SOCIETY OF WOMEN ENGINEERS
ELECTION MANUAL
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ELECTION MANUAL
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MANUAL PURPOSE ................................................................................................................. 3
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SCOPE....................................................................................................................................... 3
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PART I – ELECTION POLICIES ................................................................................................ 3
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Nominating Policies ...................................................................................................................................... 3
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Teller Policies ................................................................................................................................................ 4
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PART II –ROLES AND RESPONSIBILITIES ............................................................................ 4
TABLE OF CONTENTS
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A.
Nominating Committee ................................................................................................................................. 4
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Teller ............................................................................................................................................................... 5
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Headquarters Staff ........................................................................................................................................ 5
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PART III – NOMINATION PROCESS ........................................................................................ 5
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General Process ............................................................................................................................................ 5
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Call for Nominations ..................................................................................................................................... 6
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C.
Selection Procedure...................................................................................................................................... 7
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D.
Slate and Petitions Announcement ............................................................................................................. 9
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E.
File Disposition ............................................................................................................................................ 10
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PART IV – ELECTION PROCESS........................................................................................... 10
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Ballot Preparation ....................................................................................................................................... 10
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Voting ........................................................................................................................................................... 11
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Ballot Counting ............................................................................................................................................ 12
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D.
Reporting of results .................................................................................................................................... 13
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PART V – REMOVALS, RESIGNATIONS AND VACANCIES ................................................ 14
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A.
Removals ..................................................................................................................................................... 14
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ELECTION MANUAL
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B.
Resignations ................................................................................................................................................ 15
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C.
Vacancies ..................................................................................................................................................... 15
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DISTRIBUTION OF THIS ELECTION MANUAL ..................................................................... 15
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RECORD OF REVISION.......................................................................................................... 15
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APPENDIX I – SUGGESTED ELECTION SCHEDULE ........................................................... 16
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APPENDIX II – CALL FOR NOMINATIONS ........................................................................... 21
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APPENDIX III – CANDIDATE SELF-EVALUATION QUESTIONNAIRE................................. 35
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APPENDIX IV -- CALL FOR FEEDBACK ON CANDIDATES ................................................ 38
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APPENDIX V - REGION REPRESENTATIVE EVALUATION FORM ..................................... 41
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APPENDIX VI – POTENTIAL PRESIDENT-ELECT CANDIDATE INTERVIEW QUESTIONS
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APPENDIX VII: SAMPLE RECOMMENDED SLATE ANNOUNCEMENT ............................. 44
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APPENDIX VIII – EXAMPLE PETITION PACKAGE ............................................................... 47
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APPENDIX IX - PETITION FOR ADDITIONAL NOMINEE FOR ELECTION .......................... 48
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APPENDIX X – CANDIDATE VITAE AND STATEMENT INSTRUCTIONS............................ 49
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APPENDIX XI -- EXAMPLE BALLOT INSTRUCTIONS.......................................................... 50
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APPENDIX XII - EXAMPLE TELLERS REPORT .................................................................... 51
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APPENDIX XIII - TELLER OPERATIONAL PROCEDURE ..................................................... 54
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MANUAL PURPOSE
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The elections manual shall provide the overview for the Society nominating committee, the HQ
elections procedure, and the teller – and the interactions of these components of the election. This
document will be maintained by the Society nominating committee chair, teller and HQ subject to
approval by the Board of Directors per the bylaws Article IV Section 6.A. The secretary shall post that
document as a governance reference document.
SCOPE
This document applies to the elections of the Society. It provides requirements for nominations,
balloting and reporting of the election results. The Society bylaws govern qualifications for elected
offices and provide the minimum requirements for the nomination and election processes.
PART I – Election Policies
Nominating Policies
1.
Nominating policies are incorporated into the nominating process documents used by
the Society nominating committee and included in the appendices to this election
manual. These policies, procedures, and documents are supplementary to the Society
bylaws, and are developed and maintained in accordance with bylaws Article IV, Section
6.A.
2.
Confidentiality and integrity are of the utmost importance in the nomination process.
Society nominating committee representatives are expected to abide by these rules:
a.
All committee correspondence that involves nominees or candidates, or other
confidential information, shall have “nominating committee confidential” included
in the subject line.
b.
Personal and performance information related to any nominees or candidates will
not be discussed with others outside the committee. If additional information or
feedback is needed on a nominee or candidate, beyond that which is supplied via
our process, then it is the responsibility of the chair to obtain that information.
c.
Each representative’s voice needs to be heard in discussions and meetings.
While a representative’s personal experiences with a nominee are valuable, it is
committee consensus that drives the final decision on a nominee becoming a
candidate.
d.
These statements define our policy on what may be discussed outside of the
committee:
(1)
Questions about eligibility, duties of office, or the process the nominating
committee follows can be directed to the nominating committee chair or
region committee representatives.
(2)
Information supplied by the candidates, and the feedback on the
candidates supplied by other SWE members, is regarded as highly
confidential information. It is not shared outside the committee, and it is
not saved from year to year. In order to preserve the confidentiality and
integrity of our process, questions, concerns, or feedback about
individual candidates that arise outside of the formal feedback process
must be directed to the nominating committee chair. Members of the
nominating committee are duty-bound not to discuss information related
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to individual candidates, and we ask all SWE members to respect that.
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3.
B.
The guiding principle of many generations of nominating committee representatives has
been “It is our responsibility to select candidates with the best interest of the Society in
mind.”
Teller Policies
1.
Teller report shall include the candidate individual vote tallies. (BOD 2/10/07)
2.
That tellers committee reports be deleted from future publication in newsletter (sic
USWE [SWE]), but that only election results be printed. (EC 10/17-18/70)
PART II –Roles and Responsibilities
A. Nominating Committee
Per the bylaws Article IV, Section 6.E: The Society nominating committee shall select one or more
qualified candidates for each of the available Society level positions and present such slate to the
board of directors and the senate by February 1. The nominating committee may also recommend
candidates for other positions, if so requested by the board or the senate.
The Society nominating committee is typically asked to identify, evaluate and recommend
candidates for the board of trustees and the speaker, deputy speaker of the senate, and senate
secretary. The board of trustees requests the services of the nominating committee annually, and
identifies which trustees’ terms are expiring. The senate must pass a motion to appoint the Society
nominating committee to recommend candidates for senate speaker, deputy speaker, and senate
secretary to maintain compliance with the bylaws. Senate motion S1025, Senate Nominating
Committee, from FY 2010, provides an example.
Note:
The Society nominating committee is not responsible for the selection of candidates for governor or
senators from each region. It is the governor's responsibility to ensure that their region nominates
at least one candidate for governor and one candidate for professional senator and that either the
name(s) and vitae are submitted in a timely manner to headquarters for the ballot by the deadline
for officer candidate vitae, or that an election is held within the region with the results certified to the
tellers committee chair no later than the deadline for returned Society ballots. The same applies to
any candidates for alternate professional senator. For collegiate elections, the governor is
responsible for submitting at least one candidate for collegiate senator per region and any
candidates for alternates.
The Society nominating committee is also not responsible for the selection of candidates for the
collegiate director. Per the bylaws the President Elect ensures the call for Collegiate Director is
distributed, assembles a team to evaluate candidates (in recent years this committee has included
two members of the BOD and two members of the Society nominating committee), and presenting
the best candidate for BOD alignment.
Composition of the Society nominating committee is specified by the bylaws, Article IV, Section
6.B.
Selection of the nominating committee chair is specified by the bylaws, Article IV, Section 6.C.
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Eligibility for representatives on the nominating committee is specified by the bylaws, Article IV,
Section 6.D.
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The governor of each region notifies the incoming nominating committee chair of the region's
incoming representative to the committee by the close of the fiscal year. Members of the
nominating committee shall be elected by their respective regions by the method stated in the
applicable region bylaws.
Nominating committee members should be acquainted with active members within their region who
may be considered for society office, and must be trustworthy with CONFIDENTIAL information.
The chair should have previous nominating committee experience.
The nominating committee reports administratively to the board of directors through the president,
who is its officer contact but not an ex-officio member of the committee.
B. Teller
The responsibility of the teller (or tellers, if such is the case) is to oversee the processing of ballots
for the Society officers, directors, region governors, and other positions as requested, e.g. trustees,
senate speaker, deputy speaker, senate secretary, and deputy director of regions.
The teller is appointed by the president and confirmed by the BOD. The teller must be a voting
member in good standing of the Society who is not a candidate on the printed ballot. Since ballots
are no longer physically counted by volunteers at headquarters, proximity to the headquarters
office is not critical, but the teller should be able to travel to headquarters if necessary.
The teller provides a written report of the election results report to the president, , nominating
committee chair (to forward names of candidates not elected to FYxx+1 chair), and headquarters
(for archives).
C. Headquarters Staff
The responsibility of the headquarters (HQ) staff is to oversee the processing of ballots for the
Society officers, directors, region governors, and other positions as requested, e.g. trustees, senate
speaker, deputy speaker, senate secretary, and deputy director of regions.
In addition, the HQ staff provides support as needed to both the nominating committee and teller.
PART III – Nomination Process
A.
General Process
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A summary of the Society nominating process that results in the slate of candidates being
announced by February 1 each year is provided below. Appendix I contains a detailed sample
schedule.
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A call for recommendations for candidates is made to Society leadership and members;
candidates are identified.
Each candidate’s eligibility and willingness to serve are verified by the nominating committee
chair.
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ELECTION MANUAL
Each candidate provides the Society nominating committee chair with information about
their SWE service history and experience, skills, SWE Leadership competencies
(Leadership Ability, Communication, Business Knowledge & Management, & Self
Management & Development), accomplishments, and any other data the committee would
like to use in the evaluation process.
SWE members are asked to provide feedback on each candidate in the areas of skills, SWE
Leadership competencies (Leadership Ability, Communication, Business Knowledge &
Management, & Self Management & Development), and accomplishments as they relate to
the position(s) the candidate is seeking. We welcome both praise and constructive criticism.
This feedback process is anonymous and confidential.
The Society nominating committee chair provides the candidate’s information and the
feedback received to each nominating committee representative.
Each representative separately evaluates the information, rating each candidate for each
position according to criteria determined by the committee. Results are recorded on a
region ballot, which is turned in to the nominating committee chair.
The Society nominating committee chair compiles the results of each region’s ballot and
distributes the results to the committee.
The committee meets via teleconference to create a draft of the slate.
Candidates for president elect are interviewed. Candidates for other positions will be
interviewed at the discretion of the Society nominating committee. Any additional
information the committee feels is needed is obtained by the committee chair.
The committee meets via teleconference again and determines the final slate by consensus.
The Society nominating committee chair notifies all candidates, both those selected for the
slate, and those who are not. Feedback from the committee is provided. Feedback will be
documented and kept on file by the chair.
The final slate is announced to the board of directors and senate by February 1.
There is an opportunity to put forth petition candidates between February 1 and March 1,
per Article IV, Section 6 of the Society's bylaws. The petition and written consent must be
submitted to Society headquarters by March 1.
Call for Nominations
The Society nominating committee chair requests nominations from all members of the Society
through a notice from headquarters for publication in appropriate Society communication media
(e.g. SWE Magazine, website, e-mail). This call contains a list of open positions, reference to the
bylaws eligibility requirements for those positions, and information about the qualifications/skills,
expected duties and time commitment for those positions. Nomination instructions are included
along with the nomination form and candidate consent and eligibility form. A summary of the
nomination process can also be included. A sample of the call for nominations, with all associated
documents, is provided in Appendix II.
The call for nominations should be distributed three to four weeks in advance of the deadline.
Eligibility requirements, qualifications, and position specific skills should be widely
communicated to the membership. This information should be available at any time of year
through the nominating committee chair or members.
The qualifications and skills that form the basis for candidate evaluation should be reviewed by the
committee annually and updated as needed. The chair reviews all other information annually to
ensure it is kept current.
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Nominations may be submitted by any member in good standing. The candidate consent and
eligibility form must be completed by the nominee her/himself and accompany the nomination.
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C.
Selection Procedure
The role of the Society nominating committee is to identify the best qualified candidate or
candidates for each office. The Society nominating committee may need to seek out candidates
if qualified individuals are not identified through the call for nominations. More than one
candidate for each position is optional, at the discretion of the nominating committee.
The Society nominating committee chair contacts each nominee to verify that individual's
willingness to be considered and for which open positions. The Society nominating committee
chair should also review the general process and timeline with each nominee.
The Society nominating committee chair and one committee representative must independently
review each nominee to ensure they meet eligibility requirements for the positions for which they
are nominated. (This is typically done through the service history in the membership database.
Direct verification of service by other SWE leaders may also be necessary.) Verification must also
be obtained that none of the proposed officer candidates is a candidate for, or would be
concurrently serving as, a region governor.
The Society nominating committee chair prepares and distributes a candidate self-evaluation
questionnaire, appropriate to the positions for which each candidate wishes to be considered. It is
the responsibility of the Society nominating committee to review this questionnaire annually and
revise as appropriate. A sample is provided in Appendix III.
The Society nominating committee chair seeks feedback on potential candidates from all SWE
members. This may be done via an e-mail distribution from headquarters, directing members
to use an online survey or to send feedback directly to the chair. Members should be
encouraged to provide feedback based on their direct and recent experience with the
nominee(s). A sample of the call for feedback and the candidate evaluation questionnaire is
included in Appendix IV. It is the responsibility of the Society nominating committee to review this
questionnaire annually and revise as appropriate. The questionnaire should reflect the current
skills and experience needed by our future leaders to be successful in elected positions, and it
should be coordinated with the evaluation criteria that will be used to select candidates.
The Society nominating committee chair provides each Society nominating committee member
with a complete list of the proposed nominees, copies of each nominee’s self-evaluation
questionnaire, unedited or summarized copies of all comments on the potential candidates
received from SWE members (with members’ confidentiality protected), and a region
representative evaluation form. The region evaluation form should be reviewed annually by the
Society nominating committee and revised as appropriate, with the evaluation criteria clearly
agreed to, prior to distribution by the chair. An example of the region representative evaluation
form is in Appendix V.
Each member of the Society nominating committee evaluates the candidates individually and
returns her/his scores to the Society nominating committee chair by the agreed upon deadline.
The evaluation rubric is:
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Rating
Extremely well qualified
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Points
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Well qualified
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Reasonably qualified
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Adequately qualified
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Somewhat qualified
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Not qualified
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Descriptors
Leadership Competency demonstrated at Expert level with
no Novice or Advanced Beginner elements
Meets position requirements.
Clearly best choice among group of candidates for a given
position.
Leadership Competency demonstrated at Proficient level
with no Novice or Advanced Beginner elements
Meets position requirements.
Leadership Competency demonstrated at Proficient level
with no Novice elements.
Good results in SWE positions, some experience related to
position specific requirements.
Leadership Competency demonstrated at Competent level
with no Novice elements
Good results in SWE positions, but not much experience
related to position specific requirements.
Leadership Competency demonstrated at Advanced
Beginner level
Not much evidence of results or experience related to
position specific experience.
Room for personal/professional development.
Leadership Competency demonstrated at Novice level
No or little skills or experience related to given position.
The chair compiles the scores for each candidate and shares the total scores with the committee
members. Upon request by a committee member, the chair will provide that member with copies
of individual region representative evaluations received, with names obliterated to provide
confidentiality.
The committee then meets by conference call to discuss the results, resolve questions about the
candidates, and select the candidates for the slate. Society nominating committee members are
expected to share their personal knowledge of the qualifications and SWE performance of any
proposed candidates with the other committee members. All such information must be treated as
CONFIDENTIAL, and all discussions of candidate qualifications must remain within the committee.
The chair collects constructive feedback from the committee members to share with candidates.
The candidates should be evaluated in the following order:
a.
b.
c.
d.
e.
f.
President-elect
Secretary (even numbered years) or treasurer (odd numbered years)
Directors (2 each year)
Director of regions (odd numbered years)
Deputy director of regions (each year)
Other positions as requested, e.g. trustees (2 each year), senate speaker, deputy
speaker, and senate secretary.
The above order may be varied depending on the desire of the chair and committee. However, the
complete slate should be kept in mind when choices are made. The best qualified candidates
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should be evaluated as potential Society officers first, then as directors or speakers. A candidate
may be considered for an additional position if she/he has already been eliminated from
consideration for previously balloted positions and she/he concurs.
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The chair may issue additional region evaluation forms or conduct representative polls as
necessary to obtain a clearly defined slate. The chair or a committee member may ask for a reevaluation on any candidate if additional information has been received concerning the candidate
that would be helpful in the committee's decision.
Personal interviews of potential candidates by the Society nominating committee are desirable,
if finances and logistics permit. Teleconference interviews may be used to obtain additional
information on the candidates. Both personal and teleconference interviews are facilitated by
the Society nominating committee chair. Questions to be asked are determined in advance by
the committee. A list of potential interview questions for president-elect candidates is provided
in Appendix VI.
The chair is responsible for clarifying or obtaining additional information concerning proposed
candidates when requested by committee members, and has the authority to rule on questions of
eligibility and qualifications of proposed nominees as defined in the Society Bylaws.
Once a proposed slate of recommended candidates has been completed, the Society nominating
committee chair or a representative should perform eligibility verification for all candidates as slated
(as their original ballot positions may have changed during the evaluation process).
After the final eligibility check, the Society nominating committee chair notifies all candidates,
both those selected for the slate, and those who are not. Notification should be made in person
(face to face or by telephone; not by e-mail). Feedback from the committee is provided. For
those candidates who will be on the recommended slate, the chair makes final confirmation of
their willingness to be slated on the ballot, and their willingness and ability to serve if elected.
Confidentiality: All communications and discussions regarding the qualifications of potential
candidates must remain CONFIDENTIAL. While electronic communications can be subject to
abuse, so can other communication methods, thus it is acceptable to use electronic
communications to conduct nominating committee business. Email communications within the
committee should be marked "Society Nominating Committee Confidential".
D.
Slate and Petitions Announcement
Per the bylaws, Article IV, Section 6.E, the Society nominating committee chair presents the
committee’s recommended slate to the board of directors and senate by February 1. This
announcement is copied to all professional members.
The slate announcement also contains information on the petition process. Requirements for the
petition process are contained in the bylaws, Article IV, Section 6.F.
Email is an acceptable method of collecting petition signatures. SWE list serves and other
resources may not be used to solicit petitions per SWE’s Campaign Policy as posted on the
governance site. Members must provide their member number and section in the message, to
facilitate validation.
Headquarters staff is responsible for verifying that all petition signatures are from members in
good standing, and meet the regional distribution requirement.
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The Society nominating committee chair is responsible for verifying that petition candidates satisfy
the Bylaws eligibility requirements for the position. Petition candidates will provide the same vitae
as slated candidates, per Part IV, Section A, Ballot Preparation.
An example of the slate announcement is in Appendix VII. An example of the petition package and
the petition form, is in Appendix VIII.
E.
File Disposition
The following items are destroyed after the final slate has been submitted and are NOT maintained
as part of the nominating committee files:
1.
Individual voting records of the Society nominating committee representatives.
2.
All CONFIDENTIAL correspondence including, but not limited to, input on potential
candidates and the responses of potential candidates to Society nominating committee
questionnaires. The Society nominating committee chair may extract certain items
(including the names of some high-ranking candidates not selected for the current slate) if
she/he feels they may be of value to the incoming Society nominating chair and committee.
The file containing feedback given to candidates will be maintained by the Society
nominating committee chair.
Part IV – Election Process
A. Ballot Preparation
The Society nominating committee chair provides headquarters with a copy of the committee's
recommended slate. The executive director is responsible to ensure that the ballot, listing the
candidates recommended by the Society nominating committee and any candidates who have
properly petitioned, is distributed per the bylaws, Article IV, Section 7.
Candidates may provide a candidate vitae and statement, per the instructions provided by the
Society nominating committee chair. This will accompany the ballot along with a recent
photograph. Petition candidates are given the opportunity to provide the same candidate vitae and
statement provided by the committee's recommended slate. Appendix IX provides candidate
biography and statement preparation instructions. The Society nominating committee chair
performs a final review of the candidate information and statements for consistency and
compliance with these guidelines.
All information to accompany the ballot must be provided to headquarters by the due date
communicated by the Society nominating committee chair. The due date is prior to March 1
each year.
Candidates added to the ballot by petition are identified on the ballot and accompanying
information by the words “petition candidate” next to their name. Candidate names for each
position appear on the ballot in alphabetical order.
An outside vendor may be used to prepare electronic ballots or machine-readable ballots. The
vendor lays out the actual ballot, which is reviewed by SWE HQ staff and the Teller prior to
distribution to the membership. The outside vendor will conduct ballot testing to ensure
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accurate and unbiased tabulation of the election results. The members of the Tellers
Committee are the preferred testers.
The ballot materials should include a national map showing the current region boundaries and a
listing of the sections with their identification code (e.g., New Jersey, E003). Ballots are returned
either electronically or in an envelope provided, which requires the signature of the voting
member on the outside of the envelope. In addition, the member's printed name, the
section/MAL and region affiliation (names or codes) are indicated on the return envelope. The
teller performs a final review of the actual ballot for format only and the ballot instructions for
clarity and completeness.
For collegiate voting in region elections, candidate information will be posted on region
websites.
B. Voting
1.
Balloting Instructions
By April 1 all voting members with valid addresses on file at Society headquarters will be sent
paper instructions that outline both the electronic and paper balloting process with the names of
the candidates for each office and with details on the voting process. A sample of the Ballot
Instructions is in Appendix X.
2.
Electronic Balloting
a.
Members will be directed to a website to use for voting.
b.
Candidates’ vitae will be available on the web page.
c.
Once the voting member logs onto the website she/he will be asked to provide
her/his user name and password or a control code for voting verification. Upon
authorization of eligibility and verification that a ballot has not already been cast,
the voter will be allowed access to the ballot.
d.
To aid in identification and vote tally verification, each voter would be provided a
ballot number as part of the voting process.
e.
Members without a valid user name or password or control code will not be
allowed access to the ballot.
f.
Members will be able to retrieve their password as they do currently for member
access to the web page.
g.
The voter then votes on each candidate by a yes, no, or abstain vote.
h.
In cases where more than one candidate is being presented for an office, the
voter will not be allowed to vote for more than one of the candidates, with the
exception of Directors where two are selected each year.
i.
After voting for all positions on the ballot, the ballot is submitted.
3.
Mail Balloting
a.
Voting members who call the number listed in the written instructions will be
mailed a paper ballot package.
b.
Ballots are returned to SWE headquarters.
c.
Ballots must be postmarked by the date announced as the ballot close.
d.
Only voting members may submit a ballot.
4.
Collegiate Elections
a.
Voting will occur in March annually.
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d.
ELECTION MANUAL
Collegiate presidents will vote for positions in their region (e.g. collegiate senator,
alternate collegiate senator, etc.)
Candidate information will not be included in the ballot
Ballots can be electronic and no control code or password required.
C. Ballot Counting
A sample of the Teller Operational Procedures is available in Appendix XI.
1.
Tallying Electronic Ballots
a.
Each ballot will be tallied electronically with a daily tally printed out and filed for
final vote verification.
b.
Each ballot will be maintained electronically as support for the vote tally and for
any possible challenge.
c.
At midnight on the date for the close of balloting, the total vote tally will be
compiled.
d.
The total vote tally will be cross-checked against the daily vote tally. If there is
any discrepancy in the tally, individual ballots will be counted.
e.
The final vote tally will be provided to the teller.
f.
For collegiate voting, ballots will be tallied at the end of the voting period.
2.
Mail Ballot Tallying
a.
Mail ballots from members will be hand counted by Society staff.
b.
Headquarters staff shall verify the signatures against the current list of voting
members. Invalid ballots (signature is not that of a voting member in good
standing) are set aside and saved for the file. Valid ballots are opened and
removed from the envelopes. The envelopes are saved for the file.
3.
Recount
An automatic recount (including manual examination of rejected ballots) shall be
performed if the margin of victory for a candidate is less than 1% of the total votes cast
for that office
4.
Verification of Tally
The teller audits the vote and verifies the tally.
5.
Ties
A plurality of the votes cast is necessary for election. In the case of a tie, the winner is
chosen by lot. (Bylaws, Article IV, Section 7)
6.
Irregularities in election process during voting
During the period between the time that the ballots are mailed out or made available
electronically and when the ballots are counted, the teller has the authority to declare an
election invalid on the basis of irregularities that are brought to her attention. Such
irregularities may include, but are not limited to, ballots not received by the membership
or procedures not followed in ballot preparation or handling. Any member or staff can
call such procedural irregularities to the teller’s attention. The teller then determines, in
consultation with the president and executive director, whether a reballot or other
appropriate action is necessary.
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D. Reporting of results
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1.
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ELECTION MANUAL
Candidate Notification Process
The vendor provides results of the vote count to the teller, who provides them to the
president and HQ not more than 21 days after the end of the voting period.
The president attempts to notify all the candidates by telephone within 24 hours of
receiving the election results from the teller. If she is not successful in reaching the
candidates by phone within 2 days, then she may send an email. The candidates are
responsible for providing the president with valid contact information for the time when
the ballots are expected to be counted. The president informs each candidate (for a
Society position, including trustees, Senate officers, etc.) of the vote count for all the
candidates running for that office. Candidates also receive a written notification of the
election results from the president including the vote count for that office, within 7 days.
For region governor positions that appear on the Society ballot, the president contacts
the current governor, who is responsible for notifying the governor candidates for their
region. This should be documented in region procedures.
For other region elections (collegiate and professional) being supported at the Society
level, the teller will notify HQ of the results. HQ will then notify the appropriate governors
and copy the president on the communication. Governors will contact each of the region
candidates.
2.
Protest Process
A protest challenging the results of an election may only be filed by a candidate, and a
candidate may only file a protest for the position for which she is running. The protest
must be filed in writing with the current president within 7 days of the candidate's receipt
of the election results. Electronic mail, fax, express mail, or letter is acceptable for filing a
protest, but it must be done in writing and within the specified timeline. (A phone call is
not sufficient.)
The president appoints a special protest review committee to review the protest within 2
days of receipt. The committee consists of 3 or 5 members who are familiar with Society
policies and procedures. Candidates and members of the Society nominating committee
may not serve on the protest review committee. The chair of the Society nominating
committee may serve on the protest review committee, at the president’s discretion. The
president serves as the non-voting chair of the protest review committee.
The protest review committee evaluates only those issues raised in the written protest to
determine their validity and seriousness. The committee may determine that the issues
raised in the protest are not valid, in which case the election results stand. The
committee may determine that the issues raised are valid, but not serious enough to
warrant a re-ballot, in which case the results stand with a recommendation for process
improvements. If the committee determines that the issues are both valid and serious,
then a re-ballot shall take place. The committee may recommend a re-ballot for one
office or for multiple offices. The committee must make their recommendation within 5
business days. The board of directors must then vote on the committee's
recommendation within 5 business days.
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ELECTION MANUAL
Board members should not discuss a protest with candidates while the protest review
committee is conducting its investigation and deliberations. Candidates impacted by a
protest should be given the opportunity to express their views to the protest review
committee, and to the entire board if they so desire. Board members should convey
their questions and concerns to the protest review committee. This is to ensure that all
board members receive the same information, and that all candidates are treated
equitably.
A member of the BOD who is also a candidate for office counts towards a quorum at
BOD meetings where a protest is addressed, but may not participate in board
discussions regarding the protest and may not vote on the resolution of a protest.
Due to the short time frame, there is no requirement to notify the membership of the
existence of a protest. If someone asks, they could certainly be told that a protest has
been filed, but no details should be released until the matter is resolved. Once the board
has determined the resolution of the protest, then the election results should be
announced to the membership together with the results of the protest.
3.
Announcement of Election Results
Election results may be announced to the membership 14 days after the ballots are
counted, if no protest has been filed. The results may be announced by email, posted
on the Society website, and/or printed in the appropriate Society publications.
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Part V – Removals, Resignations and Vacancies
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A. Removals
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If a protest is filed, the results of the election are not announced until after the protest is
resolved. The timeline for handling protests is tight, and should result in minimal delay of
announcement of election results (two weeks).
The teller report to the president, Society nominating committee chair and headquarters
(archives) includes the number of votes cast for each candidate, as well as the number
of ballots mailed, number of ballots returned, number of invalid ballots, etc. as currently
specified in the committee procedure. (A sample teller report is included as Appendix
XI.) The teller report should not include the number of members eligible to vote. The
senate speaker is responsible for ensuring that the teller report is included on the
agenda for the senate meeting. The report can be presented in person by the teller, or
read by the president or the senate speaker. A sample of the Tellers Report is located in
Appendix XII.
Removals for Society officers, director, director of regions or special director shall be
handled as stated in the Society Bylaws Article IV, Section 9. Balloting for removal of a
Society officer shall meet the requirements of Part IV, Section 4, B-D of this election
manual.
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Filename: Election Manual
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Revision Date: June 29, 2012
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ELECTION MANUAL
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B. Resignations
Resignations for Society officers, director, director of regions or special director shall be
done in writing and should include a brief explanation of the situation necessitating the
resignation.
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C. Vacancies
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Vacancies for Society officers, director or director of regions shall be handled as stated
in the Society Bylaws Article IV, Section 8.
Distribution of this Election Manual
1.
2.
3.
4.
5.
Board of directors, including executive director
Procedures committee chair
Society nominating committee chair
Teller
Governance section of website
Record of Revision
1.
2.
3.
4.
5.
6.
7.
DESCRIPTION
Reformatted and updated for bylaw revisions and electronic balloting
from Peggy Layne 2003 version.
DATE
3/7/07
2. BOD Comments for review.
3. Tellers committee information reviewed and updates made.
4. Nominating committee policies, procedures, processes
updated. Distribution of tellers report revised to reflect removal
of report from membership meeting agenda. Draft watermark
and obsolete editing comments removed. Version updated to
3.0.
Nominating committee policies, procedures, processes
updated per review comments between 6/30/10 and 9/1/10
from Lampela, Joch, Thomas, Stuart. Version updated to 3.1
by F. Kay on 02/12/11. Version updated to 3.2 by F. Stuart
and F. Kay on 06/08/11
Approved by BOD on 6/24/11 with Motion B1162
Added Senate Secretary position to Election Manual to align
with Society Bylaws. Revised document to include Leadership
Election Task Force recommendations including aligned BOD
competency model, and candidate interviews. Remove need
for tellers report to be sent to the Senate, per results going to
all members. Version updated to 3.3 by F. Kay and P. Snyder
4/25/07
March 2010
06/24/10
06/08/11
06/29/12
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Filename: Election Manual
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ELECTION MANUAL
Appendix I – Suggested Election Schedule
Appendix I – Election Schedule
.
Month
Activity
Position(s)
Responsible
July/August
Contact all representatives
to the nominating
committee and prepares
committee roster.
Nominating Committee
Chair
Contact President of the
Board of Trustees and
Speaker of the Senate to
understand any special
requirements for next FY.
Meet with BOD and RGs
at BOD1 and RG Summit
“Call for Nominations”
requesting proposed
candidates distributed to
professional members and
collegiate senators and
alternates
Prepare agenda for
Society nominating
committee meeting at
annual conference
Distribute Call for
Nominations in the format
provided by the Society
nominating committee
chair
Nominating Committee
Chair
Maintain service history of
members and make
available to the Society
nominating committee
upon request for potential
nominations
Receive nominations.
Verify candidacy and
eligibility and send
candidate self-evaluation
questionnaire to proposed
candidates.
Distribute request for
feedback on candidates to
appropriate Society
members.
Ensure that the Tellers
Report is on the agenda
for the senate meeting
held at annual conference
HQ
September/October
October
Authors: Kay, Snyder
Filename: Election Manual
16
Notes
Nominating Committee
Chair
Nominating Committee
Chair
If requested by BOD
and Director of Regions
Nominating Committee
Chair
HQ
Call goes out between
August 15th and
September 15th
Nominating Committee
Chair
Nominating Committee
Chair
Speaker of the senate
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Month
October/November
October – January
December
January
February
ELECTION MANUAL
Activity
Ensure that the Tellers
Report is on the agenda
for the annual
membership meeting held
at annual conference
Review nominating
process with members
during region meetings at
annual conference.
Review and select
candidates.
Send call for region
collegiate positions to all
collegiate members.
Interview PE candidates
and other positions as
neccessary
Notify candidates of
nominating committee
decision. Provide
feedback.
Send nominating
committee recommended
slate with cover letter to
headquarters for
distribution.
E-mail slate to the BOD
and senate, copied to
membership.
Request candidate vitae
and statement, and
photograph, from
recommended candidates.
Review for compliance to
guidelines and forward to
HQ.
Schedule/confirm
nominating committee
meeting at next annual
conference.
Collegiate applications due
for RCR, RCEE, and
Collegiate Senator
Call for Collegiate Director
Candidates
Authors: Kay, Snyder
Filename: Election Manual
17
Position(s)
Responsible
Secretary
Notes
Nominating Committee
Nominating Committee
RCR/RCCE
coordinator, HQ
December and January
timing
Includes collegiate
senators
Nominating Committee
Nominating Committee
Chair
January
Nominating Committee
Chair
January
HQ
By February 1
Nominating committee
chair
Forward by March 1
Nominating Committee
Chair/HQ
May be done later in the
spring depending on
conference committee
schedule
RCR/RCEE
Coordinator, HQ
President Elect
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ELECTION MANUAL
Month
Activity
March
Petitions, candidate
acceptances, and
candidate statement
received by headquarters
for petition candidates.
Acknowledgment of
receipt should be made
as soon as material is
received and validated.
Signatures are validated
by headquarters.
Acknowledgment is made
by the secretary.
Verify that all petition
signatures are from
members in good
standing, with at least 40
signatures from each of
four different regions, and
a minimum of 200
signatures total.
Final version of each
nominee’s ballot
information received
(including review of
petition candidate
information by nominating
committee chair).
Receive vitae and
statement for region
governor nominees who
are to appear on the
society ballot. This is in
the same format as for
other nominees.
With the Teller, develop
procedure for the election
services provider which
ensures accurate and
unbiased tabulation of
election results.
Identify and contract with
the election services
provider and manage the
provider’s performance.
Forward each candidate’s
vitae and statement to the
election services provider.
Provide final ballot for
review by the Teller.
Authors: Kay, Snyder
Filename: Election Manual
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Position(s)
Responsible
HQ/Secretary
Notes
By March 1
HQ
HQ
By March 10th
HQ
By March 10th
HQ/Teller Committee
Chair
HQ
HQ
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SOCIETY OF WOMEN ENGINEERS
Month
ELECTION MANUAL
Activity
Collegiate candidates for
RCR, RCEE, and
Collegiate Senator
presented and collegiate
voting occurs
Assemble committee to
review collegiate director
candidates
April
May
Position(s)
Responsible
RCR/RCEE
Coordinator, HQ,
Region Governor
Notes
President Elect
Typically 2 BOD
members and 2
Nominating Committee
Members and
Nominating Committee
Chair
By April 1
Ensure that a ballot is
sent to each voting
member.
Provide support for
senate election as
requested.
Provide voting results to
RCR/RCCE coordinator.
Communicate results with
region collegiate
candidates.
Publish collegiate election
results to all collegiate
members.
Collegiate leaders
announced – RCR, RCEE
and Collegiate Senator
Review, interview, and
select collegiate director
Ballots received and
counted
Provide the final vote tally
to the Teller
Audit the vote and verify
the tally
Present the Tellers Report
to the president and
secretary (for posting on
the governance page of
the web site), Society
Nominating Committee
Chair, and HQ (for
archives)
Notify all candidates of the
election results
Announce election results
to the membership
HQ
Select new nominating
committee chair.
Nominating Committee
Authors: Kay, Snyder
Filename: Election Manual
19
HQ
HQ
RCR/RCCE
coordinator
HQ and RCR/RCCE
coordinator
Region Governor,
RCR/RCEE
Coordinator, HQ
President Elect and
Committee
HQ/Vendor
May 1-10
HQ/Vendor
Teller
Teller
Not more than 21 days
after the end of
the voting
period
President/Governor
President/HQ
Not less than 14 days
after the ballots
are counted, if
no protests filed
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Month
Activity
June
Review and update
election manual as
necessary.
Forward files to new
nominating committee
chair and Teller.
ELECTION MANUAL
Position(s)
Responsible
Nominating Committee
Chair, Teller and HQ
Notes
Nominating Committee
Chair and Teller
*End of Appendix I*
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Appendix II – Call for Nominations
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Re:
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With FYxx activities under way, it is time to identify and nominate potential candidates for FYxx+1 Society officers,
board of directors, senate leadership, and board of trustees.
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Per Article IV, Section 6, of the Society's bylaws, the Society nominating committee is charged with the
responsibility for selecting at least one qualified candidate for each of the following positions for FYxx+1:
 President elect
 Treasurer (odd years) or Secretary (even years)
 Director (2 positions)
 Director of Regions (odd years)
 Deputy Director of Regions
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Under Society bylaws, candidates for these elected positions must be a voting member of the Society in good
standing and must have served at least two years in the aggregate as a professional member of the senate,
Society committee chair, region governor, professional section or members at large president, or professional
section or members at large representative, except that one year as a collegiate senator or collegiate
representative may be counted. Proviso: For the purpose of fulfilling eligibility requirements, service as an
international representative for the fiscal year ended June 30, 2009 shall count toward these requirements
(expires 2019). A candidate for president elect must be either a senior member or a fellow, and must have served
at least two years on the board of directors. A candidate for director of regions or deputy director of regions must
have served as a region governor (or region director prior to 2004).
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There are four SWE leadership competencies that each future leader should possess to some degree:
Leadership Abilities, Communication, Business Knowledge & Management, Self Management & Development.
The attached document describes the SWE Leadership Competency Model and provides additional information
on requirements and duties for each position. Please review the skills, leadership competencies, interests, and
SWE experience of members you are familiar with, and use the attached form to recommend appropriate
candidates.
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The Society nominating committee is also calling for candidates for additional FYxx+1 positions:
 Trustee (2 positions)
 Speaker of the Senate (even years)
 Deputy Speaker of the Senate
 Senate Secretary
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At the request of the board of trustees, the Society nominating committee has been asked to recommend two
candidates for trustee. There are six members on the board of trustees who serve staggered three-year terms;
Authors: Kay, Snyder
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(Header and Footer supplied by HQ on e-blast.)
Date:
xxxxxxxxxxxxxxx
To:
Professional Members
Collegiate Senate Representatives and Alternates
CC:
FYxx Society Nominating Committee
From:
FYxx, Society Nominating Committee Chair
Call for Nominations for FYxx+1 Society Officers and Trustees ACTION REQUIRED BY xxxxxxxxx
____________________________________________________________________________________
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ELECTION MANUAL
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two new trustees must be elected for FYxx+1. A key factor for a candidate for trustee is expertise in handling all
types of financial investments. While not necessary, it is beneficial for the candidate to be familiar with Society
operations.
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Trustees maintain fiduciary responsibility for SWE’s endowed and reserve funds by prudently selecting and
overseeing investment managers, in light of economic and financial conditions in the world economies and in
SWE.
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Candidates for Trustee should have a thorough understanding of global economies and markets and should be
comfortable with a broad range of investment vehicles. Candidates should also have strong strategic thinking and
communications skills.
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At the request of the Senate, the nominating committee has been asked to issue this call for candidates for
speaker of the senate (even years), deputy speaker of the senate, and senate secretary. A candidate for speaker
of the senate, deputy speaker of the senate, or senate speaker must be a voting member of the Society, and have
served a minimum of two years in the aggregate on the board of directors, as a professional member of the
senate, Society or senate committee chair, region governor, professional section or members at large president,
or professional section or members at large representative, except that one year as a collegiate senator or
collegiate representative may be counted toward this requirement. Proviso: For the purpose of fulfilling these
eligibility requirements, service as an international representative for the fiscal year ended June 30, 2009, shall
count toward the requirement (expires 2019). The senate nominating committee will evaluate speaker, deputy
speaker and senate secretary candidates, unless the Society nominating committee has been requested via
Senate motion to evaluate these candidates.
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The speaker and deputy speaker are responsible for providing direction for the senate members in addressing
Society level issues related to strategic planning, implementation and completion. The senate secretary is
responsible for overseeing all senate communications and logistics for meetings.
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Candidates for all senate leadership positions should possess a knowledge and familiarity with the Society bylaws
and parliamentary procedure as well as the SWE leadership competencies.
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The Society nominating committee is responsible for insuring that qualified candidates are placed on the ballot;
however, identifying SWE's future leaders is everyone's responsibility. Our Society has many competent
members who are interested in leading us forward. It is the responsibility of all of us to see that they are
considered for the Society’s elected offices. I look forward to receiving your recommendations.
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THANK YOU FOR HELPING US TO IDENTIFY CANDIDATES WHO CAN PROVIDE LEADERSHIP
EXCELLENCE FOR SWE IN THE COMING FISCAL YEAR!
NOMINATING INSTRUCTIONS
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
The deadline for submitting recommendations is xxxxxth, 20xx.
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705

Please complete a nomination form for each recommended candidate for the Society’s offices, Senate
leadership and trustees for FYxx+1.
o Provide the candidate’s name, address, phone, and e-mail.
o Include all positions the candidate is being nominated for on the same form.
o Provide some brief background information explaining why the person is appropriate for the office for example, SWE experience, leadership characteristics, financial planning experience, etc.
Obtain a candidate consent and eligibility form from each recommended candidate.
o This must be submitted along with their nomination form.

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ELECTION MANUAL
o The Society nominating committee chair must receive this confirmation of consent and eligibility


before the candidate will be considered.
Use a separate nomination form for each candidate nominated.
Please send the nomination package (nomination form and candidate consent and eligibility form) to the
Society nominating committee chair by xxxxxth, 20xx.
SOCIETY NOMINATION PROCESS NOTES
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Society Nominating Committee Chair: xx Yyyy

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This call for candidate recommendations is NOT used for region positions. It is each region's responsibility to
select candidates for region governor, senator and Society nominating committee representatives in
accordance with region bylaws.
A summary of the Society’s nominating process is included in the attached document.
Questions about eligibility, duties of office, or the process the Society nominating committee follows can be
directed to the Society nominating committee chair or your region nominating committee representative.
The information supplied by the candidates, and the feedback on the candidates supplied by other SWE
members during the nomination process, is regarded as highly confidential information. It is not shared
outside the committee, and it is not saved from year to year. In order to preserve the confidentiality and
integrity of our process, questions, concerns, or feedback about individual candidates that arise outside of the
formal feedback process must be directed to the Society nominating committee chair. Please respect that
members of the Society nominating committee are duty-bound not to discuss information related to individual
candidates!
SOCIETY NOMINATING COMMITTEE
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Members:
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Xxxx Yyyyyyyyyy
Golden West Region (A)
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Xxxx Yyyyyyyyyy
Sonora Region (B)
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Xxxx Yyyyyyyyyy
Gulf Coast Region (C)
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Xxxx Yyyyyyyyyy
Southeast Region (D)
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Xxxx Yyyyyyyyyy
Mid-Atlantic Region (E)
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Xxxx Yyyyyyyyyy
New England Region (F)
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Xxxx Yyyyyyyyyy
Ohio Valley Region (G)
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Xxxx Yyyyyyyyyy
Heartland Region (H)
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Xxxx Yyyyyyyyyy
Square Root (-1) Region (i)
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Xxxx Yyyyyyyyyy
Northwest Star Region (J)
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The Society nominating committee encourages all SWE members to consider service at the highest levels.
Please feel free to contact any of the Society nominating committee members to discuss requirements for service,
the process of application, and your plans for service over the short and long term.
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(end of e-blast; link information follows)
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(“nomination form” link leads to this form)
SOCIETY NOMINATION FORM
SWE FYXX+1 OFFICER, DIRECTOR, SENATE LEADERSHIP & TRUSTEE
1.
Potential Candidate Information
Candidate’s Name
Candidate for Position(s)
Contact Information
List all:
Address:
Email:
Phone:
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2. Nominator Information
Nominator’s Name
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Position (if any) in SWE
Submitted on (date)
3. Provide brief background information about the leadership competencies (Leadership Abilities,
Communication, Business Knowledge & Management, Self Management & Development) or other
skills this candidate possesses (within SWE and other organizations). Please limit this information
to one page.
4. E-mail or mail this form, accompanied by the candidate’s statement of consent and eligibility, to:
xxxxx, Society Nominating Committee Chair
Mailing Address
E-mail: [email protected]
Phone/Fax: 123-456-7890
Nominations are due by xxxx , 20xx
(End of nomination form)
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(“candidate consent and eligibility form” link leads to this form and information)
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FYXX+1 Candidate Consent and Eligibility Form
By completing this form, I certify that I am a voting member in good standing of the Society of Women Engineers. I have
read and understand the eligibility requirements, position duties, and time commitments for the positions indicated on this
nomination form. I further understand that if I am nominated and elected to serve on the board of directors that I may not
serve concurrently as a region governor and that I will adhere to the Society’s Code of Service.
Name:
Address:
Date:
Member Grade:
Member Number:
Section/MAL
Affiliation:
Region:
Fax Number:
Work Phone:
Home Phone:
Cell phone:
E-mail address:
Employer:
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Job Title:
1)
I am willing to be a candidate for:
Preferred Position:
Second Preference (if any):
Third Preference (if any):
2)
I am NOT willing to be a candidate for (list specific positions, if any):
3) a) I am aware of the time, travel and associated financial obligations for the position(s) for which I wish to be
considered.
____Yes ____No
b) I have no foreseeable problem in attending all meetings required for the position.
(If the answer to 3b is No, explain why):
____ Yes
____No
4) To support my eligibility for the position(s) for which I am willing to be a candidate, the following is a summary
of my SWE service. (List information for these positions only):
 Professional Senator (list region and fiscal years held):
 Society or Senate Committee Chair (list committee and fiscal years held):
 Professional Section or MAL President (list section/MAL and fiscal years held):
 Professional Section or Members At Large Representative (list section/MAL and fiscal years held):
 Collegiate Senator (list region and fiscal years held):
 Region Collegiate Representative (list region and fiscal years held):
 Board of Directors (list positions and fiscal years held):
 Region Governor or Region Director if prior to 2004 (list region and fiscal years held):
Return this Candidate Consent and Eligibility Form to nominator for submission with nomination.
Nominations are due by xxxx, 20xx
(page break and form continues)
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Eligibility Requirements from the SWE Bylaws:
Article IV – Section 4.
A.
Candidates for all elected positions, except the senate speaker, collegiate director, and special director,
must meet the following criteria:
1. Be voting members of the Society in good standing; and
2. Have served at least two years in the aggregate as a professional member of the senate, Society or
senate committee chair, region governor, professional section or members at large president, or
professional section or members at large representative, except that one year as either a collegiate
senator or collegiate representative may be counted toward this requirement. Proviso: For the purpose
of fulfilling eligibility requirements, service as an internation representative for the fiscal year ended June
30, 2009, shall count toward these requirements. This proviso shall expire June 30, 2019.
B. Candidates for president elect and president must be either a senior member or a fellow and must have
served at least two years on the board of directors.
C. Candidates for director of regions must have served as a region governor.
Article V – Section 4.B.2.
Any candidate for speaker, deputy speaker or senate secretary must be a voting member of the Society in good
standing, and must have served a minimum of two years in the aggregate on the board of directors, as a
professional member of the senate, Society or senate committee chair, region governor, professional section or
members at large president, or professional section or members at large representative, except that one year as a
collegiate senator or college representative may be counted toward this requirement. Proviso: For the purpose of
fulfilling these eligibility requirements, service as an international representative for the fiscal year ended June 30,
2009, shall count toward the requirement. This proviso shall expire on June 30, 2019.
Position Duties from the SWE Bylaws:



For president and president elect, secretary, and treasurer see Society bylaws, Article III, Section 2.
For directors, director of regions, and deputy director of regions see Society bylaws, Article IV, Section 2.
For speaker, deputy speaker of the senate or senate secretary, see Society bylaws, Article V, Section 4.
All Society leadership positions require significant personal time commitment (calls, e-mails, meetings, etc). All Society
leaders are encouraged to donate to SWE at the Society level, but not required. Specific time and financial requirements
from the BOD, BOT and Senate are listed below.
Time and Financial Commitments associated with Board of Directors (BOD) positions:
1.
Time
a. Each office requires many hours of personal time to perform the duties of the position.
b. All members of the BOD are obligated to attend the Society’s annual conference. Attendance by
members of the BOD is required for at least three BOD meetings at times and locations agreed upon by
the president. Typically there are five (5) meetings of the BOD per year, with one being held just prior to
the Society’s annual Conference such that there are four (4) BOD meetings and an annual strategic plan
review meeting. The meetings are typically held Friday and Saturday except for the one with conference
which is held Monday and Tuesday before.
c. New members of the BOD are expected to attend the last meeting of the outgoing BOD, normally held in
June.
d. Additional travel on behalf of the board, such as charter presentations or regional meetings, may be
necessary.
2.
Financial
The current SWE funding strategy attempts to provide funding to BOD meetings only (not region conferences
or other meetings) for members of the BOD per the BOD travel policy.
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Time and Financial Commitments associated with Board of Trustees (BOT) positions:
1. Time
The BOT typically meets in-person three times per year. One meeting is held in conjunction with the
Society’s installation of officers, a second meeting is held in conjunction with the Society’s annual conference,
and the third is held at a time/place of the group's choosing. Regular reports and teleconferences will be
required. Additional meetings may be required depending on the needs of the BOT. Trustees are expected
but not required to attend the entire Society’s annual conference.
2. Financial
There is a BOT travel policy and a trustee is entitled to request reimbursement for meeting travel expenses as
needed. The policy is posted on the BOT Shared Community and is similar to the SWE BOD travel policy.
Time and Financial Commitments associated with Senate Leadership positions:
1. Time
The Senate typically meets in person two times per year. One meeting is held in conjunction with the
Society’s annual conference. The second meeting is a spring face-to-face meeting held in January/February
each year. Regular teleconferences are required. Senate leaders are expected to attend and lead all face-toface meetings.
2. Financial
Funding is handled in accordance with the SWE Volunteer Travel Policy if travel is required for meetings other
than the Annual Conference.
(end of candidate consent and eligibility form)
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(“SWE Competency Model and Requirements” link leads to this information. The Society nominating
committee chair must verify the current bylaws requirements for each position prior to sending out the
call for candidates.)
SWE Competency Model
882
883
Competency Model for SWE Leaders
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Leadership Abilities
Communication
Leadership
Competencies
Self
Management &
Development
Business
Knowledge
& Management
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SWE’s leadership competency model was created through member interviews along with a survey of current SWE leaders
and those involved in training SWE leaders. The data collected from these interviews and surveys helped us find themes of
what is valued amongst the membership regarding leadership. The model was largely developed with the intention of
guiding our professional development of future and current leaders within SWE. As SWE continues to grow its professional
development program the competency model will serve as the basis for developing leadership skill-sets. In addition to
informing our process of developing leadership curricula, the competency model will be used to help members reflect and
assess where they may need to hone their leadership skills. The leadership model as it currently stands consists of four areas:




Leadership Abilities
Communication
Business Knowledge
Self Management.
These four categories each include several specific leadership competencies that a SWE leader should strive to learn. The
competencies, or skills, that they learn and hone will serve them well as leaders within SWE and also within their career. One
primary high-level goal is for the skills that our members develop through our professional development programs are
transferable to the workplace. That is where we as a professional society provide value for our membership.
1 - Communication: cultivating effective and strategic relationships.
 Communicate plans and activities in a manner that supports strategies for teamwork.
 Conflict resolution and management by skillfully settling differences in a positive and constructive manner.
 Influencing others through coalition building, inviting new perspectives, and clearly articulating the goals of SWE.
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1 - Communication: cultivating effective and strategic relationships. (cont.)
 Leverages diversity and differences by leading and supporting an inclusive environment. Seeks new perspectives to
achieve the vision and mission of SWE.
 Identify and collaborate with internal partners.
 Identify and collaborate with external partners.
 Build relationships that support SWE's mission and strategic objectives.
 Apply effective communication and interpersonal skills through actively listening to the needs of colleagues, sharing
relevant information and expectations, and treating colleagues with respect.
2 - Leadership: applying leadership competencies when developing and executing strategy.
 Developing and empowering others.
 Visioning by taking the long view of the organization, building a shared vision for SWE members’ role, acting as a
catalyst for organizational change, and inspiring others to succeed within SWE.
 Provide and support an environment for continuous improvement.
 Promote and support appropriate change as an essential part of SWE’s success as an organization.
 Maintain a high standard of professionalism and ethics.
 Be an advocate for the role of women in STEM.
 Results oriented through delivering on strategic goals.
 Evidence based decision making; using the best evidence available in making decisions that impact the organization.
 Taking initiative and making smart risks through the encouragement of creative. Thinking, supporting and guiding
new ideas, and empowering others to take risks.
 Knowledgeable of change management strategies and processes.
3 – Business Knowledge & Management
 Strategic planning through the development of effective strategies consistent with the mission of SWE. Sees the big
picture and understands how to determine organizational objectives and set priorities.
 Manage finances of SWE to meet organizational needs.
 Apply effective management skills (e.g., problem solving, interpersonal skills, delegation and supervision).
 Professional knowledge and skills by being aware of industry changes, developments and emerging issues affecting
women in STEM.
4




– Self Management & Development
Pursuit of lifelong learning through the mastery of new knowledge, embracing new ideas, and shares new ideas.
Self-reflection and assessment through recognizing strengths and weaknesses, seeks feedback from others and learns
from failure.
Tolerates ambiguity by taking priority changes and unforeseen developments in stride as well as leads with a firm
sense of purpose in an environment of uncertainty.
Flexibility by being open to change and new information/perspectives.
(end of candidate SWE Competency Model)
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(“Candidate Requirements” link leads to this information. The Society nominating committee chair must
verify the current bylaws requirements for each position prior to sending out the call for candidates.)
Candidate Requirements
The following paragraphs provide position specific information. Not all positions are elected each year.
A candidate for president-elect should have proven leadership and management experience as well as experience in
presenting ideas to the public and in serving as a role model for women engineers. The candidate must be willing to expend
time throughout the three (3) years as a president-elect, president, and immediate past president to lead the officers, and to
work with the executive director and headquarters. The president-elect is an officer of the Society.
A candidate for secretary should exhibit good written communications and should have previous experience in recording
minutes. The candidate should understand parliamentary procedure and be able to integrate SWE procedures and policies
into improved communications. Previous experience on the board of directors or Bylaws Committee is beneficial and
strongly recommended. The secretary is an officer of the Society.
A candidate for treasurer should have an understanding of accounting practices and skills with financial management and
analysis. The candidate also must be able to communicate these concepts to other volunteer leaders. Previous experience as
region treasurer, section treasurer, annual conference treasurer, member or chair of the audit or finance committees, or
treasurer of another organization is beneficial and strongly recommended. The treasurer is an officer of the Society.
A candidate for director should have experience in managing committees, managing funds, and have an understanding of
SWE’s committee operations. The candidate should have participated in Society level or regional activities. In addition, the
candidate should provide the interface between staff and SWE committee volunteers to accomplish objectives. Experience as
a committee chair is beneficial and strongly recommended. The director is not an officer of the Society.
A candidate for director of regions or deputy director of regions should have experience in managing people and have an
understanding of SWE’s regional operations. The candidate must have served as a region governor and should have
participated in both regional and Society-level activities. In addition, the candidate will act as a liaison for region governors
and coordinate their efforts.
When requested to do so, the Society nominating committee recommends candidates for the board of trustees. A candidate
for trustee should have a good understanding of global economies and markets and should be comfortable with a broad range
of investment vehicles. Candidates should also have strong strategic thinking and communications skills. While not
necessary, it is beneficial for the candidate to be familiar with Society operations.
When requested to do so, the Society nominating committee recommends candidates for the speaker and deputy speaker of
the senate, and senate secretary. A candidate for speaker or deputy speaker of the senate or senate secretary should have
served as a member of the board of directors, region governor, senator, Society or senate committee chair, professional
section or members at large president, or professional section or member at large representative, or 1 year as collegiate
senator or collegiate representative. Candidates should have experience in managing committees/running meetings,
parliamentary procedure, Roberts Rules and have an understanding of SWE’s bylaws and committee operations.
Eligibility Requirements from the SWE Bylaws:
Article IV – Section 4
A. Candidates for all elected positions, except the senate speaker, collegiate director, and special director, must meet the
following criteria:
1. Be voting members of the Society in good standing; and
2. Have served at least two years in the aggregate as a professional member of the senate, Society or senate
committee chair, region governor, professional section or members at large president or professional section or
members at large representative, except that one year as a collegiate senator or collegiate representative may be
counted toward this requirement. Proviso: For the purpose of fulfilling eligibility requirements, service as an
international representative for the fiscal year ended June 30, 2009, shall count toward these requirements. This
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proviso shall expire June 30, 2019.
B. Candidates for president elect and president must be either a senior member or a fellow and must have served at least two
years on the board of directors.
C. Candidates for director of regions must have served as a region governor.
Article V – Section 4.B.2 (Senate Speaker and Deputy)
Any candidate for speaker, deputy speaker or senate secretary must be a voting member of the Society in good standing, and
must have served a minimum of two years in the aggregate on the board of directors, as a professional member of the senate,
Society or senate committee chair, region governor, professional section or memebers at large president, or professional
section or members at large representative, except that one year as a collegiate senator or collegiate representative may be
counted toward this requirement. Proviso: For the purpose of fulfilling these eligibility requirements, service as an
international representative for the fiscal year ended June 30, 2009, shall count toward the requirement. This proviso shall
expire on June 30, 2019.
Position Duties from the SWE Bylaws:
Article III – Section 2
A.
1.
2.
3.
The president shall:
Represent the Society before the public as the official representative of the Society;
Preside over all meetings of the board of directors and the membership;
Appoint the international member coordinator and the chairs of Society committees, except the chair of the nominating
committee, subject to the approval of the board of directors;
4. Report to each meeting of the board of directors, the senate, and the membership on the progress and state of the Society;
and
5. Perform other duties incident to the office of president, whether assigned by the board of directors, the senate, or Society
governing documents.
B. The president elect shall:
1. Assume the duties of president in case of temporary absence or temporary inability to serve; and
2. Perform other duties incident to the office of president elect, whether assigned by the president, board of directors, the
senate, or Society governing documents.
C.
1.
2.
3.
4.
5.
6.
7.
8.
The secretary shall:
Serve as the chief elected communications officer of the Society;
Be responsible for the preparation and retention of the minutes of the board of directors and the membership;
Oversee the preparation and distribution of an agenda for each meeting of the board of directors and the membership,
subject to the approval of the body at the meeting;
Review membership applications as is deemed necessary or upon request of headquarters personnel, and decide all
matters of membership eligibility and reinstatement, subject to appeal to the board of directors;
Review charter applications and petitions according to board policies;
Approve region, section, and members at large bylaws, as well as subsequent amendments, subject to appeal to the board
of directors;
Have an up-to-date roll of the voting members at all meetings of the board of directors, the senate, and the membership;
and
Perform other duties incident to the office of secretary, whether assigned by the president, the board of directors, or
Society governing documents.
D. The treasurer shall:
1. Serve as the chief elected financial officer of the Society, and as such, be responsible to oversee the collection,
distribution, and safekeeping of the Society’s funds;
2. Present a financial report at each meeting of the board of directors, the senate, and the membership;
3. Serve as an ex officio member of the finance committee; and
4. Perform other duties incident to the office of treasurer, whether assigned by the president, the board of directors, or
Society governing documents.
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Article IV -- Section 2
A. Board of Directors
The board of directors shall be the chief operational policy setting body of the Society. As such, the board of directors shall
manage the business and affairs of the Society. The board shall also serve as the external face of SWE on issues affecting
women in engineering and technology, act as stewards of the Society’s resources (i.e., people, time, and money), and use of
the SWE brand. The board of directors shall maintain the strategic plan that is built on the vision created by the senate and
the board of directors.
In addition, the board of directors shall:
1. Transact the business and manage the properties of the Society;
2. Appoint the executive director and fix compensation and duties;
3. Carry out its fiduciary responsibilities, including but not limited to:
a. developing and approving the budget,
b. authorizing the expenditure of funds,
c. safeguarding the assets of the Society through ongoing fiscal oversight and management,
d. securing a fidelity bond covering each officer and employee who handles the funds of the Society,
e. retaining an external auditor recommended by the audit committee to ensure a competent annual audit of the
financial records of the Society, and
f. approving the audit report and acting upon the recommendations contained therein or those made by the finance
committee.
4. Attend all meetings of the board of directors, the senate, and the membership.
5. Create policies with regard to admission, including setting application fees, and be the final authority on questions of
membership;
6. Create policies with regard to and be the final authority on region, section, and members at large bylaws;
7. Respond to communications from the senate in a timely manner;
8. Advise the president on the appointment of committee chairs, except the chair of the nominating committee, with
authority to approve or deny such appointments;
9. Secure counsel in parliamentary and legal matters for the Society when necessary or appropriate;
10. Fix the time and location of the annual conference;
11. Authorize Society publications; and
12. Grant or revoke section charters.
B. Directors
The directors shall:
1. Serve as liaisons to and oversee the activities of committees as assigned by the president;
2. Oversee the budgeted funds and have the ultimate accountability for the fiscal management of allotted funds to such
committees; and
3. Perform other duties as assigned by the president, the board of directors, or Society governing documents.
C. Director of Regions
1. The director of regions shall:
a. Act as the board liaison for region governors and coordinate their efforts;
b. Act as the board liaison for the members at large president;
c. Monitor section vitality according to policies adopted by the board of directors.
d. Chair meetings of the region governors; and
e. Perform other duties assigned by the president, the board of directors, region governors, or Society governing
documents.
2. A deputy director of regions shall be elected to:
a. Assist the director of regions as deemed necessary by the director of regions or the region governors;
b. Perform the duties of the director of regions in the absence of or at the request of the director of regions, except
serving on the board of directors; and
c. Fill a vacancy in the office of director of regions for the remainder of the term.
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Article V -- Section 4
Speaker, Deputy Speaker, and Senate Secretary
A. Duties
1. The speaker shall:
a. Be responsible to ensure effective facilitation of dialogue and effective communication among all senators;
b. Be the senate’s advocate, voice, and point of contact;
c. Serve as the presiding officer of the senate, and prepare the senate agenda in consultation with the president;
d. Serve as a voting member of the board of directors and as such be the link between the senate and the board;
e. Implement the roles assigned to the senate in partnership with the president and board of directors; and
f. Establish senate subordinate units as directed by the senate or as otherwise needed to conduct the work of the senate,
and appoint the chairs of all senate subordinate units in consultation with the deputy speaker.
2. The deputy speaker shall:
a. Assist the speaker in the performance of assigned and necessary duties;
b. Perform the duties of the speaker in the absence of or at the request of the speaker, except serving on the board of
directors;
c. Serve as a nonvoting ex officio member of the senate;
d. Implement the roles assigned to the senate in partnership with the president and board of directors.
3. The senate secretary shall:
a. Serve as the chief elected communications officer of the senate;
b. Be responsible for the preparation and retention of the minutes of the senate;
c. Assist the speaker with the preparation of the agenda;
d. Oversee the distribution of the agenda and materials for each meeting of the senate;
e. Serve as a nonvoting ex officio member of the senate
f. Have an up-to-date roll of the senate at all meetings of the sendat; and
g. Perform other duties incident to the office of senate secretary, whether assigned by the speaker, the senate, or
Society governing documents.
(end of key SWE Competency Model and Requirements information)
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(“Society nominating process” link leads to this information)
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Here is a summary of the Society nominating process that results in the slate of candidates being announced by February 1
each year:
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A call for recommendations for candidates is made to Society leadership and members; candidates are identified.
Each candidate’s eligibility and willingness to serve are verified by the nominating committee chair.
Each candidate provides the Society nominating committee chair with information about their SWE service history
and experience, skills, SWE leadership competencies (Leadership Ability, Communication, Business Knowledge &
Management, & Self Management & Development),, accomplishments, and any other data the committee would
like to use in the evaluation process.
SWE leaders are asked to provide feedback on each candidate in the areas of skills, SWE leadership competencies
(Leadership Ability, Communication, Business Knowledge & Management, & Self Management & Development,
and accomplishments as they relate to the position(s) the candidate is seeking. We welcome both praise and
constructive criticism. This feedback process is anonymous and confidential.
The Society nominating committee chair provides the candidate’s information and the feedback received to each
Society nominating committee representative.
Each representative separately evaluates the information, rating each candidate for each position according to
criteria determined by the committee. Results are recorded on a region ballot, which is turned in to the nominating
committee chair.
The Society nominating committee chair compiles the results of each region’s ballot and distributes the results to the
committee.
The committee meets via teleconference to create a draft of the slate.
Candidates for president elect are interviewed. Candidates for other positions will be interviewed at the discretion
of the Society nominating committee. Any additional information the committee feels is needed is obtained by the
committee chair.
The committee meets via teleconference again and determines the final slate by consensus.
The Society nominating committee chair notifies all candidates, both those selected for the slate, and those who are
not. Feedback from the committee is provided.
The final slate is announced to the board of directors, senate, and professional membership by February 1.
There is an opportunity to put forth petition candidates between February 1 and March 1, per Article IV, Section 6
of the Society's bylaws. The petition and written consent must be submitted to Society headquarters by March 1.
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Questions about eligibility, duties of office, or the process the Society nominating committee follows can be directed to the
Society nominating committee chair or your region Society nominating committee representative.
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The information supplied by the candidates, and the feedback on the candidates supplied by other SWE members, is regarded
as highly confidential information. It is not shared outside the Society nominating committee, and it is not saved from year to
year. In order to preserve the confidentiality and integrity of our process, questions, concerns, or feedback about individual
candidates that arise outside of the formal feedback process must be directed to the Society nominating committee chair.
Please respect that members of the Society nominating committee are duty-bound not to discuss information related to
individual candidates!
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(end of Society nominating process information)
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*End of Appendix II*
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Appendix III – Candidate Self-Evaluation Questionnaire
FYxx+1 CANDIDATE SELF-EVALUATION QUESTIONNAIRE
Name: ________________________________________________________________
Position(s): ____________________________________________________________
The Society nominating committee is requesting that all nominees for FYxx+1 positions answer the questions under “SWE
Competency Model”. There are specific questions for the positions of president elect, secretary, treasurer, director and
deputy director of regions, speaker and deputy speaker of the senate, senate secretary, and trustee. If you have been
nominated for one or more of these positions, please also answer the questions specific to that position. Remember to
emphasize recent accomplishments. Please use no smaller than an 11 point font, and please limit your total response to no
more than 8 pages, inclusive.
Your answers to these questions will be given only to the members of the Society nominating committee, and will be used in
the evaluation process the committee uses to create the FYxx+1 slate. The information is considered CONFIDENTIAL, and
is NOT retained by Society nominating committee members after the FYxx+1 slate has been finalized.
Please return your answers and a photograph (not necessarily the one for the ballot) to Society nominating committee chair
xxxxx at [email protected] by the close of business on Xxxday, xxxx xxth. Thank you for your time!
All Candidates: Leadership Characteristics
1)
Please share some examples that showcase your leadership skills such as collaboration, team and/or consensus
building, delegation, empowering or motivating others.
2)
Please describe your communication style with various people such as peers, direct reports, other leaders, superiors,
staff and the public. Also, comment on your written and verbal communications skills and your presentations and
public speaking expertise.
3)
What is your current knowledge of SWE’s procedures, policies, bylaws, parliamentary procedure, operations, and
structure (committees, regions, sections/MALs/international)? How has this been achieved? What committees
and/or projects have you been involved in? How have you successfully interfaced with headquarters staff?
4)
Briefly describe your experience and skills with respect to strategic thinking and strategic planning. Provide
examples.
5)
SWE members and leaders always feel passionately about our strategic plans. Please tell us which of the strategies,
objectives or goals in the current strategic plan most excite you? How will you use your experience and skills to
help the Society further our mission?
6)
Please elaborate on successful results you have achieved when meeting long term goals or plans (either with SWE,
your job, or another organization). Describe the projects and the results. How did you take initiative to move those
goals or plans forward? How did you articulate your ideas and progress to others? Have your successes been
achieved within cost and schedule?
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7)
Please provide some examples of how you have demonstrated support for our culturally aware, diverse, inclusive
organization (listening and respecting the ideas of others, promoting diversity, creating an environment of
inclusiveness). What diversity do you bring to your position?
8)
Please provide a brief summary of your experience with and understanding of fiduciary responsibilities, accounting
practices, budgeting, financial management, and financial analysis. Have you created, and been held responsible for
budgets?
9)
How you are a good role model for other women in engineering or those who aspire to engineering careers? Please
share some situations where you acted as a good role model.
10)
Who is your mentor, and what skills have you developed recently? What skills do you believe you need to continue
to develop?
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d) If elected, what would you uniquely bring to the office of SWE President and what would you like to accomplish in your
term?
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b) Provide information about positions or roles you have held where integrity and fiduciary responsibilities were involved.
How did you ensure you met and maintained those requirements?
President Elect Candidates Only
a)
How would you characterize your skills and experience in personnel and situational management? How have you
demonstrated the values of SWE, integrity, inclusive environment, mutual support, professional excellence, and trust?
How do you differentiate roles and responsibilities between the BOD and Society headquarters? Between SWE
volunteers and HQ?
Secretary Candidates Only
a)
What skills and experience do you have with preparing agendas, following parliamentary procedure, and recording
minutes?
b) What is your vision for strategic communications, internal and external to the Society?
Treasurer Candidates Only
Provide examples of how you have communicated financial information and implications to others.
Director or Deputy Director of Regions Candidates Only
a)
As governor, how did you advocate for your region? What were the results of your efforts?
b) What strategic initiatives have you developed and/or implemented in your region?
c)
How havew you and how will you leverage the strength of the regions to achieve the goals and mission of SWE?
Speaker, Deputy Speaker or Senate Secretary Candidates Only
a)
What skills do you have with preparing agendas and running meetings (including understanding of parliamentary
procedure)?
b) Describe how you will further the transition of the senate to its new role in the Society.
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Trustee Candidates Only
a)
Describe how you would approach the evaluation of an investment manager.
b) How do you stay informed about global markets and investments?
c)
Describe your understanding of and experience with investing.
d) How would you balance risk and return in structuring a portfolio for SWE?
* End of Appendix III
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Appendix IV -- Call for Feedback on Candidates
To:
Professional Members and Collegiate Senators, Alternates, RCRs, and RCCEs
From:
XXXXXXX
FYXX Society Nominating Committee Chair
Date:
October xx, 20xx
Re:
FYxx+1 Candidate Evaluation
The Society nominating committee is seeking feedback regarding the nominees for FYxx+1 Society positions. We are asking
SWE members to provide us with information about SWE Leadership Competencies, skills, and experience of the candidates.
Your valuable insight helps us make informed decisions. The nominees for FYxx+1 are:
Candidate
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Position(s)
President Elect or Director
Treasurer or Director
Treasurer
Director
Treasurer, Director, or Deputy Senate Speaker
Director or Deputy Senate Speaker
Director
President Elect
Director, Director of Regions, or Deputy Director of Regions
Trustee
If you have experience working with, or working for, any of the nominees listed above, I urge you to provide feedback to the
Society nominating committee. The information you provide through this process is very helpful in guiding our decisions.
You do not have to submit feedback for all candidates or for all questions on a given candidate. In fact, we encourage you to
provide information only when you have direct knowledge of the candidate and her/his skills and experience. We are looking
for information that is relevant to the candidate’s potential for success in that position. Be as specific as you can, giving
examples whenever possible.
The Society nominating committee is employing survey monkey this year to collect and collate the feedback. We are asking
the same short series of questions for each candidate. Click the link below to begin entering comments:
http://www.surveymonkey.com/xxxxxxxxxxxxx
Important: When you have entered all your comments for a selected nominee, you will need to click to submit those
comments. This will cause survey monkey to exit and take you to the SWE website. To enter comments for another
nominee, you will need to re-click the link to re-enter the survey. Your previous comments will not be overridden.
Although your name is requested with your submission, all information will be held confidential. Society nominating
committee members will see only the compiled feedback.
All feedback must be submitted by the end of Sunday, XXXber XX, 20XX at midnight Pacific time.
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If you have difficulty utilizing the survey monkey and/or would like to provide feedback on using this method of information
collection send an email to [email protected].
The Society nominating committee and I thank you for your participation!
These are the questions used on survey monkey for all candidates (does not include position specific questions):
REF #
QUESTION
1
In what capacity do you know this nominee, and for how long?
2
The Nominating Committee evaluates nominees on key SWE
Leadership Competencies in several areas. In which of the
following areas do you have direct knowledge of the nominee’s
skills? Of those areas where you have direct knowledge of the
nominee’s skills, a question will follow for you to address how has
this nominee demonstrated this key SWE leadership competency,
and can you identify areas for improvement for this nominee?
Provide examples.
- Business Knowledge & Management
- Self Management & Development
- Leadership Abilities
- Communication
Business Knowledge & Management :
 Strategic planning through the development of effective
strategies consistent with the mission of SWE. Sees the big
picture and understands how to determine organizational
objectives and set priorities.
 Manage finances of SWE to meet organizational needs.
 Apply effective management skills (e.g., problem solving,
interpersonal skills, delegation and supervision).
 Professional knowledge and skills by being aware of industry
changes, developments and emerging issues affecting women
in STEM.
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Self Management & Development:
 Pursuit of lifelong learning through the mastery of new
knowledge, embracing new ideas, and shares new ideas.
 Self-reflection and assessment through recognizing strengths
and weaknesses, seeks feedback from others and learns from
failure.
 Tolerates ambiguity by taking priority changes and unforeseen
developments in stride as well as leads with a firm sense of
purpose in an environment of uncertainty.
 Flexibility by being open to change and new
information/perspectives.
Leadership Abilities:
 Developing and empowering others.
 Visioning by taking the long view of the organization, building
a shared vision for SWE members’ role, acting as a catalyst for
organizational change, and inspiring others to succeed within
SWE.
 Provide and support an environment for continuous
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improvement.
Promote and support appropriate change as an essential part of
SWE’s success as an organization.
 Maintain a high standard of professionalism and ethics.
 Be an advocate for the role of women in STEM.
 Results oriented through delivering on strategic goals.
 Evidence based decision making; using the best evidence
available in making decisions that impact the organization.
 Taking initiative and making smart risks through the
encouragement of creative. Thinking, supporting and guiding
new ideas, and empowering others to take risks.
 Knowledgeable of change management strategies and
processes.
Communication:
 Communicate plans and activities in a manner that supports
strategies for teamwork.
 Conflict resolution and management by skillfully settling
differences in a positive and constructive manner.
 Leverages diversity and differences by leading and supporting
an inclusive environment. Seeks new perspectives to achieve
the vision and mission of SWE.
 Influencing others through coalition building, inviting new
perspectives, and clearly articulating the goals of SWE.
 Identify and collaborate with internal partners.
 Identify and collaborate with external partners.
 Build relationships that support SWE's mission and strategic
objectives.
 Apply effective communication and interpersonal skills
through actively listening to the needs of colleagues, sharing
relevant information and expectations, and treating colleagues
with respect.
Be a Good Role Model
-Mentoring within SWE
- Appropriate professional behavior
- Supporting decisions
- Professional excellence
- Demonstrates Integrity
Please discuss this nominee’s understanding of fiduciary
responsibilities as well as knowledge and skills related to
accounting practices, budgeting, financial management, and
financial analysis.
Do you see yourself as this person’s mentor.
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Note for Society nominating committee chair: HQ usually requests a copy of the candidates vs. positions matrix
to use in implementing the survey monkey.
Note questions can be changed year to year these are just examples.
*End of Appendix IV*
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Appendix V - Region Representative Evaluation Form
*End of Appendix V
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Appendix VI – Potential President-Elect Candidate Interview Questions
Per the Society nominating committee procedure:
 All candidates for leadership at the Society level should have a stable employment record and
personal maturity. Each candidate should have a good record of accomplishments in previous
Society or other volunteer assignments and should have demonstrated leadership ability.
 All candidates should have demonstrated a willingness to devote time and energy to SWE through
local, regional or Society activities.
 A candidate for President-Elect should have proven leadership and management experience as well
as experience in presenting ideas to the public and in serving as a role model for all women
engineers. She/He must be willing to expend time throughout the three (3) years as President-Elect,
President, and immediate Past President to lead the Society Officers and to work with the
Executive Director.
1. SWE Presidency
a) Why do you want to be SWE president?
b) How have you prepared yourself for the position of President-Elect?
c) What are your top 3 priorities for your term and how do they fit into the society’s strategy? How will you
integrate your ideas and priorities with projects currently underway but not on your top priorities list?
d) What do you want to be remembered for at the end of your term?
e) How do you see SWE’s current state including its financial status?
f) What is your plan for balancing corporate work and SWE? Resources (funds and time)?
2. Strategic Planning/SWE Future
a) Where do you see SWE in 5 to 10 years? Include SWE’s future financial stability in your answer.
b) What is your plan for working with and interact with the Corporate Partners? How will you work to
influence/align corporate partner giving to implement SWE’s strategic objectives?
c) How do you see SWE influencing public policy particularly in the areas of STEM and licensing?
3. Teamwork
a) It is critical that the Board and HQ staff work together. How would you manage HQ staff through the ED?
4. Succession Planning and Leadership
a) Tell us about some of the people you’ve developed for leadership positions, including how you identified them.
Note: Other questions may not be shared with candidates before to see how the candidate thinks on her/his feet.
Note: These are example questions. Questions may be adjusted year to year at the discression of the Society
nominating committee. If the Society nominating committee opts to interview additional positions questions will
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be prepared in a similar manner based on additional information needed. All candidates for the same position will
be asked the same questions.
*End of AppendixVI.
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Appendix VII: Sample Recommended Slate Announcement
(Header and Footer supplied by HQ on e-blast.)
Date:
February 1, 20xx
To:
SWE Board of Directors and Senate
Cc:
All Professional Members
From:
xxxxxxxxxxx , FYxx Society Nominating Committee Chair
Sub:
FYxx+1 Slate for Society Offices and Trustees
Members of the FYxx Society nominating committee have completed their evaluation of nominees for the
FYxx+1 elected positions and have selected the attached slate of candidates. In making these selections, the
committee evaluated information provided by the candidates and feedback received from SWE members and
leaders.
The FYxx Society nominating committee was charged with selecting at least one qualified candidate for each of
the following FYxx+1 positions: president elect; treasurer/secretary; director (2 positions); director of regions;
and deputy director of regions. In addition, the FYxx Society nominating committee was asked by the board of
trustees and senate to select at least one qualified candidate for each of the following FYXX positions: trustee (2
positions) and speaker and deputy speaker of the senate and senate secretary. The Society nominating committee
followed the process outlined in Article IV, Section 6 of the bylaws. Eligibility of all candidates on the FYxx+1
slate has been verified to the bylaws requirements for their respective position.
FYxx+1 Society Slate (link to slate, see format below)
Article IV, Section 6.F. and Article V, Section 4.C.2. of the bylaws allow for the nomination of additional
candidates by petition. Petition candidates must be eligible for the position, give written consent to be placed on
the ballot, and be supported by a petition of at least 200 voting members with at least 40 signatures or electronic
endorsements from each of four separate regions. Petition candidates for speaker or deputy speaker of the senate
or senate secretary only require signatures or electronic endorsements from at least 10 voting members of the
senate. Petitions, along with the written consent, must be received at Society headquarters by March 1, 20xx.
Address any petitions by email to [email protected], fax to 312-596-5252, or mail to: Secretary, c/o Society of
Women Engineers, 203 North La Salle Street, Ste 1675, Chicago, IL 60611.
Petition (link to form located in Appendix VIII)
I would like to express my thanks to the representatives on the FYxx Society nominating committee for their
efforts in completing this very important and complex task. With the presentation of the FYxx+1 Society slate,
their primary duty has been fulfilled. At this point in our annual process, all files containing candidate
information, feedback and evaluations are destroyed. Society nominating committee representatives are dutybound to keep confidential all non-written information and discussions that occurred in the process of developing
the FYxx+1 slate. Society nominating committee representatives are always ready to answer questions about the
Society nominating process or general eligibility requirements and duties of office. However, please remember
and respect that these representatives are not permitted to provide information related to individual candidates
and/or their placement on the slate.
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The members of the FYxx Society nominating committee are:
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Golden West Region (A)
Sonora Region (B)
Gulf Coast Region (C)
Southeast Region (D)
Mid-Atlantic Region (E)
New England Region (F)
Ohio Valley Region (G)
Heartland Region (H)
Square Root (-1) Region (i)
Northwest Star Region (J)
I also extend my gratitude and appreciation to those SWE members and leaders who participated in our candidate
feedback process. The committee’s job would have been more difficult without your assistance.
Slated candidates are preparing their candidate biography and statement, which will be available to voting
members when headquarters sends out balloting instructions by April 1st. In recent years, members have been
overwhelmed by email campaigns for individual candidates. To address this issue, the FY09 board of directors
and Society nominating committee developed a policy regarding campaigning. Society membership is advised
that “The only channel for presenting information on a candidate is through the candidate statement and other
forums approved by the Society nominating committee. Use of any SWE electronic resources (e.g., listserves, eblasts, etc.) by individuals to promote individual nominees or candidates or to petition for candidacy is
considered to be inappropriate.” With the addition of region candidates (governors and senators) to the Society
ballot, concerns have been expressed about differences in presentation of candidate information in various
portions of the ballot. Starting in 2010 and continuing in this election cycle, all candidates using the Society
ballot for election have been asked to comply with the format the nominating committee requires of candidates it
has nominated.
While presentation of the FYxx+1 Society slate by the FYxx Society nominating committee
represents an important milestone in our annual election process, one very important milestone
is yet to occur. The FY xx Society nominating committee encourages each and every voting member
of our Society to exercise their right to vote in the upcoming election. When you receive balloting
instructions from headquarters, please take the time to access the ballot, read the candidates’
statements, and cast your vote!
Electing SWE’s future leadership is every voting member’s responsibility!
Authors: Kay, Snyder
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FYxx+1 SLATE OF OFFICERS AND TRUSTEES
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(presented by the FYxx nominating committee)
Candidate
Region
Section/MAL
PRESIDENT-ELECT
SECRETARY
TREASURER
DIRECTOR (2 positions)
DIRECTOR OF REGIONS
DEPUTY DIRECTOR OF
REGIONS
SPEAKER OF THE SENATE
DEPUTY SPEAKER OF THE
SENATE
TRUSTEE (2 positions)
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*End of Appendix VII*
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Appendix VIII – Example Petition Package
Petition Candidate Packages must include the following information at the time of submission to HQ:
1. The request for the petition candidate to be added to the ballot. Sample language for the letter is as
follows:
I am requesting per the process outlined in Article IV, Section 6 of the Bylaws that (insert candidate’s
name) be added to the FYXX+1 Ballot to run for the position of (insert position here).
This portion of the bylaws state that a Petition Candidate may be nominated to a ballot by providing
petitions to do so from 200 voting members with at least 40 signatures or electronic endorsements from
each of four separate regions. This task has been achieved and the supporting documentation is
provided in this package.
Add a paragraph as to why the petitioner believes that the petition candidate is suited and qualified for
the position.
Signed by the petitioner, including member number and section number
2. The petition candidates request to be placed on the ballot. Sample language for this statement is as
follows:
I, (insert petition candidate’s name), have collected the required number of petitions from SWE
professional members in good standing, and hereby request to be placed on the FYXX +1 ballot for the
position of (insert position here).
Signed by the petition candidate, including member number and section number
3. The petition candidate’s vitae and statement and photograph.
4. List of members who signed the petition in date order that includes the member’s name, member
number, region, section number, email address if available and date.
5. List of members who signed the petition sorted by region with regional tallies.
6. The individual signed petitions or printouts of email petitions in date order.
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PETITION FOR ADDITIONAL NOMINEE FOR ELECTION
Additional candidates may be nominated for Society office by petition of 200 voting members with at least 40 signatures or
electronic endorsements from each of four separate regions in accordance with Article IV, Section 6.F. of the Society bylaws.
Petition candidates for speaker or deputy speaker of the senate, or senate secretary only require signatures or electronic
endorsements from at least 10 voting members of the senate, in accordance with Article V, Section 4.C.2. of the Society
bylaws.
List serves and other SWE resources may not be used for distributing this petition per the Campaign Policy as posted on the
governance site.
I am a voting member in good standing of the Society of Women Engineers, and hereby nominate
__________________________ for the FY _____ office of _______________________________.
My Name: _______________________________________
Member No.: _____________________________________
Region/MAL: _________________________________________
Section: _________________________________________
Date: ___________________________________________
Signature (email address will suffice if sent via e-mail):
_________________________________________________
Forward petition for additional nominee(s) to:
Petition Candidates
c/o Society of Women Engineers
203 North La Salle St., Suite 1675
Chicago, IL 60611
312-596-5252 (fax)
[email protected](mail)
*End of Appendix VIII*
Authors: Kay, Snyder
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Appendix IX – Candidate Vitae and Statement Instructions
Society of Women Engineers
Candidate Vitae and Statement Instructions
All candidates using the Society's ballot for election, whether nominated by the Society's nominating committee, by petition,
or by a region nominating committee, must follow these instructions for preparing candidate material that will accompany the
ballot. This includes, but may not be limited to, positions on the board of trustees, board of directors, deputy director of
regions, speaker or deputy speaker of the senate, senate secretary, senator, or region governor.
The information below contains the instructions for preparing your candidate biography and statement for the FYxx+1 ballot.
Please supply the following candidate materials:
Item #1: Please provide a recent photo.
o Most candidates provide a color photo; black & white is acceptable.
o 300 dpi and an aspect ratio of 1.25” high by 1” wide preferred.
o “Head and shoulder” shot in business attire preferred.
o File name should include candidate’s last name.
Item #2: Name (as it is to appear on the ballot) and Section/MAL affiliation
Item #3: Candidate Biography and Statement
o
o
o
o
o
The candidate biography and statement is subject to a total word count of 400 words (as determined using the
word count tool in Microsoft Word). Anything in excess of the 400 word limit will be truncated.
The biography and statement must be in paragraph format.
File name should include the candidate’s last name.
Content of the biography and statement is the responsibility of the candidate: punctuation, grammar, spelling,
and writing style are not reviewed by the Society nominating committee chair or headquarters staff. Accuracy
of information is the candidate’s responsibility, but may be subject to audit by nominating committee members.
The biography and statement might include the following: candidate’s SWE leadership competencies
(Leadership Abilities, Communication, Business Knowledge & Management, and Self Management
&Development),; other skills, employment or biographical information or experience that bears on the
candidate’s ability to perform successfully in the position sought; the candidate’s proposed goals while in the
position; or the candidate’s vision for contributing to SWE through her/his work in the position.
A possible format might be:
o 150-200 words of biography, showcasing the candidate’s SWE leadership competencies (Leadership
Abilities, Communication, Business Knowledge & Management, and Self Management &
Development),; or any other skills, employment or biographical information or experience that bears
on the candidate’s ability to perform successfully in the position sought; followed by
o A 150-200 word statement, addressing the candidate’s proposed goals while in the position; or the
candidate’s vision for contributing to SWE through her/his work in the position.
Please submit these materials by the required deadline to the Society nominating committee chair, Name at [email protected].
*End of Appendix XI.
Authors: Kay, Snyder
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Revision Date: June 29, 2012
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Appendix X - Example Ballot Instructions
Ballot Instructions for Paper Ballots
To:
From:
Date:
Subject:
Action Required:
Voting Members of the Society of Women Engineers
Name, FYXX Tellers Committee Chair
Date
FY XX SWE Elections
Return Ballot in enclosed envelope by May 1, 2XXX
As chair of the Tellers Committee, I ask you to read this letter and cast another ballot to choose SWE
Officers for the FYXX election.
Voting Procedures:
You may vote for one candidate each for President-Elect, Treasurer/Secretary, Director of Regions,
and Deputy Director of Regions. You may vote for two Directors. Enclosed you will find the following
documents:
 Ballot, and official pre-addressed reply envelope.
 Record of SWE service, candidate statement, and biographical summary for each candidate.
Valid Ballots and Deadline:
In order for the ballot to be counted as valid, the following is required - The ballot will be ELECTRONICALLY SCANNED. Any marks other than completely removing the
perforated circle to the right of the candidates’ name will be considered invalid.
 You must use the enclosed official ballot and return envelope to cast your vote.
 YOU MUST SIGN YOUR NAME ON THE BACK OF THE ENVELOPE FLAP, ADD POSTAGE,
AND MAIL BY MAY 1, 2XXX.
The validated ballots will be scanned and tabulated by an outside firm reporting directly to
the Tellers Committee. Your individual vote does make a difference and is very
important in determining the future leadership direction for SWE. Thank you for your
continuing commitment to SWE by participating in this important election. If you have
any questions, you are welcome to contact me at my office, XXX-XXX-XXXX.
*End of Appendix X.
Authors: Kay, Snyder
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Appendix XI - Example Tellers Report
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To:
Name, SWE President
cc: Name, Society Nominating Committee Chair
Name, SWE Headquarters (Archives)
From:
Subject:
Date:
Name, Teller
Report of Election Results for FYXX Society Officers and Directors
Date
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A. Table 1 - FYXX Election Results
The Tellers Committee this year consisted of the vendor, Corporation Name. (Name), and Name.
Corporation Name, electronically created, mailed, received, and tallied ballots. They reported the
results to the Teller the totals for the FYXX ballots for the election of Society Officers and Directors.
The returned ballots were processed in accordance with existing Tellers Committee Procedures
approved February 1993.
Of the XXXX ballots mailed to the membership, XXX valid ballots were returned, representing X.X% of
those mailed. No ballots were returned that were deemed invalid. The election results and voting
summary are attached.
If you have any questions, you may call me at work (XXX) XXX-XXXX, or at home, (XXX) XXX-XXXX,
or by cell, (XXX) XXX-XXXX, or reach me by email at name@e-mail. Thank you for allowing the Tellers
Committee to serve the Society of Women Engineers.
President-Elect
Treasurer
Directors
Director of Regions
Trustees
Speaker of the Senate
Deputy Speaker of the
Senate
Region Governor
Region B
Authors: Kay, Snyder
Filename: Election Manual
51
Candidate A
Candidate B
Abstains
Candidate A
Candidate B
Abstains
Candidate A
Candidate B
Abstains
Candidate A
Candidate B
Abstains
Candidate A
Candidate B
Abstains
Candidate A
Candidate B
Abstains
Candidate A
Candidate B
Abstains
X Votes
Y Votes
Z Votes
X Votes
Y Votes
Z Votes
X Votes
Y Votes
Z Votes
X Votes
Y Votes
Z Votes
X Votes
Y Votes
Z Votes
X Votes
Y Votes
Z Votes
X Votes
Y Votes
Z Votes
Candidate A
Candidate B
Abstains
X Votes
Y Votes
Z Votes
Revision Date: June 29, 2012
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Candidate A
Candidate B
Abstains
Candidate A
Candidate B
Abstains
Candidate A
Candidate B
Abstains
Candidate A
Candidate B
Abstains
Region D
Region F
Region H
Region J
X Votes
Y Votes
Z Votes
X Votes
Y Votes
Z Votes
X Votes
Y Votes
Z Votes
X Votes
Y Votes
Z Votes
Regions A, C, E, G & I
did not elect governors
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B. Table 2 - FYXX Voting Summary
XXXX Members mailed
XXX Total Valid Ballots Received (XX.X%)
XXX Electronic Ballots
X
Paper Ballots
X
Invalid Ballots not counted
0
Postmarked after May 1
0
Ballots were returned to sender as undeliverable
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Valid Ballots returned by Region:
Region # of Votes
A
X
B
X
C
X
D
X
E
X
F
X
G
X
H
X
I
X
J
X
X
X
Total
X
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Summary of any expenses incurred by the Teller:
$X
Vendor Contract
$X
HQ Staff Time
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Signatures:
_____________________________
Teller
_____________________________
Headquarter member
List of all Tellers Committee members:
*End of Appendix XI*
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Processing of the Paper Ballots
It shall be the responsibility of the Tellers Committee and Headquarters staff to ensure that the paper ballots are
processed as follows:
A.
Verifying the Validity of the Ballots Received
1.
2.
3.
4.
5.
6.
7.
B.
This task may begin as soon as the envelopes are received. Note however, that all return envelopes
remain unopened during this part of the process.
Ballots are to be returned in the SWE envelope mailed with the ballot. However, use of a different
envelope does not make the ballot invalid.
Verify the postmark on the return envelope. If it exceeds the "must be postmarked by" date on the
ballot, mark "INVALID" on the envelope face and retain unopened for the files. Record this
information against the listing of paid voting members.
Sort the return envelopes by region and then by section within the region. For those marked only
with a member signature, determine the appropriate section and region.
Check the signature on each return envelope. If the signature is missing, or if the signature is
illegible and the envelope does not contain the member's printed name, mark "INVALID" on the
envelope face and retain unopened for the files. Record this invalid ballot to the appropriate region
or section, if identifiable. Record all valid ballots returned against the paid voting member list.
Should a second return envelope be received for the same member name, remove both return
envelopes and mark "INVALID" across the face of the envelopes. Retain both envelopes unopened
for the files. Contact the President immediately if both return envelopes resemble the Tellers
Committee return envelopes.
Retain all ballot materials returned for "undeliverable addresses" unopened, and record this
information on the paid member voting list. After the elections are over, report the member names of
all undeliverable materials to Headquarters for their follow-up.
Tallying the Votes
1.
2.
3.
4.
The ballots shall be counted not less than 7 and not more than 21 calendar days after the "must be
postmarked by" date on the ballot. The minimum one week delay helps to ensure that all ballots with
valid postmarks are received before the vote counting proceeds.
When all return envelopes have been processed as described above, the valid envelopes shall be
opened and the ballots removed. When separating the return envelope from the ballot, mark the
region letter designation on each ballot. Segregate the envelopes and the ballots so that there
can be no identification of the ballot with the envelope in which it was received. Exercise care to
protect the confidentiality of each voter. The signed envelopes shall be retained for the files.
Maintain the ballots by regions, but no longer by section. These categories must remain to allow for
the valid tallying of votes for Directors.
Tally ballot votes on a work sheet
a.
A valid "FOR" vote(s) occurs if the number allowed per category is not exceeded. In any
category where a member votes for more than the number allowed, invalidate only that
portion of the ballot. Record the number of invalid votes per category, (i.e., two marks
occur in the Secretary category, neither candidate receives a "FOR" vote and one "INVALID"
vote is recorded).
b.
If a member casts less "FOR" votes than allowed per category, record the remaining votes
as "ABSTAIN" (i.e., two marks occur in the Vice-Presidents category, record the two "FOR"
votes to the appropriate candidates and one "ABSTAIN" vote allocated to the category).
c.
If a member leaves a category blank, interpret the action as an abstention and record it
accordingly.
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d.
5.
6.
C.
Retention of the Ballots
1.
2.
D.
If a member writes in a candidate not qualified for the nominated office, record that vote as
"INVALID". Note that this unqualified write-in candidate's name shall appear on the work
sheets and not in the Election Results Report.
e.
If a member casts a "FOR" vote for a Governor in a region other than her/his own, record
that as an "INVALID" vote for that Governor.
Initial each ballot to indicate that it has been counted. Note on the ballot the invalid portions, if
relevant.
The Chair will verify the tally performed.
When the counting of the ballots and the tally is complete, the following materials must be placed in
an Election Results file to be stored at Headquarters:
a.
All ballot material returned as undeliverable (unopened)
b.
All invalid return envelopes (unopened)
c.
All valid return envelopes (opened)
d.
All ballots counted, both valid and invalid
e.
Committee work sheets which record the vote counting
f.
The list used to verify/record paid voting members
These file contents shall be sealed, marked to identify the contents, dated, and signed by the Chair
and the Headquarters member of the Tellers Committee.
At this time, the file from the previous year's ballots shall be destroyed.
Opening of the Sealed Files
1.
2.
The Sealed Election Results file may be opened when a minimum of two percent of the voting
members of the Society, with no more than one-half of the petitioners being from any one section,
sign a petition which requests the opening of the sealed file. The request is made to the outgoing
President. The petition must provide a 30-day advance notice of when the designated
representatives of the requestors will be in the Headquarters office to examine the file.
An interim Tellers Committee shall oversee the examination of the Election Results file, reseal the file
upon completion of the examination and provide the outgoing President with a report of the results.
This interim Tellers Committee shall include as a minimum:
a.
Executive Director
b.
Two voting members in good standing, who are not parties to the petition request
The outgoing President shall select the two voting members and anyone else deemed appropriate
(e.g., past Tellers Committee Chair).
*End of Appendix XII*
***End of Document***
Authors: Kay, Snyder
Filename: Election Manual
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Revision Date: June 29, 2012
Version: 3.3
Approved with BOD Motion B1162
Page 55 of 55