We, the Society of Undergraduate Mathematics Students, would like to serve as a gathering place, as well as an academic and career resource, where all students interested in mathematics can further their involvement in the subject, meet other people with similar interests, and discover some of the opportunities mathematics has to offer.
What We Do
The Society of Undergraduate Mathematics Students hosts various seminars dealing with graduate education, careers, and topics in mathematics to provide resources for our members. We also hold social events in order for mathematically-inclined people to meet and exchange ideas.
If you are interested in becoming a member, please fill out the Member Interest Form that will be posted near the end of the quarter.
Taken from our Constitution below:
Membership in SUMS is open to all undergraduate students enrolled at the University of California San Diego.
A member of SUMS shall have one (1) vote in all officer elections.
A member of SUMS shall have one (1) vote in any vote opened to the membership by the Officer Board.
In order to become a member of SUMS, a student must first submit an interest form. Then, they must attend at least two (2) Organization events and two (2) Organization meetings, and ensure that their attendance is noted. The officers of the club may also institute alternative ways to meet these requirements, communicated to members in advance, such as participation in special meetings or volunteer projects. After these requirements are met, the student will be added to the list of active members for the next academic quarter.
In order to maintain membership status, members must attend at least two (2) Organization events and two (2) Organization meetings each academic quarter, or fulfill alternative requirements set forth by the officers. Membership requirements will be reviewed after each academic quarter. Any member that fails to meet these requirements will be marked as an inactive member for the following quarter, and will not be allowed the aforementioned benefits of membership. Any inactive member completing membership requirements for a quarter will be marked as active for the following quarter.
Any member may have their membership revoked for the remainder of the academic quarter or year for any violation of University of California San Diego policy, at the discretion of the officers and community advisor of SUMS.
If you are interested in becoming a officer, please fill out the Officer Interest Form that will be posted near the end of the quarter.
Taken from our Constitution below:
Only registered UCSD students may hold office in the organization. Only registered UCSD students may vote in elections for the selection of the organization’s officers.
SUMS officers shall have the power to bring any decisions affecting the club to a vote.
All SUMS officers are required to attend all meetings. Officers missing three (3) or more meetings within an academic quarter may be subject to disciplinary action.
The Officer Board may consist of any or all of the following positions: President, Vice President, Treasurer, Secretary, Event Coordinator, Technology Chair, Website Coordinator, Historian, Publicity Chair. All officers on the Officer Board share responsibility for any and all administrative and volunteer duties.
For details on the individual board positions, see the Constitution.
Principal Member Guide
The whole process is going to look something like this:
First, you’ll need to sit down and actually plan the event, usually more 8 weeks in advance for big events, at least 6 weeks in advance for any event requiring funding, and 2-4 weeks in advance for smaller events that don’t require funding (like big planning meetings, elections, GBMs, etc).
Then, you’ll need to reserve a room. You can do so this like 8 months in advance if you want, so do it as soon as you have SOME idea of how many attendees you’re aiming for.
Then you can (optionally) request funding. You must have a room booked and confirmed first, and the deadline to get your request in is 5 weeks before the actual event date.
Finally, you publicize your event. You can do this out of pocket for less than $5 (super easy), or tap into the student org’s operating funds (requires some forms).
1. Have specific ideas of what events you want to pull off. The club should ideally have almost all of its events for a quarter planned before the quarter starts. This is especially true for big events!
2. Smaller events can be done on shorter notice, but in the absolute worst case you’ll want to plan at least two weeks in advance. If you advertise for less than a week, turnout tends to be very poor.
3. If the event requires funding of any kind, you’ll want to plan these at least 7-8 weeks in advance. This is because if you want to get funding from AS, you’ll need to have a proposal submitted 5 weeks in advance, and you’ll usually need 1-2 weeks to plan out enough concrete details to submit a proposal.
- Booking a Small Room (Small Events, 1-25 people)
- You can always book a room (for any reason) in the AP&M building by just walking up to the front desk on the 7th floor of AP&M and asking.
- You can get an idea of what room availability is like by looking through http://www.math.ucsd.edu/announcements/seminar-room-schedules/index.html
- Have an idea of what resources you need - most rooms have things like projectors, but some might not.
- Also have an idea of approximately how many people you expect to attend. This may influence your room choices - for example, AP&M 5402 seats 10-15 comfortably and is good for talks/lectures involving the blackboard, while AP&M 6402 is more spacious, seats 20-30 people, and is better for things like presentations or small social events.
- There’s no real time restriction on these bookings, as it’s mostly subject to availability. You can book a room as little as a day in advance or even several months in advance.
- Booking a Large Room (Large Events, >25 people)
- It is possible to book larger rooms outside of AP&M (such as the larger lecture halls), but this is done through the Center for Student Involvement (CSI)
- Only principal members can request these reservations, and there are also time restraints - events must occur after 8pm M-Th, after 5pm Friday, or on a weekend.
- In this case, you only need to have an idea of which building(s) you’d be interested in using, and what the room’s minimum capacity should be.
- Availability is generally very open for these types of bookings (due to the time restraints), but it’s still best to submit a request early. In the worst case, though, it can be 3-5 days before the event.
- You can find all of the bookable spaces at http://getinvolved.ucsd.edu/pdf/ProgrammingSpaces.pdf
Apply for Funding
There are essentially two options for funding: AS, or fundraising
- For smaller and less formal events that rely on volunteer work (workshops, presentations, grad student / alum / industry presentations), you might not necessarily need any funding just to put on the event.
But! AS has funding allotted for small events, and has things like food and beverage provisions on the order of roughly $85 per 25 attendees. Since offers of food are a fantastic way to increase event turnout, I highly reccommend going through the planning process and submitting funding requests, even for small events.
- You’ll need to sit down and come up with a price estimate in order to submit a funding request. The requirements are very stringent!
You can’t just estimate what things will cost, you’ll have to find out the vendor’s exact price and submit proof along with your request. (For example, if it’s food then you can include a picture of the menu with item names/prices detailed.)
Note - using off-campus food vendors can be complicated. It’s much easier to go with on-campus vendors if possible. (See TAP FAQs for more details).
You then need to submit a TAP form at http://tap.ucsd.edu/portal/
This needs to be done more than 3 weeks in advance, and can only be filled out by a principal member. Also, you should have your room booking confirmed before submitting a TAP. Get a confirmation in writing or print, room conflicts are an unnecessary pain!
There are a couple of standard ways to advertise, but you’re free to be as creative as you’d like in this area.
E-mail: The easiest (and cheapest!) way to advertise is to let one of the faculty members at the front desk on AP&M 7th floor know what the event is, and ask if they can include it in one of their semi-regular e-mails that go out to all math students. All you have to do for this is type up a brief description and talk to someone at the front desk (at least 2-3 weeks in advance if possible). They’ll probably just have you e-mail over the description
Flyers: Another easy option is to make and post flyers. Be sure to ask the club advisor or someone at the front desk first, but they’ll probably let you stick them up near the elevators, on the basement door, etc.
You can create flyers however you’d like, but one easy/cheap option is https://www.canva.com/create/flyers/ Pick a template, add some text, and edit it however you’d like. When you’re 100% sure it’s complete, you can export it as PDF for $1 (You’re then free to edit it and redownload for another 24 hours for free). Choose the “PDF Print” export option, check the “Crop marks and bleed” option, and save the PDF to a flash drive.
- Then take the drive over to Imprints, which is the print shop located underneath the campus book store (near the coffee shop). Ask them (nicely!) to print off color copies and crop them for you. If you’re just canvassing the math building, 5-7 copies is probably enough. This runs a few dollars
- If you are planning a bigger event, you can also place flyers around campus. There are restrictions on where they can be placed, however, so you’ll want to research this a little.
- Faculty: Another option, especially if it’s a particularly math-y event, is to get in touch with a few faculty members teaching some of the bigger classes (the 20 series, 109, 184, etc) and see if they’ll let you do a brief announcement at the beginning of one of their classes. (This is actually very common at other schools!)
- Signage: For big events, you may want to consider pamphlets, posters, signage, banners, that kind of stuff. These can all be done through Imprints, so your first step would be contacting them.
Other: Other options include putting a blurb on the television marquees in the price center, placing a “teaser” on the tritonlink home page, getting spots on “This Week@UCSD” (goes out to all faculty+students), etc. See http://blink.ucsd.edu/sponsor/marketing-council/publicize-on-campus.html for more info
A couple of quick notes: A few of these options cost money, which means you’ll need to submit some forms to get the costs covered by student org funds.
If you’re just printing a few flyers, it might be easier just to shell out the \$3-4 yourself and not worry about it. Anything more than that, though, and you’ll want to make sure it comes out of the org’s operating funds. (You get about \$100 annually as a registered org)
This is pretty easy to do, as long as you’re going through either Imprints or AS Graphics Studio on campus. Generally, you’ll just drop off you print job, grab a “Standard Print and Copy Order Form” (Imprints has these on hand), fill it out, and get it approved by AS (third floor of the Price Center)
Notes from PM Meeting and Helpful Links
- Disclaimer: I am just a student!
- I’m only sharing things that I’ve learned by doing this myself. I am not the definitive source of information, and I make no guarantees that any of this info is perfectly correct
- The resources you should be using:
- Googling “UCSD AS” and reading their website
- Onestop, Price Center 3rd Floor
- CSI Advisor: Kristen Disbro
- Funding Manager: Anna
- What is a PM
- How to become a PM
- Planning Events
- Funding Request
- Funding Guide: http://as2.ucsd.edu/Content/docs/AS%20Funding%20Guide%202017-2018.pdf
- Ultimate arbiter: go by dates set in the PDF
- Quick heuristic: count 6 school weeks (42 calendar days) back, funding is due on the Friday of whatever week that lands in (modulo boundary cases between quarters)
- TAP form
- 3 weeks (21 calendar days) before event: need to start the form, and at least add room/venue information
- 2 weeks (14 calendar days) before event: need to finalize all modules
- Flyers and FB event should go up 2 weeks (14 days) before events
- Print through Imprints on campus to get reimbursed (must be PM)
- Go to Imprints, give them PDF, have them fill out invoice
- Take invoice up to funding office, have them sign
- Take signed form back to Imprints, they
- Within 10 A.S. days
- link https://docs.google.com/forms/d/e/1FAIpQLScB5n34cUbNKVFfpY3LRUViE80e-a3zusuIPBTLk527A6fijw/viewform
- Need to go in within 14 days
- Trello: https://trello.com/b/G7baiPAi/sums-events
- For those who don’t see the value:
- Trello: https://trello.com/b/G7baiPAi/sums-events
- Funding Requests
- What you’ll need:
- Room reserved with confirmation
- Full food order with invoices or proof of cost
- Reimbursements vs. A.S. coverage
- Approved vendors: http://tap.ucsd.edu/vendor/
- Need specific line items, and all costs
- Won’t fund travel, unless it’s a competition
- Won’t fund permanent items that exist after the event: no prizes, trinkets, gift bags, decorations
- Won’t fund alcohol
- Must include tax, extra charges, gratuity iff delivered on funding request!!
- See funding guide. Not difference between maximum allocations and maximum food allocations
- What you’ll need: