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Region B Collegiate Meeting

Region B Collegiate Meeting. Region B Conference Palm Springs, CA March 5, 2011. Roll Collegiate leadership and responsibilities The Candidates for RCT What exactly is good standing?  Bylaws Tax IDs Annual/Financial Reports Section Reports Membership Section Standings 

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Region B Collegiate Meeting

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  1. Region B Collegiate Meeting Region B Conference Palm Springs, CA March 5, 2011

  2. Roll • Collegiate leadership and responsibilities • The Candidates for RCT • What exactly is good standing?  • Bylaws • Tax IDs • Annual/Financial Reports • Section Reports • Membership • Section Standings  • RCT Candidates • Best Practice Sharing Agenda

  3. Region Region B Governor Kerrie Greenfelder – B008 Central NM Region Collegiate Team Lieutenant Governor Jeanette Lindeman Region Collegiate Representative (RCR) Cynthia Ma, UCLA Jasmine Harris, Weber State University Region Collegiate Communications Editor (RCCE) Brittney Pottenger, USC Region Collegiate Senator (RCS) Christine Koloveas, USU Collegiate Leadership Coaching Committee (CLCC) Autumn Smith Annika Jensen Leslie Telford Spencer Palmer Region B/Society SWE Leaders Collegiate Section Counselors/Faculty Advisors

  4. 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. Collegiate Leadership

  5. 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 Roll Call

  6. Region Goals 95% Section Reports turned in ON TIME 50% of professional sections host joint meeting with collegiate sections 85% member retention "SWEeter" Futures-Reach 15,000 K-12 students (show website) Leadership Pipeline: foster 15 mentor/mentee relationships

  7. RCR Goals Drive continual improvement for collegiate opportunities Increase participation among sections Increase use of CLCC Increase region voting among collegiate sections Increase collegiate and professional section interaction

  8. 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 Keep the blog up to date with the event ideas, hot topics, relevant engineering news Spotlight different collegiate sections

  9. 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

  10. What exactly is "good standing?" Bylaws  Annual Reports  Financial Reports Membership Other important documents: Section Reports (3) Tax Ids

  11. 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

  12. 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)

  13. 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

  14. 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 Filing the actual e-Postcard

  15. 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

  16. 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

  17. Section Reports January Section Report Status- 17 reports on time!! 8 late reports Missing: UCLA UNM NMSU NAU USD

  18. 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

  19. Participation Award Update • Quarterly Reports, Blog Participation, Communication, Conference Call Attendance, Good Standing • 3 Outstanding Sections! • UCI • UCSB • UNLV

  20. 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!

  21. RCCE RCR Meet the Candidates Thelina Smith Haleigh Auck Alyssa Quinn Vicki Ragsdale Wendy Merkley Lindsay Nelson Joy Marsalla Megan Adams Kimberly Otteson Senator

  22. 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!

  23. 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

  24. 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

  25. 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.

  26. 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

  27. 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

  28. Questions ?

  29. 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

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