region h collegiate meeting swe annual conference chicago, il october 13, 2011
TRANSCRIPT
Region H Collegiate Meeting
SWE Annual ConferenceChicago, ILOctober 13, 2011
Agenda
Introductions and Roll CallRegion Collegiate Team & GoalsSection Reports / Section MaintenanceBylaws & e-PostcardsSection AwardsRegion BlogsSenate Motions Impacting CollegiatesSociety / Region InvolvementProgram Development GrantsCollegiate Leadership Coaching Committee2012 Region Conference Bid Information
Collegiate Leadership Introductions
• Region H Governor: Wendy Landwehr, Chicago Region Section
• Lieutenant Governor: Betty Leonhard, Wisconsin Section• Region Collegiate Representatives (RCRs):
Christina Barry and Heather Sweeney,Michigan State, Purdue
• Region Collegiate Communications Editor (RCCE): Alicia Walby, Michigan Tech
• Region Collegiate Senator (RCS): Liz Buzzard, University of Illinois-Urbana Champaign
• Alternative Region Collegiate Senator:Vanessa Stuart, Michigan State
• Collegiate Leadership Team Lead (CLC):Molly Johnson• Region H/SWE Leaders• Collegiate Section Counselors/Faculty Advisors
Roll Call
• H050 Bradley University• H051 Detroit Mercy, University of• H052 Evansville, University of• H053 Kettering University - A Section• H054 Illinois at Urbana-Champaign, University of• H055 Illinois at Chicago, University of• H056 Illinois Institute of Technology• H057 Iowa, University of• H058 Iowa State University• H059 Lawrence Technological University• H060 Marquette University• H061 Michigan-Ann Arbor, University of• H062 Michigan at Dearborn, University of• H063 Michigan State University• H064 Michigan Tech University• H065 Milwaukee School of Engineering• H066 Minnesota, University of• H067 North Dakota, University of• H068 North Dakota State University• H069 Northwestern University• H070 Notre Dame du Lac, University of• H071 Oakland University• H072 Purdue University, West Lafayette• H073 Purdue University, Calumet• H074 Purdue University, Indianapolis
• H076 Southern Illinois University - Carbondale • H077 Trine University • H078 Wayne State University• H079 Western Michigan University• H080 Wisconsin-Madison, University of• H081 Wisconsin-Milwaukee, University of• H082 Wisconsin-Platteville, University of• H083 Valparaiso University• H084 St. Cloud State University• H085 Northern Illinois University• H086 Indiana Purdue University, Fort Wayne• H087 Minnesota State University, Mankato• H088 South Dakota State University• H089 Rose-Hulman Institute of Technology• H090 Lake Superior State University• H091 St. Thomas, University of• H092 Indiana Institute of Technology• H093 Grand Valley State University• H095 Kettering University - B Section• H096 Wisconsin, Stout, University of
Collegiate Team Goals
• All sections have bylaws submitted and approved by December 1st
• Every section apply for an EIN number or submit e-postcard by November 15th
• Have all reports in before the due date• Maintain the region blog• Keep collegiate members updated on
applicable senate issues
Section Reports
• Template emailed by RCR—NEW FORMAT THIS YEAR!
• Opportunity to communicate your section’s issues, concerns, successes, and best practices to SWE leadership
• Due to your RCR on the following dates• October 27th, 2011• December 27th, 2011• February 27th, 2012• April 27th, 2012
Section Maintenance
• Annual Report Due June 30 to HQ • Financial Report Due June 30 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 [email protected]
• Sections missing annual report and/or financial report from last year will be emailed in the next week
Section Maintenance - 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 1000 paid
collegiate members
Collegiate Section Bylaws
• Section bylaws must be up to date, in alignment with the Society’s bylaws.
• Sections still needing work on their bylaws:
• Northwestern• ND School of Mines & Tech• SIU• St. Cloud State• SD State• Contact Betty Leonhard at [email protected]
Three Membership Options
• Standard Collegiate membership• $20/year
• Joint Membership• AISES, NSBE, SHPE
• New 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 Counselor
• 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.
Section Maintenance - Counselors
• Sections missing SWE counselors• Any sections that do not know who there
counselor is or don’t have one, see us after the meeting or email us
Faculty Advisor
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.
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 2010 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 doesn’t file an e-postcard it can lose its non-profit status and be fined by the IRS• This has happened twice this year!
E-Postcard and EIN
• Section presidents and/or faculty advisors received emails from Region H RCRs about how to file the E-Postcard (or apply for an EIN number if needed)
• Please send us ([email protected]) a copy of the confirmation email you received after submitting the form
• See us after this presentation or email us if you have questions
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!
Collegiate Awards Overview
• Individual - Email submissions to [email protected]• Outstanding Freshmen / Sophomore Member (Deadline March 31st)• Outstanding Junior / Senior Member (Deadline March 31st)• Outstanding Graduate Member (Deadline March 31st)• Outstanding Counselor (Deadline March 31st)• Outstanding Faculty Advisor (Deadline March 31st)
• Competitions • Outstanding Collegiate Section (Deadline May 31st)• Poster Competition (Deadline May 31st)
• Individual Graduate and Undergraduate Categories• Boeing Team Tech (Deadline January 15th) • SME Bowl (at Annual conference 1 team per Region)• More details www.swe.org -> Awards and Competitions -> Collegiate
Competitions
• Region• SWE Region Programming Excellence Award (Deadline May 15th)
Collegiate Awards Overview
• Section Awards• Newsletter Award (Deadline July 1st)• Website Award (Deadline July 1st)• Collegiate Section Transition Award (Deadline July 1st)• Membership Retention Program Award (Deadline July 1st)• Membership Recruitment Program Award (Deadline July 1st)• The Boeing Company Multicultural Award (Deadline July 1st)• Outreach Event/Series Award (Deadline July 1st)• Girl Scouts Award (Deadline July 1st)• Connecting Educators to Engineers Award (Deadline July 1st)• Corning Incentive Grant (Deadline July 1st)
Collegiate Scholarships
• Questions go to: [email protected]• Website to view them: www.swe.org/scholarships• Info and deadlines available in December• Separate categories of funding:
• Graduate• Incoming Freshman• Undergraduate – Freshman/Sophomore• Undergraduate – Junior/Senior
• Range from $1,000 to $10,000
Another way for members to benefit from a SWE membership!
Senate Update
FY12 Motions• S 1201: Delegate Senate FY13 Nominations to Society Nominating
Committee- Passed on 8/26/11
• S 1202: Contingency Reserve Fund Revision
• S 1203: Amendment to Procedure for Review of SWE Member Conduct to Update Composition of Ethics Committee
S 1204: Sections in Good Standing
S 1205: Collegiate Sections in Good Standing
S 1206: Committee Charters
S 1207: Deputy Director of Regions Vacancy
• S 1208: SWE Membership Rates for Low and Lower Middle Income International Members
Senate Town Hall: Noon-1 PM on Friday
Bylaws Amendment Proposal
• Purpose• “To provide the Senate and BOD with the results of a review of all
SWE monetary reserves, any gaps in how they support our mission and a recommended level of reserves for the Society.”
• Background
• Why? Ensure the mission of the organization continues in spite of financial uncertainties
• Who? Committee of diverse backgrounds• Finance Committee, Strategic Planning Committee, Board of Trustees,
senators, past presidents.
• What? Research• Comparing levels for non-profits, other professional associations• SWE financial trends, reserve history, restricted assets, insurance
coverage.
Page 23
Contigency Reserve Fund Task Force
• Recommendations• Emergency Reserve
• Maintain a base level of services expected by our stakeholders in order to maintain confidence in SWE's reputation as a society
• Funded: 75% of Base Operating Costs
• Special Projects Reserve• Flexibility to pursue special projects, emerging initiatives identified
by the BOD, the Strategic Planning Committee, and/or the Senate.• Funded: Fund balance above Base, no minimum requirement.
• Additional Sources of Funding• 5% of annual conference overage regardless of fund balance
• Yearly Reviews of Reserve Fund Procedures
Page 24
Contigency Reserve Fund Task Force
• S 1202: Contingency Reserve Fund Revision
Strikeout Current CRF Document and replace with Reserve Document entitled “Reserve Fund Final 8-31-11” as proposed by the SWE Reserves Task Force.
Page 25
FY12 Motions
Pro• Diverse financial background and
research by task force:Recommmendations are
“reasonable and sound.”• Emergency fund and special
projects fund.
Con• Emergency fund level
proposal is lower than current levels.
• S 1203: Amendment to Procedure for Review of SWE Member Conduct to Update Composition of Ethics Committee
Review of SWE Member Conduct to add Past Society Presidents and other Past Board of Directors Members as eligible members
Page 26
FY12 Motions
Pro• Expands pool of eligible members
for Ethics Committee Current requirement is to have served on the nominating committee in the last 10 years and has not yielded enough volunteers to establish a committee.
Con• None
S 1205: Collegiate Sections in Good Standing
Page 27
FY12 Motions
• Defines collegiate section “good standing” within bylaws.
• Linked with S 1204.• The word “may” in the
second paragraph means the board is not required to deactivate a section that has not been in good standing.
Bylaws Ammendment Proposal
• S 1208: SWE Membership Rates for Low and Lower Middle Income International Members
Adjustment of discount according to July 2011 World Bank Country Income Classification List .
Page 28
FY12 Motions
Pro• Low income
• Current = 50% discount• Motion = 66% discount
• Lower Middle income • Current = 25%• Motion = 33%
• In line with other engineering societies.
• Includes both collegiate, professional, retired, and unemployed member rates
Con• Low income
• Loss of $16/member• Lower Middle income
• Loss of $8/member
FY12 Society Mega Issues
• MI 00116 -How can SWE inspire companies to provide creative opportunities for engineers who want to contribute in their industry and attend to family needs? • Team Lead: Karla Tankersley - alternate Region G Senator
• MI 00121 –How do we change the conversations from what member value SWE provides to how engaged are our members? • Team Lead: Christine Cabrera - Region H Senator
Region Involvement
• Get involved in your region collegiate team!
• Run for RCR/RCCE/RCS!• Join a committee!• Comment on Region H blog!• If interested, go to Communities
SWE Main -> News-> Call for National Committee Chairs and Members
• Learn more about opportunities• Fill out an application• The chairs of the committees you are interested in will
contact you shortly.
RCR/RCCE Elections Schedule
Call for Applicants: Monday, Dec 19Applications Due: Sunday, Feb 5Candidates Presented: Monday, Mar 5Voting Begins: Monday, Mar 5Voting Ends: Thursday, Mar 29Winners Announced: Monday, Apr 2
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 5 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. • Regionh.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 5 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
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
• This year’s SWEFL: Nancy Tanaka
Committees
• Audit• Awards & Recognition• Bylaws• Collegiate Interest• Collegiate Leadership
Coaching• Finance• Government Relations &
Public Policy• Leadership Coaching
• Membership• Multi-cultural• Nominating• Outreach• Procedures• Professional Development• Program Development
Grants• Scholarship• Strategic Planning
Program Development Grants: Outreach Funding
Available through generous funding from:• ExxonMobil Foundation• The Ford Motor Company Foundation
Available to support activities of:• Professional Sections• Collegiate Sections• Members At Large• National Committee pilot projects
Learn more at the www.swe.org/aspire• Click on “Engineers”, then select “Get Funding”
Need additional information?• E-mail Wendy Cocke ([email protected]), PDG Chair
Program Development Grants: Outreach Funding
New K-12 Outreach Program Short Form
Proposals must meet all of the following requirements to use the short form:
• Project funding requested is less that $1,000• Total number of students is less than 100• Cost per student is less than $10 for consumables, food
and take home goodies• Duration of the event is less that 8 hours• Funding is requested for female students only • Submit application via Adobe here:
https://acrobat.com/app.html#d=LUNFLjyKns-hm4Zv*bdjMQ
Collegiate LeadershipCoaching Committee
Region H Coaches
• Molly Johnson: Team Leader (Minneapolis, MN)
• Jenna Walsh (Dubuque, IA)• Sarah Ashton-Szabo (Warsaw, IN)• Kaitlyn Bunker (Houghton, MI)• Rachel Kiser (Milwaukee, WI)• Rossana Latham (Warsaw, IN)• Heather Wiest (West Lafayette, IN)
FY12 Module List
• Active Listening• Building Membership• Building Teams• Conflict Resolution• Dealing with Leadership Burnout• Effective Personal Communications• Event Planning and Advertising• Fund Development
FY12 Module List
• Hit the Ground Running• Leadership• Managing Effective Meetings• Strategic and Tactical Planning• SWE Officer Training• Women in Engineering• You’re in SWE, Now What?
Coaching Sessions
• Coaching sessions can be:• Formal, with a visit to your section• Informal, communicating through phone/web• Informal, answering any questions
• A coach has been assigned to your section, and will be in contact if they aren’t already
Region H Conference2013 Bid Information
For interested collegiate sections
2013 Region H Conference Initial Bid Requirements
1. Proposed date2. Proposed hotel plan {# of available rooms}3. Proposed event logistics {conference room capacities}4. Letter of support from Dean of College of Engineering5. Letter of support from local professional section6. Letter of support from SWE advisor7. Opportunities for professional and collegiate interaction8. List of session topics (including SWE required sessions)9. Proposed conference budget10. Show committed funds for at least 25% of the budget11. Minimum registration fees:
• $65/student, • $190/professional double occupancy, and • $290/professional single occupancy• $90/professional day-only rate (no hotel)
2013 Region H Conference Bid Timeline
11/1/2011Schools interested in bidding indicate so in an email to Lt Governor.
12/1/2011 Bid packages due to Lt Governor
12/10/2011Lt Governor will provide bid feedback including ability to continue bid
1/15/2012One page PR summary is due to Lt. Governor for distribution to region
2/18/20125 minute bid presentation at FY12 Conference
Region H Conference Fundraising Overage Policy
The intent of hosting the conference is not to be a section fund raising event. In the event of a fundraising overage, the excess shall be split in the following proportions:
• 50% to host collegiate section*• 10% to University College of Engineering
Dean’s office• 40% to Region H* Up to 1/5 (10% of overage) of this amount may be gifted to
the local supporting professional section at the discretion of the host collegiate section
Questions?
Any questions about the presentation?Or feel free to meet with us afterwards
(or schedule a meeting for later during the conference)
Other Important Meetings:Treasurers Meeting – Thursday 4-5pm
MP West W186
Region H Collegiate Leaders Meeting(required for section presidents and highly
recommended other section leaders)– Friday 7:30-9am MP West W186