SWE Region F ConferenceApril 4 th-5 th, 2014

Springfield, CT

COLLEGIATE BUSINESS MEETING

AGENDA

4 – 4:20pm• Roll Call• Region F Reimbursement (Cherie Cain) • Section Status Updates

• Missing Section Reports & Leadership Rosters• Bylaws Update (Ashley Vassell)• FY15 RCT Candidates & SWEFL Nominations• End of Year Reminders4:20 – 5pm• Officer Transitions• 80 Tips for a Successful Section

ROLL CALL

Kari ShannonF053 – Clarkson UniversityF054 – University of ConnecticutFo55 – University of HartfordF056 – UMass at LowellF057 – University of MaineF059 – MIT F060 – University of New HampshireF063 – RPI F065 – UMass at DartmouthF066 – Trinity CollegeF068 – Union CollegeF070 – University of VermontF071 – WITF074 – Smith CollegeF079 – US Military Academy

Briana BouchardF050 – Boston UniversityF052 – Brown UniversityF058 – UMass at AmherstF062 – Northeastern UniversityF064 – University of Rhode IslandF067 – Tufts UniversityF069 – US Coast Guard AcademyF072 – Western New EnglandF073 – WPIF075 – Dartmouth CollegeF076 – Norwich UniversityF080 – Roger Williams UniversityF081 – Franklin W. Olin CollegeF082 – Fairfield UniversityF083 – University of New Haven

HOW TO REQUESTREIMBURSEMENTS

FROM REGION F

CHERIE CAIN,REGION F TREASURER

HOW TO REQUEST REIMBURSEMENT

60 days to submit all documentation. No later than June 15th. The clock starts running at the end of the event. Why? The IRS requires it.

Tick Tock

You can request reimbursement for anything that was approved in your grant.

Don’t forget to include taxes and fees when applying for grants.

Have you received: New Program Funding President, Treasurer, Section Rep. Conference Assistance Region Officer Assistance

?: Your refund can be up to the award amount.

$

Region F only reimburses lodging, transportation (including baggage

fees) and early bird conference registration

fees. Driving? We reimburse at the volunteer rate of $0.14/mile or actual gas cost. But you need those receipts.

Sorry food is not

included.

REIMBURSEMENT FORM

Not the same as the form for Society/HQ reimbursements.

REIMBURSEMENT PROCESS

RECEIPTS PDF is the Gold

Standard

ALL RECEIPTS MUST BE LEGIBLE & INCLUDE THE TRANSACTION DATE.E-receipts

received by email

Forward the email. Don’t send the email itself as an attachment.

Copy of an online confirmation page

Screenshot savedas an image. Send the image file. Don’t paste into another document.

Old fashion register

tape

8 ½ x 11 sheet from the hotel

Scan it.

Take a picture on neutral background.

OR

SECTION STATUSUPDATES

TO BE IN GOOD STANDING, A SECTION MUST….

1. Have an elected president, treasurer, and counselor• All 3 must be a current member of SWE!

2. Have at least 10 paid SWE members• 1-yr student membership - $20• College-to-Career (C2C) - $50 and is good for each

year that you’re in school as well as your first year as a professional

3. Fill out all required documents• Section Reports/Leadership Roster/Financial Report

SECTIONS WITH MISSING ITEMS!

FY14 Section Report #2• Union College• University of Vermont• Boston University• US Coast Guard• WPI• Dartmouth College• Roger Williams• Franklin W. Olin College

• Northeastern (missing Treasurer)• Mass @ Dartmouth (missing Treasurer)• Union College (missing all)• US Coast Guard (missing President/Treasurer)• University of Vermont (Treasurer/Counselor)• Western New England (missing Counselor)• WPI (missing Treasurer/Counselor)• Smith (Treasurer/Counselor)• Dartmouth College (missing all)• US Military Academy (missing Treasurer)• Roger Williams (missing Treasurer)• University of New Haven (missing Counselor)

Online FY14 Leadership Roster

Please email the missing report to us ASAP!!

For updating leadership roster, use this link.

BYLAWS UPDATE

ASHLEY VASSELL,REGION F COLLEGIATE

SENATOR

REGION F SENATOR CONTACT INFO

SENATOR: Jennifer Lynch jennydl@comcast.net

SENATOR: Karen Warren kareneawarren@gmail.com

COLLEGIATE SENATOR: Ashley Vassell rcs-f@swe.org

WINTER SENATE MEETING (2/1/14)

1. Bylaws Amendments results• S1403: Remove International Member Coordinator – Passed• S1405: Electronic voting on bylaws – Failed• S1405: One RCR per region – Failed• S1407: Nominating chair to be elected by BOD – Failed• S1408: Nominating committee Deputy chair - Passed

There was discussion about most of these…

2. First SWE eBook planned launch end of this FY• From Mega Issue on Work & Life Integration

RCR AMENDMENT

Overview• Changes Region Collegiate Team Structure/Responsibilities

and requires only 1 RCR per region • Places RCCE as voting member on Region Council

Background• The task force worked to develop a strong leadership

structure for the RCT that limits sharing of roles but instead focuses on equality in workload distribution to clearly state roles and responsibilities within each of the three roles of the RCT (RCR, RCCE, RCS)

• The recommendations include modifying the responsibilities of our region collegiate leaders to allow them to spend their time acting as mentors to collegiate section presidents, and as SWE ambassadors. Responsibilities such as tracking which sections have updated bylaws and EIN information will be removed from these leaders and handled elsewhere

RCR AMENDMENT (CONT.)

By redefining the responsibilities, the time commitment for each of the three positions will be more uniform. The new responsibilities of the representative and communications editor positions have been well-defined by the task force, so each collegiate leader has clear expectations for their duties and there is no overlap or sharing of roles as we currently have

Even with realigning some of the responsibilities, the RCRs will still likely have to field a lot of administrative questions from their collegiate sections which could easily bog down the RCRs again, particularly in regions that have large numbers of collegiate sections.

PROS CONS

RCR AMENDMENT (CONT.)

Overall Findings1. Regular communication

• Lead all calls/meetings• Send emails to presidents• Answer general questions

2. Society structure• Facilitate

professional/collegiate interaction

3. SWE Ambassador4. Best practice sharing5. Representation

• Region Council (voting member)

6. Conflict resolution• Assist sections with

conflict resolution through assistance from Region leadership

Revised Structure1. Remove all business ends from the

RCT roles - have Professional member leadership or Society HQ manage:

• Bylaws• EINs• Financially struggling sections• Sections not in good standing

2. Develop a synergy between RCT and CLCC

• Currently operating separately but have many of the same goals

3. General consensus that RCR is overworked and RCCE and RCS are under-utilized

4. Discourage sharing of roles between individuals – instead distribute the workload

MARCH SENATE MEETING HIGHLIGHTS

Environmental Scan – Betty Shanahan, Karen Horting• A yearly assessment at the Society level to interpret the

environment in which we operate• New focus: How to promote STEM and diversity despite other

global and economic issues• Recognize disruptions to Associations vs. Technical Societies:

Internet of Things, Manufacturing and 3-D Printing, Cloud, Energy, Materials

• Areas of Leverage as SWE Leaders:• Free associations: Facebook, LinkedIn, etc.

• Join the discussions, add content!• Revenue across multimedia: Webinar to Blog posts,

Magazine to additional online content• The global nature of Engineering

SOCIAL MEDIA DISCUSSION

1. What social options work for collegiates and young professionals vs. not?  Is email still a good approach or will we migrate away from that?  Etc.

2. Social participation• Best practices?

FY15 RCT CANDIDATES

&SWEFL

NOMINATIONS

CANDIDATES FOR FY15 RCT

RCR RCR RCEE RCSNOTE: Voting ended on March 31st. Results will be announced by April 15th!

Julia Dockum Emily Frantz Margaret Guo Carolyn Chlebek

FY15 SWEFL NOMINATIONS

SWE Future Leaders (SWEFLs) are individuals who have been actively involved within their SWE sections and are looking to get more involved in the organization beyond the collegiate experience!Submit nominations by April 23rd!

END OF YEARREMINDERS

DON’T FORGET….

IMPORTANT DOCUMENTS1. Report #3 – due May 15th 2. FY14 Financial Report – due July 1st 3. FY15 Leadership Report – submit online starting July 1st

Other Important Dates:• FY15 SWE Membership Registration begins – May 1st • FY14 Outstanding Collegiate Section Award deadline – May 31st • FY14 Society Section Awards – July 1st

Quick Break(stretch, let the brain rest, etc.)

OFFICER TRANSITIONS

OFFICER TRANSITIONS

An officer transition refers to the process by which one officer in an organization is replaced by another, along with the breadth of knowledge and information necessary to be successful in that position.

New Officer Elected

Previous Officer Shadowed &

Key Information Passed On

New Officer Assumes Role

Transitioning

Period

SHADOWING/INFORMATION EXCHANGE

In order to be successful, the new officer needs to understand what their new responsibilities are! This should be done through 2-3 weeks of shadowing the previous officer and passing along a binder or electronic copy containing the following information:

• Officer job description• Resources

• Event reports• Budget for events & purchases made• Passwords to email/website accounts (as

appropriate)• Helpful notes (contacts/catering vendors)

• Typical schedule for events responsible for throughout the year

• Advice for new officer (successes & challenges)

GROW NEW LEADERSHIP TEAM

1. Schedule dates to get to know each other• Movie night• Laser Tag/Mini Golf/Bowling• Potluck/Dessert party

2. Schedule a meeting to define the upcoming year’s expectations• Proposed budget• Proposed calendar of events• Review current status of section• Short-term goals (1-3 months)• Long-term goals (semester/year)

“The way a team plays as a whole determines its success. You may have the greatest bunch of individual stars in the world, but if they don't play together, the club won't be worth a dime.” - Babe Ruth

80 TIPS FOR ASUCCESSFUL

SECTION

80 TIPS FOR A SUCCESSFUL SECTION

Background• Idea was sent to me by Julia Dockum (Clarkson University

President).• Compiled from both Julia’s document and examples of best

practices emailed to me by current SWEFLs.

Suggestions for Use• Implement as many ideas you find applicable to your section.• Expand upon the tips and share your idea(s) with the other

sections!

SHARING BEST PRACTICES

Now that the “80 Tips” document has been passed out, we are going to split into groups to share your best practices!

1. Each person gets assigned a number 1-10.2. Break into groups based on your number.3. Share with your group any of the following:

• Thoughts on “80 Tips”• Great events your section currently hosts• Solving section issues (lack of $/officer

confrontations/lack of membership/etc.)**Don’t forget to exchange contact information if you

hear a good idea and want more details on it!

Thank You!Questions? Comments?