Region H Collegiate Meeting SWE Annual Conference Chicago, IL October 13, 2011

Agenda Introductions and Roll Call Region Collegiate Team & Goals Section Reports / Section Maintenance Bylaws & e-Postcards Section Awards Region Blogs Senate Motions Impacting Collegiates Society / Region Involvement Program Development Grants Collegiate Leadership Coaching Committee 2012 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 H050Bradley University H051Detroit Mercy, University of H052Evansville, University of H053Kettering University - A Section H054Illinois at Urbana-Champaign, University of H055Illinois at Chicago, University of H056Illinois Institute of Technology H057Iowa, University of H058Iowa State University H059Lawrence Technological University H060Marquette University H061Michigan-Ann Arbor, University of H062Michigan at Dearborn, University of H063Michigan State University H064Michigan Tech University H065Milwaukee School of Engineering H066Minnesota, University of H067North Dakota, University of H068North Dakota State University H069Northwestern University H070Notre Dame du Lac, University of H071Oakland University H072Purdue University, West Lafayette H073Purdue University, Calumet H074Purdue University, Indianapolis H076Southern Illinois University - Carbondale H077Trine University H078Wayne State University H079Western Michigan University H080Wisconsin-Madison, University of H081Wisconsin-Milwaukee, University of H082Wisconsin-Platteville, University of H083Valparaiso University H084St. Cloud State University H085Northern Illinois University H086Indiana Purdue University, Fort Wayne H087Minnesota State University, Mankato H088South Dakota State University H089Rose-Hulman Institute of Technology H090Lake Superior State University H091St. Thomas, University of H092Indiana Institute of Technology H093Grand Valley State University H095Kettering University - B Section H096Wisconsin, 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 15 th Have all reports in before the due date Maintain the region blog Keep collegiate members updated on applicable senate issues

Section Reports Template ed 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 27 th, 2011 December 27 th, 2011 February 27 th, 2012 April 27 th, 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 to Sections missing annual report and/or financial report from last year will be ed 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

Three Membership Options Standard Collegiate membership $20/year Joint Membership AISES, NSBE, SHPE New C2C Membership! One time $50 fee Covers entire collegiate career & 1 st 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 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 s from Region H RCRs about how to file the E-Postcard (or apply for an EIN number if needed) Please send us a copy of the confirmation you received after submitting the form See us after this presentation or 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 - submissions to Outstanding Freshmen / Sophomore Member (Deadline March 31 st ) Outstanding Junior / Senior Member (Deadline March 31 st ) Outstanding Graduate Member (Deadline March 31 st ) Outstanding Counselor (Deadline March 31 st ) Outstanding Faculty Advisor (Deadline March 31 st ) Competitions Outstanding Collegiate Section (Deadline May 31 st ) Poster Competition (Deadline May 31 st ) Individual Graduate and Undergraduate Categories Boeing Team Tech (Deadline January 15 th ) SME Bowl (at Annual conference 1 team per Region) More details -> Awards and Competitions -> Collegiate Competitionswww.swe.org Region SWE Region Programming Excellence Award (Deadline May 15 th )

Collegiate Awards Overview Section Awards Newsletter Award (Deadline July 1 st ) Website Award (Deadline July 1 st ) Collegiate Section Transition Award (Deadline July 1st) Membership Retention Program Award (Deadline July 1 st ) Membership Recruitment Program Award (Deadline July 1 st ) The Boeing Company Multicultural Award (Deadline July 1 st ) Outreach Event/Series Award (Deadline July 1 st ) Girl Scouts Award (Deadline July 1 st ) Connecting Educators to Engineers Award (Deadline July 1 st ) Corning Incentive Grant (Deadline July 1 st )

Collegiate Scholarships Questions go to: Website to view them: 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!

Region Blogs

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 ” 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 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 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 –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 19 Applications Due: Sunday, Feb 5 Candidates Presented: Monday, Mar 5 Voting Begins: Monday, Mar 5 Voting Ends: Thursday, Mar 29 Winners 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 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 Collegiate Leadership Coaching Finance Government Relations & Public Policy Government Relations & Public Policy Leadership Coaching Membership Multi-cultural Nominating Outreach Procedures Professional Development Program Development Grants 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 Click on “Engineers”, then select “Get Funding” Need additional information? Wendy Cocke 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: hm4Zv*bdjMQ

Collegiate Leadership Coaching 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 Conference 2013 Bid Information For interested collegiate sections

2013 Region H Conference Initial Bid Requirements 1.Proposed date 2.Proposed hotel plan {# of available rooms} 3.Proposed event logistics {conference room capacities} 4.Letter of support from Dean of College of Engineering 5.Letter of support from local professional section 6.Letter of support from SWE advisor 7.Opportunities for professional and collegiate interaction 8.List of session topics (including SWE required sessions) 9.Proposed conference budget 10.Show committed funds for at least 25% of the budget 11.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 11/1/2011 Schools interested in bidding indicate so in an to Lt Governor. 12/1/2011Bid packages due to Lt Governor 12/10/2011 Lt Governor will provide bid feedback including ability to continue bid 1/15/2012 One page PR summary is due to Lt. Governor for distribution to region 2/18/ 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