Region B Collegiate Meeting

Region B ConferencePalm Springs, CAMarch 5, 2011

Agenda

• Roll• Collegiate leadership and responsibilities

o The Candidates for RCT• What exactly is good standing? 

o Bylawso Tax IDso Annual/Financial Reportso Section Reportso Membershipo Section Standings 

• RCT Candidates• Best Practice Sharing

Region

• Region B Governor• Kerrie Greenfelder – B008 Central NM

• Region Collegiate Team o Lieutenant Governor

o Jeanette Lindemano Region Collegiate Representative (RCR)

o Cynthia Ma, UCLAo Jasmine Harris, Weber State University

o Region Collegiate Communications Editor (RCCE)o Brittney Pottenger, USC

o Region Collegiate Senator (RCS)o Christine Koloveas, USU

o Collegiate Leadership Coaching Committee (CLCC)o Autumn Smitho Annika Jenseno Leslie Telfordo Spencer Palmer

• 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 CallUniversity 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, RiversideCalifornia Instit. of TechnologyCal 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 ArizonaSan Diego State University of Southern California University of UtahUtah State UniversityUniversity of Nevada, LV University of San Diego New Mexico Instit. of Mining TechnologyNeumount UniversityWeber State UniversityEmbery-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 sections3. Increase use of CLCC4. Increase region voting among collegiate

sections5. 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 viewerso 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 (?)CSULACSUNNAU (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 posted on the blog• SWE Region & Section Resources • Resources • IRS e-Postcard

• This document provides detailed instructions on:o Asking your University the right questionso Requesting an EIN from the IRSo Submitting a request to be a subordinate organization

under the SWE group tax exemption to SWE HQo Filing the actual e-Postcard

Instructions

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 formForm can be found on the blog under resources financial report

Section Reports

January Section Report Status-17 reports on time!!8 late reports

Missing:UCLAUNMNMSUNAUUSD

Membership10 Members who pay their dues to SWE HQ50% Studying Engineering50% FemaleSWE Section receives 20% of dues paid twice per yearYour $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 1Voting Begins: Monday, Mar 7Voting Ends: Monday, Mar 31Winners Announced: Monday, Apr 4

All regions on same timeline!

Meet the Candidates

Thelina Smith Haleigh AuckAlyssa Quinn Vicki RagsdaleWendy Merkley Lindsay NelsonJoy Marsalla Megan Adams

Kimberly Otteson

RCCE RCR

Senator

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 2nd 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)      Many sections have trouble getting people to show up to their meetings, how does your section encourage members to attend meetings?

a.       Stamp cards to redeem for a prize

b.      If the members attend enough events, they get to go to the next annual/regional conference for free/discounted price

c.       go to the dorms and have an ice cream social

d.      gain an extra raffle ticket at each event

2)      What means of fundraising have worked well for your section?

a.       Corporate sponsorship such as events like EWI (Evening with Industry)

b.      Hosting a career fair

c.       Have corporate companies sponsor scholarship @ EWI and require the recipient to attend EWI as well

3)      What sort of outreach events do you do with the community?

a.       Work with other clubs on events/make booths at fairs

b.      Girl scouts

c.       3 different sections SLO, HMU, and BYU help undergraduates with class scheduling

d.      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)      How do you publicize upcoming events?

a.       Big poster

b.      Shout out to classes

c.       Facebook events

7)      Do you contact your professional section?

a.       Joint meeting with professional section

b.      Invite to social events

c.       Include professional contact in your mailing list

d.      Professional mentoring to executive board

8)      How does your section take advantage of conference?

a.       Go to workshops

b.      Network

c.       Meetup with local professional group during conference

9)      How does your section transition?

a.       Have a VP elect (2 year position where the first year, they shadow the previous VP and the 2nd year, they are the VP

b.      Weekend retreat

c.       Binders of How to ___

                                                               i.      Like how to fill out a reimbursement form

                                                             ii.      How to plan an event

d.      Legacy files

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