1. New SWE Counselor Training September 2013 Charlene Willenbring 2013-2014 Counselor/Faculty Advisor Coordinator-Elect

2. Agenda Counselor Reporting Structure Collegiate Acronyms Roles & Responsibilities Section in Good Standing Common Compliance Issues Tips for Successful Relationships Awards & Competitions Scholarships Collegiate Leadership Coaching Additional Resources Q&A

3. Counselor Reporting Structure Outreach Committee Scholarship Committee Graduate Member Coordinator Shivani Gupta Collegiate Director Ellen McIsaac Counselor / Faculty Advisory Coordinator Elect Charlene Willenbring Counselor / Faculty Advisor Coordinator Jenna Carpenter Counselors of Collegiate Sections Faculty Advisors of Collegiate Sections

4. Collegiate Acronyms Regional Collegiate Teams (RCTs) Lt Gov Region Governor RCR – Region Collegiate Representative RCCE – Region Collegiate Communications Editor RCMC – Region Collegiate Membership Chair RCS – Region Collegiate Senator SWEFL – SWE Future Leaders CLCC – Collegiate Leadership Coaching Committee RCR/RCCE Coordinator

5. Roles & Responsibilities Liaison between Collegiate section, industry, faculty advisor, and all levels of SWE You need to know the SWE bylaws and help other become knowledgeable Coach the Collegiate section by providing advice and resources – Advise, don’t DO Work with Faculty Advisor (if the section has one) to ensure section is in good standing with university policies

6. Roles & Responsibilities Encourage award & scholarship application Encourage participation at regional and Society levels Encourage graduating students to transition Ensure section is in “good standing” with SWE Must be current on SWE dues Must be elected by Collegiate section

7. Section in Good Standing Section has 10 paid members At least 50% of members must be women majoring in engineering or engineering technology Membership drop date is September 30!! Section Pres, Treasurer, Counselor, and FA should have access to Leadership Reporting Center http://leadership.swe.org/ http://leadership.swe.org/ Only 2 Quarterly Reports to RCR This Year #1 early February #2 early May Collegiates can contact RCR at rcr-x@swe.org (where x is the Region) to obtain Excel templatercr-x@swe.org Counselors can check with RCR for status if desired

8. Section in Good Standing Leadership Roster Report to SWE HQ Due June 30 th for anticipated fiscal year Counselor must sign (physical signature or electronic) Governance Documents site for spreadsheet Financial Report to SWE HQ Due July 30 th for previous fiscal year File even if there was no activity Governance Documents site for spreadsheet EIN Number/IRS e-Postcard Section annually assesses if an e-Postcard is required Required by IRS If non-compliant – fine by IRS, loss of non-profit status, impacts tax status of SWE or university

9. Section in Good Standing Each section will fall into one of two categories: 1.Section is covered by University EIN No action is required but Section must provide the EIN to the RCR and SWE 2.Section is not covered by University EIN Section must have EIN given to the section by the IRS, record on financial report Submit to be covered under the SWE umbrella (by March 15) Submit a yearly e-postcard by Nov 15 each year SWE HQ keeps list of EIN numbers Governance Docs - B1310a Finance Manual B1310a Finance Manual

10. Section in Good Standing Updated Bylaws As required Email counselor-facadv-coord@swe.org or bylaws chair at bylaws-chair@swe.orgcounselor-facadv-coord@swe.orgbylaws-chair@swe.org Section has a SWE Counselor Potential impacts if a section is not in good standing Dues rebates are withheld Notification to Region Governor Chronic situations – Section declared inactive by the Board of Directors

11. Common Compliance Issues No co-officers allowed No distinction between “local” and Society members. Provide benefits for members. Section cannot charge local dues Officers and Counselor must be SWE members (dues paid) Counselor is elected annually Position should be on ballot every year, even if unopposed

12. Tips for a Successful Relationship Be a good COMMUNICATOR Get on Section’s mailing list, like their Facebook page, follow them on Twitter Stay in contact – touch base at least once per month during the school year Get to know the Faculty Advisor – meet jointly with the section if possible Attend meetings – teleconference if necessary

13. Tips for a Successful Relationship Counselors and FAs are critical for section continuity Encourage elections (Feb, March, April) Help with succession planning Encourage Collegiate 2 Career (C2C) $50 for all collegiate years through first year of professional membership Beneficial for those with 2 or more years of schooling left

14. Tips for a Successful Relationship Remind students that SWE exists beyond school RCR, RCCE, RCS, National Committees Collegiate Director (BOD position) It may take time to develop a solid relationship and to find a comfort level (maybe several years)

15. Awards and Competitions Collegiate Competitions Outstanding Collegiate Section/ Outstanding New Collegiate Section (5/31) Boeing Team Tech (01/15) Collegiate Technical Poster (06/15) SME Bowl (Exxon Mobil, 10/15) Many competitions have cash prizes Visit SWE website for details: http://societyofwomenengineers.swe.org/ index.php/awards/collegiate-competitions http://societyofwomenengineers.swe.org/ index.php/awards/collegiate-competitions

16. Awards and Competitions Region & Section Awards (07/01) Communications Newsletter, Website, Public Relations Program Membership Collegiate Transition, Region Membership Award, Membership Retention, Membership Recruitment Multi-Cultural Boeing Company Multicultural Award

17. Awards and Competitions Region & Section Awards (07/01) con’t Outreach Event/Series Program, Girl Scout and Corning Incentive Grant Professional Development Awards (07/01) Programs/Events, support goals of society http://societyofwomenengineers.swe.org/ index.php/awards/region-section http://societyofwomenengineers.swe.org/ index.php/awards/region-section

18. Awards and Competitions Individual Awards (03/31) Collegiate Member Award “The Collegiate Member Awards are bestowed upon SWE collegiate members with at least 2 years of SWE membership who have made an outstanding contribution to SWE, the engineering community, and their campus.” Outstanding SWE Counselor Award Outstanding SWE Faculty Advisor http://societyofwomenengineers.swe.org/ index.php/awards/individual-awards http://societyofwomenengineers.swe.org/ index.php/awards/individual-awards

19. Scholarships 2012 - 198 scholarships, $577,000 2013 – 200 scholarships, $570,000 One app for sophomores through grad students, and one app for freshmen. Complete one app and student is considered for all scholarships for which they are eligible Sophomores through Graduate Students Application: 12/01/13 – 02/15/14 Freshmen Application: 03/01/14 – 05/15/14

20. Scholarships Local scholarships may also be available http://societyofwomenengineers.swe.org/ index.php/scholarships http://societyofwomenengineers.swe.org/ index.php/scholarships

21. Collegiate Leadership Coaching CLCC Modules Effective Personal Communications Event Planning & Advertising Fund Development From Campus to Career Leadership Leadership Burnout Managing Effective Meetings Membership Growth and Retention Strategic and Tactical Planning Team Building History of Women in Engineering You’re in SWE, Now What? Sponsored by Agilent Technologies Provide training at no cost to the sections. Contact the CLCC Chair for information clcc- chair@swe.orgclcc- chair@swe.org

22. Additional Resources SWE Counselor / Faculty Advisor Coordinator: Jenna Carpenter counselor-facadv-coord@swe.org SWE Counselor / Faculty Advisor Coordinator- Elect: Charlene Willenbring charlene.willenbring@swe.org Graduate Member Coordinator: Shivani Gupta grad-coordinator@swe.org Society Website: www.swe.org www.swe.org Region Governor governor-x@swe.org (where x is your region) governor-x@swe.org

23. Open Discussion Questions Concerns Suggestions Thank you for participating in this Webinar, and for serving as a SWE Counselor! SAVE THE DATE: Friday, October 25th WE13 Counselor & Faculty Advisor Joint Meeting 7:30-9:00 AM Baltimore Convention Center 332