Engineers Make a World of Difference

FY15 Region F Leadership

Summit

Wentworth Institute of Technology

October 11, 2014

Agenda October 11 Agenda

SWE Region F Leadership Summit

Breakfast 8:30 All

Agenda review 9:00 Jenny

Introductions and Ice Breaker 9:05 Jenny and all

Region Business and Financial update 9:25 Jenny, Cherie

FY15 Goals and Strategic planning 9:45 Jenny, Cherie

Region Nominating committee update 10:30 Erika

Society Nominating committee update 10:50 Michele or Jenny

Bylaws committee update 11:00 Norma

Senate update 11:15 Ellen, Karen, Carolyn

WE14 final plans 11:35 Jenny

New Business 11:45 All

Good of the order 11:55 All

Social media discussion and brainstorming for the Region Noon Jenny

Lunch Noon All

Region Conference @ WIT update and discussion 12:30 Nancy, Kayla

Tour of campus for planning committee 1:30 Nancy, Kayla

Welcome!

Introductions

• Name

• Section or MAL

• School/Employer/Retired/other?

• Brief engineering background

• What have you heard/read/experienced that inspired

you with respect to women, leadership, engineering…

– Any suggestion of how this may fit with our

strategic goals?

Region business / announcements

• Outreach assessment metric tool – has anyone tried the

new Survey Monkey based tool?

• Diversity and Inclusion cards to check out

Upcoming Important Dates

• October 23: Region meeting at WE14 12:45-3:45

• October 31: New program funding Fall deadline.

http://regionf.swe.org/new-program-funding.html

• November 2: Society Bylaws amendment submission deadline

• Wed. November 12: Next Region phone call ?

• November 15: Tax deadline for sections, regions, MAL org to submit

e-postcard/990

• ~ Dec 1: First Call for Nominations for Professional Senator and

Collegiate RCR/RCCE/RCS

http://regionf.swe.org/new-program-funding.htmlhttp://regionf.swe.org/new-program-funding.htmlhttp://regionf.swe.org/new-program-funding.htmlhttp://regionf.swe.org/new-program-funding.htmlhttp://regionf.swe.org/new-program-funding.html

Engineers Make a World of Difference

Region F Financial Status

SWE Region F Leadership Summit

October 11, 2014

Cherie Cain

Region F Current Account Balance

$38,588.72 actual balance in account

- $1,249.83 in commitments

$37,338.89 current balance

Commitments/Receivables

• Special Funding to SWE Tufts for spring

program $749.83

• Special Funding to SWE Clarkson for fall

program $500

FY15 Region F Budget

• Pending liabilities

have been cashed.

• Still waiting for

pending

receivables.

Date: July 1,2014

Initial Account Balance for FY15 $51,176.44

FY14 Pending Liabilities (Uncashed Checks) ($2,344.16)

FY14 Pending Receivables $1,400.00

Operating Reserves ($20,000.00)

Corrected Initial Balance for FY15 $30,232.28

Income Budgeted Actual

Dues Rebates $1,200.00

Region Conference Proceeds $20,000.00

National Conference Awards $0.00

CPC Funding $1,000.00

Total Income for FY15 $22,200.00 $0.00

Expenses/Disbursements Budgeted Actual

Region Leadership Assistance $6,000.00

Section President/Treasurer Fund - Region Conference $5,000.00

Section President/Treasurer Fund - Annual Conference $26,500.00

Region Section Awards $200.00

Administrative Expenses $2,000.00 $245.14

Special Funding to Sections $2,500.00 $1,249.83

Share of Conference Proceeds to Hosting College for Previous Year $10,000.00 $10,000.00

Total Expenses/Disbursements $52,200.00 $11,494.97

Projected Ending Balance for FY14 Budgeted Actual

232.28 18,737.31

Region F Upcoming Funding

Requests/Expenses

• Estimated Leadership Summit Catering Expense $678

• Region Leadership Assistance $3,500/$6,000 For 4 officers (3 Professionals, 1 Collegiate)

• Society Conference Assistance $25,521/$26,500 For 10 officers (5 Professional, 21 Collegiates)

Reimbursement Form

All requests for reimbursements must include the reimbursement form.

Engineers Make a World of Difference

FY15 Goals and Strategic Planning

Led by Jenny Lynch and

Cherie Cain

Page 11

Society Strategic Goals

Professional Excellence

• Goal 1: SWE will develop women engineers at all stages of their personal and professional lives.

Globalization

• Goal 2 - SWE will be recognized as a global, inclusive organization, promoting diversity and inclusion and serving women engineers wherever they are.

Advocacy

• Goal 3 - SWE will advocate for the inclusion and success of women, present and prospective, in engineering and technology.

Page 12

Region F FY15 Goals Professional Excellence

PE1 Region Governor

Nom. Committee

MAL

Section Presidents

Continue implementation of mentoring

program to at least 10 mentor-mentee pairs.

PE2 Region Governor

MAL

Section Presidents

Include LCC/CLC in region leadership

development (leadership summits, region

conferences, etc.)

PE3 Region Governor

Section Presidents

90% of Region F sections represented at the

WIT region conference and invite Region E

and the Canadian Affinity Group

PE4 Section Presidents Each section to host a joint professional-

collegiate activity in FY15

Page 13

Region F FY15 Goals Globalization and Advocacy

G1 Region Governor Region Governor to mentor two professional

or collegiate potential leaders in Region who

are different, in some way, than she

G2 Region Governor

and leadership

At least 2 region leaders to attend

meeting/event of another region (leadership

summit, conference, monthly telecon)

A1 Region Governor

Continue practice of recognizing SWE

leaders to schools and employers through

written communications

A2 Section Presidents

Outreach comm.

reps.

Capture an average of one entry per section

in the outreach assessment tool and collect

feedback from sections who have used it.

A3 Region Governor

and leadership

Promote accomplishments of Region

members via Region website and social

networks

Page 14

Region F FY15 Goals Business as usual

BAU1 Region leadership

Section Presidents

All professional and collegiate sections in

good standing

BAU2 Andrea Karalus

Darlene Yerdon

Develop Region F policies document for

discussion and approval

BAU3 Region Governor

MAL

Section Presidents

Regions, MAL, and sections have bylaws

updates and IRS postcard/taxes completed

BAU4 Region Governor Develop a FY15 tactical plan for region,

approved by region council.

BAU5 Section Presidents

LCC

All sections complete a section vitality

assessment in FY15. Collegiate sections to

use self-evaluation form from OCS package.

What are the Region’s Long Term Strategic

Goals?

• What are our membership & programming

goals & priorities?

• How do those priorities align with Society

goals?

• What guidelines should we follow for a reserve

fund? We currently do not have guidelines for

a reserve fund or for drafting the budget.

• Is there a future region goal that we need to

raise funds for?

Region Financial Alignment to Society Goals

Society Goals Region Programs

Professional Excellence: SWE will develop women engineers at all stages of their personal and professional lives.

• Region Conference • Special Funding to Sections • Region Leadership Assistance • Section President/Treasurer

Fund

Globalization: SWE will be recognized as a global, inclusive organization, promoting diversity and inclusion and serving women engineers wherever they are.

Advocacy: SWE will advocate for the inclusion and success of women, present and prospective, in engineering and technology.

• Region Section Awards • Region Conference Outreach

Program

Backup: Net Assets at Start of Fiscal Year

$0.00

$10,000.00

$20,000.00

$30,000.00

$40,000.00

$50,000.00

$60,000.00

2005 2006 2007 2008 2009 2010 2011 2012 2013 2014

Net Assets at Start of Fiscal Year

Net Assets at Start of Fiscal

Year

Net assets at the start of FY15 will be ~$50,000.

Backup: Yearly Income v Expenses

$0.00

$5,000.00

$10,000.00

$15,000.00

$20,000.00

$25,000.00

$30,000.00

$35,000.00

$40,000.00

$45,000.00

2005 2006 2007 2008 2009 2010 2011 2012 2013 2014

Total Proceeds for Year

Total Non-Conf. Expenses

Expenses exceeded income in FY07, FY09, and FY11. FY07,

the reason was low income for the year. FY09 and FY11, the

reason was $25K contributed to Region F scholarship

endowment. In FY13, we have an outstanding receivable of

$16,728.65 with Acteva.

Backup: Conference Proceeds 5 Year Trend

2013 Uconn should have been ~$20K. WNEU is estimated

$0.00

$5,000.00

$10,000.00

$15,000.00

$20,000.00

$25,000.00

2010

Boston

University

2011 RPI 2012 MIT 2013

UCONN

2014

WNEU

Total Conference Proceeds

Total Conference Proceeds

Backup: Special Funding to Sections

Number of

Applicants

Number of

Grants

Total

Amount

Awarded

Amount

Funded

FY07 18 11 $3,750.00 $2,750.00

FY08 8 6 $2,050.00 $1,400.00

FY09 2 2 $475.00 $475.00

FY10 1 1 $160.00 $160.00

FY11 5 2 $1,341.87 $1,341.87

FY12 2 2 $332.21

FY13 2 4 $575.00 $697.24

FY14 7 5 $1,650.00 $749.83

Backup: Conference Assistance Data

• Increase in FY15 expenses for Society due to location and increasing program

awareness.

FY13 FY14 FY15

estimated

Collegiate - Society 13 14 21

Professional -Society 3 10 5

Costs -Society 11423.22 11861.99 25521

Collegiate - Region 10 10

Professional - Region 1 7

Costs - Region 940 1543.84

Backup: Society Conference Assistance

Breakdown

FY13

Houston FY14

Baltimore FY15 LA

Estimated

Collegiate-Society

Members assisted 13 14 21

Lodging 2922.62 3047.96 7331.94

Transportation 3932.9 1590.8 10072.52

Registration 800 800 1980

Food 950 NA NA

Total 8605.52 5438.76 19384.46

Professional-Society

Members assisted 3 10 5

Lodging 313 2169.85 2159.61

Transportation 1119.7 1590.88 2237.2

Registration 1250 2662.5 1740

Food 135 NA NA

Total 2817.7 6423.23 6136.81

Sum Total 11423.22 11861.99 25521.27

Requested assistance

exceeded budget. The

committee reduced

professional members

lodging request by half

to stay within budget.

Backup: Region Conference Assistance

Breakdown

FY13

UCONN FY14 WNEU

Collegiate-Society

Members assisted 10 6

Lodging 248 422.86

Transportation 97 166.52

Registration 350 150

Food 150 NA

Total 845 739.38

Professional-Society

Members assisted 1 5

Lodging 0 508.66

Transportation 0 85.8

Registration 70 210

Food 25 NA

Total 95 804.46

Sum Total 940 1543.84

FY14 observations:

• Not all members awarded assistance

applied for reimbursement.

• Collegiates shared rooms. Most

professionals did not share rooms.

• Number of collegiates needing lodging

could be dependent on if Wentworth

offers room sharing on campus.

Region Nominating Committee Report

• Erika Gorman

Region F FY15

Governor: Jenny Lynch (North Country)

Lieutenant Governor: Rachel Gitajn (North Country)

Secretary: Beth Peterson (NESS)

Treasurer: Cherie Cain (Hartford)

Webmaster: Ebony Joseph (NESS) & Laura Curioso (SNH)

Professional Senator: Karen Roth (MAL), Ellen McIssac (Hartford)

Region F FY15

Collegiate Senator - RCS Carolyn Chlebek (RPI)

Region Collegiate Rep - RCR Julia Dockum (Clarkson) & Emily Frantz (RPI)

Region Collegiate Community Editor - RCCE: Margaret Guo (MIT)

Region F FY15

Financial Audit Committee: Trish Adamo-Clemer (Boston) & Meaghan Doran (CT)

New Projects Funding Committee: Ashley Rivers - chair (Hartford)

Conference Support Committee: Laura Curisoso - chair

Nominating Committee: Erika Gorman - chair (Boston) & Andrea Karalus (Hartford)

Collegiate Leadership Coach: Chhavi Gupta (Boston)

Professional Leadership Coach: Darlene Yerdon (Mid-Hudson) & Christine Stahlecker (Hartford) & Krista Pohl (Mid-Hudson)

Region Awards Committee: Ashley Martin - chair (Boston)

FY16

Next year is just around the corner- and it is time to start filling a slate with eligible candidates!

The following positions must be reported to the Society by February 1st:

• Senator

• Collegiate Rep (RCR)

• Collegiate Communication Editor (RCCE)

• Region Senator RCS

FY16

The following positions must be submitted to the Region Council before the Region Conference: • Lt. Governor

• Treasurer

• Secretary

• Webmaster

• Society Committee Reps required from Region F (Nominating, Outreach and Bylaws)

• Region Committee Chairs (Nominating, Financial Audit, New Projects Funding, Awards and Conference Support)

We will begin to reach out to those in these positions midyear to see if they are interested in continuing

Region F Nominating Committee

• Have identified two goals for this year

1. Develop Mentoring Program

2. Strengthen our Existing Region Pipeline

• Currently the committee has representation from Boston and Hartford however we are looking for at least one more person (has to be from a different section)

Mentoring

One of SWE’s Core Values is “Mutual Support” with a key focus on fostering mentoring

Region Nominating Committee goal to identify 10 mentor/ mentee pairs in FY15

Pipeline

Region Nominating Committee is currently developing a Leadership Pipeline to help identify eligible candidates and help members meet their future SWE aspirations

The pipeline is only as strong as we make it!

Mentoring

Mentoring/ Pipeline

Form will be placed on the website under “Volunteer Opportunities”

Please submit to Erika if interested!

Senator Overview/Update

-Region F

• Carolyn Chlebek

• Ellen McIsaac

• Karen Roth

Senators are Responsible for:

Page

36

Charting the strategic direction of SWE by developing and adopting the long-range goals for the Society via strategic initiatives, Annual Strategic Plan & Approval

Developing and/or adopting statements of external policy on issues or positions that have broad implications for the professional environment and the Society as an organization

Conducting essential dialogue on long-term trends and issues of common interest

Final authority on Society structure/flow via bylaws votes

Information conduit between constituents (Region or International) to the Society leadership

Setting dues for all individual grades of membership, including allocation percentages of funds rebated to sections, members at large, and regions

Establishing policies on the use and restrictions of the contingency funds of the Society

Approving changes to the Society’s trademarks or other emblems

Approving changes to the Society bylaws

Approving changes to the number of regions or regional boundaries

Considering and, if necessary, voting upon other business brought before the senate from throughout the Society

Additional Expectations Include:

Page

37

As the “voice of the members” senate input is sought in

various ways throughout the year

Board of Directors

Speaker of the Senate

Deputy Speaker

Senate Secretary

Strategic Initiatives

Senators

Director of Regions

Region Governors

Region Council Lt. Gov

Region Collegiate Team

Deputy Director of Regions

How Senate interacts with other

bodies of SWE

38

Provide input

Environmental Scan and Branding Update

Diversity and Inclusion Training Update

Work & Life Integration Playbook

Update on Employer Sponsored Dues / Financials

Strategic Initiatives Committee Working Session

Global/Governance Discussion

Special Projects Process

Senate Meeting Agenda

39

Anyone is welcome – great to attend if you’re interested in being a Senator! Saturday - Room 408A - 1:00 – 5:00 PM

Special Projects Committee

The committee is comprised of: • Deputy Speaker of the Senate—Committee Lead • 4 to 6 senators from at least 3 different regions

(international included) • 2 to 3 members from the Finance Committee

The committee is responsible for: • Reviewing any special project proposal brought forward

and provide opinion on whether the request should be funded or not as it was written

• The BOD has final approval of proposals.

There have been 3 requests since the inception of this process

Governance Model Study

There have been discussions on SWE’s governance structure for the past few years.

The BOD asked HQ to do some research to find help in this area. McKinley Advisers stood out above the rest for helping organizations,

non-profits like SWE, do this work. The project will include a review and analysis of:

• Currently available data and completion of a gap analysis • Best practices from outside organizations • Collaboration with a SWE leadership taskforce • Interviews with HQ staff and volunteer leaders • Benchmarking of other relevant organizations, and development of SWE-

specific recommendations for implementation • Recommendations for short term and long term adjustments to support

the organization’s globalization goals

Special Project Fund Request in FY15 for SWE to partner with McKinley advisors to look at our governance structure and make recommendations

Issues • Professional women engineers often leave SWE early in their careers because they don't see value at

the society level and they don't feel there is enough value at the Section or Region level • Many collegiate women see SWE solely as a "college club" where they go to get a job • SWE is not perceived as a modern organization keeping pace with changes in the engineering industry • Section and Region identities are very different and in many cases very separated from the SWE

National identity

Goals • Establish a consistent message and image across all parts of the organization • Build a global brand identity • Help collegiate and professional women engineers to see SWE as "their organization for life" • Differentiate SWE from technical societies by reinforcing the value of SWE's professional development

focus • Help Sections and Regions to be more consistent with their branding and messaging • Demystify SWE's organizational structure; create a warm, welcoming and cooperative environment for

all women engineers

Branding Initiative

42

Special Project Fund Request in FY14 for David James Group (SWE’s marketing firm) to re-evaluate SWE’s brand and make recommendations

D&I Training

Special Project Fund Request in FY13 for SWE to partner with KMA to develop training for members on a variety of diversity and inclusion (D&I) topics

Previously Mega Issues Committee

Tasked with redeveloping the committee in FY14

Performs research & develops white papers to facilitate society’s dialogue on strategic initiatives

Solicits ideas from SWE members for future initiatives that align with society’s strategic plan

Assist with prioritization and selection of proposed strategic initiatives

Past example of committee’s work is the SWE Work Life Integration Playbook eBook

Strategic Initiatives Committee

Strategic Initiatives Committee

Want to take a more active role in supporting and advocating for the mission of SWE?

Are there issues of interest to women in engineering that you think SWE should address?

Attend the SIC Conference Session!

• When: Friday, October 24 | 1:30pm – 2:30pm

• Location: LACC, 501A

Contact your Senators

Carolyn Chlebek (chlebc2@rpi.edu)

Ellen McIsaac (ellen.mcisaac@swe.org)

Karen Roth (karen.roth@swe.org)

Questions/Comments

45

mailto:chlebc2@rpi.edumailto:ellen.mcisaac@swe.orgmailto:karen.roth@swe.org

WE14 Annual Conference Los Angeles, CA

October 2014

Region Governance Meetings at WE14

Wednesday, October 22

RG Meeting, 8am-4pm

MAL Summit, 8am-4pm

Informal Committee Roundtables, 4pm-6pm

SWE Committee Dinner, 6pm

Ice Cream Social, 8pm

Thursday, October 23 Keynote Breakfast, 8am

MAL meeting, 10am

Region F Meeting, 12:45 to 3:45 pm

• LACC, 511A

• Three one-hour meetings: Professional, Joint, Collegiate

Career Fair Opening Ceremony, 5pm

Friday, October 24

Awards Banquet /Reception, 6pm

Saturday, October 25

Membership Meeting, 10am

Town Hall Meeting, 11am

Senate, 1-5pm

Celebrate SWE!, 6:00pm

No Assigned Seating

47

Celebrate SWE! Photo Scavenger Hunt A Global Exchange for Change • Higher Learning: An official sign clearly showing the name of an institution of higher

education (university, college, or trade school)

• Inspiring the Future: Showcase an outreach event introducing 5-18 year old girls to STEM

(science, technology, engineering and math) careers.

• A Day in the Life: Professional engineers and scientists at work. Interesting props/equipment

highly encouraged.

• Working Together: Photo from a joint professional-collegiate event.

• Mascot: Photo with a school, region, section, sports team or company mascot.

• Sight-seeing: Take a photo with a historical landmark. The landmark should be prominent,

and please also tell us what it is. (Does not have to be from the last year)

• Celebrate our Success: Recognize a signature event or accomplishment from your

organization. Accomplishment should have a historical context, such as a section anniversary

celebration, a chartering banquet for a new section, a 5th annual golf tournament, etc.

48

Celebrate SWE! Photo Scavenger Hunt A Global Exchange for Change • Diversity and Inclusion: Photo that highlights diversity (gender diversity, ethnic diversity, etc.).

• Looking Good: Show us what the successful business woman should be or will be wearing at

the Career Fair. Does not have to be taken at the Career Fair, but may be.

• Getting there is half the fun: Photo of members traveling to WE14/ICWES16.

• Leadership: Take a photo with a past or current SWE or INWES Board of Directors Member.

• New friends from around the world: Photo with people who live at least 2000 miles from one

another. Include a map with home locations indicated.

• I love LA!: Include a photo that shows how you will remember your visit to Los Angeles and

WE14.

• Holiday spirit: Photo of your favorite costume at the I-scream social on Wednesday, October

22, 2014.

• WE14 Wild Card photo: TBD. Photo requirement will be distributed at RG meeting on

Wednesday.

49

Celebrate SWE! A Global Exchange for Change

Photo Scavenger Hunt rules

All photos must be taken since WE13 (November 2013 or later) unless otherwise noted.

All photos must include at least one member of your organization.

All the photos can not be provided by the same subgroup (SWE section, for example).

Multiple sections or groups must be evident in the slide show.

Have fun!

Thanks, Rachel for organizing! Send photos to rachelg@burton.com or

jennydl@comcast.net

Region F dress

Fall colors again?

Gather outside to sit together (no assigned tables)

WE14 App now available

50

mailto:rachelg@burton.commailto:jennydl@comcast.net

New Business?

Good of the Order

Break for lunch and social media

brainstorming

Region Conference team start at 12:30

- All welcome to stay and participate

51

Web and Social Media for Region F Existing options for Region F

Region F main site (regionf.swe.org)

Wordpress blog which is linked to the main site (regionf.wordpress.com)

Facebook (Facebook.com/sweregionf)

Twitter (twitter.com/SWERegionF)

LinkedIn (linkedin.com/groups/SWE-Region-F)

Pinterest (SWERegionF) has 3 pins

Google+ (SWE Region F)

Flickr

Additional ideas for discussion

Google Hangouts for team meetings (RCT just used this)

Instagram

Tumblr (SWE historical photos)

YouTube (Society starting to post professional development here)

http://regionf.swe.org/http://regionf.wordpress.com/http://facebook.com/sweregionfhttp://facebook.com/sweregionfhttp://twitter.com/SWERegionFhttp://twitter.com/SWERegionFhttp://linkedin.com/groups/SWE-Region-Fhttp://linkedin.com/groups/SWE-Region-Fhttp://linkedin.com/groups/SWE-Region-Fhttp://linkedin.com/groups/SWE-Region-Fhttp://linkedin.com/groups/SWE-Region-F