ࡱ> FPCDES Nbjbj tEEn(#(#k0k0>>>$>>>P#? /@>C]E(EEEIN|PVXXXXXX$] |>g%I@eI@gg|k0k0EE8lqlqlqg,k0 E_>8EVlqgVlqlq2 }:>EH>i|`BH g8mg\Jg>bPmXhlq]T)bgPPP||oPPPgggggPPPPPPPPP(# 1/: SWE Detroit PO Box 2978 Southfield, MI 48037-2978 Society of Women Engineers Detroit Section Procedures Manual  EMBED Word.Picture.8  updated: May 5, 1998 Jennifer Darnell updated by: Vaundle Dunn Revision Dates: August 1, 2001, August 7, 2001, August 8, 2001, August 21, 2001 Updated by: Kristin Brandenberg Revision Date: February 12, 2003, March 7, 2003 Updated by: Jennifer Morikawa Revision Date: May 8, 2005 Table of Contents TOC \o "1-3"  President  PAGEREF _Toc32824864 \h 4 Section Award Program  PAGEREF _Toc32824865 \h 5 Officer Meetings  PAGEREF _Toc32824866 \h 8 Strategic Planning Meetings  PAGEREF _Toc32824867 \h 9 Officer Transition Meetings  PAGEREF _Toc32824868 \h 10 Vice President of Membership  PAGEREF _Toc32824869 \h 11 Civic Affairs 12 Membership Database 12 New Members  PAGEREF _Toc32824870 \h 13 Prospective Members  PAGEREF _Toc32824871 \h 13 Member Involvement 14 Meeting Planning 15 Social 16 Special Events 17 Holiday Party 17 Awards Banquet  PAGEREF _Toc32824876 \h 18 Vice President of Professional Development 23 Multicultural Activities 24 Work/Life Balance 25 PD Seminar/Conference 25 Career Opportunities 27 Book Group 27 Representative(s) to ESD 27 ESD Gold Award Banquet  PAGEREF _Toc32824889 \h 28 Member Mentor Program 28 VP Student Services 29 College Relations 30 Mentor Program 31 Outreach 31 Awards and Scholarships 34 Awards  PAGEREF _Toc32824895 \h 34 Scholarships  PAGEREF _Toc32824896 \h 34 Treasurer 35 Fund Development 36 Secretary 37 Newsletter 37 Publicity  PAGEREF _Toc32824902 \h 38 E-mail 38 Electronic Communications 39 E-Mail Lists: 39 SWE-D Web Pages: 40 PAGEREF _Toc32824910 \h  Section Representatives 41 ADVISORY COUNCIL 42  President General Oversee activities of section Arrange officer/executive council meetings and strategic planning meetings: dates, times, locations, arranging for hosts, notices, agenda, organization, meeting structure. Suggested dates for general meetings and banquet. Monthly Establish and monthly update SWE Detroit organization chart and officer contact information. Monthly newsletter articles. Monitor P.O. Box; pick up mail, distribute, pay postage due, fee for box. (account may be established to ease inconvenience of monthly payments). [11 Mile Rd. @ Lahser, 248-368-2900] Bring items of general interest to attention of SWE Detroit. Delegate items of specific interest to appropriate SWE Detroit officer. Update Strategic Plan monthly. Attend Advisory Council meetings Key Activities Presentation about SWE Detroit at September General Meeting. Oversee officer nomination process. Oversee SWE-Detroit awards process. Monitor preparation of reports to meet national requirements. ESD Awards: ask for nominations, work with ESD reps to select SWE members to be recognized at ESD banquet, have plaques made, present awards at ESD banquet. Represent section at events (often act as full or partial master of ceremonies); other society events, career guidance activities, etc. Requests for SWE-Detroit President involvement may be made by NAWBO, FIRST, WEC, Student Sections of SWE for keynote address, etc. Certificates of appreciation for officers at May Banquet. Officer Nominations Organizes Elections for the incoming year Asks for self nominations from membership (late Feb./Early March) Consults nominating committee for other potential candidates Creates ballots and sends out ballots end of March Ballots due back mid-April Find 2 non-running candidates to count ballots by May 1 Results to be announced by Advisory Council Member, who is not a candidate Section Award Program The awards outlined in this document are designed to recognize outstanding contributions to SWE-Detroit and will not necessarily be awarded on a yearly basis. The purpose of the Awards and Recognition Committee is to coordinate all phases of activity relating to selecting recipients of awards for individuals. A. Structure of the Committee 1. Awards and Recognition Committee Chair President. 2. Student Services Savvy Award Coordinator Vice President of Student Services or appointed by the VP. 3. Continuing Development Excellence Award Coordinator Vice President of Continuing Development or appointed by the VP. 4. Membership Award Coordinator Vice President of Membership or appointed by the VP. 5. Treasurer Award Coordinator Treasurer or appointed by the Treasurer. 6. Communicator Award Coordinator Secretary or appointed by the Secretary. 7. National Contributions Award Coordinator Section Representative(s) 8. Key Contributor Award Coordinator President 9. Consistent Contributor Award Coordinator Past President 10. Community Service Award Coordinator Civic Affairs Chair 11. Technical Award Section Representative(s) B. Officer Contact 1. The President is the officer contact for the Awards and Recognition Committee. C. Duties and Responsibilities of the Chair 1. Ensure that the committee members are aware of their duties and responsibilities and follow the schedule of activities and successfully select recipients. Assist with any problems or questions which arise concerning the awards. 2. Oversee publication of award information. Individual Awards Packet The individual awards packet includes a cover page, a one-page application form and additional pages with descriptions of the individual awards: Student Services Savvy Award, Continuing Development Excellence Award, Membership Award, Treasurer Award, Communicator Award, National Contributions Award, Key Contributor Award, Consistent Contributor Award, Community Service Award, and Technical Award. 3. Oversee distribution of award information. a. Distribution Distribution should be made at the officer/executive council meeting in January. b. Detroit Direction Submit article outlining awards to Detroit Direction editor to publish in March newsletter. 4. Ensure that all nomination deadlines are correctly published in the Detroit Direction. 5. Acknowledge receipt of the nominations to all the submitters by April 15. 6. Ensure that each of the Award Coordinators or the President, as applicable, notifies the selected recipients and their nominators of their selection by May 1. Nominators of unsuccessful candidates will also be notified by May 1. 7. Update the annual Awards Packet, making sure changes in awards, procedures, qualifications and deadlines for the awards are reflected in the packet, and obtain concurrence on changes from the committee. A master copy of the packet contents should be maintained on disk held by the President. 8. Ensure that the Awards Committee provides press and publicity information (photograph and one-page biographical sketch) about the recipients by May 1 to the President for announcement at the Annual Awards Banquet and to the editor of Detroit Direction. 9. Complete award certificates. 10. Serve as Mistress of Ceremonies at the Awards. The awards (when applicable) will be presented in the following order Student Services Savvy Award, Continuing Development Excellence Award, Membership Award, Treasurer Award, Communicator Award, National Contributions Award, Key Contributor Award, Consistent Contributor Award, Community Service Award, and Technical Award. Introduce the recipients at the Award Banquet and present certificate. D. Award Coordinator Duties & Responsibilities 1. Screen qualifications of candidates submitted to ensure nominees meet the stated eligibility requirements. Notify nominators of incomplete or deficient packages. They may re-submit their candidate for the award in following years. 2. Select a group (usually no more than ten) of qualified nominations and ensure packets are available to award committee by April 1. 3. Ensure the award committee reviews candidates in April. 4. The award committee shall ballot for selection of the award recipient keeping in mind the purpose of the award and the qualifications necessary. The Award Coordinator votes for this award only in the case of a tie. Vote should be complete by May 1. 5. Provide the photo and biosketch of the recipient to the President by May 1, to appear in the banquet program, Detroit Direction and other appropriate publications. If necessary, first send a draft of the publicity information to the recipient for comments/corrections and incorporate any changes. 6 . Notify the recipient and the nominator by May 1, and the recipient shall be requested to attend the Awards Banquet to receive the award. 7. Acknowledge unsuccessful nominations by thanking each nominator for his/her participation, and where appropriate, suggesting additions to the nomination for submittal in future years. Complete by May 1. 8. Provide status reports to the Chair, and copy on all correspondence. E. Awards and Recognition Timetable (For a Given Fiscal Year) JanuaryAwards packets are printed, reproduced and distributed. Award Coordinators identified.February 1Article outlining awards submitted to Detroit Direction editor for publication in the March newsletter.April 1Nominations for all awards received to appropriate coordinator and President notified. April 15President send letters to all nominators acknowledging receipt of nomination.AprilVotes tabulated by the Awards Committee and recipients selected.May 1Send photos and biosketches of award recipients to Detroit Direction Editor. Biosketches provided to President and Special Events Chair in preparation for Awards Banquet. Complete awards certificates. Recipients and their nominators are notified. Nominators of unsuccessful candidates are notified.MayAwards presented at Annual Awards Banquet. Officer Meetings The purpose of the Officer meetings are to plan and coordinate section activities. A. Who attends Officer Meetings President Vice President of Continuing Development Vice President of Membership Vice President of Student Services Treasurer Secretary Section Representatives Newsletter Editor Meeting Chair(s) Committee Chairs as needed Agenda The President requests the officers to submit items for the agenda prior to the first of the month The President compiles and distributes the agenda at least 3 days prior to the meeting. C. Notice of Meeting The President notifies the membership of the meeting and distributes the agenda at least 3 days prior to the meeting. It is the responsibility of the Officers to review the agenda prior to the meeting. Meeting Location All officer meetings are held at a location designated by the executive council. These meetings may be hosted at an officers home, place of business or a restaurant. The location is based on the availability and convenience of the team members. Meeting Minutes The Secretary takes the minutes, compiles, and distributes them via e-mail within one week of the meeting. Frequency of Meetings In general, meetings should be held on a monthly basis from August through May. The Executive Council may decide not to hold meetings every month based on need. Strategic Planning Meetings The purpose of the Strategic Planning Meeting is to review the strategic plan, access how things are going, and update the strategic plan. A. Who attends Strategic Planning Meetings Elected Officers Committee Chair(s) General Membership Agenda The President polls the officers to determine what items should be addressed. The President compiles and distributes the agenda at least 7days prior to the meeting. C. Notice of Meeting The President notifies the membership of the meeting and distributes the agenda at least 7 days prior to the meeting. It is the responsibility of the membership to review the agenda prior to the meeting. Meeting Location The President will determine the date and time of the meeting. Food An assigned person is responsible for providing refreshments to those interested. It is this persons responsibility to arrange either the section to provide payment, or to get reimbursed from those attending. Meeting Minutes The President (or assigned person) takes the minutes, updates, and distributes a revised strategic plan within 3 weeks. Frequency of Meetings In general, meetings should be held on a twice yearly (suggested August and February). The Executive Council may decide not to hold meetings based on need. Officer Transition Meetings The purpose of the Office Transition Meeting is to set a tentative meeting schedule for the upcoming year and provide an opportunity for outgoing officers/chairs to pass all materials for their office to the incoming officers/chairs. A. Who attends Strategic Planning Meetings Elected Officers - outgoing and incoming Committee Chair(s) - outgoing and incoming General Membership is welcome to attend Agenda Suggested agenda: introductions; set tentative dates for meetings, officer meetings, newsletter article deadlines; office exchange. The incoming President may review the previous year(s) calendars and set a tentative calendar prior to the meeting. The President compiles and distributes the agenda at least 7days prior to the meeting. C. Notice of Meeting The President notifies the membership of the meeting and distributes the agenda at least 7 days prior to the meeting. It is the responsibility of the membership to review the agenda prior to the meeting. It is the responsibility of the outgoing officer/chair to get her materials to the incoming officer/chair in the event that one or both of them cannot make the meeting. Meeting Location The President will determine the date and time of the meeting. Food If necessary, an assigned person is responsible for providing refreshments to those interested. It is this persons responsibility to arrange either the section to provide payment, or to get reimbursed from those attending. Meeting Minutes The incoming Secretary (or assigned person) takes the minutes, compiles, and distributes them within 3 weeks. Frequency of Meetings The transition meeting should be held prior to mid-August so that the first officer meeting can be scheduled for September. Vice President of Membership Maintain and update membership databases (monthly). Members Database (includes list of dropped members as of Dec. 1) download updates from National database. Prospective Member Database - updates from e-mail contacts, members, Prospective Member Chair and Meeting Planning (from meeting surveys that ask for non-member contact info) Student Section Database - updates from College Relations Chair Work with Publicity Chair to develop and publish new SWE-Detroit Brochure. Work with Meeting Planning to develop meeting surveys which will not only rate the meetings, but ask for non-member contact info. Plan and organize September Kick-Off Meeting. Work with Meeting Planning to establish date and location Meeting must be free to attendees - work with Fund Raising Chair to find sponsor(s) Write Front Page Article Advertising the Kick-Off Meeting Work with President to develop an Introduction to SWE presentation (formal or informal) Organize activities that will encourage networking and will introduce attendees to officers and chairpeople. Work with Member Involvement Chair to create a Volunteer Opportunities sign-up that she will maintain and distribute to officers in need of volunteers. Create and maintain distribution lists from the Members database as needed. Distribute current list of members to Member Involvement Chair as input to the Incentive Program. Distribute list of new members (as listed by National on their updates) to New Member Chair monthly so that she may distribute New Member Info Package to them. The New Member Info Package consists of: welcome letter, profile sheet, officer list, committee involvement survey, SWE-Detroit Brochure, National Brochure, electronic communications info sheet, member directory, and an upcoming meeting notice. Keep a list of new members added in the fiscal year to track growth. Distribute list of prospective members to Prospective Member Chair as needed (monthly if surveys from Meeting Planning ask for Non-Member contact info) so that she may distribute the Prospective Member Information Packet to them. Prospective Member Package includes: application, SWE-Detroit Brochure, National Brochure, an officer list, and an upcoming meeting notice. Work with SIGs to create and maintain distribution lists at their sites to inform members and interested non-members of SWE events and activities. Attend monthly Executive Council and Officer Meetings and report out for all of the Membership Committee. Write monthly Membership Column for Newsletter Editor due by the 1st of the month (300 words minimum). Hold meetings on a regular basis for Membership committee to establish lines of communication and have an open forum for discussion on membership committee chair issues. Assist Membership committee chairs with their events planning and advertising as needed.. Create and distribute the newsletter labels to Newsletter Editor and Publicity Chair on a monthly basis. Members, Student Sections, Corporate Members, National BOD Members, and Section Presidents receive a newsletter every month it is sent. Create labels and nametags for the Awards Banquet. Send out dropped member surveys and report back on results. This should be done by March. There are three options: e-mail, snail mail, or phone (any combination is acceptable) Contact members that are eligible for Senior Member status and inform them to contact National and ask for an upgrade. Write Year-End Membership Report for SWE National Membership Database The membership database shall be maintained by the VP of Membership or someone appointed from her/his committee. The database shall be updated monthly using the membership packet received from National containing new members and address changes. The keeper of the membership database is responsible for providing mailing labels for the section as needed. Civic Affairs Monthly Donations Civic Affairs is responsible for setting up various charity events during the course of the fiscal year. For FY01,Civic affairs chose a different charity every month that members could donate items or money to at each general meeting. The Civic Affairs chair can choose any charities she chooses to work with, and needs to set up time she can pick up the donations and drop them off to the charities. It is suggested that charity events be publicized via the swe-d email list, the SWE Detroit web site, AND the Detroit Direction newsletter best included with the general meeting flier. Some charities that SWE Detroit has worked with in the past are shown below. Race for the Cure The Race for the Cure is a 5K race/walk to increase breast cancer awareness. It is held annually at the Detroit Zoo in late April. SWE has participated, walking as a group with the SWE banner, for many years. Applications will be available approximately 1.5 months prior to the race. Participants must fill out the application and send in their registration money on their own. The Civic chair will arrange a meeting place for SWE participants to meet the morning of the race. SWE usually walks as a group. Encourage participants to wear SWE hats/t-shirts/sweatshirts. We have also had SWE participants who run the race, also. The Civic chair should write an article for the newsletter soliciting participants, and another article after the race summarizing the event. Habitat for Humanity SWE has worked with Habitat for Humanity in the past. This requires setting up a weekend to work with Habitat for Humanity and gathering a large group of SWE D members who are interested in volunteering for a day or two. Capuchin Soup Kitchen The Capuchin Soup Kitchen welcomes groups of at least 6 to volunteer to serve meals to the community during breakfast, lunch or dinner. It is a great experience and a well-run soup kitchen that greatly appreciates help from the community. Donations The Civic Affairs chair will publish a list yearly as to organizations that SWE members can make donations to, with the effect being donations brought to each general meeting for a specific cahrtibale organization. This list should be published in the newsletter, as well as the web site prior to each meeting. It is up to the chairs to determine appropriate charities and to handle the logistics of getting the donated items to each organization. Examples of local organizations that accept donated items are: My Sisters Closet, Gildas Club, Toys for Tots, the Michigan Humane Society, Dress for Success, the Oakland County Food Bank, the Salvation Army, the St. Vincent DePaul Society. New Members A member of the membership committee shall be appointed as the new member coordinator. Each month upon the receipt of the new membership list from National, the VP of Membership gives the names, address, etc., of the new members to the new member coordinator. The new member coordinator sends out a packet to each new member including: Welcome letter SWE Detroit information including volunteer opportunities and upcoming events The New Member Coordinator should email each new member with a list of questions and use the responses from the new members for a short write-up in the newsletter. The New Member Coordinator is also responsible for helping to plan and set up the New Member Orientation Meetings. (See New Member Folder for details for planning New Member Orientations Meetings) The prospective member coordinator and new member coordinator may determine the need for a happy hour for prospective and new members to get to know SWE Detroit. Prospective Members Check e-mail daily for requests to send membership applications to prospective members Check monthly meeting surveys for requests to send membership applications to prospective members Collect requests from prospective members during course of daily routine Information needed from prospective member: name, address, work phone, home phone Send inquiry information to prospective member: Thank you letter for inquiry SWE Membership Application SWE National Brochure SWE Detroit Brochure Officer & Chair Organization Chart Next General Meeting Flyer, if available Record Information of who was sent Information: name, address, work phone, home phone, date sent Every month forward new updates of who was sent information to VP Membership Check VP Membership list to verify that all information sent to prospective members, send to any that have been missed Member Involvement Key Responsibilities Works with membership list to develop and encourage membership involvement. Keep track of the SWE- D Incentive Program and issue certificates to SWE- D membership Monthly Tasks Request list of New Members Issue Incentive Program Certificate to Members Let EC know the number of Certificates Issued Send a list of certificates to the treasurer Write Volunteer appreciations and Incentive Program Update for Newsletter Get a list of who attended events from event planner. Key Tasks Through out the fiscal year July/August Create a Spreadsheet with all current members starting out with zero points. Starting asking EC for year's events and start complying the list for Volunteer Opportunities Request the list of current members for VP of Membership September Distribute Volunteer Opportunities list at first meeting January Request the list of current and dropped members for VP of Membership March Complete SWE Detroit Award Nominations ( i.e Volunteer Award, Consistent and Key Contributor Awards) May The number of Certificates issued and average number of certificates issued at the May EC meeting June Complete Transition Report includes: Breakdown of who earned certificates Complete Budget for the program Recommendation/ Lessons Learned for improvements to the incentive program Meeting Planning Meeting planning organizes each of the monthly meetings for SWE Detroit between September and May. They will work with VP of Membership to organize the September Kick-Off meeting. They will work with Special Events to help plan the December Holiday Party and the Awards Banquet. Meeting Planning organizes the topic, speakers, location, RSVPs and food for each months meeting. They are encouraged to seek volunteers to help at each meeting, or to volunteer for individual tasks for each meeting. They are to keep a spreadsheet of meeting dates, topics, volunteers, etc. and review with the executive council. Meeting topics need to be diverse month to month, covering topics such as family issues, professional development, technical topics, local industry tours and other events. Meeting Planning Summary Spreadsheet includes MonthActual DateTimeMeeting Topic TargetActual TopicMeeting CoordinatorRSVP Contact Actual AttendanceFood CostSpeakers CoordinatorsSpeakerSpeaker CostMember CostAttendance MembersNon-MembersRefreshment CoordinatorTargetActualLocation CoordinatorLocationLocation CostGreetersNewsletter Article ContactNetworking Before Items needed for each meeting: Name tags Feedback sheets at Announcement about upcoming events at the start and end of each meeting Someone to take pictures when possible They need to supply meeting information on the first of the month prior to the meeting to the Publicity Chair for distribution to the Newsletter Editor, the Electronic Communications Chair and via email to the membership. Timeline: Actual Meeting Month Meeting Info in News Letter September August / September October September / October November October / November January December / January February January / February March February / March April March / April Suggestions: Have more panel discussions than plant tours Ideas for topics : 1. Real-estate 101 How to buy a house Understand mortgages Retirement home Investment Property 2. SWE history Denise Rice 3. Behavioral Organization Two young professionals are co-authoring a book about behavioral organization and how to get ahead. They are interested in presenting to a group in the hopes of helping them finish their book. Contact SWE Member: Switlik, Kay kswitlik@ford.com Social Purpose: Social chair plans and promotes social/networking opportunities for SWE. Plan social events, send description with time, date and RSVP information to the Publicity Chair, she can either send it out in an email or by postcard. Report to VP of membership at end of month with that months activities Send attendance list to the Member Involvement chair Get volunteer to take pictures when possible Suggested Events: Cider Mill, Trip to the DIA, Picnic, Scrapbooking Special Events Holiday Party The Multicultural Holiday is usually held in place of a December general membership meeting. The Special Events Chair and Multicultural Chair usually work together to plan the party. A. Who attends the Holiday Party SWE Detroit members and their families Prospective members and their families Anyone else the section decides to invite Agenda The party is typically planned by the special events chair. The theme is typically multicultural. Have icebreakers/activities planned (last year was a multicultural quiz). Notice of Meeting Written notice of the multicultural holiday party is due to the Newsletter Chair, for publication in the Detroit Direction, prior to Nov. 1. Food The holiday party has typically been a multicultural potluck. Everyone is encouraged to bring a dish to pass that represents one of their ethnic holiday dishes. Last year, everyone e-mailed copies of their recipe to the special events chair who makes booklets to hand out for anyone who wanted it. Decorations/Party Favors Get volunteers to help set-up decorations and party favors, as well as clean up volunteers for the end of the party. Party favors cheap, mints in boxes was done last year Borrow decorations from SWE members to decorate location of party. Location Central meeting place EC members house (last year it was at the special event chairs house). Other Toys for Tots donations brought to event Name Tags Volunteers to set-up decorations and make location festive Awards Banquet PLANNING CHECKLIST ___ I. Speaker: ___ Brainstorm for alternatives ___ Select a speaker ___ Check time and date with speaker ___ Send confirmation/information letter to speaker ___ Send invitation to speaker ___ Re-confirm a few weeks before the event and the day prior to the event ___ Gift ___ II. Location/Banquet Arrangements: ___ Select date ___ Brainstorm for alternatives ___ Get pricing, availability & terms from possible places ___ Select location ___ Send deposit ___ Select menu (make sure vegetarian plates are available) ___ Dessert can be from caterer or sheet cakes purchased (Cost-Co) ___ Cash Bar arrangements (optional) ___ Center pieces, Party Favors/Candies and Flowers (mirrors available from 2005 banquet) ___ Music (optional) ___ Microphone/podium/projector (make sure we have the SWE podium drape) ___ Extra tables: ___ Registration ___ Silent Auction or raffle ___ SWE Table for display of awards and picture display ___ Dessert Table ___ Projector Table ___ Fundraiser: Door prizes/raffle tickets and prices (1 for $1 and 6 for $5) ___ Gather SWE-D raffle prize donations ___ Have change available for ticket purchase on night of event ___ Designate volunteers to be in charge of selling raffle tickets ___ RSVP process (Excel spreadsheet and include SWE position and guest relation) ___ Final Count to Location ___ Seat Assignment and Floor Arrangement of Tables ___ Round with 8 people ___ Corporate Tables (6 ppl) with Scholarship Winners and their guests ___ Special Guests and Seating Requests ___ Name Tags ___ Speeches Welcome, Intros, Dinner (if Buffet), Raffle, and Conclusion ___ Flow of events for evening (schedule for set-up, networking, dinner, speaker and awards, and clean-up) ___ Gifts Speaker and outgoing President ___ Certificates/Awards/Plaque Update (coordinate with EC) ___ Update Master Spreadsheet as you go (RSVP, Budget, To-Do List, Raffle Prizes) ___ III. Budget: (Excel spreadsheet) A. Expenses ___ Printing: ___ Invitations ___ Menu Tickets (if we have a choice of entrees) ___ Programs (unless sponsor obtained) ___ Banquet facility charges ___ Postage for mailing invitations (unless sponsor obtained) ___ Labels ___ Certificates/Awards/Plaque Update ___ Centerpieces/Flowers/Candies/Other Decorations ___ Gifts Speaker and outgoing President B. Incomes ___ Donations ___ Set dinner price: ___ Individual (SWE member, non-SWE member, SWE student member, and non-SWE student member) ___ Corporate Tables (6 people) ___ Guests: ___ Generally same price as attendee ___ Scholarship recipients and each with one guest (additional guests at non-SWE member rate) ___ Speaker and guest ___ Corporate Donors > $1000 (none from 2005) ___ Special Donations ___ IV. Invitations: ___ Formal Invitations ___ Content/Design include Speaker and Topic ___ Printing ___ List of names for invitations ___ SWE members ___ Scholarship Winners and Guests ___ Corporations (through Corporate SIGs and Donor List) ___ Students of Local Colleges and Universities ___ Special invitations ___ Labels for invitations as return addresses and to sender (from VP Membership) ___ Mailing (obtain postage sponsor) ___ Newsletter: ___ Add, March and April Newsletters ___ Meeting Notice, May Newsletter ___ Thank You/Follow-up, June Newsletter ___ E-mails SAVE THE DATE and Reminder ___ Website (Have Invitation and RSVP card available on web) ___ V. Program: ___ Content ___ Obtain Bios and Pics of Award Winners (written by winner or EC member) ___ Printing ___ Distribution ___ VI. Volunteers: ___ Stuffing and Addressing Formal Invitations (3-5) ___ Setting-Up Decorations, etc. (4) ___ Registration Table (2) ___ Clean-up (2) ___ VII. Thank Yous: ___ Raffle Prize Donors (with Tax Deductible Letter) ___ Speaker Thank You Card with Gift ___ Email to all of SWE-D ___ VIII. Follow-up: ___ Attendance List ___ Pictures of Banquet ___ Transition Report and Update of SWE-D Officer Procedures Transition Report for Special Events Chair JULY Start looking for places for Holiday Potluck and Awards Banquet (Note: Potluck is usually held at someones church or house where there isnt a cost to SWE-D) Monthly report for August AUGUST Decide on a place and date for the Holiday Potluck (usually first or second week in December) Keep looking for a place for the Awards Banquet if it hasnt been decided yet Monthly report for September SEPTEMBER Write an article on Holiday Potluck for the November newsletter send to Newsletter Chair Keep looking for a place for the Awards Banquet if it hasnt been decided yet Get keynote speaker suggestions from SWE-D officers and member for Awards Banquet Monthly report for October OCTOBER Send e-mail to Publicity Chair on information for the Holiday Potluck to put on postcards and to send out e-mail reminders Send a write-up to Web Chair about Holiday Potluck to put on the web Narrow potential guest speakers for Awards Banquet to 3 people Decide on Awards Banquet location and date if havent already done so Monthly report for November NOVEMBER Send 1st choice speaker a letter asking for a response by the 1st of December If volunteers havent signed up to help at the Holiday Party, get 4 volunteers for set-up and clean-up Start receiving RSVPs for Holiday Potluck Obtain decorations and make favors for the Holiday Potluck Save all receipts and use the reimbursement form for potluck expenses Monthly report for December Attend EC meeting for November/December just prior to Holiday Potluck DECEMBER Send out Holiday Potluck reminder to all SWE-D members through Publicity Chair Send Holiday Potluck RSVP list to President, VP Membership, VP Student Services, Secretary and Meeting Planning Chair Create Recipe booklet and Print copies for RSVP list Send 2nd choice speaker a letter if 1st declined or hasnt responded. Ask for response by 1st of February. Holiday Potluck Send attendance sheet of Holiday Potluck to VP Membership, Meeting Planning Chair, and Member Involvement Chair Monthly report for January JANUARY Send article to Newsletter chair on Awards Banquet for March Newsletter with a courtesy copy to Publicity Chair and Meeting Planning Chair Monthly report for February FEBRUARY Send 3rd choice speaker a letter if 2nd choice declined or hasnt responded. Ask for a response by 1st of March. Newsletter SAVE THE DATE Add in March Newsletter Monthly report for March MARCH Finalize menu with Awards Banquet facility Set ticket pricing for Awards Banquet Format invitations and response cards Order invitations Get mailing labels from VP Membership Finalize guest speaker Find out with is paying for postage for invitations (obtain sponsor) Have invitations, response cards and corporate table information put up on the web by Web Chair Send corporate table information to SIGs Mail invitations have 3-5 volunteers help you with the stuffing and addressing Newsletter Advertisement with event details Get program sponsor for printing programs Ask for raffle prizes from SWE-D officers for the SWE Fundraiser at Banquet Decide on payment procedure with the Treasurer for the Banquet Facility Save all receipts and use the reimbursement form for banquet expenses Update Master Spreadsheet as you go (RSVP, Budget, To-Do List, Raffle Prizes) Create To-Do List based off of transition report and planning checklist Monthly report for April Attend EC meeting for March APRIL Format and print programs Start receiving RSVPs and follow-up on un-paid e-mail RSVPs Finalize set-up of Awards Banquet Facility including extra tables Gift for Speaker and Outgoing President Give final count to Awards Banquet Facility Collect raffle prizes for SWE fundraiser Purchase decorations/centerpieces/candies/etc. Save all receipts and use the reimbursement form for banquet expenses Make sure EC has coordinated certificates/awards/plaque up-date Seating arrangements (especially scholarship winners and their guests) Obtain volunteers for the event Setting-Up Decorations, etc. (4) Registration Table (2) Raffle Ticket Sellers (2) Clean-up (2) Update Master Spreadsheet as you go (RSVP, Budget, To-Do List, Raffle Prizes) Print nametags (5 days prior to event) Monthly report for May Attend EC meeting for April MAY Finalize any remaining details and update Finalize Master Spreadsheet (RSVP, Budget, To-Do List, Raffle Prizes) Bring all receipts and paperwork to banquet to meet with Treasurer following event Distribute tax deductible letters for raffle prize donations at Banquet or by mail Bring Thank Yous and Gifts to Banquet Banquet!!! Follow-up: Attendance list Pictures on Web Get information together for transition meeting/party in June Vice President of Professional Development Organization: Reports to the President Responsible for overseeing the PD committees, which are currently: PD Book Group PD Seminar ESD Affiliate Council Representative(s) Worklife Balance Multicultural Meetings: Must attend membership meetings whenever possible. Prior to office/executive council meetings: Solicit reports from committee chairs (5 -10 days prior) Write PD report (including committee reports) and send to swe-d-off Send note to President telling what items you want on the agenda, who will speak to these items, and how much time to expect for each. Review all officer reports (they will be sent via e-mail) prior to the officer/executive council meeting. Must attend officer/executive council meetings, or send a representative. Year end report: The format for the year end report changed in FY98. The President will receive the award packet from National in approximately December. Be sure to review the requirements for submitting the report. The forms for submitting the reports are also included in this packet. Previous to FY98, the report was a summary of all of our Sections PD activities for the fiscal year (meetings, seminars, social events, civic activities, ESD activities). For FY98, the format was for one report to be submitted for each activity. The National PD Chair suggested that if we had 25 PD activities, we should not submit 25 reports, but pick the best two and submit reports on them or summary of major events. Strategic Plan: The VP PD should attend each strategic planning meeting. The VP PD is responsible for PD related tactics in the strategic plan, and should report to the executive council throughout the year as to the progress of these tactics. Multicultural Activities The Multicultural Chair (MCC) reports to the VP of Professional Development. The MCC is responsible for writing a newsletter column each month. A column is due to the newsletter editor on the first of the month prior to its publication. For example, the September column is due to the editor on August 1st. Prior to the start of the year, the MCC should review the National Multicultural Kit and determine what will be done for the year. An outline should be presented to the Executive Council. The following things are suggested to do during the year: Work with Meeting Planning to have a general membership meeting with a diversity or multicultural topic. Work with the Special Events chair on the annual Multicultural Holiday Party. Make contacts with other professional organizations in the area. Arrange with meeting planning to invite them to one of our meetings. In the past, we have invited the NSBE and SPHE to meetings. Since these organizations have some of the same goals as SWE, we also did a write up in the newsletter (in the MCC column) on their organization. Participate in the Annual Womens Celebration. (They will contact us with a letter in the spring asking us to participate.) In the past, we have staffed a SWE booth at their exhibition. New to 2005 COMPES, work with Outreach Chair, NSBE & SHPE Reps on COMPES (Coalition of Minority Professional Engineering Societies) to plan a Career Day SWE, SHPE, and NSBE alternate every year with taking the lead (Feb 2006s Event is lead by SWE) Saturday near Engineering Week depends on February break of the students This event is a collaboration of SWE, NSBE (National Society of Black Engineers), and SHPE (Society of Hispanic Professional Engineers). This event brings Middle School children together to learn about engineering. There are workshops, speakers, and a job fair. SWEs turn to organize COMPES will be in 2006. Things that will need to be considered are: Venue Workshops (we need hands-on experiments for the kids to keep their interest) Job fair (we need more exhibitors for the job fair, also need some hands-on or visual aids) Get more children to attend need to start working on this before Christmas Decide if the event will be a half day or full day (consider food) Planning for this should start as soon as possible to get the venue and start recruiting exhibitors and children. Not very many girls stay in girl scouts through Middle School anymore so another avenue may need to be explored to get girls to come. September-November Solicit volunteers to join committee from SHPE/NSBE/SWE. Find location and date for event (one of the Saturdays surrounding National Engineers Week). Host regular meetings for event A report to National is due on May 1st. The president will receive the award criteria packet around December stating what the report should contain. A rough draft should be presented to the Executive Council in April, and the report must be postmarked by May 1st. This report will be relatively easy to do if you collect fliers from multicultural activities throughout the year, keep a copy of each newsletter column, and keep a copy of any newsletter articles that pertain to multicultural. Work/Life Balance Role: Coordinate SWE-Detroits worklife balance activities, these include arranging a worklife balance speaker for the PD conference, writing articles for the newsletter, executing a worklife balance focused general body meeting as needed (verify with meeting planner) and supporting any other events pertaining to worklife balance issues. Reports to: Vice President of Professional Development. Monthly updates should be sent to the VP by the last week of the month, the following information should be included: upcoming events, roadblocks, accomplishments, etc. Newsletter Article Newsletter Articles should be submitted to the Newsletter Editor by the first of the month prior to the newsletter publishing date (i.e., Octobers newsletter article is due by September 1st) Newsletter Articles should be submitted according to the template found in the appendix of the procedure manual. They may be either in paragraph format or list format (such as statistical information) Newsletter Articles should be 150-200 words in length and cover any family issue topic. Possible topics include but are not limited to the following: birth control, childcare options, working mothers, elder care, family outings, etc. (A good resource of ideas is the SWE National Professional Development Idea Book, http://www.swe.org/SWE/CD/ideabook3.pdf) Other Functions Support any other functions, special events or meetings that may be based on a worklife balance topic Strategic Plan: Review current strategic plan and support current initiatives. Work with Professional Development Committee to develop new goals for the Societys Strategic Plan (should be established by September). PD Seminar/Conference General Description: Arrange at least one event about a topic falling under the scope of a Professional Development category (technical topics, professional development, networking, worklife balance, multicultural concerns, leadership, interfacing with professional associations, SWE activities, and other topics). The event could be a series or single seminar or workshop, or a conference offering a choice among multiple topics. Determine a target focus group for each event. Plan event for target group. Specific Responsibilities: The national organization of SWE has published a PD Conference Planners Guide. A summary of responsibilities from that is included here, condensed for a seminar rather than a conference. The PD Seminar Chair is responsible for coordination of the overall event. This includes determining the necessary subcommittee structure and defining their responsibilities, recruiting volunteers to fill the subcommittees, facilitating communication on all fronts during the planning, ensuring the event runs smoothly, and various follow-up activities after-the-fact. Ultimate responsibility for a successful event rests with the PD Seminar Chair. Typical subcommittees may include: Topics & Speakers Fundraising Publicity & Registration Securing Location & Logistics Meal Planning The Topics & Speakers Committee chooses the topic or theme for the event and identifies and arranges all speakers. Fundraising prepares an estimated budget, and coordinates all fundraising activities with the sections fundraising chair, including in-kind donations such as a free corporate location. The location should rotate yearly. Publicity & Registration prepares the pamphlet/flyer with a registration form, ensures publicity in the sections newsletter and other media as appropriate, and coordinates pre- and on-site registration. Logistics arranges the facilities and catering for the event. More specific responsibilities may be found in the PD Conference Planners Guide. Sample Timing: For a late October seminar, publicity in the sections September newsletter requires a detailed article and pamphlet/flyer by August 1. Notices to general body should occur at least three months prior to the event in the form of email, SWE and/or ESD website posting, postcard or newsletter. However, the sections overall Fundraising letters are mailed in mid-June, and the level of detail required for inclusion in the sections requests for funds may dictate more detailed plans earlier than publicity. Career Opportunities Posts job opportunities to SWE Detroit website, provides companies with information to join SWE Resume Database at  HYPERLINK "http://www.swe.org" www.swe.org, and works with companies to submit job postings to newsletter for cost. Book Group Role: To oversee the Book Club in its mission to continue the education and development of members through reading. Responsibilities: 1. Run discussion meetings held on the 4th Sunday of each month in Ann Arbor. 2. Take book orders and send request to Borders (club members get 20% discount) so that books arrive one month in advance of meeting. 3. Solicit members to write a book review article so that at least one is submitted quarterly for the newsletter. 4. Maintain and update the Book Club list of books read and a list of potential books for future meetings. Forward information on book lists to electronics chair for posting to the SWE Detroit website. Representative(s) to ESD SWE-D's representatives to the Affiliate Council of ESD are responsible for attending the monthly meetings of the Affiliate Council. This allows for networking and collaboration among other engineering societies in the Detroit area. The representatives should report to the VP for Professional Development any Affiliate Council agenda items that concern SWE-D. They should also communicate to the Affiliate Council any events that would be of interest to members of other societies. In addition to serving as a liaison between SWE-D and the Affiliate Council, the representatives are responsible for coordinating SWE-D's involvement with the annual Gold Award Banquet. Typically, this means communicating with the section members on the date and place of the banquet, arranging for SWE reservations, working with the SWE-D President to choose the SWE awards to be given at the banquet, and making sure that ESD has the correct information to print in the program booklet. SWE Detroit may have up to two representatives to the Affiliate Council of the Engineering Society of Detroit. One of the representatives must be a member of ESD. The ESD Rep(s) should attend ESD meetings and report to the VP of Professional Development and the Executive Council the happenings of ESD. ESD Gold Award Banquet The Gold Award Banquet is held each year during National Engineers Week. Nominations for the Gold Award are due to ESD in December. The ESD rep(s) should discuss with the Executive Council in October if there is someone that SWE should nominate. Each affiliate organization is allowed to give up to two awards to its members for outstanding contributions. The President should solicit nominations in November. In the past, the President/Executive Council has picked the best two qualified people. The President/ESD Rep(s) need to make sure that the name(s) of recipients and any information is given to ESD to be included in the Gold Award Banquet brochure. The ESD Rep(s) should add the names of the recipients to the list of past recipients so that the same people do not receive an award again. In previous years, a motion has always been made to have SWE Detroit pay for the award recipient(s) and Section President to attend the banquet. Past recipients are always encouraged to attend the banquet also. Member Mentor Program Create and provide participation packets to members. Coordinate matches of mentors and protgs. Host a training meeting on program scope with mentors before mentors contact protgs. Arrange initial mass meeting of all mentors and protgs. Provide monthly conversation starter topics to mentors. Obtain feedback on matches midyear. Use feedback to improve program for next fiscal year. Supply monthly summary reports to the SWE Detroit VP of Professional Development on topics, success stories and roadblocks. VP of Student Services Organization: Reports to the President Responsible for overseeing the Student Services committees, which are currently: College Relations Scholarships Awards Outreach Mentor Program Special Activities involving Career Guidance Meetings: Must hold/attend Student Services (SS) meetings whenever possible. Prior to office/executive council meetings: Solicit reports from committee chairs (8 -10 days prior) Write Student Services report (including committee reports) and send to swe-d-off Send note to President telling what items you want on the agenda, who will speak to these items, and how much time to expect for each. Review all officer reports (they will be sent via e-mail) prior to the officer/executive council meeting. Must attend officer/executive council meetings, or send a representative. Year end report: The President will inform you of the award packet from National in April/May. Be sure to review the requirements for submitting the report. The forms for submitting the reports are also included in this packet. Submission for Career Guidance related awards are due June 1st. The report is a summary of all of our Sections Student Services activities for the fiscal year (meetings, seminars, mentor activities, scholarships, science fairs, speaking engagements). Strategic Plan: The VPSS should attend each strategic planning meeting. The VPSS is responsible for SS related tactics in the strategic plan, and should report to the executive council throughout the year as to the progress of these tactics. Special Projects Involving Career Guidance Special projects include any new one time events or production of literature. Regular updates need to be obtained by the VPSS. VPSS must provide support where needed. College Relations RESPONSIBILITIES: Serve as a liaison between the student sections and SWE-Detroit Make sure student sections have counselors and advisors Offer assistance to student sections (find speakers, funding, volunteers, etc.) Plan Student Upgrade Party ACTIVITIES: August to September - Obtain updated information on each school. A list can be obtained from Nationals or the Student Activities Committee-Regional Student Coordinator ( HYPERLINK "mailto:rsc-h@swe.org" rsc-h@swe.org) all each of the old contact names to verify information. Do this for student presidents to verify the current president and also for advisors to see if they would continue for the next year. Create an email mailing list of all the student leaders contact information and a separate one for the SWE Counselor and Facility Advisors. October Mail/e-mail a welcome letter introducing yourself and a brochure on counselor and advisor responsibilities to each president, counselor, and advisor, for their use. Contact each of the schools at the beginning of the year and ask if they would like to write a newsletter article for SWE-D to publicize their activities and solicit any volunteers for their programs. After receipt of the article, send it to the newsletter editor. Most of this correspondence can be done through e-mail. Student sections may call to ask for speakers for their meetings or suggested plant tours. Solicit SWE-D for volunteers to speak at meetings. January April - SWE Student Upgrade Party. This event is meant to congratulate the graduating seniors within the state of Michigan, while encouraging them to upgrade to professional membership. This event invites the graduating seniors from all of Michigans SWE sections, as well as SWE D members for an afternoon of food, fun, networking and socializing. STUDENT UPGRADE PARTY Plans and organizes the Student Upgrade Party held in March/April all student sections in Michigan are invited, as well as SWE Detroit members, to attend, to network and mingle. The event is free and all upgrading members are sponsored by SWE Detroit. IDEAS FOR THE FUTURE: Organize a shadow day with area schools Send a survey to students asking what involvement they would like with SWE-D Some other SWE-D members have ideas of what this position should be doing -open forum for ideas Hold meetings or facilitate a conference call with counselors to allow for information exchange Mentor Program Recruiting a new teacher sponsor (Mrs. Kathy Janizcek has sponsored the program since 2003. School Principle Mrs. Davis) recruiting mentors planning the schedule determining which experiments to do (with the help of your mentors) submit a simple budget to the VP Student Services at the beginning of the year training and prep meetings with mentors coordinating the procurement of materials for the experiments coordinating plans with the teacher sponsor bi-monthly student sessions monthly summary reports to the SWE Detroit VP of Student Services, submitting requests for expense reimbursement to the SWE Detroit Treasurer. Lessons Learned Set/communicate expectations at beginning of program Start time Commitment to the program (I.e. regular attendance) Journal writing Timing JULY-AUGUST: Brainstorm about current year program focus, lessons, field trips SEPTEMBER: Contact school and confirm teacher sponsor Meet with principal and teacher sponsor to discuss program, lessons (identify necessary up to holiday break), and confirm program calendar Solicit SWE and others for mentors and administrative volunteer (if needed) OCTOBER: Identify mentors First communication to mentors (program objective, mentor responsibilities, logistics, etc.) Program begins DECEMBER: Mid-Program meeting with teacher and mentors to access the 1st half of the prgm and plan last half (I.e. confirm lessons, field trips, and end of the year program) Review Journal writings (if applicable) FEBRUARY: Begin coordinating end of the year project MARCH: Identify Awards Banquet Attendees (if applicable) Begin coordinating end of the year activity Prepare for end of the year project APRIL: End of program End of the year activity Arrange student attendence to the SWE Awards Banquet Outreach The main duties of the Outreach Chair are to provide activities that deal with K-12 Students. Current Events SALLY RIDE SCIENCE FESTIVAL, September University of Michigan, Ann Arbor Each year SWE sponsors a booth at the Sally Ride Science Festival where experiments are preformed for children (mostly girls) to get them excited about Science and Technology.  HYPERLINK "http://www.sallyridefestivals.com/" http://www.sallyridefestivals.com/ June- Contact Sally Ride Science Festival Group to obtain information and sign up for booth space(s), help advertise for festival (e-mail/posters) July Solicit volunteers, Ideas for experiments to show at Science Festival, August Coordinate volunteers to bring experiment materials to Science Festival DETROIT SCIENCE CENTER VOLUNTEERING, throughout the year Every month there are Brownie and Girl Scout days at the Detroit Science Center. SWE members volunteer directly to the Science Center to help teach the girls different experiments to help them earn a badge. SWE may want to become more involved with this if there is enough interest.  HYPERLINK "http://www.sciencedetroit.org" www.sciencedetroit.org, look under Camps/Workshops. August Make contact with Detroit Science Center Volunteer Coordinator, Obtain schedule from coordinator, create and agree upon a system to send volunteers to events (you do not have to attend all of the events), who the volunteers will check in with, get details of event parking/lesson plans), confirmation of volunteers attending event FUTURE CITY COMPETITION, September through January each school year SWE is not presently involved with this; ESD sponsors the competition in the Southeast Michigan area. Just announce that this volunteering opportunity is available should be good enough for now until more interest is observed.  HYPERLINK "http://www.futurecity.org/" http://www.futurecity.org/ BASH AT THE BIG HOUSE, November University of Michigan, Ann Arbor This is a potential opportunity. Currently the cost for SWE to have a booth at the career fair cannot be justified. If SWE can get a break or get a scholarship for this event it would be a good opportunity for us to let the Michigan Tech students know about SWE Detroit. COMPES, Saturday near Engineering Week depends on February break of the students This event is a collaboration of SWE, NSBE (National Society of Black Engineers), and SHPE (Society of Hispanic Professional Engineers). This event brings Middle School children together to learn about engineering. There are workshops, speakers, and a job fair. SWEs turn to organize COMPES will be in 2006. Things that will need to be considered are: Venue Workshops (we need hands-on experiments for the kids to keep their interest) Job fair (we need more exhibitors for the job fair, also need some hands-on or visual aids) Get more children to attend need to start working on this before Christmas Decide if the event will be a half day or full day (consider food) Planning for this should start as soon as possible to get the venue and start recruiting exhibitors and children. Not very many girls stay in girl scouts through Middle School anymore so another avenue may need to be explored to get girls to come. September-November Solicit volunteers to join committee from SHPE/NSBE/SWE. Find location and date for event (one of the Saturdays surrounding National Engineers Week). Host regular meetings for event ROYAL OAK CAREER CHOICES, March Kimball High School Royal Oak, MI This event is a career fair for Royal Oak Students to get exposure to all professional fields. The students get extra credit to attend and have specific questions to ask to get this extra credit. It is a half day event and some things to consider when planning this event are: The SWE display. Currently it is getting very old and very fragile. Consider making a new one and ensure Society of Women Engineers is very visible. Trinkets. This event is big on trinkets. Some kids run through the event just to pick up these trinkets so the estimate for trinkets is around 200 attendees. Engineering Brochures. This is very useful information to pass out to the children so they can read about the different types of engineers and allowing them to realize that we dont just build cars, a common misconception at that age in this area. Candy. Another big hit with the children and the parents. Again estimate 200 attendees. Contact information for Royal Oaks Career Choices is: Donna R. Danhausen Secretary, Career Focused Education Office 1123 Lexington Blvd. Royal Oak, MI 48073 248-435-8400 ext. 256 January Contact Royal Oak, fill out form for booth February Solicit volunteers to come to career day February/March Contact President to reserve SWE Detroit Display and Banner for event, contact VP of Student Services for Ford Brochure (Descriptions of Engineering Careers), make arrangements to obtain items, ask officers for any give away items from companies or SWE Detroit COLORING BOOKS, on-going SWE published a coloring book in 2004 to pass out to Brownies. This book shows many different engineering fields being preformed by different people. This coloring book has been a big hit and still needs to be sold and passed out. Eventually, it may also need to be redesigned. Ideas for the future OTHER CAREER FAIRS LIKE ROYAL OAKS CAREER CHOICES. Send out emails asking if anyone knows about any other career choices programs in their schools. OTHER DAY CAMPS FOR BROWNIES AND GIRL SCOUTS Maybe hold our own Badge day for the scouts, without using the Detroit Science Center. SUMMER CAMP If enough interest is there maybe consider hosting a summer camp for girls that would have many engineering experiments. This would be a lot of hard work and would need a lot of volunteers. There are other states that have these types of summer camps and those ideas could be leveraged to help this one. I believe Sally Ride sponsors some of these summer camps as well. Some camps to consider using: Camp Copneconic, Fenton, MI (we would need to supply all our own computers at this location, however, there are many other activities at this camp like Horse Back Riding, Canoeing, High Ropes Course, and a bonfire pit) Oakland University Lawrence Tech University GMI Michigan State University University of Michigan, Ann Arbor University of Michigan, Dearborn (has a high ropes course, and rock wall) University of Michigan, Flint Another possibility would be for SWE to contact an existing Summer Camp program and ask if SWE could come in for a day or two to show the girls some engineering type experiments and give the girls a hands-on experience with engineering. Some camps are:  HYPERLINK "http://www.lakeofthewoodscamp.com/" http://www.lakeofthewoodscamp.com/. Awards and Scholarships Awards Work with Scholarships Chair June November Update school database information (may want to include email addresses) In November/December update Certificate of Merit/Madam Curie Nomination Forms and Letter to Counselors/Teacher December print forms and stuff forms in envelopes with Scholarship Chair and 1-2 volunteers In January, mail out form to area high schools to nominate girls for Certificate of Merit (up to 3 seniors who excel in math and science) and the Madame Curie Award (high school junior who excels in math and science). For mailing purposes, mail with the scholarship applications. Chair should ensure that we have plenty of Certificates and Madame Curie medals. More may be ordered from National if necessary. The secretary has the order form for certificates and medals. Be sure to fill out an expense voucher for the Treasurer. All nominations are due in by Mar 15. You may still accept them until April 30 (but do not publicize) Schools will say on the nomination forms if they want a SWE member to attend their banquet to present the awards. Let the Speakers Bureau Chair know which schools want speakers, the date/time of their banquets, and the contact name/number. It is the Speakers Bureau Chairs responsibility to contact the school to let them know if we have a speaker. Print certificates and letters. Mail certificates/medals to the schools that dont want speakers. (Usually most of the schools.) For the schools that will have speakers, solicit volunteers and give/mail the certificates/medals to the volunteers. Scholarships In January, mail scholarship applications out to area schools. For mailing purposes, mail them with the Certificate of Merit/Madame Curie application. Applications are due April 1st. March - Find out from Special Events Chair when/where the May Awards Banquet will be. Get volunteers to help judge the scholarship applications. Find out from Treasurer how much money has been donated for scholarships. Determine how many scholarships we will give out and what amount. For example: $5000 donated for scholarships, 100 applicants, give 5 $1000 scholarships. Or $4000 donated for scholarships, 100 applicants with two really standing out, give 2 $1000 scholarships and 4 $500 scholarships. Bring to Executive Board who will get complimentary tickets to the banquet. Usually we have let the scholarship winners and one parent each attend for free. Call scholarship winners/notify by mail that they have won. Get banquet invitations from the Special Events Chair - you are responsible for sending an invitation to the scholarship winners and letting them know that they and one parent can come for free. Provide information to the Special Events Chair for the Banquet program. Attend the banquet and present scholarship money and certificate to the winners. Treasurer Budget Outgoing officers and committee chairs should prepare a year-end summary of expenses, and pass it on to the incoming officer or committee chair at the transition meeting. This is done with the purpose of aiding the incoming officers in setting the new FY budget. At the beginning of the FY each committee chair should present a proposed budget to the officer to which they report. Each officer will consolidated the data gathered by their committee chairs and present a proposed budget to the Section Treasurer. The Section Treasurer will finalize the budget for the section for the appropriate FY, and publish this data to the Executive Council. Whenever a change is predicted in the budget by any officer or committee chair, it must be reported to the Section Treasurer as soon as possible in order to update the budget and assure that the funds will be available. The Executive Council will discuss budget and budgeted projects in order to ensure there are enough funds to support each project. Projects and budgeted items will be cut upon agreement of the Executive Council after discussion of such. Reports. At each executive council meeting the Section Treasurer will present a financial report. Periodically, this report should include a budget comparison/update with the purpose of assessing our status/progress. The Section Treasurer is responsible for completing and submitting the Annual Section Financial Report to National Headquarters on time. She should also fill in the "Start of Fiscal Year" column on the following year report in order to assure continuity. If the section must file taxes ( $25,000 in income or expenses and/or $100,000 in assets) the Section Treasurer is responsible for doing so on time. III. Income. A copy of any invoices/receipts issued on behalf of the section should be forwarded to the Section Treasurer. The Section Treasurer is responsible for seeing that these funds get deposited and allocated to the appropriate account. IV. Reimbursements. Any officer, committee chair or member desiring reimbursement for expenses made on behalf of the section must submit a "Request for Funds" form accompanied by the appropriate receipts. The type of items that will be reimbursable will be determined in advance by the budget and/or the executive board. V. Basic Operational Expenses. The Section Treasurer will determine the basic operational expenses for one year. The amount in our checking account at the beginning of the fiscal year should be equal to or greater than this predetermined amount. VI. Other. The Section Treasurer must ensure that all Federal and State Taxes and non-profit tax status are in order. (The address must be changed periodically). Update signature cards. The signature cards SHALL always include the following signatures: (1) President, (2) Treasurer and (3) the Immediate Past Treasurer. Fund Development Establish fundraising targets and goals for the year. Update and maintain the corporate sponsorship mailing list. Solicit corporate sponsorship through solicitation packets. As contributions are received: a. submit funds to the treasurer with appropriate documentation b. request the Secretary send a thank you note to the donor 4. Plan and execute 2 fundraising events each year - one in the fall and one in the spring. 2 is the target, may do more. Suggestions are a golf outing, garage sale, etc. it is encouraged to institute a committee to aid in the planning and execution of these events. 5. Write about 3 articles for the newsletter informing SWE members about new sponsors and the success of the fundraising events. 6. Work with other SWE committees to generate funds for their special projects. 7. Aid Meeting Planning in garnishing sponsorship for 3 general meetings. Secretary Approximately 1 week before each officers, executive council, or long-term strategy meeting request status reports from chairs under secretary. Combine Secretarys status report with the chair reports into one status report and email to swe-d-off@swe.org. Take notes at each officers, executive council, or long-term strategy meeting, write up the meeting minutes and email to swe-d-off@swe.org. Compose a summary of the meeting minutes. Send summary to the newsletter editor. Provide SWE stationary to whoever requests it. Either write the publicity year-end report (called Strategic Communications) or make sure the publicity chair does. (The publicity year-end report has always been written by the publicity chair but some officers would like to see it written by the secretary in the future.) Send thank-you notes and other correspondancecorrespondence on behalf of SWE Detroit. Act as chair of the selection committee for the SWE section Communicator Award. Submit an application for the sectional Newsletter Award. Submit an application for the sectional Strategic Communications Award. Newsletter (see Shannon e-mail changes) The newsletter editor is responsible for compiling, editing and publishing the Detroit Direction, the publication for the Society of Women Engineers, Detroit Section. It is the duty of the newsletter editor to obtain articles for the newsletter, create a layout, have it printed and have it mailed. The newsletter is published 10 times a year, with one every month; except that June and July are one combined issue and there is no publication in August. Deadlines for articles are the 1st of the month PRIOR to the month of publication. Monthly columnists who are responsible for writing one column per issue are: President, all Vice Presidents (Student Services, Professional Development, Membership), Work-life Balance Chair, Multi-Cultural Chair, and Meeting Planning. Other monthly features include a roster of the SWE Detroit Executive Council, a calendar of events, book reviews from the Book Club, new member profiles from the New Member Chair and any other features the editor would like to run (such as She Said She Said technical articles, member biographies, etc.) The layout, format and column length are at the discretion of the editor. Publicity fliers are due to the newsletter editor by the 15th of the month prior to publication. It is the publicity chairs responsibility to get these fliers to the newsletter editor. Mailing labels are due to the newsletter editor also by the 15th of the month prior to publication. It is the Vice President of Memberships responsibility to get these labels to the editor. These labels include all SWE Detroit members, the SWE Board of Directors, the SWE Student Sections in the State of Michigan, and other national and regional SWE members. Ads may be placed in the newsletter. This will help generate revenue for the newsletter to help pay for its publication. Currently, ads are being accepted for job opening from companies, as well as local advertisements submitted by SWE members. Ad prices are as follows: $100 for a full-page ad, $50 for a half page ad, and $35 for a business-card-sized ad. Publicity Publicize upcoming SWE events (excluding those which are handled by special committees) via: Flyers Postcards Publicity Chair will receive detailed information from the individual responsible for the upcoming General Meeting including Date/Time/Place/Cost/Childcare/Direction/Description of the event/RSVP contacts. Establish a mailing deadline [Goal = have flyers sent out 3 weeks in advance of the RSVP date]. - Construct the flyer along with the help of the meeting organizer - Receive mailing label file from VP Membership Send electronic file to corporate sponsor's printer center that will print the flyer. Address flyers and make arrangements with proper outlet for postage. Verify with Newsletter Editor that the information from the postcard is the same in the newsletter and include the Secretary and natural owner in the discussion. E-mail Weekly publicity e-mails are sent on Mondays, beginning of the business week. During the summer months this can be at a less frequent basis of monthly or more as needed. Information should be sent only Begin sending to email list when when all necessary meeting information is solidified. Follow up with reminders as appropriate. Send any RSVP extension reminders as needed. Newsletter - Ensure that meeting planner sends meeting info to newsletter editor for proper insertion into proper edition of newsletter Newspapers (as needed and agreed upon by EC) [Establish deadlines for when SWE information can be including in these newspapers]. Advertise SWE events in the local community papers for FREE. features@freepress.com, fax 313-222-4726 (needs 3 weeks notice) Oakland Press Whats Happening PO Box 436009 Pontiac MI 48343, inc ph # Oakland Tech News News Briefs 586-939-6800 X213 Fax to 586-939-6800 (needs 1 week notice) WJR.com: post free to website WWJ.com on air PSA: Mail info to 26495 American Dr Southfield, MI 48034, Nicole Rashid Detroit News On the Go Neighborhoods at detnews.com Neighborhood news at detnews.com 615 W. Lafayette Detroit, MI 48226 Other Organizations ESD, SHPE, SAE, NSBE, etc. Websites Send meeting info to SWE-D Electronic Communications chairperson to have it posted. Post meeting info on  HYPERLINK "http://www.esd.org" www.esd.org under affiliate member section (user ID SWE, password SWE) Other Duties Participate in monthly SWE-D Executive Council Meetings. Maintain records of publicity. SWE-D Speaker's Bureau List Media Contact List Prepare Strategic Communications Report and ensure its mailing to SWE headquarters Electronic Communications The Electronic Communications Chair of SWE-D has two primary areas of responsibility: SWE-D e-mail lists and maintenance of the SWE-D web pages. E-Mail Lists: SWE-D@SWE.ORG is a mailing list that allows SWE-D members or other interested persons to self-subscribe so that they can receive from and send to other members on the list. Although the list is automated and allows list members to unsubscribe or otherwise change their subscription options by sending commands to the server (SWEMAIL@SWE.ORG), there are times when list-owner intervention is needed. The main tasks involved include: if an address on the list becomes invalid, unsubscribe the address from the list help users who are sending the wrong commands to the server or who have other questions about the list's operation periodically remind list members of any agreed upon protocols; for example, beginning messages with SWE-D to help recipients to organize incoming e-mail, signing messages with a name and e-mail address, reminding PROFS users that the reply function will not work, etc. SWE-D-OFF@SWE.ORG is a mailing list for the members of SWE-D's Executive Committee. The Electronic Communications Chair receives a list of names and e-mail addresses of the EC from the Secretary, and makes sure that these members are subscribed to the list. If not, the Chair adds the missing names from the list (this is not an open list: the Electronic Communications Chair owns the list and must approve subscriptions to it), and takes off the addresses of members who are no longer serving on the EC. When an EC member has a change of e-mail address and notifies the Secretary, this information is passed on to the Chair, who makes the needed adjustments to the list. SUBSCRIBING: To subscribe to a list, send a note to: swemail@swe.org. In the body of the note, type: subscribe list_name your_address@whatever, where the list_name is the list that you want to subscribe to (swe-d or swe-d-off) and your_address@whatever is your e-mail address. SWE-D Web Pages: (Michele Marion to update) It is the Chair's responsibility to make sure that SWE-D's web pages are maintained with current information. Maintaining these pages does not require proficiency in UNIX, even though the SWE web server is running on a UNIX platform. The easiest way to keep the pages updated is via FTP. This way, a local copy of the web pages can be kept on the Webmaster's PC (or workstation), and these local copies can be updated and then sent via FTP to the SWE.ORG web server Principal maintenance tasks include: Update EC page when a list of names and e-mail addresses of EC members is available (yearly, with minor changes as needed throughout year) Create Calendar of Events page and update as needed Monthly updates to include detailed info for upcoming general meetings (this info should be e-mailed to the Chair by Meeting Planning Chairs) Monthly updates to include excerpts from Detroit Direction (the articles will be provided by the Newsletter Editor) Create new pages or add info to existing pages as needed by the section Section Representatives Attend Region H Meetings Fall, typically held during the National Conference Spring, typically held in conjunction with the Region H Student Conference calls as requested by the Region Governor Attend Council of Representatives (COR) Meeting at the National Conference Prepare for COR meeting by reading COR packet Discuss any items to be voted on with the Section and determine how Section wants to vote Attend pre-COR meetings at convention as necessary Attend actual COR meeting Submit Required Reports Quarterly Reports due to the Region Director, prior to Board of Directors meetings (dates published by Director soon after the beginning of each fiscal year) Communicate National News, Issues, Concerns, etc., to the Section Membership: Board of Director's meeting minutes Region meeting minutes National email lists: swe-business@swe.org, swe-all@swe.org Section Executive Council Meeting reports (monthly) Newsletter column in The Detroit Direction due monthly Foster National Involvement Coordinate nominations of SWE-Detroit members for national awards Newsletter articles as appropriate promoting national committee involvement Arrange SWE-Detroit networking event during the National Conference Participate in SWE Detroit Strategic Planning Ensure one Representative is present at Executive Council meetings Attend meetings whenever possible Time commitment: approximately 6 hours per month. Travel required to the National Conference and Region H meeting. ADVISORY COUNCIL Assist the president with finding committee members 2-3 members of the council will serve as the nominating committee Those who are serving on the nominating committee cannot run for an elected position FORM TO SEND OUT ASKING FOR COMMITTEE MEMBERS SWE Detroit Advisory Committee Qualification Form Instructions: Please complete the information requested below and present this form to the SWE Detroit President. You may add as many lines as you might need. Name SWE Member NumberAddress Work PhoneHome PhoneEmployer Email AddressFax Number Qualifications A. Have been a SWE member for 10 years and a SWE Detroit active member for 5 years. Year I joined SWEYearActivitySection B. Have held a National SWE office or National SWE Committee Chair position. YearNational Office or Committee Chair position held C. Have a passion for SWEs mission. Write a few sentences on your vision for SWE Detroits future and your role on achieving it.  D. Be able to participate on the committee activities for a minimum of 2 years. As committee member, you will need to attend the majority (to be defined by the committee) of the meetings. Typically, these meetings are conference calls on Mondays at 11:30 am Detroit Time. Do you foresee any problems participating?  E. What in your background do you believe is important for this position? (optional)  Signed: Date: Send completed application to: Kristin Brandenberg 3931 Bacon Berkley, MI 48072 or submit via email to: kbrandenberg@appliedprocess.com You will be notified within 2-3 weeks regarding your committee membership.   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