Region B Collegiate
Meeting
Region B Conference
Palm Springs, CA
March 5, 2011
Agenda
• Roll
• Collegiate leadership and responsibilities
o The Candidates for RCT
• What exactly is good standing?
o Bylaws
o Tax IDs
o Annual/Financial Reports
o Section Reports
o Membership
o Section Standings
• RCT Candidates
• Best Practice Sharing
Region
• Region B Governor
• Kerrie Greenfelder – B008 Central NM
• Region Collegiate Team
o
o
o
o
o
Lieutenant Governor
o
Jeanette Lindeman
o
o
Cynthia Ma, UCLA
Jasmine Harris, Weber State University
o
Brittney Pottenger, USC
o
Christine Koloveas, USU
o
o
o
o
Autumn Smith
Annika Jensen
Leslie Telford
Spencer Palmer
Region Collegiate Representative (RCR)
Region Collegiate Communications Editor (RCCE)
Region Collegiate Senator (RCS)
Collegiate Leadership Coaching Committee (CLCC)
• Region B/Society SWE Leaders
• Collegiate Section Counselors/Faculty Advisors
Collegiate Leadership
• Region Collegiate Senator
• Region Collegiate
Communications Editor
• Region Collegiate
Representative
• Charting the strategic direction
of SWE by developing long
range goals
• Voting on recommendations
received from the society
• Maintains Collegiate Region
Blog
• Writes monthly hot-topics
• Region council member.
• Help sections maintain good
standing
• Foster unity across the region.
Roll Call
University of Arizona
Arizona State University
Brigham Young University
University of California, Irvine
University of California, LA
University of California, SB
University of California, SD
UC, Riverside
California Instit. of Technology
Cal Poly, Pomona
Cal Poly, SLO
CSU, Fullerton
CSU, Long Beach
CSU, Los Angeles
CSU, Northridge
Harvey Mudd College
Loyola Marymount University
University of New Mexico
New Mexico State
Northern Arizona
San Diego State
University of Southern California
University of Utah
Utah State University
University of Nevada, LV
University of San Diego
New Mexico Instit. of Mining
Technology
Neumount University
Weber State University
Embery-Riddle Aeronautical
Region Goals
1. 95% Section Reports turned in ON TIME
2. 50% of professional sections host joint
meeting with collegiate sections
3. 85% member retention
4. "SWEeter" Futures-Reach 15,000 K-12
students (show website)
5. Leadership Pipeline: foster 15 mentor/mentee
relationships
RCR Goals
1. Drive continual improvement for
collegiate opportunities
2. Increase participation among sections
3. Increase use of CLCC
4. Increase region voting among collegiate
sections
5. Increase collegiate and professional
section interaction
RCCE Goals
• Maintain the region blog
• Ensure that all necessary resources for
sections to maintain “good standing”
status are available.
• Post all conference call minutes and
agendas for review
• The main goal is to increase blog viewers
o Keep the blog up to date with the event
ideas, hot topics, relevant engineering
news
o Spotlight different collegiate sections
Senate Update
•The newest goal of SWE is to increase membership to
30,000 in 3-5 years. This includes increasing
international membership to 1,000 members and
collegiate members by 10%.
•Almost 11,000 jobs were posted on SWE’s Career
Center last year
•There are about 2 million domestic engineers
•300,000 of these 2 million engineers are female
•SWE currently has about 9,000 collegiates and 7,500
professionals
•Motion on the creation of the Senate Secretary was
approved
What exactly is "good standing?"
• Bylaws
• Annual Reports
• Financial Reports
• Membership
Other important documents:
•Section Reports (3)
•Tax Ids
BYLAWS
• Section bylaws must be updated every few
years as changes within the Society outdate
them
• Template posted in Communities & the blog
Governance Documents • Resources • Bylaws Collegiate
Standard
• Make sure to turn on “track changes” prior to
editing the template
• Update the header & footer with your section’s
information
• Must be submitted to the bylaws committee
(bylaws-chair@swe.org) to receive rebates
BYLAWS STANDINGS
Congratulations to everyone who is not listed here,
you are done with bylaws!!
Pending...
UCLA (revise and send back to committee)
UCSD (waiting committee approval)
Cal Poly Pomona (?)
CSULA
CSUN
NAU (need to vote & send to committee)
Tax Ids
• If you are not listed, you are done for this year!
• Apply for SWE Group Tax Exemption, due by 03/31/2011
• UCSB, USC, UNLV
• Action: Email director-finance@swe.org
• Verify EIN Number
• U of A, ERA
• Action: Call the IRS. Ask if your EIN number
• Not a Valid EIN Number (DANGER!)
• CSUN, New Mexico Mining and Tech
• Action: Ask your engineering school/bank
Instructions
• Instructions posted on the blog
• SWE Region & Section Resources • Resources • IRS e-Postcard
• This document provides detailed instructions on:
Asking your University the right questions
Requesting an EIN from the IRS
Submitting a request to be a subordinate organization
under the SWE group tax exemption to SWE HQ
o Filing the actual e-Postcard
o
o
o
Annual Reports
• Due June 30 EVERY YEAR
• It’s OKAY to turn in early
• This year you will need to file the paper form
• Instead of signatures please get membership #s
• Form can be found on the blog under resources
annual report
Financial Reports
Due June 30 EVERY YEAR!
Start early to allow time to track finances.
This year you will need to file the paper form
Form can be found on the blog under resources
financial report
Section Reports
January Section Report Status17 reports on time!!
8 late reports
Missing:
UCLA
UNM
NMSU
NAU
USD
Membership
10 Members who pay their dues to SWE HQ
50% Studying Engineering
50% Female
SWE Section receives 20% of dues paid twice per year
Your $20 membership includes:
• Scholarships- Over $500,000 is awarded per year.
• SWE Career Center for internship and full-time employment
• Opportunities to develop your networking, leadership and
management skills.
• Discounted prices with Kaplan: 20% off FE and PE exams
preparation materials and $50 of GMAT, GRE, LSAT
programs from Kaplan Test Prep and Admissions.
• FREE Webinars
Participation Award Update
• Quarterly Reports, Blog Participation,
Communication, Conference Call
Attendance, Good Standing
• 3 Outstanding Sections!
• UCI
• UCSB
• UNLV
RCR/RCCE Elections Schedule
Candidates Presented: Monday, Mar 1
Voting Begins: Monday, Mar 7
Voting Ends: Monday, Mar 31
Winners Announced: Monday, Apr 4
All regions on same timeline!
Meet the Candidates
RCCE
RCR
Thelina Smith
Alyssa Quinn
Wendy Merkley
Joy Marsalla
Haleigh Auck
Vicki Ragsdale
Lindsay Nelson
Megan Adams
Senator
Kimberly Otteson
Best Practices
We chose three topics that presidents have written they need help on from their section reports.
Membership, Fundraising, and Officer Transition
1) Membership
•
Free membership
•
Make small committees
•
C2C membership ($50 for your whole collegiate career)
•
Sponsor membership
•
Ice cream social at the dorms
•
Membership Drive
• Create membership cards
• People with member ship cards eat first at infosessions
• At every meeting, have a laptop open for students to register as members
• Prizes! Give out raffle tickets.
• More attendance  more raffle tickets  raffle drawing at end of the year!
• Points  more attendance  more points
• Accumulate x amount of points for a prize!
Best Practices
2) Fundraising
•
What means of fundraising have worked well for your section?
•
Corporate sponsorship such as events like EWI (Evening with Industry)
•
Hosting a career fair
•
Have corporate companies sponsor scholarship @ EWI and require the recipient to attend
EWI as well
•
Ask facilities, One section cleans their basketball court for money
•
Host a concession stand
•
Ask your school’s engineering department + local professional section
3) Officer Transitions
• CLCC
• Have a VP elect (2 year position where the first year, they shadow the previous VP and the 2 nd year, they
are the VP)
• Weekend retreat
• Binders of How to (i.e. plan an event, book a room)
• Legacy files
• Instead of binders  you can use drop box (a digital binder)
• Give copies of papers to the SWE advisor
• If your e board is full of seniors  have an early election to allow enough time for the new officers to
shadow the old board
• Have a transition party/retreat
Society Awards
• SWE Collegiate Awards Deadline 03/31/2011
(not 2009 according to the website)
•
•
•
Individual Collegiate Member Award
Faculty Advisor Award
SWE Counselor Award
• The following are best practices we compiled
during the annual conference and not presented
during regionals.
• They include more 9 different topics (regional
conference only had enough time for 3 different
topics)
• We suggest reading them over. We specifically
chose to present these questions because many
sections needed help in those areas.
Society Awards
WE10 President Leadership Meeting @ Annual Conference
Best Practices
1)
a.
b.
c.
d.
Many sections have trouble getting people to show up to their meetings, how does your section encourage members to attend meetings?
Stamp cards to redeem for a prize
If the members attend enough events, they get to go to the next annual/regional conference for free/discounted price
go to the dorms and have an ice cream social
gain an extra raffle ticket at each event
2)
a.
b.
c.
What means of fundraising have worked well for your section?
Corporate sponsorship such as events like EWI (Evening with Industry)
Hosting a career fair
Have corporate companies sponsor scholarship @ EWI and require the recipient to attend EWI as well
3)
a.
b.
c.
d.
What sort of outreach events do you do with the community?
Work with other clubs on events/make booths at fairs
Girl scouts
3 different sections SLO, HMU, and BYU help undergraduates with class scheduling
Upperclassmen invite highschool girls to sleepover to see their dorms
4) How many officers do you have and what are their positions? For example, do other sections have someone in charge of the Treasurer and
another person in charge of Fundraising?
a.
Publicity chair
b. One section has 40 officers
c.
Dedicated membership chair
d. Facebook chair
Society Awards
5) We seem to get a lot of freshmen interested every year but we can’t seem to retain their interest after this first year. How do you keep
sophomores and most especially, juniors and seniors as members?
a.
Free membership
b. Make small committees
c.
C2C membership ($50 for your whole collegiate career)
d. Sponsor membership
6)
a.
b.
c.
How do you publicize upcoming events?
Big poster
Shout out to classes
Facebook events
7)
a.
b.
c.
d.
Do you contact your professional section?
Joint meeting with professional section
Invite to social events
Include professional contact in your mailing list
Professional mentoring to executive board
8)
a.
b.
c.
How does your section take advantage of conference?
Go to workshops
Network
Meetup with local professional group during conference
9)
a.
b.
c.
How does your section transition?
Have a VP elect (2 year position where the first year, they shadow the previous VP and the 2nd year, they are the VP
Weekend retreat
Binders of How to ___
i. Like how to fill out a reimbursement form
Questions
Supplementary Minutes
• SWE Collegiate Blog
– www.regionb.wordpress.com
• Add Brittney, our RCCE, to your mailing list
– Email: bpotteng@usc.edu
• Need help with Outreach (logging hours + fundraising)
– Jeannette Lindemann (jlindemann@ddbe.com)
• Remaining Conference Calls
– April 10, 2010 3PM PST – Topic: SWE Communities,
SWEFL
– May 8, 2011 3PM PST – Topic: Transitioning to your new
board