Region G Collegiate Meeting

SWE Annual ConferenceHouston, TXNovember 8, 2012

Agenda

Roll Call RCRRegion Collegiate Team RCR/RCCE/RCS/CLCCSection Reports RCRAnnual and Financial Reports RCRSWE Membership RCRCounselors and Faculty Advisors RCRBylaws, EIN, and e-Postcards RCRAwards RCRRegional Blog RCCESenate Update RCSRegional/Society Involvement RCRSME Bowl RCR

Roll Call

• G051: Carnegie Mellon University• G052: Case Western Reserve

University• G053: University of Cincinnati• G055: Cleveland State University• G056: University of Dayton• G057: University of Kentucky• G058: University of Louisville• G059: The Ohio State University• G060: Ohio University• G061: Pennsylvania State

University• G063: University of Pittsburgh• G065: University of Toledo• G068: Youngstown State

University

• G070: Ohio Northern University• G071: Wright State University• G072: Grove City College• G073: Cedarville University• G074: West Virginia University• G075: Gannon University• G076: University of Akron• G077: Miami University of Ohio• G079: Pennsylvania State

University – Erie• G081: Robert Morris University• G082: Murray State University• G083: Marietta College

Regional Collegiate Team

• Members of RCT:• Lieutenant Governor, RCR, RCCE, RCS, CLCC,

SWEFL

• Mission Statement/Motto• Enriching the collegiate experience within the

region• Enhancing connections between collegiate

sections• Ensuring consistency and success across the

region

Collegiate Leadership Introductions

• Region G Governor: Jessica Rannow

• Regional Collegiate Team• Lieutenant Governor: Haydee Hetrick• Region Collegiate Representative (RCR): Sarah Watzman• Region Collegiate Communications Editor (RCCE): Amanda Thorp• Region Collegiate Senator (RCS): Jamie Tylicki• Collegiate Leadership Team Lead: Alison Moscarillo• Collegiate Leadership Coaches (CLCC):

Sam Krueger and Tabitha Voytek• SWE Future Leader (SWEFL): Alex Carr

• Collegiate Section Counselors/Faculty Advisors

Collegiate Team Goals

• RCR:• All sections with updated bylaws• All sections in good financial status (EIN and

subordinate status)• All sections submit reports• Identify problems within sections and help

solve them

• RCCE:• Include RCT updates in the blog, monthly hot

topics, region calendar, collegiate resources, photos, deadlines

• Increase visibility• Spotlight sections

RCR Role

• Vital collegiate voice within the Region and to Region leaders in SWE.  • Serves on Region Council as the voting collegiate member for the region.  • Serves on the Region Collegiate Team working to make sure collegiate

and section interest and concerns are discussed among the region leadership and plans are made to improve the region collegiate experience. 

• Prepares the Collegiate Report to the Governor 3 times a year after collecting Collegiate Section Reports.

• Leads the Collegiate sections of the Region meetings at the Annual and Regional Conferences.

• Works with other RCRs and RCCEs on yearly goals to improve the collegiate experience in SWE.

• Attends Collegiate Leadership Forum (CLF) in the summer to receive Leadership and SWE Training. 

• Serves as the RCR Alternate • Maintains the Region Collegiate Blog, by working with the Region Webmaster,

Region Governor, RCR and Collegiate Sections. • www.regiong.wordpress.com

• Writes and Posts Monthly Hot Topics on the Blog - Topics could include Membership, Fundraising, Rewarding Members, Program Ideas, etc. 

• Works with Collegiate Sections to get 2 postings/articles a year from each section.

• Serves on the Region Collegiate Team• Prepares Report to the Governor 3 times a year updating the Governor on the

blog, region collegiate team and other happenings. • Works with other RCRs and RCCEs on yearly goals to improve the collegiate

experience in SWE. • Attends Collegiate Leadership Forum (CLF) in the summer to receive

Leadership and SWE Training.   • Attends Annual & Regional Conferences

RCCE Role

RCS Role

• The Senator is a vital collegiate voice within the Region and to Society leaders in SWE. 

• Serves as the collegiate voice for the region on the Society Senate. • They help set the direction for the society working with 2

Professional Senators from the 10 Regions, 2 International Senators, and 2 Special Directors. 

• They approve changes to the Society bylaws, public policy position statements, and also work to resolve Mega Issues

• Attends 2 face-to-face Senate meetings at Annual Conference and in the Spring, as well as monthly conference calls.

• Works with RCR & RCCE to keep collegiate sections informed of Society SWE news

• Trains with the other Senators

Mission• To support the development of leadership and

management skills at the section level.

• Focus on topics that are essential in creating and maintaining a vital section.

Collegiate Leadership Coaching Committee

Training Modules• Dealing with Leadership

Burnout• Leadership• Building Teams• Building Membership• Fund Development• Effective Personal

Communications• Women in Engineering

• You’re in SWE, Now What?• Managing Effective Meetings• Hit the Ground Running –

Transitioning from College to Career

• Strategic and Tactical Planning

• Event Planning• Officer Training

Visit us on SWE Communities too!

SWEFLs

• A SWEFL is a freshman or sophomore who shows outstanding potential for future leadership in SWE and is invited to take part in the Collegiate Leadership Forum (CLF) held annually in the summer. SWEFLs are nominated by other collegiate or professional SWE leaders.

• Nomination process occurs April 1 – May 1

• Expect email from CLF Chair around this time • Section Presidents, Faculty Advisors, Counselors,

Region Officers

Section Reports

• Can be found on the Region Blog on Resources tab or in RCR emails

• Opportunity to communicate your section’s issues, concerns, successes, and best practices to SWE leadership

• Due to your RCR on the following dates• September 17th • February 1st • May 3rd

Section Reports

• Sections Still Needing to Submit Report 1• Cleveland State University• Ohio Northern University• Wright State University• Pennsylvania State University – Erie• Murray State University• Marietta College (just need roster)

Annual and Financial Reports

• Annual and Financial Reports are now completed online through the Membership Database

• Annual Report Due May 31 to HQ • Financial Report Due May 31 to HQ

• Collegiate EZ Form (Less than $10,000/yr)• Collegiate Long Form (>$10,000/yr)

• Only the Section President & Treasurer on file with HQ can submit these forms!• To get access send an e-mail to hq@swe.org• Section presidents should already have access

SWE Membership

• To remain in good standing, each SWE section must have at least 10 paid members

• Things to keep in mind:• Sections receive a 20% rebate for each paid

member• Regions get 1 RCR per 20 sections• Only Sections in good standing get to vote in

RCR/RCCE/RCS Elections

SWE Membership

• Standard Collegiate membership• $20/year

• Joint Membership• AISES• NSBE• SHPE

• C2C Membership• One time $50 fee• Covers entire collegiate career & 1st year as a

professional SWE member• Great deal if you will be in school for at least 2

more years

Membership Benefits

• Eligibility for SWE Scholarships• Access to the online SWE Career Center• Access to the SWE Membership Database• FREE Professional development Webinars• Discounted Conference Registration• Discounted Kaplan courses• 20% off FE & PE• $50 off GRE, GMAT, LSAT prep classes

• FREE SWE Magazine subscription

SWE Counselors

• Each collegiate section is required to have a SWE counselor.

• The counselor is elected by the college section each year.

• The counselor shall be considered a non voting member of the collegiate section. 

• The counselor is a member of your local professional section or a region MAL.

• Update HQ if your SWE Counselor Changes

A professional member who oversees collegiate section needs and issues.

SWE Counselors

• Sections missing SWE counselors• Cleveland State University• University of Toledo• Ohio Northern University• Wright State University• Grove City College• Cedarville University• Pennsylvania State University – Erie• Murray State University

Faculty Advisors

A professor or staff member that provides the connection between the school and the section.

• Not required, but recommended by SWE.• The advisor is chosen by the SWE section.• Does not have to be a member of SWE.• Oversees the section and ensures that all school

rules and obligations are being followed.

Section Bylaws

• Section bylaws must be updated every few years as changes within the Society outdate them

• Template posted on SWE Governance SiteGovernance Bylaws Collegiate Bylaws

• Make sure to turn on “track changes” prior to editing the template

• Update the header & footer with your section’s information

• Must be submitted to the bylaws committee (bylaws-chair@swe.org) to receive rebates

EIN and Taxes

• All sections will need to determine if they are covered under the 990 their University files

• If they are not covered, then each section will need to:• Get a unique 9-digit EIN (Tax ID#) if they dont already

have one that is separate from their Universitys• Become a subordinate organization under the SWE

group tax exemption if they arent already• File an e-Postcard with the IRS

IRS e-Postcard (form 990-N)

• New IRS e-Postcard (form 990-N) requirement• Introduced in 2008 to help IRS keep track of small non-

profits• All sections must file by November 15th, 2012 unless

covered by another IRS filing (unlikely)• Starting in 2011 the e-postcard must be filed annually

just like section annual and financial reports

• If a section doesnt file an e-postcard, it can lose its non-profit status and be fined by the IRS

Awards

• Outstanding Collegiate Section (OCS)• Every section should apply for this!

• Outstanding Counselor/Faculty Advisor

• Collegiate Member Awards• Nominate someone!

• Section Awards• Many of these have $$$ prizes!

www.regiong.wordpress.comRegion Blogs

• Hot topics• September: Back to School, Back to SWE• October: SWE Social• November: Balancing Your Break• December: Maintaining your SWE Momentum• January: Sell Yourself in 30 Seconds• February: Tech Check• March: Leadership Burnout• April: Work/Life Balance• May: Life Transitions

• Section Spotlight

Region Blogs www.regiong.wordpress.com

Region Blogs www.regiong.wordpress.com

Senate Update

• Bylaws Amendments• S1301: Roberts Rules of Order • S1302: Date for Determining Representation • S1303: Alternate Senator • S1304: Petition Candidates • S1305: Collegiate Director Election • S1306: Nominating Committee Chair

• Senate Motions• S1307: Employer Sponsored Dues

S1305: Collegiate Director Election

• Background• In the past the Collegiate Director was not a voting

member of the Board of Directors (guest), thus it was an appointed position nominated by the president and approved by the BOD.

• The collegiate senators and Nominating Committee want to align the election of the Collegiate Director with that of the rest of the BOD, involving the Nominating Committee in the candidate vetting & evaluation process and allowing collegiate section presidents to vote on the slate, appointing the role.

• There will be no petition process for this role like there is the other BOD roles.

S1305: Collegiate Director Election

• Bylaws Amendment• Changes wording from “The collegiate director

for the next fiscal year shall be nominated by the president elect and approved by the board of directors”

to • “The collegiate director for the next fiscal year

shall be elected by the collegiate section presidents”

S1305: Collegiate Director Election

• Pros• Vetting the collegiate director through the nominating committee

will provide consistency in the vetting process of the board members and ensure all candidates voted on by the collegiate section presidents are qualified.

• This gives the collegiate members a stake in the selection of the collegiate director, resulting in increased exposure of the collegiate director role with collegiate members.

• The collegiate section presidents already elect the collegiate senators, RCRs, and RCCEs and have for several years. The current collegiate leader election procedure that provides a consistent process for all regions has been in place since FY09 and is a good fit for the collegiate director elections.

• Allowing the collegiate section presidents to elect the collegiate director will remove the current perception of a conflict of interest having the BOD appoint another voting member of the BOD.

S1305: Collegiate Director Election

• Cons• Collegiate section presidents may not directly

know the candidates, but bios will be provided and all will have been vetted.

• Collegiate section presidents may not have complete knowledge of what the BOD responsibilities and the role of the collegiate director. This knowledge level is similar to that of many professional members, who have the right to vote.

• Removes the BODs ability to decide what is best for the collegiate director position in the next FY.

• Adds additional duties to the Society nominating committee.

S1305- Collegiate Director Election

• UPDATE• Upon further discussion with the Nominating

Committee Chair, we believe there will be a recommendation to postpone.  Debate will still be allowed.

• Nominating Committee is in agreement that now that 2 Task Forces have this in their scope it would be better to wait on the Task Force recommendations before making a change.

Senate Town Hall

Friday, Nov 9th: 2-3pmLocation: GRB Convention

Center, 381

Ask all your senate related questions like...

What do senators do?or

How will Senate Motion X Y & Z affect me?

Your Senator Contact Information

•Senator: Karla Tankersley•ktankersley@cornerstonebrands.com 

•Senator: Karin Bozak•karinbozak@gmail.com

•Collegiate Senator: Jamie Tylicki•tylicki.4@osu.edu

RCR/RCCE/RCS Elections Schedule

Call for Applicants: December 17Applications Due: February 3Candidates Presented: March 3Voting Begins: March 4Voting Ends: March 28Winners Announced: April 4

Please let us know if you are interested in any of these positions!

Society Involvement

• Did you know that collegiate members are welcomed and encouraged to participate on society committees?

• If interested, go to Committees on SWE.org• Learn more about opportunities• Fill out an application• The chairs of the committees you are interested in will

contact you shortly

Committees

• Audit• Awards and

Recognition• Bylaws• Collegiate Interest• Collegiate Leadership

Coaching• Finance• Government Relations

and Public Policy• Leadership Coaching

• Membership• Multicultural• Nominating• Outreach• Procedures• Professional

Development• Program Development

Grants• Scholarship• Strategic Planning

Collegiate Leadership Meeting

• Tomorrow (Friday) at 8:00 - 9:20 am• 332F

• Geared towards officers but all collegiate members are invited

• Will cover best practices and other topics requested by section presidents

SME Bowl

• Subject Matter Expert (like a quiz bowl)

• Win money for our region (and participants)

• 5 participants

• Saturday afternoon

Questions

????? Any questions about the presentation?

Game Time!

• Human Bingo!!!• Everyone gets a bingo sheet

(professionals too if you would like)• Find someone who fits the description in

the box and have them sign their name in that box

• Cannot have a person sign for more than one box

• First person to fill their board wins!