Society of Women Engineers

University of Florida Section

P.O. Box 116550

312 Weil Hall

Gainesville, FL 32611-6550

Procedures Manual

Created 3 February 2020. Last Updated 22 September 2020.

STAKEHOLDERS

Internal

The ability and responsibility to maintain this document are that of the Executive Board of the University of Florida section of the Society of Women Engineers. The Executive Board includes the President, Vice President of Internal Affairs, Vice President of External Affairs, Corresponding Secretary, Recording Secretary, and Treasurer. The President should provide the final approval of each update.

External

Any input may also be given by the Faculty Advisor, Counselor, or other representatives from the greater Society of Women Engineers.

OVERVIEW

This Procedures Manual was created in addition to the Section Bylaws to provide further detail of the structure of the organization and its procedures including General Body Meetings and Executive Board Elections. An Officer Handbook containing internal details is also available to Executive Board members and chairs. This document must be reviewed at least every two years.

PURPOSE

This Procedures Manual serves to provide a definition of all major organizational details. This document is available to the public so that the Executive Board may be held accountable for upholding the processes and procedures within it.

TABLE OF CONTENTS (click a headline to jump to a section)

STAKEHOLDERS        1

Internal        1

External        1

OVERVIEW        1

PURPOSE        1

TABLE OF CONTENTS (click a headline to jump to a section)        2

LEADERSHIP ORGANIZATION        3

Executive Board Organization        3

President’s Committee Organization        4

Internal Committee Organization        4

External Committee Organization        5

Corresponding Committee Organization        5

Recording Committee Organization        6

Treasurer’s Committee Organization        6

QUALIFICATIONS        6

RESPONSIBILITIES        7

President & President’s Committee        7

President        7

eSwamp Directors (Spring Application)        7

Public Policy Chair (Spring Application | Beginning Spring 2020)        7

Diversity & Multicultural Affairs Director (Fall Application | Beginning Fall 2020)

Vice President of Internal Affairs & the Internal Committee        8

Vice President of Internal Affairs        8

Design Team Chairs (Spring Application)        8

Formal Directors (Fall Application)        8

Social Chairs (Fall Application)        8

Team Tech Chair (Spring Application)        9

Vice President of External Affairs & the External Committee        9

Vice President of External Affairs        9

Dance Marathon Chairs (Spring Application)        9

Graduate Liaison (Spring Application)        9

Off-Campus Outreach Chair (Spring Application)        10

On-Campus Outreach Chair (Spring Application)        10

Volunteering Chair (Fall Application)        10

Corresponding Secretary & the Corresponding Committee        10

Corresponding Secretary        10

Mentoring Chairs (Spring Application)        11

Career Development Chair (Spring Application)        11

Talk & Tour Coordinator (Spring Application)        11

Evening with Industry Chairs (Spring Application)        12

Recording Secretary & the Recording Committee        12

Recording Secretary        12

Graphic Designer (Spring Application)        12

Historians (Fall Application)        13

Public Relations Chair (Fall Application)        13

Social Media Chair (Fall Application)        13

Treasurer & the Treasurer’s Committee        13

Treasurer        13

Assistant Treasurer (Fall Application)        14

PROCEDURES        14

Executive Board Election Procedure        14

The Nominating Process        14

The Election General Body Meeting        15

Chair Selection Procedure        15

Spring Semester Selection        15

Fall Semester Selection        15

General Body Meeting Procedure        16

Executive Board Meeting Procedure        16

FURTHER INFORMATION        16

LEADERSHIP ORGANIZATION

Executive Board Organization

The Executive Board is made up of six leaders: the President, Vice President of Internal Affairs, Vice President of External Affairs, Corresponding Secretary, Recording Secretary, and Treasurer. The latter five members report to the President. Each Executive Board member has a group of chairs that report directly to them. Each Executive Board member is given equal weight in major decision making, while the President makes the final call if the opinion is split. The Executive Board is elected in the Spring (see Executive Board Election Procedure) and will hold their positions until the end of the following Spring semester.


President’s Committee Organization

Five chairs report to the President: the eSwamp Directors, the Public Policy Chair, and the Diversity & Multicultural Affairs Director. Each of the eSwamp Directors is of equal rank. They hold this position only from May through August. The only people reporting directly to the President from September through April are the Public Policy Chair, the Diversity & Multicultural Affairs Director, and the other Executive Board members. The eSwamp Directors and Public Policy Chair are chosen in the Spring, while the Diversity & Multicultural Affairs Director is chosen in the Fall (see Chair Selection Procedures).

Internal Committee Organization

Eight chairs report to the Vice President of Internal Affairs: two Design Team Chairs, a Team Tech Chair, three Formal Directors, and two Social Chairs. For the categories with multiple chairs, each chair is of equal rank. The Team Tech and Design Team Chairs are chosen in the Spring and the rest are chosen in the Fall (see Chair Selection Procedure). They hold the position until the end of the Spring semester, with the exception of the Team Tech Chair who stays involved until the following SWE Annual Conference (usually October or November) to prepare for the competition.

External Committee Organization

Six chairs report to the Vice President of External Affairs: two Dance Marathon Chairs, a Graduate Liaison, a Volunteering Chair, and On-Campus and Off-Campus Outreach Chairs. The Dance Marathon chairs are of equal rank. The Volunteering Chair is chosen in the Fall while the rest are chosen in the Spring (see Chair Selection Procedure). They hold the position until the end of the Spring semester.

Corresponding Committee Organization

Six chairs report to the Corresponding Secretary: a Career Development Chair, two Evening with Industry Directors, a Talk & Tour Coordinator, and two Mentoring Chairs. For the categories with multiple chairs, each chair is of equal rank. All of the positions are chosen in the Spring and hold the position until the end of the following Spring semester (see Chair Selection Procedure).

Recording Committee Organization

Five chairs report to the Recording Secretary: a Graphic Designer, two Historians, a Public Relations Chair, and a Social Media Chair. The two Historians are of equal rank. The Graphic Designer is chosen in the Spring while the rest are chosen in the Fall (see Chair Selection Procedure). They all hold their position until the end of the Spring semester.

Treasurer’s Committee Organization

One chair reports to the Treasurer: the Assistant Treasurer. They are chosen in the Fall (see Chair Selection Procedure). They hold the position until the end of the following Spring semester.

QUALIFICATIONS

To hold a leadership position, students must maintain a minimum GPA of 2.5 and be enrolled full-time on-campus for the Fall and Spring semesters. The Team Tech chair must be willing to attend and present at the upcoming SWE Annual Conference. The eSwamp Directors must be located in Gainesville during the Summer semester (excluding Summer 2020 because classes will be online due to COVID-19). One of the Design Team chairs must have taken EML2322L. The Off-Campus Outreach chair must have their own transportation.

RESPONSIBILITIES

President & President’s Committee

President

eSwamp Directors (Spring Application)

        Public Policy Chair (Spring Application | Beginning Spring 2020)

Diversity & Multicultural Affairs Director (Fall Application | Beginning Fall 2020)

Vice President of Internal Affairs & the Internal Committee

Vice President of Internal Affairs

Design Team Chairs (Spring Application)

Formal Directors (Fall Application)

Social Chairs (Fall Application)

Team Tech Chair (Spring Application)

Vice President of External Affairs & the External Committee

Vice President of External Affairs

Dance Marathon Chairs (Spring Application)

Graduate Liaison (Spring Application)

Off-Campus Outreach Chair (Spring Application)

On-Campus Outreach Chair (Spring Application)

Volunteering Chair (Fall Application)

Corresponding Secretary & the Corresponding Committee

Corresponding Secretary

Mentoring Chairs (Spring Application)

Career Development Chair (Spring Application)

Talk & Tour Coordinator (Spring Application)

Evening with Industry Directors (Spring Application)

Recording Secretary & the Recording Committee

Recording Secretary

Graphic Designer (Spring Application)

Historians (Fall Application)

Public Relations Chair (Fall Application)

Social Media Chair (Fall Application)

Treasurer & the Treasurer’s Committee

Treasurer

Assistant Treasurer (Fall Application)

PROCEDURES

Executive Board Election Procedure

The nomination and candidate selection process is outlined in the Collegiate Section Bylaws. Further details are included here and describe the processes more thoroughly.

The Nominating Process

        

The Election General Body Meeting

Chair Selection Procedure

        Spring Semester Selection

        Fall Semester Selection

General Body Meeting Procedure

Each Fall and Spring semester should have approximately six General Body Meetings, with the final one being reserved for Elections. They should be every other Tuesday, with possible exceptions for holidays, school breaks, and major events (SWE Annual Conference, UF Career Showcase, etc.). and The first General Body Meeting should be during the first official week of classes, during the SWEek of Welcome. The General Body Meeting begins with a short introduction to SWE for any new members in attendance. This should be followed by a presentation of upcoming events and announcements. At the conclusion of the presentation, if applicable, the corporate sponsor will present. Afterward, the meeting will be adjourned for food (catered by the corporate sponsor or Student Government funding).

Executive Board Meeting Procedure

Executive Board Meetings are held on the alternate week from General Body Meetings during the Spring and Fall semesters. Some Executive Board Meetings should be held during the Summer, as needed. Each Executive Board Member will provide an update on behalf of themselves and their chair(s). Additionally, an Executive Board Meeting should consist of any miscellaneous tasks and discussions that pertain to the Executive Board’s responsibilities. By the end of each Executive Board Meetings, the President should have compiled a list of actions to be reviewed at the next meeting.

FURTHER INFORMATION

Additional information about the operations of the University of Florida Society of Women Engineers can be found in our SWE Collegiate Section Bylaws and University of Florida Student Organization Constitution. Additionally, an Office Handbook is provided to those in leadership positions with more detailed instructions and advice from previous leaders.