Society Nominating Committee Update March 22 nd, 2013 Pamela Snyder P.E – Society Nominating Chair

Agenda Campaign Policy Rationale BOD Questions Ways to address FAQ Society Nominating Committee Update What was new this year What’s working What needs improvement Support needed What’s still coming Trends we are seeing

Campaign Policy

SWE Policy on Campaigning and Endorsement of Candidates As a professional society, SWE must maintain a high standard of behavior during our elections and protect our members from being inundated with messages about candidates. The primary source for information about Society ballot level candidates is the statements and ballot information provided via official Society channels. Use of SWE’s electronic resources is not permitted to promote individual candidates or to solicit signatures for a petition nomination. This includes SWE list-serves, SWE distribution lists, and SWE groups on social media Announcements made in the course of SWE business meetings, including conference calls, newsletters, or face-to-face meetings that an individual is running for office are permitted. Links to the primary information source should be included. Messages in the course of SWE business or which use SWE resources that encourage voting for a specific candidate or that discuss candidates platforms are not permitted. Print or electronic advertisements are not permitted. Alleged violations will be referred to the Society Ethics committee for investigation and action.

Campaign Policy Discussion Policy rationale Want the document to be broad and allow for changes in social media/technology in the future State what is “not allow”, everything else is allowed Only dictate what we can control Rationale is fully aligned between Society Nominating Committee and LETF

Campaign Policy Discussion BOD Questions Facebook SWE has no ability/right to dictate what’s on individual Facebook pages Section/Region pages fall under bullet 2 and 3 Company s SWE cannot dictate what is acceptable and unacceptable to do via corporate Answers on local section/region websites Primary information should be through Society channels – bullet 1 Section/region if sharing information should include all candidates and reference back to the Society information Referencing candidates from section/region Bullets 3 and 4 address how candidate announcements should be handled by sections/regions.

Campaign Policy Discussion Ways we can address frequently asked questions FAQ sheet Intro sheet with rationale 1 st year Society Nominating Committee always free to answer questions on process

Society Nominating Committee Update

What was new this year Election Manual Update Leadership Characteristics replaced with SWE Competency Model Updated all documentation – Nomination Form, Candidate Statement, Member Feedback, Candidate Feedback Webinar on Society Nominating Process – Sept Candidate Interviews at conference 14 of 20 + BOT interviews GotoMeeting for Evaluation Call Written and Verbal feedback to all candidates based on the Competency Model Campaign Policy

Candidate Feedback Verbal Shared with candidate by Nom Com Chair and 1 Region Rep Covered content in written feedback Answered questions and discussed feedback Written Confirm BOD/BOT Mentorship Based on the competency model Strengths and weaknesses for each competency Balanced – both strengths and weaknesses for all on all 4 competencies Shared key information from member and committee feedback Summary Recommendations on future roles if not slated Recommendations on skills/experience to prepare if slated Recommendation Summary from call

What’s working Collected feedback from committee and stake holders in Dec/Jan on process this year 10 committee members 10 Nominees 7 Nominators 8 Board of Directors 2 Board of Trustees 4 Senate Leadership 4 Region Governors 0 LETF

Word Cloud of Feedback

What’s working Candidate Feedback Process Balanced/Actionable feedback to all candidates Candidate Interviews at Conference Need to make this a regular part of conference BOD, BOT, and Region Governor Training at BOD Installation Webinar Training Need to plan sooner to get better attendance but clearly leveraged by several nominees Use of DropBox for non-confidential information GotoMeeting for Evaluation Call Splitting team into pairs of experience and new members and dividing work

What needs improvement 1.Member feedback survey 1.Too long, too hard for the average member, timing over conference not ideal 2.Support for the chair 1.Success is still very dependent on chair commitment and organization 1.Must be engaged every week of term to keep things running 2.Workload is growing 1.Larger candidate pools due to successful leadership pipeline 2.Process improvements to support strong leadership pipeline 3.HQ is not always an enabler of ideas to improve the process 1.Member feedback survey 2.Candidate bios for members in accessible interactive format 3.Confidential file sharing to easy evaluation process 3.Restore ability to share feedback year to year to assist in delivering consistent experience to candidates

Support Needed HQ Support Deputy Chair Budget Process Integration

Support Needed HQ Support Additional Resource to help with growing candidate pool/task Full member leadership histories Currently only able to get last 5-10 years, technically not in line with our election manual May limit candidates that have had an off ramp and are coming back Clerical support without significant oversight Nomination packet receipt, confirmation, and data collocation Candidate Interviews at Conference – scheduling and space Member feedback Candidate bio collection Support for improvements Member feedback survey improvements Space for interviews at conference Candidate bios easily accessible to membership Confidential file sharing like awards and scholarship

Support Needed Deputy Chair – still working on specifics 1 Year – doesn’t automatically become chair Like Deputy Director of Regions and Deputy Speaker Cannot be region representative at the same time Non-voting member Elected by Society Nominating Committee like Chair Support for the chair so whole process is not on 1 person’s shoulders Organization Paper work review Feedback finalization Support feedback calls Election Manual Improvements

Support Needed Budget Spent $1,144 on calls alone this year Not all calls in since only used committee call in number for evaluation and feedback calls. Used Chair’s free conference call or work account before

Support Needed Process Integration Competency Model deployment to membership and leadership BOD, Senate Leadership, & BOT input on requirements in Summer to integrate into call for candidates, nomination and candidate statement questions Nominating Committee Chair Part of BOD Installation weekend Interviews part of Conference if at all possible

What’s still coming Training for Region Nom Com Chairs – Spring Requested by Director of Regions Educate on competency model Help align process across levels of Society Update to Election Manual – Target BOD4 Competency Model Learning Conference Interviews Feedback Improvements Improvements based on new Campaign Policy Deputy Chair Bylaws Motion – Spring/Summer Collegiate Director Motion? – Summer? Waiting for LETF feedback due at BOD4 Still believe the Society Nominating Committee should own

Trends We are Seeing

Trends we are seeing 1.More candidates 1.Strong pipeline of interested candidates 2.Many candidates with only minimum requirements 2.Senate Leadership interest primarily <35 1.Why aren’t older members of the Senate also stepping up? 3.Pipeline for President in coming years looks to be mostly 1 term on BOD 4.Not all candidates returning to BOD after 1 terms 1.Is there a reason we are losing people?