ࡱ> BDA3 (jbjb^^ @h<h<"l::::::: $_, ZJ:J::::N66::::Pf ::$>Q __6uuEdgerton Center Resource Guide for Student Clubs As an Edgerton-supported club, you have access to the many resources that we have to offer. In order that all the clubs can effectively benefit from these resources, we ask that you use them responsibly and observe the following guidelines. Funding: All clubs are eligible to receive funding from the Stratford Fund; to apply, you must submit a detailed budget including your anticipated expenses for the next year, the amount that you are requesting from the Edgerton Center and the amount you are receiving from other sources. At the end of April, you will need to submit a 2 4 page summary of the years activities that we will include in our report to the foundation. Credit Cards: Edgerton Center sponsored clubs and teams are allowed to have an MIT Purchasing Cards issued to up to two of its team members. The people given credit cards must be responsible individuals and be willing to do most of the purchasing for the team. Having a student credit card is not only a convenience but a definite privilege at MIT, and should be treated as such. For this service to continue, the following rules must be followed: Receipts for purchases made with your MIT Credit Card must be submitted to Sandi Lipnoski within one week of making the purchase. If you wish, receipts may be submitted by mail to room 4-405 Be sure to include your account number or project name on each receipt, so they may be charged to the correct account. Follow the Purchasing Card Users guide when making Visa purchases: No radioactive substances, controlled drugs, firearms or ammunition No software (except standard shrink-wrap software) No furniture No entertainment expenses No chemicals in quantities larger than 4-liter sizes No flowers, plants or gifts No equipment purchases, rentals or leases No alcohol No personal items No travel expenses of any kind this includes rental cars, hotels, food and gasoline while traveling out of the Cambridge area. The card can be used for gas within a 20 mile radius. Food Purchases: In general, student club accounts should not be used for food purchases - we would rather see our limited resources going to support more teams and projects instead of buying pizza for existing teams. There are exceptions, including: Major recruiting events Annual elections meetings (where food may encourage voter turn-out) Occasional intensive work-days (e.g., a large fraction of the team comes into the lab for 8 hours on a Saturday to work on the project) A few events (1 - 3) each year aimed at supporting team spirit When making a food purchase, the receipt must be accompanied with a slip of paper giving the following information: Date of event Food vendor Reason for event Number of people and their names Travel: The Edgerton Center can help you plan for trips to competitions and events. The advantage to using the MIT travel agencies is that your airline tickets may be charged directly to an MIT account, and your personal credit card is not involved. Travel reimbursements may not be submitted until after your trip, leaving you with a credit card charge for possibly many months. MIT has two travel agencies set up specifically to assist in student and staff travel: Navigant International (617) 451-4200 The Travel Collaborative (617) 497-8196 When making travel reservations through one of these travel agencies, please be sure to have your MIT account number handy. The reservation will be charged directly to that account. There is a $50.00 service charge for each ticket purchased, however, MIT has agreements with several airlines for flight discounts. If you plan ahead and do not wait until the last minute, it should balance out. Keep in mind, when making airline reservations and charging your credit card for several members of a student club or team, you are taking a risk. Rarely does MIT Travel issue reimbursement for airline tickets not used. If you pay for someones airline ticket, and that person does not travel, you are taking the risk of being stuck with a large credit card charge and little chance of getting it back. If everyone is responsible for their own travel expenses, the chances of them not attending are less. A travel expense voucher must be completed at the end of each trip, regardless of whether MIT paid for your airline tickets, or if you paid for them yourself. Please bring your boarding passes and ticket stubs to Sandi Lipnoski, within one week of travel. No travel expenses will be reimbursed without a receipt. Any traveler who receives a travel advance of any form, must submit a voucher within two weeks of traveling. This advance could be in the form of a cash advance or airline ticket. Failure to do so will affect future requests through the travel office. While on a club-sponsored event, if the team has the resources, it may choose to cover some of the costs team members incur on the trip. However, individual team members will be expected to cover certain expenses on their own. Expenses allowed while traveling Event registration fees Hotel Airfare Rental car and gasoline Mileage on your personal vehicle x 0.36 Ground transportation (e.g. taxi, bus) Two team meals per week Up to $200 in groceries/week Expenses NOT allowed while traveling Personal items and expenses Individual daily food expenses Entertainment (movies, health clubs, etc.) Student Machine Shop: The student shop is located in Building 44 and is run by Fred Cote. It is equipped with lathes, milling machines (CNC and standard), drill presses, band saws and an extensive array of hand tools. In order to use the shop, you must either take the training class, or if you have significant machine shop experience, you can attend a brief safety class and get approval for using the shop. You can contact Fred by e.mail (fpcote@mit.edu) to sign up for a shop class or a safety lecture. Occasionally, special training sessions are fun exclusively for club members, these can be arranged by Amy Smith (mmadinot@mit.edu). Team Lab Space: The Edgerton Center has a large multi-purpose lab in the basement of building E60. It is a space where teams who do not have their own lab space can work on their projects. There are many teams that share the space, so it is imperative that the teams respect each others property and keep the space in a clean, useable state. There is a small machine shop in the lab; only students who have gone through the student shop safety class may use these machines. Student Project Laboratory: The Student Project Laboratory is located in room 4-409 and is a place for MIT students to pursue hands-on projects. It is primarily geared towards electronics projects, and includes tools and materials for soldering and for breadboarding electrical circuits. The following items are readily available: Electronic test equipment (Oscilloscopes, power supplies, digital multimeters, function generators) Small hand tools for electronics (e.g., wire strippers & diagonal cutters) and light mechanical projects An Athena workstation PIC programmers and PCs for programming PIC microcontrollers To learn more, contact Tony Caloggero (acalogge@mit.edu), Ed Moriarty (mory@mit.edu), or Jim Bales (bales@mit.edu). Edgerton Center Vehicle: Another privilege of being an MIT sponsored club is having access to a vehicle for local club shopping and errands, as well as having a vehicle to drive to club sponsored events. The following guidelines myst be met in order to use the vehicle: The vehicle must be signed out in the book in 4-405 for no longer than one day at a time, unless your situation warrants special permission A log book will remain in the vehicle and be filled out for each clubs use. It should include: Starting Time and Mileage Destination Purpose Ending Time and Mileage Parking tickets and other violations are the direct responsibility of the driver. MIT will not pay for these fines. Each club is responsible for refilling the gas tank before storing the jeep in its West Garage location. You may use an MIT Visa card for this. All vehicle malfunctions must be reported to Sandi Lipnoski x3-4629 as soon as you are aware. Audio-Visual Equipment: The Edgerton Center owns the following equipment, which is available for club use: Digital camcorder LCD Projector High Speed Video This equipment is stored at the Edgerton Center and may be signed out for club use and special events in the book in 4-405. Arrangements must be made for pick up and return of these items. If they are to be kept overnight, they must be stored in a locked office on campus. Advice and Support: The Edgerton Center Staff has a wide variety of expertise and we are happy to help. 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