.
Zesiger Sports and Fitness Center
                Beginning of school-year tour of Zesiger facilities and review of membership benefits. (Fall
                2003)
Cynthia Skier, Women’s Technology Program
                sponsors an end-of-semester event in the fall to recruit for the WTP. (Fall 2003-2007)
MIT Public Service Center (Fall 2005)
                sponsored dinner event advertising volunteer opportunities available to graduate students.
Zan Barry, Center for Health Promotion and Wellness at MIT Medical
                taught Yoga class at GW6 event
EECS GSA        Jointly organized “Family in Academia” panel in Fall 2006, “Family in Industry” panel in
                2007.
Student Support Center
                Workshop with Lynn Roberson roberson@MIT.EDU (2007)
Career Office Deborah S Rosencrans castor@mit.edu Professional Image Workshop (Fall 2007)
MIT Ombuds Office
                Toni P. Robinson trobins@MIT.EDU Professional Image Workshop (Fall 2007)

Other women’s groups that we have collaborated with before:
MEGA Women (Mech Engr)
BCS Women
GW1 (Civil Engineering)


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                         MIT – Graduate Women’s Group of Course 6
Women in Materials Science: woms@mit.edu
Media Women
Women in Physics: wphys@mit.edu
SWE Society of Women Engineers: swe-exec@mit.edu
EECS REFS: eecs-refs@mit.edu
Office of the Dean for Graduate Education: bestaton@mit.edu

Relationship with EECS-GSA
In 2006, it was decided that GW6 should be maintained as an independent student group rather than
becoming a subgroup of EECS-GSA. Nonetheless, it was also agreed that GW6 and the EECS-GSA have
similar goals thus the two groups should have increased communication and mutual support. For events
open to all (male and female) graduate students, it is encouraged that GW6 collaborate with GSA in terms
of both organization and sharing funding resource. One such example is the Family in Academia panel
discussion, which was organized by GSA and GW6 officers together. We do have permission for, and it is
encouraged, that at least one GW6 co-president attends the weekly GSA executive board meetings as well
as the GSA general body meeting. It is also important to discuss with GSA at the beginning of the year
regarding the budget proposal to make sure they allocate enough funds for joint events.




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