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UPC Executive Board Descriptions & Application 2013-2014

The Urban Planning Coalition (UPC) of SJSU is opening up applications for next year's board! The deadline is April 12th at 5pm. Please send the application the admin@theupc.org. If you have any questions, feel free to contact Jason Su at sujason25@gmail.com.
President

  • Oversee SJSU club administration ensuring that processes are completed on time.  These include, but are not limited to:
    • Annual registration of Academic and Honorary clubs
    • SJSU Mailbox registration
    • Ensure attendance at required trainings and meetings (Alcohol awareness training, Student Leadership conference, etc.)
    • Ensuring club bank account signatures are in order
    • Ensure bylaws are updated submitted
    • Ensure officers roster is updated and submitted
  • Ensure annual PSO student organization registration with APA
  • Ensure bylaws and club policies and procedures are adhered to at all times
  • Be attentive to student feedback and encourage opportunities for students to participate in UPC activities
  • Lead and coordinate organizational visioning and goal setting in conjunction with the UPC Board
  • Preside over regular meetings or establish meeting protocols (e.g. establish rotating meeting facilitation)
  • Oversee subcommittee creation and appoint committee chairs
  • Represent UPC in community events and activities as is feasible
  • Serve as a liaison between the SJSU Urban and Regional Planning department faculty and student body
  • Support sound organizational finances in conjunction with the Treasurer
  • Approve organizational spending in conjunction with the Treasurer
  • Support board members to carry out activities outlined in the organizational work plan
  • Ensure the cultivation of new relationships and management of existing relationships with
  • community partners (including but not limited to: APA, ULI, SPUR, Alumni Association, etc.)  
  • Support or lead active fundraising efforts and campaigns to increase and maintain organizational revenue
  • Serve as the spokesperson for the UPC in local, regional, or national capacity where appropriate and feasible
  • Provide support to UPC board in executing team roles and to carry out activities outlined in the organizational work plan
  • Engage in sound decision-making and leadership that enhances the reputation of the UPC
  • Encourage a board culture of collaborative leadership and accountability
  • Ensure UPC is meeting is established targets and regularly check in with board members on their progress on these activities
  • Manage and ensure that board members and meeting and exceeding their responsibilities and goals.
  • Finding a replacement President at the end of the term.

Vice President
The Vice President shall assume the duties of the President in his/her absence.  The VP shall work with the President to accomplish the coalition's tasks and activities. The VP's responsibilities include, but are not limited to:
  • Maintaining relations with SJSU’s Associated Students and the club’s mailbox.
  • Attending and assisting in the preparation of UPC meetings.
  • Maintaining the UPC calendar at theupc.org
  • Assisting UPC members in achieving goals and accomplishing tasks.
  • Preside over regular meetings or establish meeting protocols (e.g. establish rotating meeting facilitation)
  • Oversee subcommittee creation and appoint committee chairs
  • Represent UPC in community events and activities as is feasible
  • Provide support to UPC board in executing team roles and to carry out activities outlined in the organizational work plan
  • Engage in sound decision-making and leadership that enhances the reputation of the UPC
  • Encourage a board culture of collaborative leadership and accountability
  • Ensure UPC is meeting is established targets and regularly check in with board members on their progress on these activities
  • Manage and ensure that board members and meeting and exceeding their responsibilities and goals.
  • Support the President in executive duties as appropriate.
  • Finding a replacement Vice President at the end of the term.

Secretary
The Secretary assists with all administrative duties for the Urban Planning Coalition. Tasks include database management, retrieve archive files, maintain the UPC’s organization, and act as one of the student body liaisons between the SJSU Associated Students and the UPC.
  • Attending UPC meetings.
  • Maintain organization’s print and online database
  • Update the Google calendar with community and UPC events
  • Record minutes of UPC meetings
  • Keep track of the campus mailbox
  • Collect all agenda items and minutes
  • Provide administrative support to the board
  • Finding a replacement Secretary at the end of their service

Treasurer
The UPC Treasurer has the opportunity to meet and connect with students and numerous planners throughout the Bay Area through collaborative events and other social functions. The UPC Treasurer is the financial leader of the executive board, manages existing funds and related documentation, assures compliance with funding rules, confirms consistency of UPC actions and UPC finance/funding plan. UPC Treasurer Responsibilities include:
  • Attending UPC meetings.
  • Attending the first year student introductory meeting.
  • Know the funding rules and guidelines for any funding stream (Associated Students, etc.).
  • Propose funding plan before fall semester/beginning of August.
  • Apply for Associated Student funding with proposed plan within the first month of fall semester.
  • Finalize funding plan for fall semester, and if possible – Spring Semester.
  • If A.S. funding is still available after initial request, propose an amended funding plan for Spring Semester.
  • If A.S. funding is still available after initial request, apply for A.S. funding within first month of Spring Semester.
  • Manages existing funds and related documentation.
  • Manages electronic and hard files of all finance documentation (binder and web account files).
  • Confirms actions of UPC requests are consistent with UPC finance/funding plan and and related guidelines.
  • Find a replacement UPC Treasurer at the end of their service.

American Planning Association (APA) Student Representative
The Urban Planning Coalition’s APA Student Representative performs the following duties:
  • Attend UPC meetings on weekends, usually once per month for two hours.
  • Represent SJSU and the UPC at APA Northern California Chapter Board meetings, which are held once every two months, usually in San Francisco or Oakland on an evening during the workweek.  At the Board meetings, the student representative will update APA Board members on UPC activities and promote future events.  Additionally, the student representative will submit the proper paperwork for any sponsorship requests.
  • Notify SJSU students of upcoming APA events and volunteer opportunities, such as local educational opportunities, the APA National Conference (in April), and the APA California Chapter Conference (held in the Fall).
  • Enroll incoming MUP students into APA’s free one-year student membership program.  This will be accomplished between mid-August and mid-September.
  • Volunteer at the APA Northern California Chapter Holiday Party in December.
  • Attend the daylong Northern California Chapter Board retreat, usually on a Saturday in January.
  • Help plan and organize APA social and educational events, usually in coordination with other South Bay APA members.
  • Prepare applications for certification maintenance (CM) for UPC-sponsored events.  CM credits are continuing education credits for planners with AICP accreditation, and are a good way to attract professional planners to UPC events.
  • Submit room reservation requests for the AICP exam workshops which occur in the Fall and Spring at SJSU.
The APA Student Representative has many opportunities to meet other professional planners
throughout the Bay Area during Chapter Board Meetings and at events.

Association of Environmental Professionals (AEP) Student Representative [NEW]
The AEP Representative will connect with planners, scientists, and other environmental professionals and is responsible for connecting the MUP students with the organization and their events. The Urban Planning Coalition’s AEP Student Representative performs the following duties:
  • Attend UPC meetings on weekends, usually once per month for two hours.
  • Represent SJSU and the UPC at AEP San Francisco Bay Area Chapter Board meetings, which are held every third Thursday of the month. In person meetings are held quarterly (January, April, July, October) 6:00pm-8:00pm, in various locations. Meetings in between are held as lunch time conference calls 12:00pm-1:00pm. At the Board meetings, the student representative will update AEP Board members on UPC activities and promote future events.  Additionally, the student representative will submit the proper paperwork for any sponsorship requests.
  • Notify SJSU students of upcoming AEP events and volunteer opportunities, such as local educational opportunities, the AEP National Conference and Regional Conference.
  • Encourage incoming MUP students to enroll in AEP’s one-year student membership program. This will be accomplished between mid-August and mid-September.
  • Attend the AEP SF Bay Area Chapter Holiday Party in December.
  • Help plan and organize AEP social and educational events, usually in coordination with other AEP members.
  • Participating in at least two AEP events each semester including volunteering at a minimum of two AEP events per year.
  • Strengthening the relationship and communication between the UPC, the AEP, and students and faculty across departments.
  • Increase student awareness of AEP, campus, and other local environmental planning opportunities (such as events and courses) and advocate for student involvement. This includes posting AEP events to the MURPS yahoo group, the UPC Facebook page, the UPC website, posting flyers in the lounge, making announcements in classes and recruiting other UPC members to make announcements in their classes.  This also includes promoting AEP events in other SJSU departments.
  • Find opportunities for AEP involvement in UPC events and activities.
  • Find a replacement AEP Representative at the end of their service.
  • The AEP Student Representative has many opportunities to meet other professional planners throughout the Bay Area during Chapter Board Meetings and at events.

ULI Representative
The ULI Representative Chair has the opportunity to meet and connect with students, ULI board members, and numerous planners throughout the Bay Area. The ULI student representative is responsible for connecting MUP students and the ULI.ULI Representative Chair responsibilities include:
  • Attending ULI Young Leaders Group (YLG) Steering Committee meetings.
  • Attending ULI South Bay Teleconference meetings.
  • Attending ULI Student Sub-committee meetings
  • Attending UPC meetings.
  • Participating in other ULI committees or programs as desired, adhering to all ULI requirements necessary to do so, e.g., UrbanPlan, ULI Mentor Program, Sustainability Committee
  • Recruiting MUP students for a complimentary one year ULI membership (limited number available) and coordinating with ULI regarding payment logistics as required.
  • Participating in at least two ULI events each semester including volunteering at a minimum of two ULI events per year.
  • Strengthening the relationship between students/The UPC and the ULI.
  • Increase student awareness of ULI opportunities (such as events and educational opportunities) and advocate for students at the ULI.  This includes posting ULI events to the MURPS yahoo group, the UPC Facebook page, the UPC website, posting flyers in the lounge, making announcements in class and recruiting other UPC members to make announcements in their classes.  This also includes promoting ULI events in the SJSU business department.
  • Find opportunities for ULI involvement in UPC events and activities.
  • Find a replacement ULI representative at the end of their service.


Speaker Series Coordinators (2 positions available)
Responsibilities:
  • Attend UPC meetings on weekends, usually once per month for two hours.
  • Contact potential speakers
  • Plan and coordinate the annual UPC Symposium
  • Market events
  • Work with the other Speaker Series Coordinator and other UPC Board members to organize lecture events for Spring 2012
  • Manage event/lecture logistics
  • Reserve rooms well in advance of events

Alumni Liaison
The Alumni Affairs Liaison has the opportunity to connect and interact with MUP students, Faculty, Staff and SJSU MUP Alumni.  The Alumni Affairs Liaison is the link between the SJSU MUP Alumni Steering Committee with the UPC and the SJSU MUP Student Body.  This Position may be held Ex- Officio as part of service as the departmental student assistant. The responsibilities of the Alumni Affairs Liaison include:
  • Attending Alumni Steering Committee Teleconferences.
  • Attending UPC meetings.
  • Attending the first year student introductory meeting.
  • Attending Alumni and UPC co-partnered events
  • Organizing Alumni and UPC co-partnered events.  
  • Connecting MUP students with potential alumni mentors.  
  • Find a replacement Alumni Affairs Liaison at the end of their service.

Webmaster
The UPC Webmaster maintains and crafts the web presence for the UPC.  The UPC Webmaster helps get the word out about UPC events and news through the UPC website and social media. The responsibilities of the UPC Webmaster include:
  • Attending UPC meetings.
  • Maintaining the UPC Website
  • Posting student opportunities and community events onto the website
  • Creating Web Content
  • Maintaining and Moderating social media webpages
  • Finding a replacement Webmaster at the end of their service

Social Chair
The UPC Social Chair is responsible for heading most social programs and events the UPC holds, including:
  • New Student Orientation
    1. Attending the actual orientation
    2. Finding and securing an after-orientation event venue
    3. Checking with Treasurer/President on budget for after-event
    4. Advertising after-event on Facebook (so that alumni and current students can attend as well)
    5. Inviting interested networking groups/people of interest to the event
  • Graduation
  • Monthly events
  • PAC (Peer Advisor Connection) Mentorship Program
    1. Advertising the Program via Facebook and at school in an effort to bring in Mentors and Mentees
    2. Making the connection/introduction between Mentor and Mentee
    3. Making sure Mentors and Mentees understand SJSU and PAC rules
    4. Maintaining and updating the PAC contract
    5. Checking in with Mentors and Mentees
The social chair heads events that bring students from different locations together to network
and have a good time. The Social Chair should also assist and support other Board Members in planning and facilitating larger events including the Fall and Spring Symposiums., and the annual Department Holiday Party.

Newsletter Editor
The UPC Newsletter Editor is responsible for publishing the UPC Update every semester to recap the speaker series, events, awards, and other activities in the Urban and Regional Planning Department. The newsletter will include information on pertinent UPC meetings and events. The intended audience is current students in the Urban and Regional Planning program. The Newsletter Editor may choose to include other news and sources such as internships, scholarships, and major events in the urban planning industry. Others who may read the newsletter are alumni, faculty, and local professionals. As an officer in the UPC, the Newsletter Editor supports other members with organizing events and miscellaneous projects. The responsibilities of the UPC Newsletter Editor include:
  • Produce the quarterly (2 per semester) The UPC Update Newsletter by compiling the
  • contributions from the UPC Executive Board.
  • Collects content from UPC Executive Board and other relevant sources (faculty, alumni, etc.)(set content deadlines, and gives some direction on ways to frame content)
  • Write content as needed
  • Helps gather newsletter story ideas (3 weeks prior to print date)
  • Final editing of content (completed at least one week before print deadline)
  • Handles layout of the document
  • Sends newsletter to press
  • Assists treasurer with fundraising for newsletter printing costs as needed (at least one month prior to funding needs)
  • Responsible for distribution of newsletter in print and electronic format to students, alumni, faculty and other audiences (Ongoing until print versions exhausted)
  • Assists in taking minutes at UPC monthly meetings
  • Distributes minutes to UPC Board post-meeting
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Urban Planning Coalition SJSU,
Mar 23, 2013, 2:19 AM
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