the machine constitution and master plan

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The MachineMechanical Engineering Association

Constitution and Master Planning Guide

Fall 2012, Spring 2013

Ziad ArbadNewsletter CommitteeMechanical Engineering Association AUC


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join, in order to best realize the vision of a diverse, team-based publication. Membersare expected to have little or no responsibilities besides the MEA and possess skillsrelevant to their desired position. Members who refuse to complete work or fail tomeet the sensitive deadlines of magazine publishing will only hinder the distributionand the reputation of the MEA, so termination of their memberships will be in effectunless a more efficient solution is reached. Case-by-case basis.

3. Membership Dues:There will be no membership fees, although there may be fund-raising drives, if votedfor by the members, which may include their personal contribution.

Article V

The newsletter committee acts under the MEA to produce a magazine; hence the head ofthe committee is also the editor of The Machine . Members of the committee are responsible,along with the chief editor, to edit, design, and produce the magazine within strict timeframes. Media, design, and editing teams will be formed casually, with arbitrary rotation of

lead members. Leading members are expected to decide on certain issues, finalize, andsubmit polished work.

Members will be recruited for one-year terms, and only after successful completion may theyask for recommendations for future positions elsewhere. Vacancies may arise mid-term andtheir corresponding roles will be covered by the existing members until a new recruitmentannouncement is sent out, with agreement from the MEA high board and the OSD.

Article VI

Editing time of every issue is almost 7 weeks prior to the printing date. Therefore, roles will

be assigned early through e-mail, phone calls, and Facebook groups. Meetings will be heldconsistently every Tuesday during assembly hour to incorporate the different segmentstogether. Additional meetings will be scheduled through a vote within the committee and willbe made official by b ooking a room on campus, with at least two days notice , unless themeeting is of particular urgency.

Meetings require the use of a computer to edit the magazine, record decisions and meetingminutes, and reach other MEA committees through social networking and telephonysoftware.

Article VII

All decisions will be voted on, after careful reflection and analysis, along with the financialcommittee and the MEA high board. Votes will almost always take place in meetings by ashow of hands or on the Facebook group using the Poll feature.

Article VIII

Any proposed amendments to the general running procedures of the magazine and thecommittee must be submitted in writing, during non-editing weeks to avoid confusion andconflict with the schedule. The proposal must include a purpose, a value proposition, and apetition. The newsletter committee will then make a recommendation vote and pass it on the

MEA high board for final approval.


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Article IX

The ratification of this constitution rests on the MEA high board to make sure that thestatements do not conflict with the master constitution of the association. This constitution isappended to the planning guide of The Machine as the sole (or most crucial) project of thenewsletter committee. This is essential in order to give the OSD the full picture of this

planned-and-ready project.The constitution will be in full effect once signed by the MEA president and the OSD,although it serves as a guide in any case for example, if either signature is not necessaryfor issuing the magazine.

Amending the constitution can only be done by the committee head or by his/her approvaland requires:

a. Writing the purpose statement and value propositionb. Highlighting specific terms in the current constitution that conflict with the proposalc. Re-writing the constitution in order to maintain consistencyd. Approval of faculty advisor and/or signed petition by a majority*

* A majority is not enough to affect the constitution, but may be a prerequisite to provide thefull proposal to the high board and faculty advisor for final decisive action.

MEA President Newsletter Committee Head Faculty Advisor

Office of Student Development


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Purpose

Vision

The newsletter committ ee of the MEA launches The Machine, a publication intended to bea fundamental part not only within the mechanical engineering department, but alsothroughout the AUC. We exist to lead popular print at the AUC and realize the value of

publishing from an engineering perspective.

Logistics

Editors: Student members

Hierarchy: President > Academic Department > Newsletter Committee

Locations of circulation: Departments at SSE, registrar, Core, library, food courts, booth

Issue: 24 pages, one issue per semester

Magnitude: 1000 copies per issue

Publishing: Privately contracted press

Printing Details

24-page magazine including covers

Size: A4 Cover pages weight: 150 gsm, gloss Inner pages weight: 115 gsm, silk/gloss

Color: CMYK Submission Format: PDF, sequential Binding: Saddle Stitch Number of copies: 1000

Funding

Although there is a specialized committee for fund-raising in the MEA, the newslettercommittee would require special arrangements to ensure its survival. Such arrangementsand plans could be executed in collaboration with the fund-raising committee to allocate asuitable portion for the magazines cause. Otherwise, advertisement and sponsorship

contribute to the monthly cost of printing.

Sponsorship

As the magazine gains popularity, it becomes easier to secure endorsements from reputableorganizations and institutions in Egypt and worldwide. An important procurement for themagazine and MEA would be sponsorship from major companies in the engineering field.The committee will dedicate a PR team to seek out advertisements and trainingopportunities to be listed in the magazine. The main purpose is not to finance the committeebut to network the MEA and eventually the members among professionals in the field.Members will be expected to list down their most influential contacts and secure a

presentation interview to market The Machine to the professional circles.


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Information for the Applicant

The newsletter committee works to create, edit, and publish a new per-semester magazine,The Machine, for circulation across the AUC . The committee is also responsible for anyother necessary publication throughout the running period.

The committee is looking to recruit students with an interest in publication, able to work inteams and on a preset schedule.

Positions

Editors: In charge of writing articles, both technical and creative, getting approval, andediting them collaboratively with the designers.

Designers: Develop a suitable design and layout across the pages, edit and format textand graphics onto the softcopy of the magazine, and are responsible forsubmission of the final draft. They must be familiar with Adobe InDesign.

Media Team: Handles industry interviews, maintains communication with other committeesand organizations, sets up online portals, and is responsible for managingand updating permanent pieces in the magazine.

Photographers: Accompany editors and members of the media team to capture images andvisual material for the magazine. Editing skills and artistic ability are a plus.

Time Frames

With only 7 weeks before every issue, the editors must be able to quickly find their material,get approval, and edit them in the magazine.

Flow of Work

Before each publication, different committees within the MEA have to carry out importantroles. The newsletter committe es roles include editing, seeking partnership s, and contactingpublishing house. Recruiting, advertising, allocating funds, getting final approval, andhandling payment will be done with cooperation from other committees within MEA.


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Fonts

American Captain

Futura XBlkCnIt BT

HamburgerHeaven

Photonica

Color Chart

Code Basic Color C M Y K Paper White 0 0 0 0#K Black 0 0 0 100#A1 Blue 100 0 0 0#A2 Blue 37 18 10 0#E1 Green 47 9 59 41#E2 Green 30 5 59 13#G1 Gray 0 0 0 75#G2 Gray 0 0 0 12#N1 Navy Blue 100 90 10 0#O1 Orange 0 70 100 0#O2 Orange 4 48 100 0#O3 Orange 4 61 100 0#P1 Pink 8 73 36 0#P2 Pink 1 11 10 0#P3 Pink 28 45 10 0

#R1 Red 15 100 89 0#Y1 Yellow 4 9 36 3#Y2 Yellow 0 0 89 0

the machine constitution and master plan

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