Region H Collegiate MeetingSWE Annual ConferenceHouston, TXNovember, 8th 2012

AgendaIntroductions 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: Jennifer Morikawa, Detroit Section• Lieutenant Governor: Dayna Johnson, Chicago Section• Region Collegiate Representatives (RCRs):

Elizabeth Buchanan & Alicia Walby, University of Illinois at Urbana-Champaign and Michigan Tech

• Region Collegiate Communications Editor (RCCE): Erin Syverson, Minnesota

• Region Collegiate Senator (RCS): Rachel Seidner, University of Illinois-Urbana Champaign

• RCMC & Alternative Region Collegiate Senator: Alina Alam, University of Michigan

• Collegiate Leadership Team Lead (CLC):Heather Weist• 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• H075

• 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• H099 Minnesota-Duluth, University of

Background-Promote Position• Members of RCT:

• Lieutenant Governor, RCR, RCCE, RCS, CLCC, SWEFL, RCMC, and Conference Planning Chairs

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

region• Enhancing connections between collegiate

sections• Ensuring consistency and success across the

region

Collegiate Team Goals• Maintain a cohesive team between the RCR’s,

RCCE, RCS, and SWEFL

• Provide sections with information using multiple forms of media and communication

• Work to establish RCMC position

• Maintain the leadership pipeline and recruit for FY14 RCR, RCCE, and RCS

RCR Goals• 100% Section representation at region conference• 75% of sections apply for either region or individual

awards• 75% of sections attend the annual conference• No dropped sections• 100% contact information with all sections & CIGs.

Reach out to sections that are stuggling and find at least one contact

• Create an example PDG so more sections will utilize this means of financial support to host events/outreach

• Have 100% reports turned in on or before the deadline

RCCE Goals• Maintain region blog

• At least 4 posts per month • Ensure all information is complete and updated• Governor Update, RCR Update, Section Updates,

Monthly Hot Topics, Region Calendar with Section Input• Work with Region H Collegiate Sections to

complete blog posts• 100% Bylaws• 100% EIN Information• Increase region knowledge and interest in RCCE

position

regionh.wordpress.com

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• September 17th, 2012• February 1st, 2013• May 3rd, 2013

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 hq@swe.org

• 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 20 sections**

Section Maintenance: Less than 10

• H051 Detroit Mercy• H071 Oakland University• H073 Purdue Calumet• H087 Minnesota Mankato• H090 Lake Superior State• H092 Indiana Tech• H096 Wisconsin Stout

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• SIU• SD State• Contact Dayna Johnson at dayna.johnson@swe.org

Three Membership Options• 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 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

• H051 University of Detroit Mercy• H052 University of Evansville• H057 University of Iowa• H073 Purdue University Calumet• H074 Purdue University Indianapolis• H077 Trine State University• H088 South Dakota State• H092 Indiana Tech• H093 Grand Valley State

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

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 (rcr-h@swe.org) a copy of the confirmation email you received after submitting the form

• See us after this presentation or email us if you have questions

Section Maintenance: E-Postcards• Sections Missing E-Postcards:

• H051 University of Detroit Mercy• H060 Marquette University• H071 Oakland University• H074 Purdue University Indianapolis• H075 South Dakota School of Mines and Technology• H076 Southern Illinois University• H088 South Dakota State University• H089 Rose-Hulman Institute of Technology• H092 Indiana Tech• H095 Kettering B• H099 Minnesota Duluth

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 awards@swe.org

• 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: scholarshipapplication@swe.org• 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 $10,000Another way for members to benefit from a SWE

membership!

Region Blogswww.regionh.wordpress.com

Senate Update• Mega Issue Committee

• Developed 5 vivid descriptions for SWE to be used in strategic planning. Vivid Descriptions describe SWE’s vision in 5 statements or less

• Focused on following themes– Personal Relationships, Support System, Networking– STEM, Outreach, Growing Profession– Leadership– Diversity and Inclusion– Image of the Engineering Profession

• Subteam established to participate with the Board of Directors and Strategic Planning Committee on rewrite of Strategic Plan by FY14.

• MI 116 subteam working on short term recommendations from FY12 on “How can can SWE inspire companies to provide creative opportunities for engineers who want to contribute in their industry and attend to family needs?”

Senate Update• Senate communications

• Establishing a structured and streamlined process to ensure senate communications are effectively communicated to the regions and the sections.

• Preparing a standard format for communication of motions to the Senators with background on motions, who created the motion, and why is the motion important

• Special project fund proposal• Board of Directors can request funds from special projects

reserve for specific projects that the general operative fund can’t support (i.e. special trainings, additional program, etc)

• Subcommittee formed to evaluate• It is Senate’s duty to evaluate request and provide

recommendation• Identified template for information needed• Started work on matrix for evaluation

Bylaws & Motions

• 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

S1301: Roberts Rules of Order

• Background• SWE Uses Robert’s Rules of Order for its

guidelines in Parliamentary Procedure on the Society, Region, & Section level

• Includes details such as how to run a meeting, call a vote, make motions, etc.

• The 11th edition of Robert’s Rules was released in September 2011. SWE had been using the 10th edition and wants to move the new version.

S1302: Date for Determining Representation

• Background• At present two different dates are generally

used to determine representation on region councils, December 31 for collegiate representatives and March 31 for professional section and MAL representatives.

• Setting a common date for determining both collegiate and professional representation alleviates confusion, and one report can be issued in January with the representation counts for the following year

S1303: Alternate Senator • Background

• When the senate was created several years ago, the COR (Council of Representatives) at the time was unsure of how things would work out, and were uncomfortable being without alternates.

• The COR was a 300+ voting member body and had alternates due to the fact that it was hard to fill the role and guarantee enough people would be in the room to constitute quorum.

• Since the senate has been operating for the past 4 years, they have found that there isn’t a great need for alternates after all, and since alternates aren’t mandatory, some confusion has surrounded what their role should be.

• Task Force conducted surveys, focus groups and several report outs to the senate.  Their conclusions and recommendations led to this motion.

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

• 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.

Region Involvement• Get involved in your region collegiate

team!• Run for RCR/RCCE/RCS!• Join a committee!• 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 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. • 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 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

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

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: Shelby Spierer

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 (pdg-chair@swe.org), 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-

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Region H Conference2014 Bid InformationFor interested collegiate sections

2014 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)

2014 Region H Conference Bid Timeline

11/1/2012 Schools interested in bidding indicate so in an email to Lt Governor.

12/1/2012 Bid packages due to Lt Governor

12/10/2012 Lt Governor will provide bid feedback including ability to continue bid

1/15/2013 One page PR summary is due to Lt. Governor for distribution to region

2/9/2013 5 minute bid presentation at FY13 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 laterduring the conference)