Collegiate Business Meeting

1. Collegiate Business Meeting SWE Region F Conference April 4th-5th, 2014 Springfield, CT

2. Agenda • 4 – 4:20pm • Roll Call • Region F Reimbursement (Cherie Cain) • Section Status Updates • Missing Section Reports & Leadership Rosters • Bylaws Update (Ashley Vassell) • FY15 RCT Candidates & SWEFL Nominations • End of Year Reminders • 4:20 – 5pm • Officer Transitions • 80 Tips for a Successful Section

3. Roll Call Kari Shannon F053 – Clarkson University F054 – University of Connecticut Fo55 – University of Hartford F056 – UMass at Lowell F057 – University of Maine F059 – MIT F060 – University of New Hampshire F063 – RPI F065 – UMass at Dartmouth F066 – Trinity College F068 – Union College F070 – University of Vermont F071 – WIT F074 – Smith College F079 – US Military Academy Briana Bouchard F050 – Boston University F052 – Brown University F058 – UMass at Amherst F062 – Northeastern University F064 – University of Rhode Island F067 – Tufts University F069 – US Coast Guard Academy F072 – Western New England F073 – WPI F075 – Dartmouth College F076 – Norwich University F080 – Roger Williams University F081 – Franklin W. Olin College F082 – Fairfield University F083 – University of New Haven

4. How to requestreimbursementsfrom region fCherie cain,Region F Treasurer

5. How to request reimbursement ?: • Have you received: • New Program Funding • President, Treasurer, Section Rep. • Conference Assistance • Region Officer Assistance $ Your refund can be up to the award amount. You can request reimbursement for anything that was approved in your grant. Don’t forget to include taxes and fees when applying for grants. Region F only reimburses lodging, transportation (including baggage fees) and early bird conference registration fees. Tick Tock 60 days to submit all documentation. No later than June 15th. The clock starts running at the end of the event. Why? The IRS requires it. Driving? We reimburse at the volunteer rate of $0.14/mile or actual gas cost. But you need those receipts. Sorry food is not included.

6. Reimbursement form Not the same as the form for Society/HQ reimbursements.

7. Reimbursement process R E C E I P T S All receipts must be legible & include the transaction date. Copy of an online confirmation page Old fashion register tape 8 ½ x 11 sheet from the hotel E-receipts received by email Screenshot saved as an image. Send the image file. Don’t paste into another document. Scan it. OR Forward the email. Don’t send the email itself as an attachment. Take a picture on neutral background. PDF is the Gold Standard

8. Section statusupdates

9. To Be in Good Standing, a Section Must…. • Have an elected president, treasurer, and counselor • All 3 must be a current member of SWE! • Have at least 10 paid SWE members • 1-yr student membership - $20 • College-to-Career (C2C) - $50 and is good for each year that you’re in school as well as your first year as a professional • Fill out all required documents • Section Reports/Leadership Roster/Financial Report

10. Sections with Missing items! FY14 Section Report #2 Online FY14 Leadership Roster • Union College • University of Vermont • Boston University • US Coast Guard • WPI • Dartmouth College • Roger Williams • Franklin W. Olin College • Northeastern (missing Treasurer) • Mass @ Dartmouth (missing Treasurer) • Union College (missing all) • US Coast Guard (missing President/Treasurer) • University of Vermont (Treasurer/Counselor) • Western New England (missing Counselor) • WPI (missing Treasurer/Counselor) • Smith (Treasurer/Counselor) • Dartmouth College (missing all) • US Military Academy (missing Treasurer) • Roger Williams (missing Treasurer) • University of New Haven (missing Counselor) Please email the missing report to us ASAP!! For updating leadership roster, use this link.

11. Bylaws updateAshley Vassell,Region F Collegiate Senator

12. Region F senator contact info • SENATOR: Jennifer Lynch jennydl@comcast.net • SENATOR: Karen Warren kareneawarren@gmail.com • COLLEGIATE SENATOR: Ashley Vassell rcs-f@swe.org

13. Winter senate meeting (2/1/14) • Bylaws Amendments results • S1403: Remove International Member Coordinator – Passed • S1405: Electronic voting on bylaws – Failed • S1405: One RCR per region – Failed • S1407: Nominating chair to be elected by BOD – Failed • S1408: Nominating committee Deputy chair - Passed • There was discussion about most of these… • First SWE eBook planned launch end of this FY • From Mega Issue on Work & Life Integration

14. RCR amendment • Overview • Changes Region Collegiate Team Structure/Responsibilities and requires only 1 RCR per region • Places RCCE as voting member on Region Council • Background • The task force worked to develop a strong leadership structure for the RCT that limits sharing of roles but instead focuses on equality in workload distribution to clearly state roles and responsibilities within each of the three roles of the RCT (RCR, RCCE, RCS) • The recommendations include modifying the responsibilities of our region collegiate leaders to allow them to spend their time acting as mentors to collegiate section presidents, and as SWE ambassadors. Responsibilities such as tracking which sections have updated bylaws and EIN information will be removed from these leaders and handled elsewhere

15. RCR Amendment (cont.) PROS CONS By redefining the responsibilities, the time commitment for each of the three positions will be more uniform. The new responsibilities of the representative and communications editor positions have been well-defined by the task force, so each collegiate leader has clear expectations for their duties and there is no overlap or sharing of roles as we currently have • Even with realigning some of the responsibilities, the RCRs will still likely have to field a lot of administrative questions from their collegiate sections which could easily bog down the RCRs again, particularly in regions that have large numbers of collegiate sections.

16. RCR amendment (cont.) • Overall Findings • Regular communication • Lead all calls/meetings • Send emails to presidents • Answer general questions • Society structure • Facilitate professional/collegiate interaction • SWE Ambassador • Best practice sharing • Representation • Region Council (voting member) • Conflict resolution • Assist sections with conflict resolution through assistance from Region leadership • Revised Structure • Remove all business ends from the RCT roles - have Professional member leadership or Society HQ manage: • Bylaws • EINs • Financially struggling sections • Sections not in good standing • Develop a synergy between RCT and CLCC • Currently operating separately but have many of the same goals • General consensus that RCR is overworked and RCCE and RCS are under-utilized • Discourage sharing of roles between individuals – instead distribute the workload

17. March senate meeting highlights • Environmental Scan – Betty Shanahan, Karen Horting • A yearly assessment at the Society level to interpret the environment in which we operate • New focus: How to promote STEM and diversity despite other global and economic issues • Recognize disruptions to Associations vs. Technical Societies: Internet of Things, Manufacturing and 3-D Printing, Cloud, Energy, Materials • Areas of Leverage as SWE Leaders: • Free associations: Facebook, LinkedIn, etc. • Join the discussions, add content! • Revenue across multimedia: Webinar to Blog posts, Magazine to additional online content • The global nature of Engineering

18. Social media discussion • What social options work for collegiates and young professionals vs. not?  Is email still a good approach or will we migrate away from that?  Etc. • Social participation • Best practices?

19. FY15 RCT Candidates&SWEFL Nominations

20. Candidates for FY15 RCT NOTE: Voting ended on March 31st. Results will be announced by April 15th! Julia Dockum Emily Frantz Margaret Guo Carolyn Chlebek RCR RCR RCEE RCS

21. FY15 SWEFL Nominations SWE Future Leaders (SWEFLs) are individuals who have been actively involved within their SWE sections and are looking to get more involved in the organization beyond the collegiate experience! Submit nominations by April 23rd!

22. End of yearreminders

23. Don’t forget…. • IMPORTANT DOCUMENTS • Report #3 – due May 15th • FY14 Financial Report – due July 1st • FY15 Leadership Report – submit online starting July 1st • Other Important Dates: • FY15 SWE Membership Registration begins – May 1st • FY14 Outstanding Collegiate Section Award deadline – May 31st • FY14 Society Section Awards – July 1st

24. Quick Break (stretch, let the brain rest, etc.)

25. Officer transitions

26. Officer transitions An officer transition refers to the process by which one officer in an organization is replaced by another, along with the breadth of knowledge and information necessary to be successful in that position. New Officer Elected Previous Officer Shadowed & Key Information Passed On New Officer Assumes Role Transitioning Period

27. Shadowing/information exchange • In order to be successful, the new officer needs to understand what their new responsibilities are! This should be done through 2-3 weeks of shadowing the previous officer and passing along a binder or electronic copy containing the following information: • Officer job description • Resources • Event reports • Budget for events & purchases made • Passwords to email/website accounts (as appropriate) • Helpful notes (contacts/catering vendors) • Typical schedule for events responsible for throughout the year • Advice for new officer (successes & challenges)

28. Grow new leadership team “The way a team plays as a whole determines its success. You may have the greatest bunch of individual stars in the world, but if they don't play together, the club won't be worth a dime.” - Babe Ruth • Schedule dates to get to know each other • Movie night • Laser Tag/Mini Golf/Bowling • Potluck/Dessert party • Schedule a meeting to define the upcoming year’s expectations • Proposed budget • Proposed calendar of events • Review current status of section • Short-term goals (1-3 months) • Long-term goals (semester/year)

29. 80 tips for asuccessful section

30. 80 Tips for a successful section • Background • Idea was sent to me by Julia Dockum (Clarkson University President). • Compiled from both Julia’s document and examples of best practices emailed to me by current SWEFLs. • Suggestions for Use • Implement as many ideas you find applicable to your section. • Expand upon the tips and share your idea(s) with the other sections!

31. Sharing best practices • Now that the “80 Tips” document has been passed out, we are going to split into groups to share your best practices! • Each person gets assigned a number 1-10. • Break into groups based on your number. • Share with your group any of the following: • Thoughts on “80 Tips” • Great events your section currently hosts • Solving section issues (lack of $/officer confrontations/lack of membership/etc.) **Don’t forget to exchange contact information if you hear a good idea and want more details on it!

32. Thank You! Questions? Comments?