Requirements: To maintain or renew their status with the Department of Mechanical Engineering, each student group must provide the information specified in the table below by the application deadline of each year. Teams are requested to use the attached template to format their submissions. Requirement Mech Group Mech Affiliate Supported Exceptions / Information Group Name X X X Home Department X X New Groups: Please provide your previous home department, if applicable Affiliated National / International Organizations X X X As applicable Competition / Conference Name, Date, Location X X X As applicable Primary Faculty Advisor X X X Mech Faculty Advisor X X Community / Alumni / Other Faculty Advisors X X X As applicable Website X X X Group generic email X X X Please provide a generic email address that will reach the group’s leadership each year Roster Information Team Executive Roster X X X Must include student numbers, positions, department, year level, contact phone, contact email. Positions must include Chair/Captain/Something, Treasurer, Safety Officer. Joint appointments are okay. Returning Members Roster X X Must include names, departments, and year levels. Would ideally also include any position / title information and student number. New group member roster X X Must include names, departments, and year levels. Would ideally also include any position / title information and student number. Membership Membership Policies X Optional Recruitment Plan X Optional Diversity Plan X X X Membership Management / Sustainability Strategy / Succession plan X X Optional Learning Long-term learning goals for the group X X X New groups must discuss how the proposed group overlaps and/or complements existing groups. Current year learning goals for the group X X X Collaboration plans X X X Where applicable, collaboration or peer support plans with other groups on and off campus, local or national / international New group member training and mentorship plan X Optional Senior member continuing professional development plan X Optional Academic Success Plan X Optional
Safety Safety training plan X Optional Safe working environment plan X Optional Supervision rules X Optional PPE rules X Optional Safety Audit X Optional Should be submitted as an appendix Outreach & Promotion Outreach Plan X Optional Optional Promotion Plan X X Optional Web article with photo for Min. 2 Min. 1 Optional Not required for funding application deadline; submit at any point in the following year. Must be ready-to-print; may be repurposed. Provide five images and/or videos with captions for the CEME display cases or other promotional uses by the Department X X Optional Not required for funding application deadline, but early submission is encouraged. Report of actual spending from the previous year X X X Not required for new groups. Budget and Schedule Summary and Detail budgets for the year ahead X X X New groups: three year projection required. High-level schedule X X X High-level schedule of milestones, events, and activities Support Request X X X Student Group Yearly Report Template The following are a template for you to use for your funding application/report. Feel free to edit the styling, etc. to match your group, but keep the same sections/headings, and restrict your first page to only the information shown on the first page of the template. If you feel a section apply, briefly comment why and move on to the next section. Additional sections can be added if you feel it is appropriate to your particular group’s circumstances. Returning groups should provide results / a report from the previous year in addition to next year’s plan. Failure to do so will impact the amount of funding allocated for the coming year. Decisions for support requests are made based on a holistic reading of your application, but funds are taken from a fixed total pool – we unfortunately don’t have the means to meet every request. Although we read every request holistically, several areas are given particular emphasis. These are: Safety Diversity, inclusion, and membership policies Organizational capacity – succession planning Contributions to the Mech community and student learning Collaborative activities Fiscal responsibility and need # of Returning Mechs Likelihood of Positive Outcome