Outstanding Collegiate Section Awards Program 2015
Nominations Instructions
Nomination Deadline: May 31, 2015
Award Program Coordinator
SWE Headquarters
203 N. LaSalle St. Suite 1675
Chicago, IL 60601
Phone: (312) 596-5223
General Information
The Society of Women Engineers welcomes submissions for the Outstanding Collegiate Section Awards. All submissions are to be submitted electronically. You should receive an email receipt for your submission; be sure to retain a copy of this receipt for your records as it will serve as evidence of your submission.
The submission deadline is May 31, 2015 at midnight Central Time. Late submissions will NOT be accepted. Awards will be presented in October 2014 at The Society of Women Engineers WE15 Conference in Nashville, TN.
Incomplete submissions will be removed from consideration.
Specific questions concerning the Outstanding Collegiate Section Awards can be directed to Michele
O’Shaughnessy and Denise Griffin at .
Outstanding Collegiate Section Awards Packet FY15 Page 1
OUTSTANDING COLLEGIATE SECTION AWARDS
The Outstanding Collegiate Section Awards were first established in 1975 to recognize outstanding Collegiate Sections. The Awards will be given based on the Collegiate Section’s ability to meet SWE’s Strategic Goals and will be assessed on the section’s self evaluation, report, and activity documentation. The competition encourages continuous improvement and growth of each section.
The following awards with cash grants will be presented annually: Outstanding New Collegiate Section – 1 Award
Any Collegiate Section attaining the minimum levels of participation will be recognized with a certificate or a plaque.
Certificate of Participation - < 70 points (self evaluation form) Certificate of Merit – 70 to 100 points (self evaluation and judging) Bronze Award – 100 to < 130 points (self evaluation and judging) Silver Award – 130 to 160 points (self evaluation and judging)
Gold Award – 160 to 190 points (self evaluation and judging)
All Collegiate Sections in compliance with the Society Bylaws are eligible for the Outstanding Collegiate Section (OCS) Awards. All Collegiate Sections chartered or reactivated within the past 2 society fiscal years can compete for the Society Outstanding New Collegiate Section (ONCS) Award. The Outstanding New Collegiate Section Award includes a cash grant. All Award and Certificate of Merit winners are announced at the Society Conference during the Celebrate SWE Awards Banquet.
Eligibility
Collegiate Sections in Compliance with SWE Bylaws (Society and Collegiate). Section Bylaws must be current and up-to-date.
An Annual Report and a Financial Report must be submitted to SWE HQ each year.
Collegiate Section President must be a member in good standing for the fiscal year in which the report is being submitted.
Collegiate Section Treasurer must be a member in good standing for the fiscal year in which the report is being submitted.
Collegiate Section Counselor must be a member in good standing for the fiscal year in which the report is being submitted.
Collegiate Sections that have been chartered or reactivated within the last two Society fiscal years are eligible for the Society ONCS Award (Collegiate Sections may not win the ONCS in 2 consecutive years)
Judging Basis
Scoring: Total Possible – 190 Points
· 70 Points from self-evaluation form (will be verified by judges)
o Planning and Administration
§ Recommended: Create Strategic Plan and submit to your Region Governor (governor-
) where x is your Region (e.g. Region A, ), faculty advisor, and counselor
o Communication and Membership Recruitment
o Regional/Society Participation
100 Points: 33.3 Points per Strategic Goal (Professional Excellence, Globalization, and Advocacy) – details on the strategic goals can be found at http://societyofwomenengineers.swe.org/index.php/about-swe#activePanels_4
o Alignment with Society SWE Vision, Mission, and Strategic Plan – 7.3 points
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o Impact of events in meeting the section's goals and objectives and the three SWE Society Strategic Goals – 7 points
o Goals and objectives supported by activities – 7 points
o Innovative, new, or expanded activities – 6 points
o Member participation – 6 points
5 Points for Report Format
15 Bonus Points
Judging Criteria
General Information
o The report must be submitted in a PDF format. Please convert from a Word document to a PDF.
Note: If you do not have access to Adobe Acrobat, you can go to www.adobe.com and
convert your document for free by downloading their program for a free 30 day trial.
o Minimum page requirement is 4 pages. (Cover Sheet, Introduction, Description of Highlighted
Strategies, and an Activity Documentation Sheet)
o Do NOT include a Table of Contents
Report Format
o 1 inch margins on all sides
o 1.5 spaced text
o 12 point Times New Roman font
o Only the section number and name should be placed in the upper right side of header.
o Only the page number should appear in the lower right side of the footer.
Report Content
o Cover Sheet (Max 1 page)
Cover Sheet must contain at least the following information:
§ Section name, section number, phone number, mailing address, and e-mail address
§ For the timeframe July 1, 2014 – June 30, 2015:
· Section President name, SWE Member number, phone number, mailing address, and e- mail address
§ Faculty Advisor name, phone number, mailing address, and e-mail address
§ SWE Counselor name, SWE Member number, phone number, mailing address, and e-mail address
§ Membership information:
Number of Total Collegiate Members (as of March 31, 2015)
Number of SWE Collegiate Members last year (as of March 31, 2014)
Number of New SWE Collegiate Members (as of March 31, 2015)
Number of women enrolled in Engineering at your school (2014-2015)
Number of total students enrolled in Engineering at your school (2014-2015)
Follow Cover Sheet example provided in this packet.
o Introduction (Max ½ page)
Provide a general introduction to your section. Clearly detail the goals that your section has
planned to focus on this year. These goals should align with the three SWE Strategic Goals.
o Description of Highlighted Strategies (Max 2 pages)
Organize this section by the three Strategic Goals (Professional Excellence, Globalization, and Advocacy). Briefly highlight 1 or 2 innovative or expanded activities that your section has been involved in for each of the three goals. These should be activities that had a major impact on your section and enabled you to meet your objectives for that goal. Describe how these activities related to the Society SWE Strategic Goal and how they impacted the section (ex. Provided more opportunities to get members involved or gave our section publicity on campus).
Outstanding Collegiate Section Awards Packet FY15 Page 3
o Conclusion (Max ½ page)
Summarize your section’s accomplishments this year and how these accomplishments fit with
the goals that your section defined for the year.
o Activity Documentation Sheets (Max 4 pages)
Each of the three Strategic Goals should be addressed in this section. One entry line per
activity to be listed under the primary objective. The activity may be cross-referenced to other
Strategic Goals in the appropriate column. Follow the format of the Activity Documentation
Sheet provided in this packet. For each strategic goal, rank the impact of all the activities and list them in order from most to least impact. Use a scale from 1 to 10 (1 = Least impact to collegiate section to meet the year’s objectives for a strategic goal and 10 = Most impact to collegiate section to meet the year’s objectives for the same strategic goal). This table may be the same information as the one submitted to the Region Collegiate representatives and / or Region Governor report.
§ Example: Advocacy (A), Globalization (G), and Professional Excellence (P)
Meeting/Project/Program / Date / OrganizedBy SWE
0 to 10 / New/ Expanded / Total # of
Participants / # of SWE Participants / Strategic Goal / Impact
Rank
1 to max+
Technical Speaker-Spring Semester Event / 4/5/2007 / 10 / Expanded / 30 / 12 / P / 5
Girl Scout Event / 10/31/2007 / 7 / New / 80 / 25 / A / 3
Elementary School
Career Day / 2/2/2008 / 2 / Expanded / 200 / 3 / A / 1
o Self-Evaluation Form (Max 1 page)
This form is used to provide the collegiate section with immediate feedback on how the section
is performing based on key areas that are important to SWE at the Society level. The Self- Evaluation Form is to be completed by the section president. A maximum number of points have been assigned to each category on the self-evaluation form. Each category contains multiple line items to allow for various combinations for a section to reach the maximum number of points. Judges will be looking for supporting detail in order to verify the section’s self evaluation form. Supporting detail can be provided in the body of the report, Activity Documentation Sheets, and Appendix. This may be the same or similar to the annual section vitality form requested to be submitted by the leadership coaching committee.
o Appendix (Max 3 pages)
This section should be used to provide supporting information for the self-evaluation portion and
essential information that may be needed to explain an activity. (Example: Clipping from newsletter, picture of members at Society or Region Conference, etc.) Remember that conciseness of the report is considered in judging, but it must be explicit enough for the judges to understand the context and impact of the major activities.
Outstanding Collegiate Section Awards Packet FY15 Page 4
Additional Information
All submissions must be submitted electronically. Email your report to w with subject line Outstanding Collegiate Section or Outstanding New Collegiate Section. Your report file is to be named in the following manner: OCS_SectionName (ex. OCS_UniversityOfXYZ). Receipt will be confirmed via email.
Annual Reports and Financial Reports that cannot be electronically sent may be mailed to SWE Headquarters, Attention: Awards Program Coordinator, SWE Headquarters, 203 N. LaSalle St., Suite 1675, Chicago, IL 60601.
Mailed Reports need to be postmarked by June 30, 2015.
Please refer to the SWE website www.swe.org a and look under Collegiate Programs – Competitions for previous section recipients and their reports.
Outstanding Collegiate Section Awards Packet FY15 Page 5
Cover Sheet
School Information
Name Section # Phone Email
Address
Section President
Name SWE Member # Phone Email
Address
Faculty Advisor
Name SWE Member # Phone Email
Address
Counselor
Name SWE Member # Phone Email
Address
Membership Information
Number of SWE Collegiate Members_
Number of SWE Collegiate Members last year_ Number of New SWE Collegiate Members_
Number of Women Enrolled in Engineering at your School Number of Students in Engineering at your School
Number of Undergraduate Women in Engineering at your School Number of Undergraduate Students in Engineering at your School Number of Graduate Women in Engineering at your School
Number of Graduate Students in Engineering at your School
Outstanding Collegiate Section Awards Packet FY15 Page 6
Activity Documentation Sheet
Strategic Goal Objective
Meeting/Project/Program / Date / OrganizedBy SWE 0 to 10* / New/Expanded / Total # of
Participants / # of SWE Participants / Strategic Goal / Impact
Rank
1 to 10+
Strategic Goal Codes for Activity Documentation Sheet:
P – Professional Excellence
G – Globalization
A – Advocacy
* Scale where 10 = Organized completely by SWE Members of the section and 0 = Organized by someone else
+ Scale where 1 = Least impact to collegiate section to meet the year’s objectives for a strategic goal and 10
= Most impact to collegiate section to meet the year’s objectives for the same strategic goal
Outstanding Collegiate Section Awards Packet FY15 Page 7
OCS/OCNS Check List
q Activity Documentation Sheets Completed (throughout the year)
q Collegiate Section is in Good Standing (you can verify this with SWE HQ)
q Collegiate Section President is a paid member
q Collegiate Section Treasurer is a paid member
q Collegiate Section Counselor is a paid member
q Annual Report has been/will be submitted by June 30th to SWE HQ**
q Financial Report has been/will be submitted by June 30th to SWE HQ**
q OCS/OCNS Report is submitted electronically to the Awards Committee by May 31st at 11:59 Central time
q OCS/OCNS Report is compliant with requirements in the Outstanding Collegiate Section Awards Packet
§ PDF Format
§ 1” margins
§ 12 point, Times New Roman font
§ 1.5 spaced text
§ Page limits have not been exceeded
§ Cover Sheet – 1 page
§ Introduction – ½ page
§ Description of Highlighted Events – Maximum 2 pages
§ Conclusion – ½ page
§ Activity Documentation Sheets – Maximum 4 pages
§ Self-evaluation
o Recommended: Strategic Plan submitted to your Region Governor (governor- ) where x is your Region (e.g. Region A, ), faculty advisor, and counselor.
§ Appendix – Maximum 3 pages
**Collegiate Sections are encouraged to submit their Annual and Financial Reports as soon as the school year is finished as long as section activities for the year are complete.
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