Chapter Leadership Orientation
Friday, August 30, 2024
12:00 p.m. ET
GWIS National: Who We Are
Our Mission & Goals
Our mission is simple.
We seek to build a global community to inspire, support, recognize and empower women in science.
We accomplish this mission with 3 simple goals:
CONNECT - Strive to build a powerful international network of women scientists.
EMPOWER - Empower women scientists to excel in their careers.
LEAD - Mentor the leaders of today so that they can inspire the leaders of tomorrow.
103 Years Together: Our Legacy
Sigma Delta Epsilon (SDE) Alpha Chapter (now Ithaca, NY Chapter) founded at Cornell University by Adele Lewis Grant. Adopted the motto United in Friendship Through Science.
American Association for the Advancement of Science (AAAS) grants SDE full affiliate status.
SDE goes international; partners with United Nations for global science and education initiatives
First of several named fellowship endowments created; bequest from Dr. Eloise Gerry
1921
1939
1948
1970
Dr. Eloise Gerry
103 Years Together: Our Legacy
Non-profit 501(c)(3) tax status granted; name changed to ‘Sigma Delta Epsilon Graduate Women in Science, Incorporated’. Bylaws changed to include non-discrimination clause.
Prof. Ruth Dickie donates half of her estate to Madison Chapter, and half to National for the Ruth Dickie Special Projects fund.
Dr. Nell Mondy creates large endowment for National fellowship applications related to food science
Rebranding initiative organized by Dr. Laura Havens leads to a shortened version of our name to ‘GWIS’; new logo and color scheme is selected to attract, retain, and recruit graduate student members.
1971
1993
2002
2016
Who we are today: a strong international organization
Where are our chapters?
+ International Chapter
Organizational Structure
Grand Chapter
Supreme governing body of the organization. Two meetings each year (January and June)
National Council
GWIS Chapters
Historian
Archivist
Organizational Structure
Grand Chapter
National Council
GWIS Chapters
Historian
Archivist
Executive Board
Standing Committees
Ad Hoc Committees
Board of Directors
Organizational Structure
Grand Chapter
National Council
GWIS Chapters
Historian
Archivist
Executive Board
Standing Committees
Ad Hoc Committees
Board of Directors
Recording and
Corresponding Secretary
Editor
Treasurer
Vice President
Past President
President-Elect
President
Organizational Structure
Grand Chapter
National Council
GWIS Chapters
Historian
Archivist
Executive Board
Standing Committees
Ad Hoc Committees
Board of Directors
Development Committee
Editorial Board
Fellowships Committee
Finance Committee
Honorary Membership Awards Committee
Membership Committee
Nominating Committee
Parliamentary Committee
Public Relations Committee
Technology Committee
Programming Committee
Diversity, Equity, Inclusion Committee
Organizational Structure
Grand Chapter
National Council
GWIS Chapters
Historian
Archivist
Executive Board
Standing Committees
Ad Hoc Committees
Board of Directors
AAAS Representatives
2024 National Meeting Planning Committee
Organizational Structure
Grand Chapter
National Council
GWIS Chapters
Historian
Archivist
Executive Board
Standing Committees
Ad Hoc Committees
Board of Directors
Consists of 5 elected GWIS members
Nafisa Jadavji
GWIS National President
jadavji@gwis.org
Kalaivani Saravanan
GWIS National President Elect
saravanan@gwis.org
Brook Long-Fox
GWIS National Vice President Elect
Brooke.Long-Fox@sdsmt.edu
Amanda Koeing
GWIS National Past President
koeing@gwis.org
Anna Kowalkowski
GWIS National Treasurer
kowalkowski@gwis.org
Courtney Ragle
GWIS National Editor
ragle@gwis.org
Isola Brown
GWIS National Recording and Corresponding Secretary
browniso@gwis.org
Helen Haller
Emily Pell
Archivist
haller@gwis.org
Rozzy Finn
Historian
finn@gwis.org
Board of Directors
Mandy Pertzborn, Chair pertzborn@gwis.org
Julia Nepper, nepper@gwis.org
Gina Moreno, moreno@gwis.org
Aubrey Jeffries, jeffries@gwis.org
Shu Li, li@gwis.org
GWIS Officers
Zoe Hansen
Fellowships Committee
zhansen@gwis.org or fellowships@gwis.org
Amanda Koenig and Kalaivani Saravanan
Finance Committee
koenig@gwis.org, saravanan@gwis.org or finance@gwis.org
Sumaiya Chowdhury
Technology Committee
sumaiya.chowdhury@marquette.edu or tech@gwis.org
Gargi Mishra
Nominating Committee
mishra@gwis.org or nominating@gwis.org
Mandy Pertzborn
Parliamentary Committee
pertzborn@gwis.org or parliamentary@gwis.org
Akanksha Pragya
Honorary Membership Awards Committee
pragya@gwis.org or honorarymembership@gwis.org
Klaire Laux
Public Relations Committee
kll445@nau.edu or pr@gwis.org
Shu Li
Development Committee
li@gwis.org or development@gwis.org
Rachel Cole
Programming Committee
cole@gwis.org or mentoring@gwis.org
Courtney Ragle
Media Committee
ragle@gwis.org or media@gwis.org
Ogochukwu Ozotta
Membership Committee
ozottta@gwis.org or membership@gwis.org
GWIS Committee Chairs
Organizational Structure
National Council
Four meetings each year
(September, December, March, June)
Please note the following dates and times:
Date: | Time: | Location: |
September 22nd, 2024 | 2:00 p.m. ET | teleconference |
December 15th, 2024 | 2:00 p.m. ET | teleconference |
March 24th, 2025 | 2:00 p.m. ET | teleconference |
June TBD, 2025 | All day | St. Louis, MO |
All GWIS members are welcome to attend National Council meetings, but only NC members are required to attend.
Organizational Structure
Grand Chapter
National Council
GWIS Chapters
Historian
Archivist
Represented by their President + 1 Delegate*
*If a chapter has >100 members, that chapter is entitled to another delegate for every additional 50 members (e.g. If International Chapter has 150 members, they have 2 delegates by default, and 1 additional delegate, for a total of 3 delegates).
Organizational Structure
Date: | Time: | Location: |
January 26th, 2025 | 2:00 p.m. ET | teleconference |
June 2025 (TBD) | All day | St. Louis, MO |
Grand Chapter
Supreme governing body of the organization. Two meetings each year (January and June)
Please note the following dates and times:
We ask that chapter representatives (President and National Liaison) try to attend both Grand Chapter meetings or send a proxy.
Organizational Structure
We ask chapters to submit brief chapter reports at each Grand Chapter meeting.
If you can’t make it to the meeting, please assign a proxy.
Each chapter gets two votes!
Sometimes we send out votes to Grand Chapter via email. Make sure your chapter submits its two votes!
Need to assign a proxy?
Email me!
president@gwis.org
Grand Chapter
Sample Proxy Request Form
I hereby authorize the National President ________ to appoint
__________ of ________ Chapter to act as my proxy at the
Grand Chapter Meeting/National Council Meeting to be held on [Month] [Day], 20xx. She is instructed to vote on the following items of business in accordance with my wishes, as follows: _________________.
Name and position of person giving the proxy (person who is unable to attend): Name _____________ Position _________ Signed __________ Date _________.
GWIS National: What We Do
1. Organizational support
2. Networking
3. Programming
GWIS National: What We Do
1. Organizational support
2. Networking
3. Programming
Finances
2025 Expected Income:
$138,797.20
2025 Expected Expenses:
$150,705.29
$2,182,992
in Net Assets for Operating Funds
& Endowments*
Equity
~65%
Fixed
Income
~20%
Cash
~15%
* (as of 05/14/24)
Finances
$1,810,442
in Net Assets for Operating Funds
& Endowments*
Our endowments are actively managed by Nate Jones at Merrill Lynch to minimize risk and maximize growth.
Account details are managed by our accountants at Clifton Larson Allen.
* (as of 8/14/20)
Equity
~65%
Fixed
Income
~20%
Cash
~15%
Finances
Equity
61.48%
Fixed
Income
23.52%
Cash
15.01%
2020 Expected Income:
$122,420.42
2020 Expected Expenses:
$113,060.00
Membership dues:
National - $32,965.00
Chapter - $6,980.00 – directly passed on to chapters
Donations (Fellowships):
$10,500.00
Endowment Income (Fellowships):
$72,475.42
Finances
Equity
61.48%
Fixed
Income
23.52%
Cash
15.01%
2020 Expected Income:
$122,420.42
2020 Expected Expenses:
$113,060.00
Membership dues:
National - $32,965.00
Chapter - $6,980.00 – directly passed on to chapters
Donations (Fellowships):
$10,500.00
Endowment Income (Fellowships):
$72,475.42
Funds fellowships program ($50,000), investment fees ($19,000), travel awards for fellowships winners, and helps us grow accounts
Finances
Equity
61.48%
Fixed
Income
23.52%
Cash
15.01%
2020 Expected Income:
$122,420.42
2020 Expected Expenses:
$113,060.00
Membership dues:
National - $32,965.00
Chapter - $6,980.00
Donations (Fellowships):
$10,500.00
Endowment Income (Fellowships):
$72,475.42
Operating budget:
Institutional Memberships
Membership Committee Chair: Alice Edwards (edwards@gwis.org)
Equity
61.48%
Fixed
Income
23.52%
Cash
15.01%
Institutional Memberships
We want to hear from you!
If you have other ideas on how to make GWIS membership more valuable and how we can support you, please let us know!
GWIS National: What We Do
1. Organizational support
2. Networking
3. Programming
Networking
- Our Fellowships Committee contacts prominent experts to review proposals
- Our Development, Media and Honorary Memberships Committees are in contact with successful professional women who are mentors, donors, and the subjects of upcoming profiles
Career Center
Publications
Editor: Jane Sharer Maier (jsmaier@gwis.org)
is a periodical for GWIS National and Chapter news. This publication is sent to GWIS members and non-members.
is a members-only periodical which seeks to provide career and leadership advice for women
in science.
is a periodical profiling women leaders in science
is a periodical highlighting published news and entertainment of interest to women in science.
Social Media
Public Relations Chair: Mariel Price (mprice@gwis.org)
Members stay connected and share updates through social media accounts at both the national and chapter level. You can find us on Twitter, Facebook, LinkedIn, and Instagram (@GWISci)
GWIS National: What We Do
1. Organizational support
2. Networking
3. Programming
Fellowships
Donations and bequests are managed such that investment income is utilized for our annual Fellowships Program. Further Fellowships information can be found on our webpage.
$75,000 in Fellowships were awarded for the 2023-2024 year. $500,000 in fellowships have been allocated over the last 10 years.
Our Named Fellowships
Nell I. Mondy
Eloise Gerry
Jean Langenheim
Vessa Notchev
Monique Braude*
Hartley Corporation (Helen Haller)*
Elizabeth Weisburger
* Annual contribution not managed by GWIS National
Chair: Zoe Hansen (zhansen@gwis.org)
Honorary Awards
Honorary Membership is our highest honor. Nominations for Excellence in Scientific Research and Excellence in Science Teaching are accepted year-round. 125 have been awarded since 1926.
Chair: Akanksha Pragya, pragya@gwis.org
Notable Recipients
Dr. Sylvia Earle (2008)
Dr. Ruth Kirschstein (2001)
Dr. Sally Ride (1989)
Dr. Frances Kelsey (1988)
Dr. Barbara McClintock* (1987)
Dr. Rosalyn Yalow* (1978)
Dr. Chien-Shiung Wu (1973)
Dr. Mina Rees (1971)
Dr. Margaret Mead (1963)
*Nobel Prize winner
Barbara McClintock pictured here with the Nobel Prize for her work on transposable genetic elements.
Mentoring Webinars
Monthly webinars
Chair: Rachel Cole (cole@gwis.org), mentoring@gwis.org
Research Seminars
Please nominate speakers & attend!
Chair: Nyssa Tucker (seminars@gwis.org)
National: Opportunities
Honorary Membership Committee. Goals include: 1) Find nominees for the award, 2) Host a Wiki edit-a-thon to highlight previous award winners 3) Update and restructure web page to add info about winners www.gwis.org. Are you a secret history buff? Do you like interviewing people? Then sign up for this committee today! Email kenley@gwis.org.
Diversity, Equity & Inclusion Committee. This committee interfaces with multiple committees to assess how GWIS operates and to ensure we are equitable and anti-racist in our distribution of awards, fellowships, and nominations. Email abrantes@gwis.org.
Media Committee. This committee is responsible for the four weekly GWIS publications. If you like to write original articles or to edit written works, join this committee! Email jsmaier@gwis.org.
Development Committee. This committee is tasked with donor relations, writing annual reports, creating partnerships with other entities, and working with other committees on their content and programs. Have experience fundraising? Do you enjoy networking? Then this committee is for you! Email li@gwis.org
National: Opportunities
100th Anniversary Planning Committee. We are a few short years away from the organization's 100th birthday and we want a big event to celebrate. Duties of this committee are to work on the 100th anniversary history and help the host chapter of the 2022 National Meeting with planning the event. Email centennial@gwis.org.
Fellowships Committee. Another of our hardest working committees, this group collates and sends out 250 grant applications each year to reviewers. Then they read the reviews and score grants. Email lee@gwis.org.
Mentoring & Outreach Committee. Online conversations between <15 people and one featured speaker who will give a brief overview of their career path, and will then interact with participants. Email cole@gwis.org.
Technology Committee. This group is responsible for maintaining our google account as well as the current website. They are our go to committee for tech. Are you tech savvy? Website savvy? Interested in learning website design? Then join this committee! Email virani@gwis.org.
Other skills? We are particularly looking for people experienced with graphic design to help update our website. We also have a number of other projects- podcasts, videos, and more!
National: Opportunities
Nationally elected officers:
President-Elect (1 year term; automatically advances to President)
Vice-President (1 year term; advances by election to President-Elect)
Treasurer (2 year term)
Recording and Corresponding Secretary (2 year term)
At-Large Delegate (3 year term; serves in third year as chair of committee)
Nominating Committee Member (3 year term)
Membership Committee Member (3 year term)
Board of Directors Member (5 year term)
All other Committee Chair positions typically ask for a 3 year commitment and are appointed by the President.
II. Chapter responsibilities
Responsibilities for Chapters
1. File the 990N E-Postcard
2. File 1099 forms if you pay your speakers honorariums
3. Complete your chapter updates
4. Attend Grand Chapter Meetings
5. Vote
6. Be sure you are EU GDPR compliant
7. Stay organized and have a continuity plan in place; use the GWIS Google Drive
Responsibilities for Chapters
1. File the 990N E-Postcard
2. File 1099 forms if you pay your speakers honorariums
3. Complete your chapter updates
4. Attend Grand Chapter Meetings
5. Vote
6. Be sure you are EU GDPR compliant
7. Stay organized and have a continuity plan in place; use the GWIS Google Drive
Chapters must file the simple 990N E-postcard if they have <$50,000 in gross income.
To file the 990N (E-postcard), you need the following information:
All forms must be filed by November 15th of each year. Please note you will not be able to submit until late summer of a given year. You will receive a reminder and more detailed instructions in October from the Finance Committee.
If a chapter does not file 3 years in a row it will lose its nonprofit status.
File your 990N E-postcard
Responsibilities for Chapters
1. File the 990N E-Postcard
2. File 1099 forms if you pay your speakers honorariums
3. Complete your chapter updates
4. Attend Grand Chapter Meetings
5. Vote
6. Be sure you are EU GDPR compliant
7. Stay organized and have a continuity plan in place; use the GWIS Google Drive
1099 Forms for Speakers
Responsibilities for Chapters
1. File the 990N E-Postcard
2. File 1099 forms if you pay your speakers honorariums
3. Complete your chapter updates
4. Attend Grand Chapter Meetings
5. Vote
6. Be sure you are EU GDPR compliant
7. Stay organized and have a continuity plan in place; use the GWIS Google Drive
Grand Chapter duties
Date: | Time: | Location: |
January 26th, 2025 | 2:00- 3:30 p.m. ET | teleconference |
June 2025 (TBD) | All day | St. Louis, MO |
Read the Annual Report
Responsibilities for Chapters
1. File the 990N E-Postcard
2. File 1099 forms if you pay your speakers honorariums
3. Complete your chapter updates
4. Attend Grand Chapter Meetings
5. Vote
6. Be sure you are EU GDPR compliant
7. Stay organized and have a continuity plan in place; use the GWIS Google Drive
EU GDPR
Responsibilities for Chapters
1. File the 990N E-Postcard
2. File 1099 forms if you pay your speakers honorariums
3. Complete your chapter updates
4. Attend Grand Chapter Meetings
5. Vote
6. Be sure you are EU GDPR compliant
7. Stay organized and have a continuity plan in place; use the GWIS Google Drive
Use GOOGLE DRIVE for Important Documents
Use your chapter@gwis.org email account and Google Drive to store:
GWIS+ Initiative
Join us in June 2025 in St.Louis, MO!
The GWIS National Meeting will be hosted by the St. Louis Chapter. All chapters are eligible for $250 towards travel. These travel awards are first-come, first-served.
2025 GWIS Conference
1. Attend, give chapter updates, and vote at Grand Chapter meetings (January, June)��2. Use the Google Drive��3. File your 990 Postcard by November��4. Contact us! We want to hear from you
Summary
Thank you! Any questions?
III. General Advice
Stay Organized: Chapter Leadership
Keep transitions in mind
Hold regular meetings
Assign tasks
Be available and responsive
Be flexible and encourage team discussion
Don’t be afraid to make decisions
Stay Organized: Preparing for a meeting
Prepare and distribute the following ahead of time
Minutes from the previous meeting
Agenda for the meeting
Meeting reminder email with complete logistics, sent...
Stay Organized: Running a meeting
Start on time
Set the tone
Designate someone to keep minutes
Let the agenda guide the meeting
Encourage participation throughout
Keep everyone on topic
Keep people to a schedule
Seek firm commitments
Summarize, allow time for questions or discussion.
End on time
For voting
Give people an opportunity to ask questions
A motion must be presented
That motion must be seconded
Give people an opportunity to vote:
Announce results (pass/fail)
Robert’s Rules of Order
http://www.rulesonline.com/rror-01.htm#9
Stay Organized: Manage your Members
Ask the Membership Committee Chair (edwards@gwis.org) for member lists
Remind people to renew their membership with campaigns
Connect potential members to National by having them join our listserv.
Remember that fellowships are a powerful recruiting tool!
Don’t forget about older members in your area!
Stay Organized: Financial Best Practices
GWIS is a 501(c)(3) organization.
We are tax-exempt and all donations to GWIS are tax-deductible
The Fiscal Year runs from July 1 - June 30. Annual reports from chapters of activities and finances are due to National each June in compliance with IRS requirements.
Keep accurate financial records with your bank account.
Recommendations about Financial Best Practices are available through gwis.org on the “Members Only” page http://www.gwis.org/?page=members_only
Stay Organized: Financial Best Practices
Chapters must file the simple 990N E-postcard if they have <$50,000 in gross income.
To file the 990N (E-postcard), you need the following information:
All forms must be filed by November 15th of each year. Please note you will not be able to submit until late summer of a given year. You will receive a reminder and more detailed instructions in October from the Finance Committee.
If a chapter does not file 3 years in a row it will lose its nonprofit status.
General Advice: Stay Connected
Communicate with National (we are here to help!)
Communicate with other chapters
Communicate with your membership
Topic 1: Branding - General
Primary font is “Nova”. Secondary font is “Liberation Sans”. Both can be downloaded from http://www.dafont.com/ (National has purchased a license to use Nova, and chapters may freely use it). When given limited font options, use Arial.
All references to “SDE” and “Sigma Delta Epsilon” must be removed from any social media or PR documents.
Go to ~Branding Materials for PR Branding Guidelines for Chapters
Official colors and hex codes
Font
Name
Topic 1: Branding - Brochures
Check out our brochures on Google Drive!
~Branding Materials
Check out our brochures on Google Drive!
~Branding Materials
Topic 1: Branding - Brochures
Topic 1: Branding - Social Media
The goal is to facilitate a potential member’s search for your chapter! Make it as intuitive and consistent as possible! If your name is too long for Twitter, get in touch with us at pr@gwis.org
Go to ~Branding materials for PR Branding Guidelines for Chapters
The format of Facebook page names will be “GWIS Chapter Name” (e.g., GWIS Auburn, GWIS Madison).
Twitter handles should be formatted as follows: GWISChapterName (e.g., “GWIS_Ithaca, GWIS_Chicago”).
For other social media platforms that use a handle (e.g., Instagram) use the same format as the Twitter handle. For social media platforms that use a page name, use the same format as Facebook.
Chapter Name
Additional Accounts
Topic 2: Recruiting - Preparation
Be a good GWIS Ambassador
Create a chapter listserv (e.g. MailChimp)
Create a chapter website (get in touch with us for advice!)
Decide which events will be members-only and which will be open
Print GWIS brochures created by National to take with you
Consider printing GWIS business cards (templates available on Drive)
Have an iPad or computer for people to sign-up to your listserv on the spot (or have pen/paper) - better to get them signed up right away
Topic 2: Recruiting - Tips
Where?
When?
How?
We always need people for committees, and giving people a job to do can help get them involved!
Topic 3: Google Accounts - Using Drive
In your Drive you’ll have access to Branding Materials, Orientation References, and other important documents. You’ll also be able to create and share documents that can be accessed from anywhere.
Contacting President
Tuesdays 10 to 11am ET
Thursdays 1 to 2pm ET
2024-25 Goals
Who: President-Elect, VP, Chairs and Committees, Chapters
What: