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The Machine

Mechanical Engineering Association

Constitution and Master Planning Guide


Fall 2012, Spring 2013

Ziad Arbad
Newsletter Committee
Mechanical Engineering Association AUC

Constitution
As recommended by the Office of Student Development, The Machine, a magazine in the
name of the MEA, has prepared this auxiliary constitution to express the entire project based
on the suggested format in the Basic University Regulations for Student Leaders.
Article I
Name:

The Machine of the Mechanical Engineering Association

Mission:

The Machine is a student-edited magazine that contains technical as well as


creative articles that highlights, first and foremost, the field of mechanical
engineering and second, diversifies AUC publication as one that is published
from an engineering perspective. It aims to give students access to
professional and academic articles submitted by faculty and professionals,
and entertain them through articles of interest submitted by members and
students.

Article II
The Machine is affiliated to the Mechanical Engineering Association wholly, as a project
under its newsletter committee. The magazine will include announcements and information
regarding the association and its projects.
Article III
The MEA believes that it could best accelerate its progress and serve its audience through
circulated print, a magazine, which reaches at least every student and faculty member at the
department of mechanical engineering and surplus for the rest of the AUC members.
Objectives:

Emphasize the slogan of the MEA, Learn, develop, apply


Make the department more involved with the general student body
Allow faculty and professionals to engage with students outside class
Inform the student body of popular engineering topics
Publish AUC engineering achievements to the Egyptian public
Gain access to the professional circles of engineers in the region

Functions:

Obtaining technical articles from professors of all departments


Researching and writing about topics of interest
Incorporating third-party articles about engineering and/or education
Publishing general academic and entertainment news in Egypt and the AUC
Providing guides to the students with regards to courses and registration

Article IV
1. Members:
Active members include editors, photographers, a media team, and designers.
The newsletter committee does not recruit associate members as it is part of a
complete organization.
2. Provisions for Application, Acceptance and Termination:
Applications are accepted through sign-up sheets at the MEA booth, e-mail, and
posts on the mea.auc Facebook group. Students of all majors are encouraged to
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join, in order to best realize the vision of a diverse, team-based publication. Members
are expected to have little or no responsibilities besides the MEA and possess skills
relevant to their desired position. Members who refuse to complete work or fail to
meet the sensitive deadlines of magazine publishing will only hinder the distribution
and the reputation of the MEA, so termination of their memberships will be in effect
unless 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 voted
for 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 of
the 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 time
frames. 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, and
submit polished work.
Members will be recruited for one-year terms, and only after successful completion may they
ask for recommendations for future positions elsewhere. Vacancies may arise mid-term and
their corresponding roles will be covered by the existing members until a new recruitment
announcement 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 held
consistently every Tuesday during assembly hour to incorporate the different segments
together. Additional meetings will be scheduled through a vote within the committee and will
be made official by booking a room on campus, with at least two days notice, unless the
meeting is of particular urgency.
Meetings require the use of a computer to edit the magazine, record decisions and meeting
minutes, and reach other MEA committees through social networking and telephony
software.
Article VII
All decisions will be voted on, after careful reflection and analysis, along with the financial
committee and the MEA high board. Votes will almost always take place in meetings by a
show 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 the
committee must be submitted in writing, during non-editing weeks to avoid confusion and
conflict with the schedule. The proposal must include a purpose, a value proposition, and a
petition. The newsletter committee will then make a recommendation vote and pass it on the
MEA high board for final approval.

Article IX
The ratification of this constitution rests on the MEA high board to make sure that the
statements do not conflict with the master constitution of the association. This constitution is
appended to the planning guide of The Machine as the sole (or most crucial) project of the
newsletter 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 casefor example, if either signature is not necessary
for issuing the magazine.
Amending the constitution can only be done by the committee head or by his/her approval
and requires:
a.
b.
c.
d.

Writing the purpose statement and value proposition


Highlighting specific terms in the current constitution that conflict with the proposal
Re-writing the constitution in order to maintain consistency
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 the
full proposal to the high board and faculty advisor for final decisive action.

MEA President

Newsletter Committee Head

Office of Student Development

Faculty Advisor

Purpose
Vision
The newsletter committee of the MEA launches The Machine, a publication intended to be
a fundamental part not only within the mechanical engineering department, but also
throughout 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:
Cover pages weight:
Inner pages weight:
Color:
Submission Format:
Binding:
Number of copies:

A4
150 gsm, gloss
115 gsm, silk/gloss
CMYK
PDF, sequential
Saddle Stitch
1000

Funding
Although there is a specialized committee for fund-raising in the MEA, the newsletter
committee would require special arrangements to ensure its survival. Such arrangements
and plans could be executed in collaboration with the fund-raising committee to allocate a
suitable 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 reputable
organizations and institutions in Egypt and worldwide. An important procurement for the
magazine and MEA would be sponsorship from major companies in the engineering field.
The committee will dedicate a PR team to seek out advertisements and training
opportunities to be listed in the magazine. The main purpose is not to finance the committee
but 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.

Distribution Plan
Because the intended publication material is too much for a newsletter and less academic to
be labeled as a journal, The Machine has to be a popular magazine. Of course, any
successful magazine has to define its niche market, contain technical information as well as
entertainment, and be heavily distributed. The first two conditions are met through this plan:
the market is initially comprised of engineering students and the content will be proposed
by the members. The complication, of course, is the third requirement, distribution, and must
be tackled strategically.
The copies will be separated into batches of 100 copies, each batch in a certain location.
Five batches will go to each of the engineering departments in the SSE. The remaining five
will be located in the Americana Foodcourt, the registrars office, the CORE office, the
library, and Pepsi gate.
The Machine is a large plan to pioneer technical, specific, academic, and international
venture from a group of elite schools at AUC. By careful organization, the newsletter
committee is expected to self-sustain financially, join forces with other departments, and
compete with popular print at AUC today.
Sample (Fall 2012) Time Plan
13 28 August, 2012:

Approval from OSD and first stage recruiting

2 6 September, 2012:

Obtaining funds from MEA account

11 15 September, 2012:

Second stage recruiting, student submissions, editing

16 25 September, 2012:

Design scheme finalization, member submissions

23 30 September, 2012:

Updating Facebook group

1 15 October, 2012:

Editing faculty articles

16 30 October, 2012:

Sponsorship drive, editing promotional material, approval

November 2012:

Issue published

December 2012:

End of semester newsletter, event announcement, recruitment

Winter session:

International trip organization for the upcoming semester

Resource Management
Vision
The newsletter committee aims to make a professional yet popular magazine of diverse
content, leading undergraduate engineering publication in the AUC and the region.
Members
For a successful launch and quality up keep, the MEA needs to recruit a large number of
students:

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 any
other necessary publication throughout the running period.
The committee is looking to recruit students with an interest in publication, able to work in
teams and on a preset schedule.
Positions
Editors:

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

Designers:

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

Media Team: Handles industry interviews, maintains communication with other committees
and organizations, sets up online portals, and is responsible for managing
and updating permanent pieces in the magazine.
Photographers: Accompany editors and members of the media team to capture images and

visual 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 important
roles. The newsletter committees roles include editing, seeking partnerships, and contacting
publishing house. Recruiting, advertising, allocating funds, getting final approval, and
handling payment will be done with cooperation from other committees within MEA.

Editing
Primary Software:

Adobe InDesign CS6

Secondary Software: Adobe Photoshop


Page Details:

A4, facing pages, 0.125 bleed (top & sides)


(more in printing details under Logistics)

MEA Colors:

Orange, Gray, Black, White

Additional Colors:

Red, Beige, ASME Blue

Tagline:

Fueled by passion, powered by engineers, back cover only

Logo:

Outlined text only (see Title Text below)

Inserts
Issue Marker:

#O1/#K, Bevel, 3pt.

Tip:

#P1, Square/Triangle

Guides/Information:

#Y1/E1, Bevel, 2pt.

ASME News:

#A1

T.I.M:

#Y1, Inverse Rounded, #K Minion Pro 17pt., #K HamburgerHeaven 48pt.

(this issues machine)

Fonts and Appearance


Body Text:

Minion Pro, #K, 10-14pt.

Title Text:

Photonica, #K/Paper, 12 & 42pt.

Subtitle:

Minion Pro, #G1, 17pt.

Issue Marker:

Futura XBlkCnIt BT, #G1 & Paper, CAPS & Normal, 18 & 13pt.

Links:

Minion Pro, #N1, 10pt.

Email Addresses:

Minion Pro, #O3, 12pt.

Image Rights:

Minion Pro, #K, 7pt.

Article Titles:

(no preset)

Tagline:

American Captain, Paper, #R1, #P3, 28pt.

Permanent Pieces
MEA Mission/Vision: #R1 and Paper, #K CAPS Mechanical engineers are at the heart of the world
Faculty List & Plan:

#Y1 Gradient (R to L) and #K, Minion Pro, scale-to-fit

MEA Event Page:

#G1 Circle 5pt., #K Futura 52pt., #R1 Stripes 5pt., #K Minion Pro 17pt.
#P2, #E2 at 41%, #A2 at 41%, #O2 at 40%, #Y2 at 50% Rounded edges
8

Fonts

American Captain
Futura XBlkCnIt BT
HamburgerHeaven
Photonica

Color Chart
Code
Paper
#K
#A1
#A2
#E1
#E2
#G1
#G2
#N1
#O1
#O2
#O3
#P1
#P2
#P3
#R1
#Y1
#Y2

Basic Color
White
Black
Blue
Blue
Green
Green
Gray
Gray
Navy Blue
Orange
Orange
Orange
Pink
Pink
Pink
Red
Yellow
Yellow

M
0
0
100
37
47
30
0
0
100
0
4
4
8
1
28
15
4
0

Y
0
0
0
18
9
5
0
0
90
70
48
61
73
11
45
100
9
0

K
0
0
0
10
59
59
0
0
10
100
100
100
36
10
10
89
36
89

0
100
0
0
41
13
75
12
0
0
0
0
0
0
0
0
3
0

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