Outstanding Collegiate Section (OCS) Awards Program 2016
Nominations
Instructions
Nomination Deadline: May 31, 2016
Award Program Coordinator
SWE Headquarters
203 N. LaSalle
St. Suite 1675
Chicago, IL 60601
[email protected]
Phone: (312) 596-5223
General Information
The Society of Women Engineers welcomes submissions for the OCS Awards. All submissions are to be
submitted on-line. You should receive an email receipt for your submission; be sure to retain a copy of this
receipt for your records as it will serve as evidence of your submission. SWE HQ will not provide feedback on
package completeness.
The submission deadline is May 31, 2016 at 11:59 p.m. CST. Late submissions will NOT be accepted. Awards
will be presented at The Society of Women Engineers WE16 Annual Conference in Philadelphia, PA, October
27-29, 2016.
Incomplete submissions will be removed from consideration.
Specific questions concerning the OCS Awards can be directed to M i c h e l e
O’Shaughnessy and Denise Griffin at [email protected].
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Outstanding Collegiate Section Awards Packet FY16
OUTSTANDING COLLEGIATE SECTION AWARDS
The OCS Awards were first established in 1975 to recognize outstanding Collegiate Sections. The Awards will
be given based on the Collegiate Section’s ability to meet SWE’s Strategic Goals and will be assessed on the
section’s self evaluation, report, and activity documentation. The competition encourages continuous
improvement and growth of each section.
The following awards with cash grants will be presented annually:
Outstanding New Collegiate Section (ONCS) – 1 Award
Any Collegiate Section attaining the minimum levels of participation will be recognized with a certificate or a
plaque.
Certificate of Participation - < 70 points (self evaluation form)
Certificate of Merit – 70 to < 100 points (self evaluation and
judging) Bronze Award – 100 to < 130 points (self evaluation and
judging) Silver Award – 130 to < 160 points (self evaluation and
judging)
Gold Award – 160 to 190 points (self evaluation and judging)
All Collegiate Sections chartered or reactivated within the past 2 society fiscal years can compete for the Society
ONCS Award. The ONCS Award includes a cash grant. All other collegiate sections are eligible for the
OCS Awards. All Award and Certificate of Merit winners are announced at the Society Conference during the
Celebrate SWE Awards Banquet.
Eligibility
An Annual Report and a Financial Report must be submitted to SWE HQ each year. For the FY16
OCS/ONCS Awards, the Annual Report should’ve been submitted in June 2015 and the Financial Report
should been submitted by June 30, 2016. If the annual report and/or financial report(s) were submitted
via email to HQ, please provide a copy of those reports with your application package, along with the
confirmation email from HQ of receipt of the information.
 Collegiate Section President must be a member in good standing for the FY in which the report is being
submitted i.e. FY16.
Collegiate Section Treasurer must be a member in good standing for the FY in which the report is
being submitted i.e. FY16.
Collegiate Section Counselor must be a member in good standing for the FY in which the report is
being submitted i.e. FY16.
Collegiate Sections that have been chartered or reactivated within the last two Society fiscal years are
eligible for the Society ONCS Award (Collegiate Sections may not win the ONCS in 2 consecutive
years).
Judging Basis
Scoring: Total Possible – 190
Points
 70 Points from self-evaluation form or the section vitality form (will be verified by judges)
O Planning and Administration
Recommended: Create a Strategic Plan and submit it to your Region Governor ([email protected]) where x is your Region (e.g. Region A, [email protected]), faculty
advisor, and counselor
o Communication and Membership Recruitment
o Regional/Society Participation
100 Points: 33.3 Points per Strategic Goal (Professional Excellence, Globalization, and Advocacy) –
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Outstanding Collegiate Section Awards Packet FY16
details on the strategic goals can be found at http://societyofwomenengineers.swe.org/index.php/aboutswe#activePanels_4
o Alignment with Society SWE Vision, Mission, and Strategic Plan – 7.3 points
o Impact of events in meeting the section's goals and objectives and the three SWE
Society Strategic Goals – 7 points
o Goals and objectives supported by activities – 7 points
o Innovative, new, or expanded activities – 6 points
o Member participation – 6 points
5 Points for Report Format
15 Bonus Points
Judging Criteria
General Information
o The report must be submitted in a PDF format. Please convert from a Word document to a PDF.
Note: If you do not have access to Adobe Acrobat, you can go to www.adobe.com and
convert your document for free by downloading their program for a free 30 day trial.
o Minimum page requirement is 4 pages. (Cover Sheet, Introduction, Description of
Highlighted
Strategies, and an Activity Documentation Sheet)
o Do NOT include a Table of Contents
Report Format
o 1 inch margins on all sides
o 1.5 spaced text
o 12 point Times New Roman font
o Only the section number and name should be placed in the upper right side of header.
o Only the page number should appear in the lower right side of the footer.
Report Content
o Cover Sheet (Max 1 page)
Cover Sheet must contain at least the following information:
Section name, section number, phone number, mailing address, and e-mail address
For the timeframe July 1, 2015 – June 30, 2016 (FY16):
 Section President name, SWE Member number, phone number, mailing address,
and e- mail address
Faculty Advisor name, phone number, mailing address, and e-mail
address
SWE Counselor name, SWE Member number, phone number, mailing address,
and e-mail address
Membership information:
Number of SWE Collegiate Members (as of March 31, 2016)
Number of SWE Collegiate Members last year (as of March 31, 2015)
Number of New SWE Collegiate Members (as of March 31, 2016)
Number of women enrolled in Engineering at your school (2015-2016)
Number of total students enrolled in Engineering at your school (2015-2016)
 Number of graduate women in engineering at your school (as of March 31, 2016)
 Number of graduate students in engineering at your school (as of March 31, 2016)
Follow Cover Sheet example provided in this packet.
o Introduction (Max ½ page)
Provide a general introduction to your section. Clearly detail the goals that your section has
planned to focus on this year. These goals should align with the three SWE Strategic Goals.
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Outstanding Collegiate Section Awards Packet FY16
o Description of Highlighted Strategies (Max 2 pages)
Organize this section by the three Strategic Goals (Professional Excellence, Globalization, and
Advocacy). Briefly highlight 1 or 2 innovative or expanded activities that your section has been
involved in for each of the three goals. These should be activities that had a major impact on your
section and enabled you to meet your objectives for that goal. Describe how these activities
related to the Society SWE Strategic Goal and how they impacted the section (ex. Provided more
opportunities to get members involved or gave our section publicity on campus).
o Conclusion (Max ½ page)
Summarize your section’s accomplishments this year and how these accomplishments fit with
the goals that your section defined for the year.
o Activity Documentation Sheets (Max 4 pages)
Each of the three Strategic Goals should be addressed in this section. One entry line per
activity to be listed under the primary objective. The activity may be cross-referenced to other
Strategic Goals in the appropriate column. Follow the format of the Activity Documentation
Sheet provided in this packet. For each strategic goal, rank the impact of all the activities and
list them in order from most to least impact. Use a scale from 1 to 10 (1 = Least impact to
collegiate section to meet the year’s objectives for a strategic goal and 10 = Most impact to
collegiate section to meet the year’s objectives for the same strategic goal). This table may be
the same information as the one submitted to the Region Collegiate representatives and / or
Region Governor report.
Example: Advocacy (A), Globalization (G), and Professional Excellence (P)
Meeting/Project/Program
Date
Organized
By SWE
0 to 10
New/
Expanded
Total # of
Participants
# of SWE
Participants
Strategic
Goal
Impact
Rank
1 to max+
P
Technical SpeakerSpring Semester
Event
Girl Scout Event
4/5/2016
10
10/31/2015
7
2/2/2016
2
Elementary School
Career Day
Expande
d
New
Expanded
30
12
5
80
25
A
3
20
0
3
A
1
o Self-Evaluation Form (Max 1 page)
This form is used to provide the collegiate section with immediate feedback on how the section
is performing based on key areas that are important to SWE at the Society level. The SelfEvaluation Form is to be completed by the section president. A maximum number of points
have been assigned to each category on the self-evaluation form. Each category contains
multiple line items to allow for various combinations for a section to reach the maximum
number of points. Judges will be looking for supporting detail in order to verify the section’s
self evaluation form. Supporting detail can be provided in the body of the report, Activity
Documentation Sheets, and Appendix. This may be the same or similar to the annual section
vitality form requested to be submitted by the leadership coaching committee.
o Appendix (Max 3 pages)
This section should be used to provide supporting information for the self-evaluation portion and
essential information that may be needed to explain an activity. (Example: Clipping from
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Outstanding Collegiate Section Awards Packet FY16
newsletter, picture of members at Society or Region Conference, etc.) Remember that
conciseness of the report is considered in judging, but it must be explicit enough for the judges to
understand the context and impact of the major activities.
Additional Information
All submissions must be submitted on-line. A complete application should be submitted to
https://app.smarterselect.com/programs/30894-Society-Of-Women-Engineers
Incomplete nomination packages that do not meet the award requirements will be disqualified. Failing to
include all the required documentation of support will disqualify the nomination package. Your report file
is to be named in the following manner: OCS_SectionName (ex. OCS_UniversityOfXYZ).
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Outstanding Collegiate Section Awards Packet FY16
Cover Sheet
School Information
Name
Section #
Phone
Email
Address
Section President
Name
Phone
SWE Member #
Email
Address
Faculty Advisor
Name
Phone
SWE Member #
Email
Address
SWE Counselor
Name
Phone
SWE Member #
Email
Address
Membership Information
Number of SWE Collegiate Members_
Number of SWE Collegiate Members last year_
Number of New SWE Collegiate Members_
Number of Women Enrolled in Engineering at your School
Number of Students in Engineering at your School
Number of Undergraduate Women in Engineering at your School
Number of Undergraduate Students in Engineering at your School
Number of Graduate Women in Engineering at your School
Number of Graduate Students in Engineering at your School
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Outstanding Collegiate Section Awards Packet FY16
Activity Documentation Sheet
Strategic Goal
Meeting/Project/Program
Objective
Date
Organized
By SWE
Strategic Goal
New/Expanded
0 to 10*
Total # of
Participants
# of SWE
Participants
Impact
Rank
1 to 10+
Strategic Goal Codes for Activity Documentation Sheet:
P – Professional Excellence
G – Globalization
A – Advocacy
* Scale where 10 = Organized completely by SWE Members of the section and 0 = Organized by someone
else
+ Scale where 1 = Least impact to collegiate section to meet the year’s objectives for a strategic goal and 10
= Most impact to collegiate section to meet the year’s objectives for the same strategic goal
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Outstanding Collegiate Section Awards Packet FY16
OCS/OCNS Check List
Activity Documentation Sheets Completed (throughout the year)
Collegiate Section is in Good Standing (you can verify this with SWE HQ)
Collegiate Section President is a paid member
Collegiate Section Treasurer is a paid member
Collegiate Section Counselor is a paid member
Annual Report has been submitted by June 30, 2015 to SWE HQ**
Financial Report will be submitted by June 30, 2016 to SWE HQ**
OCS/OCNS Report is submitted electronically to the Awards Committee by May 31st at 11:59 CST
OCS/OCNS Report is compliant with requirements in the OCS Awards Packet
PDF Format
1” margins
12 point, Times New Roman font
1.5 spaced text
Page limits have not been exceeded
Cover Sheet – 1 page
Introduction – ½ page
Description of Highlighted Events – Maximum 2 pages
Conclusion – ½ page
Activity Documentation Sheets – Maximum 4 pages
Self-evaluation
o Recommended: Strategic Plan submitted to your Region Governor ([email protected]) where x is your Region (e.g. Region A, [email protected]),
faculty advisor, and counselor.
Appendix – Maximum 3 pages
**Collegiate Sections are encouraged to submit their Annual and Financial Reports as soon as the school year is
finished as long as section activities for the year are complete.
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Outstanding Collegiate Section Awards Packet FY16