Student Resources:
ASME District Leader Handbook
Index
Introduction
District Leader
Roles and Responsibilities
Authority
Succession Planning and Election
Year as District Leader-Elect (with calendar)
District Leader Calendar
Non-Calendar Events
Recognition
Section, Subsection and Technical Chapter Visits
District Administration
K&C Operation Guide
Strategic Planning and the Balanced Scorecard
District Operating Boards
District Meetings
Communication and Communication Tools
Web Sources of Information
Required Reports
ASME Budgeting
Budget Planning
Definitions
Global Communities (GC) and District Budgets
Managing Budgets
Merit-Based Funding
Policies
Contracts
Charitable Status and Deductible Expenses
Students
Student District Operating Boards
Student Sections
Student Section Advisors
Student Section Liaison Program
Student Leadership Seminars
Student Professional Development Conferences
Student Competitions
GC Operations and District Leader Responsibilities
Global Communities Operating Board Meetings
Pooled GC Budgets and Their Uses
District Leader Orientation and Training
Leadership Training Conference
About ASME
ASME Society Overview
The Knowledge and Community Sector
Volunteer Orientation and Leadership Training (VOLT) Academy
ASME Volunteers
Badges – who is who?
ASME Staff Partners
Appendices
A: Global Communities Web Sites: Links to District, Section, and Student Section Websites
B: Map of Global Districts
C: K&C Sector Organizational Structure
D: Knowledge and Community Sector Staff Structure
E: ASME Key Volunteer Contacts
F: ASME Staff Contacts
G: Specific Responsibilities of the Global Communities Operating Board
H: Guide for District Operating Boards
I: Nominations of District Leaders
J: ASME Society Balanced Scorecard Strategy Map
K: Knowledge and Community BSC Strategy Map
L: Balanced Scorecard for the Knowledge and Community Sector
M: ASME GC FY ’08 Section Merit Based Funding Submittal Form, Districts G through J
N: Key Dates and Dates to Avoid
O: ASME Common Acronyms
P: Sample Letters from District Leaders
1) Letters of Invitation to District Meeting for Section Leaders
2) Letters following up with section leaders regarding section allocation / MBF / Financial Forms
3) Letter following up with section leaders regarding section officer coding
4) Call for Nominations for District Leader
5) District Leader Qualification Sheet
6) District Leader Nomination Package
7) Section Revitalization Letter to Section Members
8) Invitation to Send Delegates to the LTC
9) Follow up to Sections with no Delegates Identified for LTC
Q: Student Leadership Seminars’ Stakeholders and Their Roles
R: Strategic Planning and the Balanced Scorecard
INTRODUCTION
This handbook is meant to serve as a reference source and convenient means of orientation for ASME District Leaders and members of District Operating Boards. Each District Leader can adopt specific procedures aligned with this handbook and the Knowledge and Community Operating Guide to best serve the goals and needs of the Society and the District Membership. Each District is encouraged to develop and maintain District By-Laws and a District Operating Guide to supplement this handbook.
The information presented in this handbook is not meant to supersede information, instructions or policies currently in use, rather to serve as a complementary guide.
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District Leader
The District Leader (DL) plays a vital role in the ASME organization, representing the members of the District and the Society membership as a whole. The DL must communicate with the local members in order to understand their ideas, wants and activities and be able to express them to others and to the Society. On the other hand, the DL is a member of the Global Communities Operating Board (GCOB) and thus represents the Society to local members.
The job of DL requires a significant amount of time, travel, and expense, and each District Leader receives a budget to cover his/her travel expenses, those of District Operating Board meetings for DOB meetings, and for special requirements, (e.g. travel of DL-elects).
Roles and Responsibilities
As the “CEO” of the district, the District Leader (DL), supported by the District Operating Board:
• Takes an active role in promoting and enhancing unit performance
• Provides guidance and serves as a resource for unit leaders
• Chairs the District Operating Board (DOB)
• Supports the activities of the Student District Operating Board (SDOB)
• Recruits, appoints and trains District Operating Board (DOB) members, including the next DL
• Works with the DOB to set the strategy, objectives and performance measures for the district
• Manages the budget and deploys resources
• Ensures that the district conducts the Student Leadership Seminar(s) (SLS), the Student Professional Development Conference(s) (SPDC) and any other activities deemed necessary
• Provides leadership and oversight of District Leadership Meetings for section leaders
• Oversees outreach to Student Section Advisors
• Assesses district and unit operations
• Recognizes outstanding contributions to the District, ASME & the engineering profession
• Serves as a Member of the Global Communities Operating Board (GCOB)
District Leader Required Meetings
• All scheduled face-to-face meetings of the Global Communities Operating Board (GCOB):
• IMECE – November
• Leadership Training Conference – early March
• Annual Meeting – June
• Periodic retreats and special events
• All GCOB telecons and webcasts
• All District Operating Board meetings (typically one face-to-face and the others teleconference)
• Student Leadership Seminar(s) (or a designee)
• Student Professional Development Conference(s) (or a designee)
• District Leadership Meetings for Section Leaders
• Other District and Meetings (as needed)
• Section and Student Section Visits (as needed) (or a designee)
Authority
• District Budget (Focus on outcomes, remain within budget)
• Selection of District Operating Board (DOB)
• Merit-Based Funding – evaluation of submissions
• Communication with Unit Leaders
• Selection of district conference hosts & venues
• District Awards (In conjunction with District Honors and Awards Committee)
• Dedicated Service Award and Student Section Advisor Award
Succession Planning and Election
The DL serves a term of three years beginning at the end of the ASME Annual Meeting in June. Each District determines the details of its own internal selection procedure, and selects and proposes a District Leader-Nominee to the Knowledge and Community (K&C) Board of Directors for acceptance and seating, in accordance with ASME Policy P 4.4 and the general procedures outlined in Appendix I. Complete the nomination of a District Leader at least one year prior to the start of term-of-office, to ensure that the successful Nominee can serve a year as District Leader-Elect. Samples for the Call for Nominations for District Leader, District Leader Qualification Sheet, and a District Leader Nomination Package are contained in Appendix P
Recommendations:
• Start seeking candidates for successor in the first year of term
• Identify at least two candidates as a successor in the second year of term
• Establish an Elections Committee on the District Operating Board
• Elections Committee chair makes a District-wide call for nominations in Winter of second year of term
• Hold DL election at the District Leadership Meeting or at the end of the second year of term if there is no meeting
• Prepare the DL-elect during the third year of term
• Document the process of succession planning/ leader cultivation/conducting search/nominations/election
• Resources: GCOB nomination committee – involve NC reps (Tim L., Andy T., Lynden D.) in developing support and resources
• Keep candidates that aren’t elected involved: ask them to Chair a DOB committee, for example
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Year as District Leader-Elect
The 12-month period before taking office can be an extremely valuable training period for the DL-Elect. The performance of the DL and the District units will be largely dependent on the study and preparation of the DL-elect, and how well the incumbent DL blends the DL-nominee into the District and Global Communities Operating Board activities.
Recommended activities are included in the DL-Elect calendar below.
June:
• Organize your work area and files, and prepare for a blizzard of correspondence!
• Order “District Leader-Elect” business cards with your name and contact information.
• Study this DL handbook, the K&C Operation Guide, especially section 6, Global Communities, and the ML-10, “Section, Subsection and Group Operations,” and ML-1 “Student Sections Operations”
• Extract yourself from other obligations of the Society; your time and the current District Leader’s time are valuable. Not being able to attend a meeting due to other obligations reduces the effectiveness of the organization and the Society. Don’t worry; the function you are leaving behind can find another leader.
• Attend the ASME Annual Meeting, and plan to attend the District Leader Orientation, Global Communities Operating Board (GCOB), and K&C Board of Directors. The Student Stakeholders Meeting is also recommended, along with those of other K&C units as requested.
• At the Annual Meeting, identify staff members and volunteer leaders and introduce your self to them.
• Complete and submit a Conflict of Interest Form.
• Assist with planning for start up of fall Student Leadership Seminars (SLS).
July:
• Attend District Operating Board Meeting
July – August:
• Continue with planning for start up of fall Student Leadership Seminars.
• Study the District. Learn the locations of the section, subsections, groups and technical chapters in the district. Discuss with members of the current DOB and, together with the current DL, identify people for district leadership positions, including developmental moves for current district leaders.
• Establish your work plan, file system, and effective modes of communication with other district leaders, DOB members, and your District Liaison.
September – October:
• Attend Student Leadership Seminar(s) in your district.
• Clearly understand where next year’s events will be held and ensure that local hosts and organizers are identified.
November:
• Attend International Mechanical Engineering Conference & Exposition (a.k.a. IMECE or Congress) as DL-elect.
• Plan to attend the Global Communities Operating Board (GCOB), and K&C Board of Directors meetings, as well as other K&C meetings as invited or requested.
• Attending the Honors Assembly and the Honors Reception and Dinner are also helpful recommended.
• Identify staff members and volunteer leaders and introduce yourself to them
December - February:
• Accompany the current DL on visits to sections, subsections, groups, student sections and technical chapter meetings.
• Assist in the identification of delegates to the Leadership Training Conference, and encourage each unit in your district to send at least one delegate.
• Attend, if possible, some of the Honors, Awards, and Achievement programs for district members, and at least one industry visit and one industry function (breakfast, lunch, or dinner).
• Work with the District Leader to complete nominations and elections to fill committee need for the unit and DOB.
• Encourage unit leadership to suggest nominees for Student Section Advisor Award (due February 1), Arthur L. Williston Medal (Due February 16), and Charles T. Main Award (Due March 1).
• Participate in any District Operating Board and Global Communities Meetings.
• Work on creating / updating you District By-Laws and Operation Manual.
March-April:
• Attend the Leadership Training Conference (LTC); attend the GCOB meeting and help arrange meetings and networking opportunities for delegates from your district.
• At the LTC, identify staff members and volunteer leaders and introduce yourself to them
• Attend Student Professional Development Conference(s) in your district. Observe the current DL during the event(s), and discuss with participants any potential improvements that could be made.
• Clearly understand where next year’s events will be held and ensure that local hosts and organizers are identified.
• Assist in the planning of the District Meeting for Section leaders.
May:
• Present your district goals and proposed programs, including strategies and schedules for achievement, building upon the goals stated in your DL nomination package with what you have learned throughout the year.
• Announce appointments to the DOB, any DOB transition meetings, and confirm dates, times, and locations for key district events throughout the coming year (Ideally, for your entire term).
• Submit your District Operating Board roster information to ASME unit support.
• Assist in the conduct of the District Meeting for Section leaders.
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District Leader Calendar
Here is a simplified listing of things that should be done during the year.
June:
• Attend the ASME Annual Meeting, and plan to attend the District Leader Orientation & any K&C training programs, Global Communities Operating Board (GCOB), and K&C Board of Directors meetings.
• The Student Stakeholders Meeting is also recommended, along with those of other K&C units as requested.
• Appointment of representatives to boards and committees (SSC, Nominating, etc)
• Organize outreach to the Student Section Advisors to promote the Fall Student Leadership Seminars
• Planning for start up of fall unit activities (SLS).
July:
• District Operating Board Meeting.
• Ensure that the section program and annual financial reports are being prepared (due September 1).
July – August:
• Section Activity & Financial reports (Due September 1).
September – October:
• District Annual Financial Report and District Budget Allocation Request.
• Student Leadership Seminars (SLS). Identify a host and a lead organizer for the NEXT year’s SLS. You are ultimately responsible and accountable for the success of these key district events.
• Ensure that the ASME SLS host, the SLS Lead Organizer, and the District Operating Board (DOB) Coordinator all have each other’s names and contact information (for the NEXT year’s SLS).
• SLS: Attend SLS(s) in your District (or send DOB SLS Coordinator or a designee); announce the host and location of the next year’s SLS.
• Schedule date and location for District Leadership Meeting for Section leaders (timeframe April-May).
• Diversity Action Grant (Due November 1).
November
• International Mechanical Engineering Conference & Exposition. Attend any K&C Training and Orientation programs, Global Communities Operating Board (GCOB), and K&C Board of Directors meetings.
• Participate in the officer-elect orientation, sponsored by the VOLT Academy.
• Dedicated Service Award (Due December 1).
December - January:
• Identify delegates to the Leadership Training Conference, and encourage each unit in your district to send at least one delegate. (The LTC will pay the travel and per diem living expenses of one delegate from each Section, Subsection, and Group, provided the person has not previously attended more than one LTC.)
• Nominations for District and or Society officers.
• Student Section Advisor Award Nominee (nominations submitted to DL from students - due February 1).
• Forward nominations to Committee on Honors c/o Cathy Mervyn, mervync@, 212-591-7736)
•
• District Operating Board Meeting.
• Provide input as requested into Global Communities Budget Preparation
February:
• Charles T. Main Award Nominee (nominations submitted to DL - due March 1)
• Forward nominations to Committee on Honors c/o Cathy Mervyn, mervync@, 212-591-7736)
•
• Elections Committee send District-wide call for nominations for District Leader (second year in office)
March-April:
• Leadership Training Conference. Attend the Global Communities Operating Board meeting and help arrange meetings and networking opportunities for delegates from your district.
• Announce date for the District Leadership Meeting for Section leaders to district members attending LTC.
• Student Professional Development Conference (SPDC). Attend if possible. If there are more than two Conferences, then the District Leader is responsible for selecting two winning teams to attend the finals of the Old Guard competition. (see Old Guard Competitions)
• At the SPDC - Election of student representative to the SSC.
• Clearly understand where your District’s SLSs() and SPDCs() will be held next year and ensure that there is a host and lead organizer assigned to each.
• Assist in the preparation of the District Leader Orientation to be held at the Annual Meeting.
• Plan agenda and invite / assign roles to District Operating Board members, District Leader-Elect, District Liaison, etc. (Recommendation: Assign at least two people to coordinate student conferences and activities) Include your ASME District Liaison in the planning.
• Nominations for District Leader Candidates due (second year in office)
May:
• Submit Officer Listing Form by May 15.
• Conduct election of new District Leader (End of second year in office).
• Encourage Student Section Officers to complete their activity, financial and officer election reports before school ends.
• District Leadership Meeting for Section leaders.
• Work with SLS hosts, lead organizers, SDOB members, and District Liaisons to develop preliminary SLS agenda and budget.
June:
• ASME Annual Meeting
• Attend the District Leader Orientation at the Annual Meeting
• Hold final Executive Committee for the year
• Student Section Activity & Financial Reports (Due June 30)
Key dates and dates to avoid in scheduling your district’s meetings are summarized in Appendix N.
Non-Calendar Events
There are several District Leader function in addition to those on the calendar:
o Certificates of Appreciation to Past Section Chairs; these are prepared by the K&C Unit Support Staff and sent to the DL for distribution. Presentation of these certificates is best done at the section’s meeting or other special event. Each section is responsible for requesting the certificates, and must do so within one year of the chair’s end of term.
o Conferences, functions, and Society events, when they fall within the District. Events, and their point of contact, include:
o History and Heritage landmark ceremonies, Marina Stenos, stenosm@
o Technical division conferences, K&C Division Liaison, see Appendix F, staff contacts.
o District Mechanical Engineering Department Heads and Mechanical Engineering Technology Department Heads Committee Meetings, Tom Perry, perryt@
o Preparation and mentoring of the District Leader-Elect, by offering him/her the opportunity to participate in all district operations, including planning, meeting, and training; and copying him/her on District correspondence.
o In addition to visits to units, a general communication to members in the District is needed. A periodic newsletter, email to the general membership, or a web page are some ways of keeping members current.
Recognition
• DLs have discretion in creating District awards
– Review Honors supplement for converting regional awards to district awards
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• Each DL can nominate one volunteer for a Dedicated Service Award each year (Due Dec. 1) – You must verify the nominee has 10 years of service
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– Submit forms at least 10 weeks prior to the desired date of award presentation, to allow time for fact-checking and for engraving of the plaque.
• Each DL submits a nominee for the Charles T. Main award and the Student Section Advisor award (Feb/Mar) – Each district can have its own process for selecting the nominee
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–
• DLs can request and offer special recognition certificates for DOB members and other volunteers
• Industry Plaque Award:
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Section, Subsection, and Technical Chapter Visits
DLs are encouraged to visit each operating unit in their District, to provide direction, inspiration, and education to the members. Since the unit Executive Committee is composed, generally, of the most active members, try to schedule a time to meet with them directly about operations. The DL may be the program speaker for the unit meeting. If not, request five to ten minutes to give a few pertinent comments about the Society, its activities and strategic directions. There should also be time on the agenda for local awards.
For visits to subsections and technical chapters, the chair of the ‘parent’ section should accompany the DL. Usually, these units are less familiar with the Society’s operations than the sections, and unit members are often eager to learn about the Society. When the DL is asked to be the program speaker, it is recommended that the presentation illustrate the board scope of ASME and its activities. Contact your staff District Liaison for current presentation resources. In any event, try to arrange to spend additional time with the unit officers to discuss their operations and needs.
To help make it more manageable to visit each unit in the District, you may wish to consider having each member of the District Operating Board delegated to be the "prime contact" for a subset of the District's units, and have them visit them, to ensure that no unit goes without some contact from the District Leadership.
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DISTRICT Administration
As you can see, the job of District Leader is substantial. To maximize your chances for success, efficient administration of the District is critical. The District Operating Board (DOB) and its committees can help accomplish the many activities of the District and its leader. Establishing and maintaining a vibrant DOB are of the utmost importance in ensuring your ability to carry out your leadership role; these are discussed in this section. Understanding the resources and K&C staff support available and how to best utilize them are also crucial; these are discussed in section 8 and Appendix F.
K&C Operation Guide
Located on K & C Governance Webpage:
Section 6 – Board on Global Communities
6.1 Duties
6.2 Membership
6.3 Selection
6.4 Meetings
6.5 Boards, Standing, and Ad Hoc Committees
6.6 Records
6.7 Districts
6.8 Sections, Sub-Sections, and Groups
6.9 Emerging Units
6.10 Student Sections
6.11 Technical Chapters
Appendix J – Global Districts Map (included here as Appendix B)
Appendix N – Specific Responsibilities of the Global Communities Operating Board (included as Appendix G)
Appendix L – Guide for District Operating Boards (included here as Appendix H)
Appendix R – Nominations of District Leaders (included here as Appendix I)
Strategic Planning and the Balanced Scorecard
Strategic planning is arguably the most important thing district leaders are expected to do, both for their districts and for the Global Communities Operating Board (GCOB). Finding the time and focus to develop, communicate, implement, and monitor progress of a strategic plan is arguably one of the greatest challenges of leadership. The GCOB typically conducts strategic planning at its face-to-face meetings. Appendix R contains some questions to use during a strategic planning session, including a SWOT analysis, and an outline of elements to include in a strategic plan.
Putting Strategy into Action - ASME is now using the Balanced Scorecard (BSC) as a framework to help unit leaders communicate their strategic plan and translate it into operational objectives. The BSC provides several advantages:
o A method of translating your strategic plan into a simple visual map, to allow quick and easy communication.
o Helps clarify the key resources and competencies needed and to use them most effectively.
o Keeps your unit on the right path to succeed in achieving its strategy.
o Helps your volunteers stay focused.
Appendix R also contains further information about the Balanced Scorecard and how it is used at ASME.
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District Operating Boards
A District Operating Board (DOB) consists of committee chairs recruited by the District Leader (DL) and committee members recruited by the chairs, with the concurrence of the DL. Make every effort to obtain the broadest representation from the units as possible. The DOB:
o Evaluates the performance of each unit
o Provides training with support from the K&C Training Committee within Programs and Activities, and through direct support and activities led by the DOB.
o Determines if under-performing units need revitalization, consolidation with nearby units, or dissolution, and follows through with an appropriate action plan.
o Helps local units provide programs, such as professional development, industry relations, member recruitment and fundraising activities.
o Reaches out to all Student Section Advisors and Student Liaisons in the District to help ensure the attendance of student sections at the student conference, and that the needs of SSAs and student sections are met.
o Provides support to student sections through the Student Leadership Seminars (SLS), Student Professional Development Conferences (SPDC), in conjunction with the Committee on Student Development in the Centers Sector; and
o Encourages interaction among student sections, local sections, subsections and groups.
To foster contact with each unit in the District, you may wish to consider having each member of the District Operating Board delegated to be the "prime contact" for a subset of the District's units, and have them visit them and maintain regular contact with the unit Chair, to ensure that no unit goes without some contact from the District Leadership. To help cover visits to student sections, select a District Operating Board Student Liaison of some sort to visit student sections, call schools, act on behalf of the District Leader in conference planning (SLS and SPDC), etc.
Appendix H contains the Guide for the District Operating Board.
Building Your District Operating Board
• District Op Board Positions
• Align to Goals and Objectives
• Fill Only Needed Positions
• Six to Ten Members
• Job Descriptions
• Match Individual Experience and Talents to Position
• Goals and Expected Outcomes
• Active Recruitment
• Former Regional Operating Board Members
• Past Section Chairs
• Reach Out (Scout at LTC and other face-to-face gatherings, former Student Sections Committee members, Other Committees, Early Career, Retired, Past Presidents, Non-volunteers, etc.)
• Regular & Reasonable Meeting Times
• Teleconferences and Webcasts
• Face-to-face (stand-alone, SLS, SPDC, LTC)
District Operating Board Committees:
The following committees are recommended in the Guide for District Operations. For details on Committee functions, see CORE ROLES AND RESPONSIBILITIES in Appendix H: Guide for District Operations.
• District Administration (DL-Elect or Deputy District Leader, Secretary, Vice Chair, Treasurer)
• Student Section Support
• Unit Review and Support
• Communications Group
• Recognition and Awards
• Elections
District Meetings
Student Leadership Seminars
• Annual meeting(s) held in the fall (with the exception of District B, which holds the SLS in conjunction with the SPDC in the spring) – the number of SLSs per District depends upon district needs
• Goal is to provide student section officers and Student Section Advisors with the tools and skills they need to run their sections more effectively.
• Key outcomes:
• Equip student leaders with skills and resources so they can effectively run their student sections
• Familiarize students with ASME and DOB members
• Provide information about awards and competitions
• Networking
• Travel funding for two student officers and one SSA per section from pooled GCOB budget
• Coordinate with Senior Program Manager, Leadership, Recruitment and Development and an SLS planning team
• SLS Information contact: SLS@
• Goal – Date and venue identified by September of previous year
• Goal – Preliminary agenda developed by May
The roles of the District Leader or their designee in the SLS planning and execution are to:
• Arrange for an SLS host, lead organizer and location, ideally at least a year in advance;
• Assist with venue(s) selection and agenda development (with ASME Staff liaison and SDOB members).
• Ensure that the agenda includes key curriculum items
• Work with host, using the preliminary agenda, to develop budget and set registration fee
• Identify and/or recruit speakers and key organizers (with Staff liaison and SDOB members)
• Send information on hosts, dates, location, contact information for key organizers, preliminary agenda and budget to ASME: District Liaison, SLS support (SLS@), and Sr. Program Manager, Leadership Development and Recruitment (hellerm@).
• Coordinate telephone outreach to all Student Section Advisors in the District to inform them of the SLS details and let them know that funding is available for them and two section officers to attend the SLS.
• Roles and responsibilities of all stakeholders involved in SLS planning and execution are summarized in Appendix Q.
The District Leader is ultimately responsible and accountable for the success of these key district events. Clearly understand where these events will be held next and ensure that there is a unit and chairperson assigned to each. More detailed information about the planning and conduct of SLSs is on the SLS web page, .
Student Professional Development Conferences (SPDC)
• Annual meeting held in the spring
• Number depends upon district needs
• Travel funding from pooled GCOB budget
• DL (and DOB) selects venue(s), develops agenda and approves conference budget
• DL selects chief Student Design Contest Judge
• Key outcome is providing a venue for engaging students in the contests and competitions
• Student Recognition
• Early Career Forum and other professional development opportunities (Optional)
• Coordinate with Senior Program Manager, Leadership, Recruitment and Development and Centers
• Goal – Venue identified one year in advance, date by Sept.
• Goal – Agenda developed by December
More detailed information about the planning and conduct of SPDC’s is included in the SPDC guide online at .
District Meeting for Section Leaders
• Annual meeting held April - May.
• Share best practices
• Elect the district’s next leader
• Influence ASME’s section support structure
• Provide Section Leaders an opportunity to meet each other
• Provide training on recruitment of volunteers and other key issues
• District Leaders schedule meetings in cooperation with the VP Global Communities to ensure that various District meetings don't overlap. This will help facilitate the attendance of the VP Global Communities at as many District meetings as possible.
• Start planning your annual District meeting in September with the actual meetings occurring during April-May of the following year.
• Ideally, each section is represented by at least two people, the outgoing and incoming Chairs.
Communication
Improved communication between Districts and Units is a high priority
• GCOB VP – Informs DLs of ASME, K&C BoD programs, issues and updates
• It is the responsibility of the DL to keep unit leaders informed
• Communication flow needs to be a two-way street
Essentials
• Officer Coding – Unit Support to collect unit leader lists (May – Sept.)
• Provide Unit Support with your DOB lists (April)
Communications Tools
• Section and Student Section Officer Lists – Provided by Unit Support (Updated every quarter or on request)
• Online Rosters & E-mail Messaging Tool
– District Leaders have access to all of the sections & student sections in their districts
• Forms that must be submitted to obtain access (on the Unit Leadership Resources Center)
– Member Data Agreement Form:
– Conflict of Interest Form:
• Online Section Roster E-mailing Instructions (on the Unit Leadership Resources Center):
• PeerLink / Communities of Practice (CoP):
• Member Benefits:
• Global Communities Directory: On-Line Directory of District, Section, Student Section Officers
– Access through “Members Only” link on . or at (scroll down; it’s on the left)
– To access the directory you will need your ASME member number.
– Select “District” to open a roster for the District Operating Board
– Click “+” sign for each District to reach a list of all sections within a District
– Click “+” sign for each Section to reach a list of student sections in its area
– Select “Section Name” to open an Executive Committee roster (or last year’s chair)
– The GC directory is searchable. Here are some tips for using the search function:
1. Search by Name or Company or Section: Will retrieve information regarding individuals or individuals in those locations. You do not have to put in the complete name. However, the more information you do enter the shorter the list will be.
2. Search by Zip: This seems to have a glitch in it, so it’s not recommended.
3. Search Sections: This will retrieve section officer information. Again, you do not have to enter the complete section name, partial name works. For example if you enter "ark" you get all units that have those letters grouped together --- Arkansas, Westpark, Parkside, etc. This is a useful way of navigating when looking for officer information, and is a lot quicker especially if you do not know which district and section a subsection or school is in.
• Online ASME Volunteer Directories:
– AC-10 – Board of Governors (BOG), Sectors and Committees
– Global Communities Directory
– Access from Members Only Page -
• Volunteer Contact Center
– A staff tool that can be used to send out messages to selected unit officers (chair, vice chair, etc or all officers)
– Messages can be sent at any time and can include attachments
– Contact Jessica Albert (albertj@) or your District Liaison.
• Webcasts and Telecons (Each DL has Intercall account)
• District Website - Access to: all district sites; all sections and student sections within each District; and Unit Leadership Resource Center. Hotlink found in the text box on the Knowledge and Community Sector Home Page. To update the District Website,
• District Community of Practice on ASME PeerLink – a forum for communication, uploading and sharing files, conducting polls, developing community.
Web Sources of Information
• Volunteer Center
• The Unit Leadership Resources Center (formerly the Local Leadership Toolbox) has the forms, etc. that will be needed during the year plus other useful information. Access it at:
• The Volunteer E-Request Tool (VeRT), designed to serve as a centralized portal for answering your unit administrative questions, making inquiries or requesting staff assistance.
• Instructions for Volunteer E-Request Tool (VERT) A step-by-step guide on how to use the Volunteer E-Request Tool (VeRT).
• Knowledge & Community By-Laws
• Knowledge & Community Sector Operation Guide
• Honors & Awards ernance/Honors
• Nominating Committee
• Program Funding Options:
• Student Center: . Central location for events and resources for students – everything from scholarships to competitions.
• Participating Event Approval
• Sponsoring Event Approval
• Volunteer Orientation and Leadership Training (VOLT) Academy
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Required Reports
Available on-line through the Unit Leadership Resources Center, under Unit Forms and Instructions. Here’s a quick summary of the reports and which officer is responsible for completing them. The DL is ultimately responsible for ensuring that the reports are submitted on time.
• District Annual Financial Report – Due September 1 (District Leader)
• District Budget and Allocation Requests – Due September 1 (District Leader)
• Section Merit Based Funding Request – Due July 1 – October 1(Sections)
• Unit Budget Plan & Annual Financial Report – Due September 1 (Unit Leaders)
• Unit Activity Report – Due after each unit event (Sections)
• Student Section Program Report – Due June 30 (Section, SSA signs)
• Annual Financial Report– Due June 30 (Chair or Treasurer)
• Officer Listing Report Forms – Due May 15 (Chair or Secretary)
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ASME Budgeting
Budget Planning Roles
o The ASME Board of Governors (BOG) sets goals and strategic direction and approves the annual budget.
o The Committee on Finance and Investment (COFI) recommends annual budgets to the BOG, reviews funding requests, reviews programs in light of their strategic importance and performance, and reviews variances from the projected budget.
o The Sector Management Committee (SMC) oversees individual Sectors, conducting program assessment to ensure that programs align with ASME strategy.
o Individual Sectors prepare business plans, develop and implement programs, monitor and manage the performance and budget of the programs, and conduct program assessment.
o ASME staff assist Sectors and Committees in implementing approved programs and collecting, organizing, and reporting on operations.
o District Leaders complete and submit the District Annual Financial Report and Budget and Allocation Requests by September 1
o District Leaders review all merit-based funding requests, make any adjustments and determine final scores
o As members of the Global Communities Operating Board, District Leaders provide input into the K&C Sector program assessment and budget development process in January and February.
Three-Year Integrated Planning Process
The annual planning cycle is a three-year integrated plan that accommodates the three-year boiler code cycle to avoid skewing caused by peaks and troughs in revenue. It integrates operating and non-operating segments of ASME.
The goal of budget planning is a balanced 3-year net operating budget. The planning process is focused on strategic objectives and proceeds as follows:
o Updating of the strategic objectives for the coming year, for ASME as a Society and cascading down through the individual Sectors, using the Balanced Scorecard;
o Establishing specific goals, targets, initiatives and measures for implementation and monitoring of the strategic objectives, using the Balanced Scorecard; and
o Developing and approving of the budget, based on the results of the Enterprise (Society-level) and Sector strategic plans and budgets.
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More detailed information about ASME finances can be found on the LTC Participant Resources page at or .
Definitions
• Budget – the annual itemized allotment of funds (approved by COFI and BOG) provided to a unit, district, operating board or sector.
• Bank Account – a unit bank account in a public financial institution for funds raised by that unit (The unit leadership has the authority to disburse funds based on that unit’s operating procedures).
• Custodial Account – ASME managed bank account for funds raised by that unit (The unit leadership has the authority to disburse funds based on that unit’s operating procedures).
• Fiscal Year (FY) (also known as ASME program year) – From July 1 of one year to June 30 of the following year. The naming of the fiscal year is by the year of the second half of the fiscal year. For example, if the date at this time was September 5th, 2008, we would be in fiscal year 2009.
Global Communities (GC) and District Budgets
• District Leader travel to GCOB meetings is in the GCOB budget
• Budgets Under Control of GCOB
• Student Leadership Seminars
• Student Professional Development Conferences
• District Conferences & DOB (Except International)
• District Leader Budget
• District Leader Travel
• DOB travel (for specified purposes)
• Special Requirements
• Budget Reports
• Prompt filing of expense reports
• Quarterly Budget Reports provided to DLs
• Budget Expenditures Align to Goals and Objectives
• What are the expected outcomes?
Managing Budgets
Budget Account Numbers
• Global Communities Operating Board – 101-01-1002
• District A –101-01-0101
• District B – 101-01-0102
• District C – 101-01-0103
• District D – 101-01-0104
• District E – 101-01-0105
• District F – 101-01-0106
• District G – 101-01-0107
• District H – 101-01-0108
• District I – 101-01-0109
• District J – 101-01-0110
• District Operations – 101-10-0200 (District Meetings)
• Section Operations – 101-11-0300 (Merit Funding)
• Student Section Operations – 101-11-0303 (Student Appropriations and SPDC funding)
• Student Leadership Seminars – 101-11-0304
Notes on Budget Management:
• The District Leader has the authority to authorize expenditures for travel, food and any other items related to the operation of his or her district
• The District Leaders should ensure that all expense reports are filed on time
• The District Leader has the responsibility for ensuring operations are kept within budget
• Budget reports sent to DL quarterly or on request
• Before authorizing expenditures, the DL should ensure they are to meet District/ASME objectives
• Funds for travel/food can be shifted to administrative funds, but not vice-versa
• To request reimbursement for reimbursable expenses, use the District Leader Administrative Expense Report available on the Unit Leadership Resource Center: .
Merit-Based Funding
A section merit based funding program was initiated in FY06 to replace the section appropriations program. The Merit Based Funding Program was developed by a project team chartered by the Knowledge and Community (K&C) Board of Directors (BoD). MBF covers the program year starting July 1 to June 30 (a.k.a. as the fiscal year).
The objectives of the Merit-Based Funding Program are to:
• Replace section appropriations based solely on membership numbers with a system that recognizes section achievement in meeting the Society’s objectives and adding membership value;
• Ensure that all sections, regardless of membership size, demographics or geography, have an opportunity to meet the objectives and secure funding for future activities; and
• Develop criteria that are not prescriptive, but that set a roadmap and incentives for enhanced section performance.
Mandatory Pre-requisites:
• In order to qualify for funding, each Section must have submitted the required Annual Financial Report, Operations Budget Report, and Merit Funding form between July 1st and October 1st.
• A current list of section officers must also be on file with ASME.
• Unit After Activity Reports are components of the reporting criteria.
Reporting Criteria with varying weights:
• Section Communications
• Section Activities for Member
• Opportunities for Members’ Professional Growth
• Aid in the Development of the Engineering Profession
• Section Operations
• Partner with Engineering Organizations (Districts G – H)
Grade x weight = Score,
Add Scores From all Criteria = Total Score
Note: Not all section activities can be captured by a single form. If a section has done an activity or program above and beyond normal programming, they can include that for special consideration.
District Leaders review all reports, make any adjustments and determine final scores.
The MBF program form is available in Appendix M. Note that this is the MBF form to be used for Districts G-J. There is a separate form for Districts A-H. Both forms are available on the Unit Leadership Resource Center, along with details on the criteria, selection and application process, at (scroll down to "Section Merit Funding Forms").
Policies
There are several key policies for DLs to review:
P-4.5 Travel Expense Contribution
P-4.13 Alcohol and Controlled Substances
P-5.2 Student Membership and Establishment of ASME Student Sections
P-5.3 Formation and Operation of Section, Subsections and Local Groups
P-8.2 Technical Chapters
P-12.14 Use of Member Data
P-15.1 Public Affairs and Public Statements
P-15.7 Ethics
P-15.8 Conflict of Interest
P-15.9 Sexual Harassment
Contracts
• Individuals authorized to sign legal documents (including contracts) for ASME:
• Executive Director
• Assistant Treasurer
• Deputy Executive Director
• Forward contracts to your District Liaison.
• 2 to 3 days normally required for forwarding and returning the contract.
• Special circumstances might require additional time, please plan accordingly.
Certificate of Insurance
• To request, contact your District Liaison. Allow two weeks.
• Some companies may require that we provide proof of insurance.
• A Certificate of Insurance must be obtained from vendors when contracting services for buses, boats, etc., naming the ASME as an additional insured.
• The Certificate of Insurance should be obtained from the vendor prior to submitting the contract for review and signature.
Quick references and more detailed contract guidelines are available on the Unit Leadership Resources Center and at .
Charitable Status and Deductible Expenses
ASME is qualified as a charitable organization, and certain expenses incurred that are not reimbursed for approved volunteer activities may be deductible for United States income tax purposes. For more information, please refer to US IRS Publication 526: Charitable Contributions.
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Students
Student District Operating Boards (SDOB)
The Student District Operating Board is a group of ASME students who work together to make improvements within their district. The SDOB acts as a grass roots network between local sections and districts, and offers leadership opportunities at district levels. SDOB members meet at SLSs and SPDCs, and the chairs of SDOBs meet at the Leadership Training Conference (LTC).
Mission - To recommend and enact enhancements and changes to the district's benefits and programs (technical, social and educational) that will be of interest to students.
Vision - The Student District Operating Board provides the enthusiasm and direction to help make the district's ASME student sections function as a unit and provide an outlet for student needs.
Purpose - ASME has established the Student District Operating Board (SDOB) under the direction of the District Operating Board (DOB) to:
• Identify programs to improve student life in the district.
• Increase interaction and unify the student sections within the district.
• Increase interaction with Corporate sections.
• Increase interaction with Industry.
• Provide mentorship to the development and operation of student sections.
People Involved
• Chair: SSC Student Representative
• Vice Chair: Elected by the board from students within the district
• Members-At-Large: Interested ASME student volunteers within a district chosen by the chair, district leaders, and ASME staff
• Associates: District leaders, section advisors, SSC senior representative, senior section members, section chairs, and conference organizers.
Student Sections
"Ask not only what sections can do for student sections … also ask what student sections can do for sections … and also ask what they can do together"
• Contact information for Student Section Officers is available on the Global Communities Directory (for instructions, click here).
• Encourage interaction between student and corporate sections by inviting members of the corporate section to join you in visiting the student section.
• Some ideas for how sections and student sections can work together is available at .
• The operations of student sections are outlined in the Student Sections Manual, ML-1., available online at . This manual will be updated over the course of the coming year.
• Coordinate visits to student sections with the Student Section Advisor (SSA) and the Student Section Chair.
• Visit student sections and / or select a District Operating Board Student Liaison of some sort to visit schools, call schools, act on behalf of the District Leader in conference planning (SLS and SPDC), etc.
• Visits will typically be schedule during the week when student sections hold their meetings.
Student Section Advisors
• The vitality of a student section is heavily influenced by the Student Section Advisor (SSAs).
• District Leaders are responsible for contacting all Student Section Advisors and providing them information about the student conferences (SLSs and SPDCs), and to arrange for a visit to the SSA and the Student Section, or designating a position on the District Operating Board to do this.
• In organizing SLS and SPDC agendas, include a meeting of Student Section Advisors, and send out an invitation to all SSAs in your District to attend this meeting.
• Inform all Student Section Advisors in your district that funding is available for attendance at SLSs and SPDCs. For the current funding policy, see the webs pages for the conferences: and .
• When visiting a student section, plan to arrive early enough to meet with the Student Section Advisor to discuss section operations and student section needs.
• Arrange with the Student Section Advisor to have a joint meeting with the ME Department Head and engineering Dean. While the purpose of this meeting is primarily social, it provides an excellent opportunity to build relationships and establish / reiterate the purpose and benefit of the ASME student section, and to express appreciation for the key role of the Student Section Advisor.
• Presentations on the benefits of an ASME student section to an ME department (created by by Walter O'Brien, former Chair, Mechanical Engineering, Virginia Tec) are available online at (PPT show) and (PDF with photos).
• The roles and responsibilities of SSAs, along with information on ASME and student activities, are included in a SSA Handbook, soon to be available on the Unit Leadership Resource Center, . A printed copy of this handbook is provided to SSAs at the Student Leadership Seminars.
Student Section Liaison Program
The Student Section Liaison (SSL) Program, a joint effort between the K&C and Centers Sectors, has been formed to develop a community of volunteers to conduct a coordinated effort to visit student sections and put a diverse face on ASME. Training is provided to selected persons, who attend targeted Student Sections to present information on the benefits of ASME involvement to students as well as present training modules to the student sections if so requested. For further information on the program and a list of District Liaisons, contact Thomas Wendt, WendtT@.
Student Leadership Seminars (refer to SLS under District Meetings) The roles of the District Leader or their designee are to:
• Arrange for an SLS host, lead organizer and location, ideally at least a year in advance;
• Assist with venue(s) selection and agenda development (with ASME Staff liaison and SDOB members).
• Ensure that the agenda includes key curriculum items
• Work with host, using the preliminary agenda, to develop budget and set registration fee
• Identify and/or recruit speakers and key organizers (with Staff liaison and SDOB members)
• Send information on hosts, dates, location, contact information for key organizers, preliminary agenda and budget to ASME: District Liaison, SLS support (SLS@), and Sr. Program Manager, Leadership Development and Recruitment (hellerm@).
• Coordinate telephone outreach to all Student Section Advisors in the District to inform them of the SLS details and let them know that funding is available for them and two section officers to attend the SLS.
• Roles and responsibilities of those involved in SLS planning and execution are summarized in Appendix Q.
Student Professional Development Conferences (refer to SPDCs under Meetings) Information about the planning and conduct of SPDC’s is included in the SPDC guide online at . The roles of the District Leader are to:
• Arrange a host and location;
• Approve the meeting dates;
• Send the location and date information, with lead organizer contact information, to SLS@;
• Review the budget;
• Help identify and invite judges, according to the criteria (see ) and
• Review and approve agendas.
Student Competitions
Old Guard Competitions: Conducted at the Student Professional Development Conferences in the Spring. The conference winners are then sent to compete at the Society level, which takes place every year at the International Mechanical Engineering Congress and Exposition (IMECE). District Leaders help identify judges for these competitions.
• Oral Presentation Competition - Designed to emphasize the value of an ability to deliver oral presentations. Presentations are judged in four categories: Content, Organization, Delivery and Effectiveness, and Discussion.
• Technical Poster Competition - Designed to emphasize the ability to deliver visual presentations. Posters are judged on two areas: Visual Presentation and Technical Content.
• Technical Web Page Competition - Intended to encourage the delivery of visual presentations using web page technology.
•
• North American Districts choosing to have more than one Student Professional Development Conference in a given year are entitled to select a maximum of two (2) Oral Competition winners, but no more than one per conference. The OG Committee leaves it to the District Leader to decide which two winners are supported to attend the finals.
• For Districts G, H, I, and J, the OG Committee will support only one Oral Competition winner each. So if more than one SPDC takes place in these Districts, the particular District Leader must decide which Oral Competition winner gets to compete in the finals.
Student Design Contest – Conducted at the Student Professional Development Conferences in the Spring. Teams that place first are invited to participate in an international competition held at ASME's International Mechanical Engineering Congress and Exposition (IMECE). District Leaders help identify judges.
• A different challenge each year.
• Coordinated within the Committee on Student Development (Centers Sector).
•
Student Sections Competition – Student activity and reporting, contest currently runs from March to February of the following year.
Student Stakeholders Meetings
On Saturday evenings at the Annual Meeting in June and the International Mechanical Engineering Congress and Exposition (Congress) in November, a forum takes place for student stakeholders to meet, communicate and share information regarding student conferences, programs, and activities. District Leaders attend these meetings, organized by the Chair of the Committee on Student Development (Centers Sector). Student stakeholders include:
• Student Section Committee (SSC) members
• Committee on Student Development (CSD) members
• Student District Operating Board members
• District Leaders and other Global Community leaders
• Any interested students or other ASME volunteers
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Global Communities Operations and District Leader Responsibilities
Global Communities Operating Board Meetings
• Telecons – At least monthly – calendar is available on
• Face-to-face – ASME Annual Meeting and IMECE (usually one other)
• Make your units’ issues and needs known to the GCOB
• Set the strategy of the GCOB to align with overall ASME objectives
Pooled GC Budgets and Their Uses
Uses:
• District Operations – (District Meetings)
• Section Operations – (Merit Funding)
• Student Section Operations – (Student Appropriations and SPDC funding)
Possible Outcomes:
• Section revitalization
• Alignment of section and student section programs and activities with GCOB strategies
• Training of section leaders and DOB
• Increased member involvement
• Increased student retention
Your Role:
• Work with other District Leaders to ensure equitable and strategic distribution of funds
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Orientation and Training
The Global Communities Operating Board (GCOB) is responsible for the training of District Leaders, and the Vice President of Global Communities, together with District Leaders, has identified the knowledge and skills needed for District Leaders to effectively function. This Body of Knowledge will evolve as need to fit the changing needs and/or operations of Districts and Global Communities. District Leader Orientation and Annual Training may include:
• This District Leader Manual (please submit suggestions to Marian Heller, hellerm@)
• Webcasts on District Leader orientation needs, such as:
o Budgeting
o Merit-Based Funding
o ASME Resources and Communication Tools
• Leadership programming available at Annual Meeting and IMECE
• Annual District Leader Retreat.
• District Leader meeting on Strategy and the Balanced Scorecard (coming in the fall of 2008)
Leadership Training Conference
ASME’s Society-wide Leadership Training Conference is designed to provide volunteer leaders an opportunity to develop their leadership knowledge and skills, learn more about the Society’s organization, activities and resources, share best practices, form partnerships with other units, and focus on critical issues important to the success of the Society. The conference is open to all Sectors but focused on meeting the needs of the Knowledge and Community and Institute Sectors.
District Leader Roles at LTC:
• Generally, the GCOB meets at the LTC, and as members, District Leaders are required to attend.
• District Leaders may serve on the LTC planning committee and are encouraged to participate in the development and review of materials essential to successful section operation, e.g. Section Finances, Section Operations, and Business Planning.
• District Leaders may organize a get-together or meeting for delegates from throughout their district, either before the start of or after the finish of the LTC. The LTC committee will notify DLs via email which days are times are available. Coordinate with the Meetings Manager for LTC to arrange for a room and setup.
• The LTC may include a “Communities” luncheon, providing another opportunity for delegates from within a District to meet. Send out an announcement and invitation to all delegates from your District.
LTC Funding
LTC funds the travel and per diem expenses of one delegate from each Section, Subsection, Group, as well as Division, Subdivision, Institute, and Incubator Units in accordance with Society policy. In addition, K&C funds the travel of Student District Operating Board chairs. Senior volunteer leaders within each Sector select delegates to attend LTC.
Within Global Communities, incoming chairs in Sections and Affinity Groups are given highest priority as well as leaders who have not already attended a face-to-face training event. Basic principles governing selection of funded delegates are:
• Demonstration of volunteer commitment, as evidenced by their prior involvement in ASME activities; and
• Potential for contribution to member unit (e.g. Section/Division) or at aggregate levels (e.g. District, Sector), as evidenced by the roles and experiences they have had within ASME units and their accomplishments.
In addition to the delegates funded by LTC, individuals may also attend as non-funded delegates, with travel and per diem living expenses paid by individuals, their companies or universities, or their Division, Section, or other custodial accounts.
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About ASME
ASME Overview
In a rapidly changing global technological environment, ASME’s Mission, Vision and Core Values remain constant.
Our Vision: To be the premier organization for promoting the art, science and practice of mechanical and multidisciplinary engineering and allied sciences to our diverse communities throughout the world.
Our Mission: To promote and enhance the technical competency and professional well-being of our members, and through quality programs and activities in mechanical engineering, better enable its practitioners to contribute to the well-being of humankind.
In performing its mission, ASME continues to adhere to these core values:
• Embrace integrity and ethical conduct
• Embrace diversity and respect the dignity and culture of all people
• Nurture and treasure the environment and our natural and man-made resources
• Facilitate the development, dissemination and application of engineering knowledge
• Promote the benefits of continuing education and of engineering education
• Respect and document engineering history while continually embracing change
• Promote the technical and societal contribution of engineers
For more information see:
ASME’s programs are organized and conducted by staff and volunteers operation in five different sectors:
• Knowledge and Community - Delivering value through member units (sections, divisions, student sections, affinity groups, etc.);
• Institutes - Business units that provide products or services to members/customers;
• Centers - Mission focused activities to benefit the profession or the public interest;
• Codes & Standards - ASME’s Flagship – a fully developed strategic business line;
• Strategic Management - Supports the BOG and the sectors with a uniquely forward- and externally-focused perspective.
The sectors work collaboratively on cross-sector projects and each produce and conduct a diverse and complex array of products and services. The work is done in Society Committees, with a partnership of volunteers and staff.
Volunteer Orientation and Leadership Training (VOLT) Academy
The VOLT Academy is the organization overseeing the development and delivery of cross-sector volunteer training throughout ASME. VOLT provides guidance and resources to volunteer leaders so that they will be well prepared to carry out the duties and responsibilities of the positions or offices they hold, and understand the strategic relevance of their work in the context of ASME’s mission and vision.
VOLT supports leadership and training events that encompass all Sectors, provides guidance and support to individual Sectors, including K&C, in the development of Sector-specific training, and provides resources and training to ensure that ASME develops and maintains a competent and knowledgeable cadre of trainers.
VOLT is composed of an Executive Committee and four separate subcommittees. The committees work together to enhance volunteer leadership development throughout the society.
VOLT’s Vision and Mission:
Vision- ASME will be recognized worldwide as a premier organization for the quality of leadership training and orientation provided to its volunteers.
Mission- Ensure that ASME volunteers have the training needed to assume leadership positions of ever-increasing responsibility in the Society and that the skills gained from such leadership positions, in turn, enhance their professional careers.
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ASME Knowledge and Community (K&C) Sector
The K&C sector provides organizational and management structure to over 800 member units.
• Global Communities – Sections, Student Sections, Districts
• Technical Communities – provides technical content in over 30 areas through technical groups and divisions
• Affinity Communities/Communities of Practice (CoP) – over 200 virtual communities on various topics - communicate with people from all over the world about any engineering subject
Their purpose:
• Stimulate the development, acquisition and dissemination of technical knowledge;
• Provide opportunities for engineering practitioners to connect and to exchange ideas; and
• Promote the advancement and professional development of our members.
Appendix C contains an organizational chart of the K&C Sector volunteer structure.
ASME Volunteers
• Society Officers
• President of ASME and Board Of Governors (9) – represent the entire Society’s interests
• Sector Boards of Directors of each Sector - Sr. Vice President who represents the entire Sector’s interests and Vice Presidents within the Sectors who represent the interests of their unit
• District Leaders
• Section Members and Officers
• Student Section Members and Officers
• Technical Division Members and Officers
Badges – Who is Who?
• Blue name badge = Committee members and unit leaders
• White name badge = Society officers, including Past Presidents
• Gold name badge = ASME Fellow
• Green badge = ECLIPSE Intern (Early Career Leadership Internship for the Promotion and Service to Engineering)
• Red name badge = Staff
More extensive information about ASME can be found in “About ASME,” available online at the VOLT Academy website () and the Leadership Training Conference website ().
ASME Staff Partners
• ASME’s staff work together with volunteers to develop strategy and programs.
• The K&C Staff provide Leadership and Governance Support (Mission Focused), Technical Program and Development, and administrative Support to the more than 800 K&C member units
• The Centers Staff provide support for financial aid (scholarships & loans), the Diversity Action grant program, student contests and competitions, along with other ASME mission focused activities such as pre-college outreach and engineering education.
Appendix D contains an organizational chart of the K&C Sector staff structure, also online at . Appendix F contains contact information for ASME staff.
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Appendices
Appendix A: Global Communities Web Sites: Links to District, Section, and Student Section Websites
Global Communities - District Activities, Sections, and Student Sections
How to get there: ( Communities ( Sections ( Select District from Toolbar
HINT: Bookmark the Global Communities Page and Your District Page!
District A
U.S. States of Connecticut, Delaware, District of Columbia, Maine, Maryland, Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania (partial), Rhode Island, Vermont, Virginia (Partial), West Virginia (Partial), and Puerto Rico and the Virgin Islands. Canadian Provinces of New Brunswick, Newfoundland, Nova Scotia, Prince Edward Island, and Quebec.
District B
U.S. States of Michigan, New York (partial) Ohio, Pennsylvania (partial), and West Virginia. Canadian Province of Ontario.
District C
U.S. States of Illinois, Indiana, Iowa, Kansas, Kentucky, Minnesota, Missouri, Nebraska, North Dakota, South Dakota, and Wisconsin.
Canadian Provinces of Manitoba and Saskatchewan
District D – North American Pacific
U.S. States of Alaska, California, Hawaii, Idaho, Montana, Oregon, Nevada and Washington. Canadian Provinces of Alberta, British Columbia, Northwest Territories and Yukon Territories.
District E - International Southwest & Rocky Mountain
U.S. States of Arizona, Arkansas, Colorado, Louisiana, New Mexico, Oklahoma, Texas, Utah and Wyoming. The Country of Mexico.
District F – Southeast
U.S. States of Alabama, Florida, Georgia, Mississippi, North Carolina, South Carolina, Tennessee, Virginia.
District G – Asia Pacific District
Australia, China, Hong Kong, India, Indonesia, Japan, Malaysia, Philippines, Singapore, South Korea, and Taiwan.
District H - Europe
Czech Republic, Denmark, France, Germany, Greece, Israel, Italy, Russia, Serbia, Slovenia, Switzerland, Turkey, United Kingdom and Ireland
District I -Latin America and Caribbean
Argentina, Bolivia, Colombia, Costa Rica, Ecuador, Jamaica, Peru, Trinidad & Tobago, and Venezuela.
District J - Middle East and Africa
Bahrain Island, Egypt, Kuwait, Nigeria, Qatar, Saudi Arabia, and United Arab Emirates.
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Appendix B: Map of Global Districts
Appendix C: K&C Structure (with proposed changes to TCOB and GCOB)
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Appendix D: Knowledge and Community Sector Staff Structure
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Appendix E: Key Volunteer Contacts
Knowledge & Community Sector Senior VP (08-10): Richard T. Laudenat, Richard.laudenat55@
Global Communities VP (09-11): Thomas G. Libertiny, libertinyt@, globalcommunities1@
Global Communities Immediate Past VP: Douglas R. Brown, brownd919@, vetteracer@
District Leaders:
|District |Name |Email |Term End Date |
|A |Stan Halperson |s.halperson@ |June 2010 |
|B |Thomas Davis |tdavis1@neo. |June 2010 |
| | |davist1@ | |
|C |Mohammad Mahinfalah |mahinfalahm@ |June 2010 |
| | |mahinfalah@msoe.edu | |
|D |Bill Robbins |robbinsw1@ |June 08 |
|E |John Hawkins |jhawkins@ |June 08 |
|E Deputy DL |Elliot Short |eshort@ |June 2010 |
|F |Richard Bunce |buncer@ |June 09 |
|G |Kok-Chuan Toh |mkctoh@ntu.edu.sg |June 09 |
|H |Flavio Franco |flavio.franco@power. |June 09 |
|I |Rafael G. Beltran |beltranr1@ |June 09 |
|J | | | |
Immediate Past District Leaders
|A |Karen Ohland |ohlandk@ |June 08 |
|B |Leonard Anderson |andersonl@ |June 08 |
|C |Kambiz Farhang |farhangk@ |June 08 |
|J |Hasan A. Sabri |hasan.sabri@ |June 08 |
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Appendix F: ASME Staff Contacts
Communications and Media Relations: Mel Torre, 212-591-8157; torrem@
Community Outreach, Non-Technical and Diversity Projects (Pre-College, History & Heritage, Engineers Week, Engineers Without Borders): Marina Stenos, 212-591-8614; stenosm@
Conference Publications: Nhora Cortes-Comerer, 212-591-7099; cortes-comerern@
Continuing Education Institute (Professional Development Courses and Training): Jackie Oppenheim, 212-591-7526; oppenheimjs@
Contract Information: Elvira Espada, 212-591-7848; espadae@
Creative Services: Robert Workoff, 212-591-7081; workoffr@
Customer Service: Information Central, (800) 843-2763; infocentral@
Customer Service, Order Processing and Billing: John Beck, 973-244-2201; beckj@
District Liaisons:
Vince Dilworth, 925-244-1360, dilworthd@ (Districts D and G)
Lee Hawkins, 972-414-3260, hawkinsl@ (Districts E, F, and I)
Richard Ulvila, 212-591-7863, ulvilar@ (Districts A and B)
Thomas Wendt, 262-752-9193, wendtt@ (Districts C, J and H)
Early Career Engineers: Cheryl Hasan, (212) 591-8239; hasanc@
Emerging Technologies - Programs and Products: Raj Manchanda, 212-591-7789; manchandar@
Engineering Management Certification Institute (EMCI): Heather Santa-Maria, 212- 591-8463, SantaMariaH@
Events Management: Phyllis Klasky, 212-591-7794; klaskyp@
Fellows Program: Carmen Franco, 212-591- 7732, francoc@
Honors and Awards: Catherine Mervyn, 212-591- 7736, mervync@
Leadership Training Conference: Marian Heller, 212-591-7079, hellerm@
Marketing Electronic Media: Jason Kaplan, 212-591-7762; kaplanj@, and Denman Wall, 212-591-8645; walld@
Mechanical Engineering Department Heads Conference, Thomas Perry, 212-591-7234, perryt@
Member Demographics: John Beck, (973) 244-2201; beckj@
Member Recruitment and Retention: John Beck, (973) 244-2201; beckj@
Non-Technical Member Benefits & Affinity Programs: Marilyn Borysek, 212-591-8237; borysekm@
Non-Technical Member Benefits & Affinity Programs: Marilyn Borysek, 212-591-8237; borysekm@
Old Guard Competitions: Amira El-Ghobashy, 212-591-8131, ElGhobashyA@
PeerLink (formerly Communities of Practice): Christina Perakis, (212) 591-7133; perakisc@
Products and Services: John Yelavich, 973-244-2213; yelavichj@
Publications: Philip DiVietro, 212-591-7696; divietrop@
Search Engine and Email Strategies: Jason Kaplan, 212-591-7762; kaplanj@
Section Operations and List Downloads: Jessica Albert, (212) 591-7911; albertj@
Student Design Competition: Amira El-Ghobashy, 212-591-8131, ElGhobashyA@
Student Leadership Seminars and Student Professional Development Conferences (SPDC): Marian Heller, 212-591-7079, hellerm@
Student Sections Competition: Deidra Hackley, 212-591-7852, HackleyD@
Technical Group / Division Liaisons:
Vince Dilworth, 925-244-1360, dilworthd@ (Energy, Pressure Tech)
Lee Hawkins, 972-414-3260, hawkinsl@ (Basic Eng, Manufacturing)
Richard Ulvila, 212-591-7863, ulvilar@ (Env. & Trans, Systems & Design)
Thomas Wendt, 262-752-9193, wendtt@ (Eng. and Tech Management)
Technical Programming and Development: Noha El-Ghobashy, 212-591-7787
ElghobashyN@ and Iana Aranda, 212-591-7149, ArandaI@
Trade Show Exhibits: Annette Missouri, 212-591-7064; missouria@
Unit Support: Deidra Hackley, 212-591-7852, HackleyD@
Unit Tools: Christina Perakis, (212) 591-7133; perakisc@
VOLT Academy: Amy Geffen, (212) 591-7375; geffena@
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Appendix G: Specific Responsibilities of the Global Communities Operating Board
Approved by K&C Board of Directors 24 May 2006 with recommendations that “communications” bullets #1 and #7 be “softened” somewhat; completed 6 June 2006
1. Establish and encourage truly effective communications between the K&C Sector Board and the Global units and volunteers of the Sector.
2. Act as an advocate for the Global units and volunteers of the Sector, by reporting to the K&C Sector Board about: current needs; positions; calls for action; and potential impacts of Sector Board decisions, in a timely manner and in written and concise format for use in K&C Board Minutes.
3. Bring together, coordinate and focus ASME Global activities, and prescribe specific procedures to implement ASME Society policies.
4. Guide the Global units in implementation of Society Policies and Programs. Create planning performance criteria for the sections, subsections, groups, student sections and technical chapters, oversee unit planning and create training plans for committee members and chairs.
5. Identify and report to the Knowledge and Communities Sector various global unit needs and problems which may inhibit the activities of the operating units.
6. Ensure the creation and maintenance of each District’s Operation Guide, By-Laws, and the budget for the accomplishment of the District’s goals.
7. Communicate and cooperate with other entities of the Society, such as the Committee on Student Development (“CSD”), Early Career Development, Volunteer Orientation and Leadership Training (“VOLT”), all in the Centers Sector; and the Student Sections Committee (“SSC”) and Technical Communities.
8. Ensure that Districts conduct Student Leadership Training Seminars and Student Conferences in an efficient manner and that frequent and timely notice is given to student leaders and advisors. Also ensure that districts and host student sections work closely with VOLT and CSD on curriculum and contest format.
9. Encourage sections and their sub-units to work closely with their student sections to provide mentors, scholarships, conduct joint meetings and support of student activities.
10. Ensure that global units submit complete and accurate activity, program and financial/budget reports on a timely basis. Also ensure that the reports are reviewed at the district level and the performance of the units are analyzed and appropriate follow up action is taken to ensure the health of the units.
11. Based on submitted reports and personal monitoring of each unit’s activity and health, work with units to strengthen their performance and where required either conduct a revitalization program or dissolve or combine with adjacent units.
12. Assure that District Operating Board members stay in close contact with the Chairs of Sections, Subsections, Groups and Student Sections on frequent intervals
13. Teach and coach new Chairs as needed so the global units know how to operate within ASME. Aggressively support participation in the Spring Leadership Training Conference and throughout the year in the areas of industry relations, professional development, technical programs and fundraising.
14. Ensure that Districts are trained in Honors and Awards, specifically encouraging nominations for the Earl Fisher, Charles T. Main and Student Section Advisor awards, and Student Sections Competition from Sections and Student Sections.
15. Ensure that the Districts are using their Operating Board members effectively.
16. Ensure accurate transfer of ASME Society information to Global Units and vice versa.
17. Encourage and promote entrepreneurial activities within the global units.
18. Encourage use of Merit Based Funding, custodial funds and local fundraising activities in a manner supportive of ASME’s overall goals and objectives by evaluating the global unit’s finance/budget reports and offering timely guidance and advice.
19. Identify and request development funds for the implementation of special projects.
20. Take an active role, as needed, on identifying new opportunities, and individuals or groups, for the purposes of developing emerging global units.
21. Ensure that the Global Communities Operations Guide is reviewed on a timely basis and revise as necessary.
22. Serve as a vehicle for promoting partnerships with other engineering, technical, and professional Societies, in accordance with ASME Policy P 4.14 (Society-wide) and Policy P 4.1 (outside the United States of America).
23. Work with the International Congress of Mechanical Engineering Societies (“ICOMES”) to further the Society’s global outreach.
24. Expand our global presence and membership.
25. Ensure interaction and sharing of best practices.
26. Prepare annual budget proposal for Global Communities, including budget for each district and work with Board on Financial Operations.
Appendix H: Guide for District Operating Boards
AUTHORITY: The following was passed unanimously by the Global Communities Operating Board: “Upon approval and issuance of this guide by the Global Communities Operating Board on April 4, 2006, each District will establish a District Operating Board (“DOB”) to ensure service to the District’s Member Units.”
LEADERSHIP. The DOB shall be chaired by the District Leader.
One individual of the DOB shall be designated as the Vice-Chair of the District Board, to provide for continuity and ongoing activity in the event of unavailability of the District Leader. In years where a District Leader Elect exists, it is recommended that individual serve as the Vice-Chair.
MEMBERSHIP: The DOB will be comprised of at least six individuals with roles as listed below under “Core Roles and Responsibilities.”
This list outlines the minimum requirements for completing a District Operating Board. Individual Districts and District Leaders are free to add other positions, recognizing that Society funding and budgeting for the District will not be affected by the presence of additional personnel on the Board.
RESPONSIBILITIES: Listed below, in “Core Roles and Responsibilities,” are groupings of responsibilities.
Each of the respective Group Chairs of the DOB shall form a committee of volunteers to address these responsibilities. These committees may wish to address their responsibilities through a “committee of the whole” chaired by the respective Group Chair. It is recommended that each core committee assign an individual volunteer to each of the bulleted items under its grouping, as interest and workload demand.
Districts may establish further committees and positions beyond the core committees shown, as may be required to better serve their Units’ needs. It is recommended that such committees report to the appropriate Group Chair position if they are fulfilling responsibilities specifically listed, or similar to those listed.
ANNUAL FINANCIAL REPORT: Districts that have local bank-accounts or investment-accounts are required to submit an "Annual Financial Report" by the same deadline as is required from Global Sections. Until such time as a specific “District Annual Financial Report Form" is created, each District shall submit this data on the same Report Form as is currently used by Sections. The “Section Annual Financial Report” is one of two forms currently available at .
Districts may create their own “Budget and Allocation Request” format and do not need to use the Section “Budget Form,” which is also found in the Unit Leadership Resource Center.
BUDGETS AND ALLOCATIONS: Each year the District Leader and Administrative Chair or Treasurer shall work with the Global Communities Liaison to the K&C Board on Financial Operations to develop a District Budget Allocation Request for the upcoming program year.
The District’s Budget Request shall be forwarded to the Global Communities Vice President (or designated recipient), by the same report-deadline as is required from Global Sections.
District Budget Requests are compiled by the Global Communities Operating Board and are submitted to the K&C Sector Board of Directors for approval. Allocated funds shall be disbursed according to ASME policies and the by-laws of the District.
DISTRICT BY-LAWS and OPERATION GUIDES: As defined for Sections in Section 6 of ASME Policy P 5.3, each District Operating Board, within two years of the first issuance of this Guide, shall prepare and submit to the Global Operating Board for approval, a set of District By-Laws, defining the conduct of District business-procedures, financial procedures, elections, and the maintenance of key records and documents.
In compliance with ASME Policy P 4.12, “Operation Guides,” each District Operating Board, within two years of the first issuance of this Guide, shall prepare and submit to the Global Operating Board for advice and comment, a District Operation Guide, defining best practices and valuable instructions for the conduct of District activities.
Districts are encouraged to cooperate amongst themselves and ASME as a whole in the preparation of District By-Laws and Operation Guides.
CORE ROLES AND RESPONSIBILITIES
1) District Leader
a) Chair of the District Operating Board
b) Advocacy for member units
c) Identify and train future leaders
d) Support and promote the Society’s goals
e) Represent the District on the Global Communities Operating Board
f) Identify and stimulate district integrating activities
g) Identify and stimulate activities that join technical communities and district units
h) Ensure that the DOB receives annually the resources necessary to accomplish its responsibilities
2) Administration Group Chair (DL-Elect, Secretary, Vice Chair, Treasurer)
a) Take DOB minutes
b) Keeping track of action items
c) Follow up with Section officers to register for events (e.g. SLTS, SC, LTC)
d) Keep District financial accounts (Serve as District Treasurer if so-assigned)
i) Follow up with Section officers to get Annual Financial Reports submitted
ii) Submit District Budget Request and District Annual Financial Report)
3) Unit Review And Support Group Chair
a) Industry relations
b) Professional development
c) Technical activities
d) Trainers
e) Unit best practices and programs
f) Section revitalization
g) Aid units in securing funding from available sources
4) Student Section Support Group Chair
a) Student Sections Competition
b) Student conferences and Graduate Technical conferences
c) College relations (“Putting the Face of ASME” and joint activities)
d) Student and Graduate Student contests
e) Student Section Advisors – coordinate personal (telephone and visits) outreach to all in the District to inform about SLSs and SPDCs and arrange Student Section Visits
f) Student Sections Committee Senior Representative
g) Student Sections Committee Student Representative
5) Communications Group Chair. ASME communications and public statements are governed by Policy P 12.12 and Policy P 15.1.
a) Web page / newsletter establishment and maintenance
b) Community of Practice (COP) establishment and maintenance
i) Public
ii) Private
c) Follow up with Section and Student Section officers to get officers coded
d) Maintain & make available current contact information for:
i) Section leaders
ii) Student Section leaders
iii) Student Section Advisors
iv) ME Department Heads
6) Recognition And Awards Group Chair
a) Charles T Main Award
b) Student Section Advisor Award
c) Dedicated Service Award
d) Other types, as appropriate, of recognition and awards for volunteers in the District or its Units.
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Appendix I: Nominations of District Leaders
PREFACE. Each District shall select and propose a District Leader-Nominee to the Knowledge and Community (“K&C”) Board of Directors for acceptance and seating, in accordance with ASME Policy P 4.4 and the following general procedures. Each District and each operating-unit shall determine the details of its own internal selection procedure.
Official Votes shall be cast by the senior* operating-units and Country Correspondents within the District. Each Section shall submit two Votes. Each Sub-Section, Group, and Technical Chapter shall submit one Vote. Each Country Correspondent, serving in a country which lacks full geographical Senior unit coverage, shall submit one Vote. Votes are submitted to a District Elections Committee for counting and result.
* A “senior operating unit” is one which primarily serves practicing engineers and has a designated geographical service area and a headquarters city; as distinguished from a “Student Section” which is associated with one or more institutes of higher education.
District Leaders serve for a term of three years, with term-of-office to start and end at the conclusion of the Society Annual Meeting in June. The nomination of a District Leader shall be completed at least one year prior to the start of term-of-office, and during that year, the successful Nominee shall serve as District Leader-Elect.
DISTRICT ELECTIONS COMMITTEE. Each District shall establish a District Elections Committee, of any effective size but of at least three members, no two of whom shall be from the same operating-unit. Incumbent District Leaders, potential candidates, Candidates, and Nominators shall not serve on this Committee. One member shall be designated as Committee Chair. It is recommended that the Chair of the Elections Committee be a past District Leader, a past Regional Vice President, or a past or current member of any nominating committee within ASME.
The District Elections Committee shall:
• Establish general rules for the conduct of the election; be empowered to mediate and resolve contentious or disputed circumstances; break intractable tie-votes, and generally lead and manage the District Leader nomination process.
• Establish reasonable qualifications for the office of District Leader; establish the format and contents of a Candidate Nomination Package, and make timely calls for Nominations. Calls for Nominations shall be made to the Executive Committee of each senior operating-unit, to each of the District’s Country Correspondents, and to the general membership of the District by media such as Newsletters, announcements, web sites, and Home Pages. Operating-units within the District shall give additional publicity to the Call for Nominations. The Elections Committee may solicit additional nominations, to ensure that at least two qualified candidates are presented for consideration.
• Receive Candidate Nominations and Packets and examine them for completeness; distribute one complete set of Packets to the Executive Committee of each of the senior operating-units and to each of the Country Correspondents, and establish a due-date for receipt of Votes from the operating-units and Correspondents.
• It is recommended that the District Elections Committee shall arrange for simulcast video or telephone interviews of the candidates by the voting units and Correspondents.
• Expedite, receive, examine, and tally the official Votes from the units and Correspondents; notify the incumbent District Leader and Secretary of the result; and submit a Certificate-of-Nomination letter and a copy of the Nominee’s Packet to the Global Communities Vice President.
• Maintain a copy of the Certificate of Nomination letter in the District’s records, along with copies of all Nomination Packets for use in future recruiting and elections.
The District Operating Board may assign additional responsibilities to the District Elections Committee, in the style of the previous Regional Advisory Committees on Nominations (“RACON”).
NOMINATIONS. District Leader Nominations may be made by the Executive Committee of any senior operating-unit within the District, by any Country Correspondent, or by any individual Member of ASME residing within the District. Nominations shall be made in the form of a Candidate Nomination Packet.
CANDIDATE NOMINATION PACKETS. It is suggested that that Candidate Packets be based on the Candidate Proposal Form as used by the ASME Nominating Committee, but without Letters of Support or “speaker appearance” times. Proposal Form asks Candidates to provide summaries of their ASME activities and professional accomplishments. It is recommended that a letter of corporate financial-support or equivalent personal letter be included.
It is suggested that the Candidate should specifically address (at least) the following topics:
• What are the significant operational issues facing the District, and how would you address these issues?
• What are your plans for activities of the units and the District, to serve the professional needs of the members and achieve the goals of the Society?
• What goals do you propose?
A Candidate Nomination Packet would consist of:
• Nominator’s Letter of Nomination
• Candidate Proposal based on the ASME Nominating Committee Form
• Letter of corporate financial support or personal equivalent
These three items will be held confidential within the Executive Committees of the units.
• A short separate Statement from the Candidate, length to be determined by the District Elections Committee, suitable for possible distribution to a unit’s general membership.
To maintain privacy of the Candidates’ personal information, Nomination Packets shall not be distributed beyond the custody of Executive Committees and Correspondents. Only the short Statements may be distributed or shown to the general membership.
VOTING. Votes shall be an official act of each operating-unit’s Executive Committee or of each Country Correspondent.
Each operating-unit’s Executive Committee shall choose its own most-appropriate internal voting method. Determination of the operating-unit’s official Vote may be by any of the following methods: by a quorum vote at an announced Executive Committee meeting, not attended by any Candidate or Nominator; by Executive Committee acceptance of recommendations from a nominations subcommittee; by the acts of designated Electors selected by the Executive Committee; by ballots sent to and received from the unit’s general membership; by polling of attendees at a publicized general meeting or annual event; or by any other generally-accepted and proper parliamentary method.
Executive Committees are encouraged to solicit the opinions of their allied Student Sections and Student volunteers.
Country Correspondents may seek private advice and consultation as may seem fit and effective, and shall vote individually by authority of the office of Correspondent.
All official Votes shall be sent to the designated recipient of the District Elections Committee, with copies to the unit’s Chair and Secretary or other key officers.
VOTES: Senior Sections shall each submit two Votes. These two Votes may be cast as two votes for one candidate, or may be votes of equal weight for each of two candidates. Single votes without explanation shall be deemed two votes for the single named candidate.
Sub-Sections, Groups, and Technical Chapters shall each submit one Vote.
Country Correspondents shall each submit one Vote.
Votes will not be accepted from officially inactive units*, and the existence of inactive units does not count towards the requirements of a Quorum.
(* An “inactive” unit is one without internal leadership and activities, whose business affairs have been officially transferred to another unit of the Society for an indefinite period of time. As of June 2006, Global Communities is considering best procedures, in case such a situation should become necessary.)
QUORUM. A District quorum shall be deemed to have acted, if timely and valid responses are received from at least half of the total number of senior operating-units plus Country Correspondents within the District. The District Elections Committee shall solicit and expedite the submittal of Votes, such that a quorum is achieved in a timely fashion. Due date for receipt of Votes may be extended by two weeks or more, to obtain the last few Votes and achieve a proper quorum.
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Appendix J: ASME Enterprise FY09 Strategy Map
[pic]
Appendix K: Knowledge and Community FY09 Strategy Map
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Appendix L: Balanced Scorecard for the Knowledge and Community Sector
Appendix M: ASME Global Communities FY ’08 Section Merit Based Funding Submittal Form Districts G through J
NOTE: This is the MBF form to be used for Districts G-J. There is a separate form for Districts A-H. Both forms are available on the Unit Leadership Resource Center.
|Section Name: | |Date: | |
|Submitted By: | |Position: | |Email: | |
|ASME Section Merit Based Funding Form Instructions |
|This is a Section self-evaluation form that will be used for providing merit based funding to the local section. Please complete this form accurately and honestly|
|as it will be used to evaluate how well you are providing services to your local members. All scoring should be based on Section activities from July 1 – June 30 |
|of the previous program year. Take note of items for which your section can improve performance based on the past year’s activities and incorporate activities for|
|next year to improve these scores. The mandatory prerequisites must be completed and this form must be turned in no later than October 1st by Sections requesting |
|merit based funding. Comments or questions about Merit Funding should be sent to meritfunding@ |
|Mandatory Pre-requisites: In order to qualify for funding, each Section must have submitted the required Annual Financial Report, Operations Budget Report, and |
|this form between July 1st and no later than October 1st of the current program year. A current list of section officers must also be on file with ASME. |
|Item 1 Section Communications |Grade |Weight |Score |
| | |3 | |
| |
|Maintain a website with up-to-date officer contact information (see definition, below) |
|Maintain regular communications with members: newsletters/meeting notices via website, US Mail, Phone Tree Contacts, email, or other as appropriate to the section.|
|(see additional definition, below) |
| |
|Performance Grading Scale: Section grade based on numbers in left column. |
|1 = No current website, no section notices to members. |
|2 = No current website, and at least 2 communications distributed as defined above. |
|3= Updated Section website , and 1 or 2 communications distributed. |
|4 = Updated Section website , and 3 or 4 communications distributed. |
|5 = Updated Section website , and 5 or more communications distributed. |
|Item 2 Section Activities for Members |Grade |Weight |Score |
| | |5 | |
| |
|General membership activities held, such as meetings, socials, tours, webcasts, PD courses, delegation of the Section going to visit a Student Section, etc., with |
|corresponding ASME Unit "After Activity Report” submitted any time prior to submitting the MBF form (Executive Committee Meetings are NOT eligible for this |
|category.) |
| |
|Performance Grading Scale: Section grade based on numbers in left column. |
|1 = No activity reports submitted. |
|2 = 1 or 2 Activity reports submitted. |
|3 = 3 or 4 Activity reports submitted. |
|4 = 5 Activity reports submitted. |
|5 = 6 or more Activity reports submitted. |
|Item 3 Provide Opportunities for Members’ Professional Growth |Grade |Weight |Score |
| | |5 | |
| |
|1 Point for EACH occurrence: |
|Sponsor or conduct short course or PE refresher course (one point for EACH 2 PDH – can accumulate more than one point per course, or can add two 1 PDH courses |
|together to equal 2 PDH) |
|MAX 4 Points Total in this category |
| |
|1 Point for EACH occurrence: |
|One Member submitted by the Section for ASME District or higher Honor or Award |
|Bestow local Section Honor or Award on one Section Member [Young Engineer Award, etc.] |
|MAX 2 Points Total in this category |
| |
|Performance Grading Scale: Total of points earned for each of the activities listed. |
| |
|MAXIMUM TOTAL POINTS FOR ITEM 3 IS 5 – REGARDLESS OF SOURCE |
|Item 4 Aid in the Development of the Engineering Profession |Grade |Weight |Score |
| | |5 | |
| |
|Hold membership recruiting or retention campaign |
|Hold industry breakfast or lunch, present Industry Relations ASME award |
|COMBINED Contribution of $200 or more to ME students, Universities, or K-12 schools promoting math or science education. Note each COMBINED contribution of $200 |
|or more should be counted as a separate activity. |
|Host Student Competition or get Students to attend section meetings |
|Engineering related presentations to K-12 schools, universities, or student sections |
|Participation in engineering job shadowing / mentoring program, or Engineering Fairs / Symposium |
|Support Local Government body with engineering related topics |
| |
|Performance Grading Scale: Section grade based on numbers in left column. |
|1 = Do no activities listed. |
|2 = Do 1 of the activities listed. |
|3 = Do 2 of the activities listed. |
|4 = Do 3 or 4 activities listed (No more than TWO of which may be $200 combined contributions). |
|5 = Do 5 or more activities listed (No more than TWO of which may be $200 combined contributions). |
|Item 5 Section Operations |Grade |Weight |Score |
| | |2 | |
| |
|Executive committee meetings held |
|Conduct an annual program planning meeting |
|Send a delegate to the Leadership Training Conference (LTC) |
|Recruit a new Member to the Executive Committee |
|Section has a representative participate in a Global Communities-related webcast |
|Section submits an article or a best practice to bestpractices@ |
|Conduct 15 min. member benefits program at ONE section meeting |
|Update Section History |
| |
|Performance Grading Scale: Section grade based on numbers in left column. |
|1 = Do no activities listed. |
|2 = Do 1 of the activities listed. |
|3 = Do 2 of the activities listed. |
|4 = Do 3 or 4 activities listed (No more than TWO of which may be of the same type listed above). |
|5 = Do 5 or more activities listed (No more than TWO of which may be of the same type listed above). |
|Item 6 Extent of Partnership with Local/ National Engineering Organizations (NEO) or Integrating Activities with Other |Grade |Weight |Score |
|ASME Sections (OAS) in District | | | |
| | |5 | |
|(This is an optional item that can be used to replace either Item 3 ____ or Item 4 ____. Tick where applicable.) |
|Hold coordination meetings with NEO / OAS – 1 point for each meeting |
|Assist in negotiation for joint membership benefits with NEO (e.g. dues discount, access to NEO facilities for ASME members, etc) – 1 point for each benefit, but |
|only in the year in which the benefits were introduced |
|Have a representative in technical committees of local/national bodies – 1 point |
|Hold joint technical talks/seminars with NEO/ OAS or other local organizations – 1 point each |
|Sponsor and conduct technical sessions in NEO spring/fall meetings and promote ASME – 2 points |
|Co-organize national level event such as Engineering Week, engineering job fairs, etc. – 2 points |
|Organize ASME-sponsored conferences jointly with NEO/OAS or other local engineering societies – 3 points |
| |
|Performance Grading Scale: Sum the total number of points above, but to get the maximum of 5 points, there must be at least two types of activities from the list.|
|Total Score – Add Scores for Items 1, 2, 5 and TWO of Items 3, 4 and 6 (see Item 6 for explanation): |Score |
| | |
|Definitions: |
| |
|COMBINED Contribution – Any combination of smaller denomination contributions totaling $200. i.e. 10 contributions of $20 each, etc. |
| |
|Newsletter - Includes electronic, periodic, communication to the section in addition to traditional paper newsletter. |
| |
|Update Section History – Attach copies of Previous History (if any existed – else so state) and new Section History |
| |
|Website - "Maintain a website with up-to-date officer contact information" shall: |
|Include the CURRENT officer information |
|Include the most recent newsletter or meeting announcement |
|Shall NOT include any out of date information - (EXCLUDING "Archived" information.) The intent here is to NOT have a "Message from the Chair" written by the |
|PREVIOUS Chair and published 1 year ago, etc. |
| Significant Section Activities Not Covered Above: |
| |
|Not all section activities can be captured by a single form. If your section has done an activity or program above and beyond normal programming please describe |
|it for special consideration. Districts can provide “Bonus Funding” for Section Ideas deemed worthy of sharing with other Sections or Districts. |
| |
|Please use the space below, and/or attach a separate explanation of any significant activities, with sufficient detail for an independent evaluation of the |
|program. |
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Appendix N: Key Dates
• September 1 - Section Activity & Financial reports
• September 1 – District Annual Financial Report and District Budget Allocation Request
• November 1 - Diversity Action Grant
• December 1 - Dedicated Service Award
• February 1 - Student Section Advisor Award Nomination
• March 1 - Charles T. Main Award Nomination
• May 15 - Officer Listing Forms
• June 30 - Student Section Activity & Financial Reports
Dates to Avoid
| |SPDC |SLS |
|YEAR |PE exams |
|AAES |American Association of Engineering Societies |
|ABET |Accreditation Board for Engineering and Technology |
|AC-10 |Online Directory of Board of Governors, Boards and Committees |
|AERO |Aerospace Division (K&C) |
|AESD |Advanced Energy Systems Division (K&C) |
|AMD |Applied Mechanics Division (K&C) |
|BCA |Board on Conformity Assessment (C&S) |
|BCO |Board on Codes and Standards Operations (C&S) |
|BED |Bioengineering Division (K&C) |
|BGR |Board on Government Relations (Strategic Management) |
|BHA |Board on Hearing Appeals (C&S) |
|BNCS |Board on Nuclear Codes and Standards (C&S) |
|BOG |Board of Governors |
|BOND |Board on New Development (C&S) |
|BST |Board on Standardization and Testing (C&S) |
|BPTCS |Board on Pressure Technology Codes and Standards (C&S) |
|BSC |Balanced Score Card |
|BSCS |Board on Safety Codes and Standards (C&S) |
|C&S |Codes and Standards Sector |
|CECD |Committee on Early Career Development (Centers) |
|CEA |Committee on Engineering Accreditation (Centers) |
|CEEI |Center for Engineering Entrepreneurship & Innovation (Strategic Management) |
|CEI |Continuing Education Institute (Institutes) |
|CESR |Committee on Ethical Standards and Review (Centers) |
|CFL&D |Center for Leadership and Diversity (Centers) |
|CIE |Computers and Information in Engineering Division (K&C) |
|CLA |Committee on Legal Affairs (BOG) |
|COFI |Committee on Finance and Investments (BOG) |
|COH |Committee on Honors (BOG) |
|CoP |Communities of Practice (now ASME PeerLink) |
|COR |Committee on Organization and Rules (BOG) |
|CPDL |Committee on Professional Development and Licensure |
|CPDPE |Center for Professional Development, Practice and Ethics |
|CPP |Committee on Past Presidents (BOG) |
|CRTD |Center for Research & Technology Development (K&C) |
|CTA |Committee on Technology Accreditation (Centers) |
|DAG |Diversity Action Grant (Centers, CFL&D) |
|DED |Design Engineering Division (K&C) |
|DOB |District Operating Board (K&C) |
|DSCD |Dynamic Systems and Control Division (K&C) |
|ECE |Early Career Engineer |
|ECF |Early Career Forum (Centers) |
|ECLIPSE |Early Career Leadership Intern Program to Serve Engineering (Centers) |
|EED |Environmental Engineering Division (K&C) |
|EMCI |Engineering Management Certification International (Institutes) |
|EPPD |Electronic and Photonic Packaging Division (K&C) |
|EWB |Engineers Without Borders (partnership through Centers) |
|FED |Fluids Engineering Division (K&C) |
|FIRST |FIRST Robotics (For Inspiration and Recognition of Science and Technology) (partnership through Centers) |
|FPST |Fluid Power Systems & Technology Division (K&C) |
|GAC |General Awards Committee (COH) |
|GC |Global Communities (K&C) |
|H&H |History & Heritage Committee (Centers) |
|HPVC |Human Powered Vehicle Challenge (Centers) |
|HTD |Heat Transfer Division (K&C) |
|IAB |Industry Advisory Board (Strategic Management) |
|ICC |Information and Communications Committee (K&C) |
|ICED |Internal Combustion Engine Division (K&C) |
|IGTI |International Gas Turbine Institute (Institutes) |
|IMECE |International Mechanical Engineering Congress and Exposition (also known as Congress) |
|IPTI |International Petroleum Technology Institute (Institutes) |
|ISHOW |Innovation Showcase (Strategic Management) |
|ISPS |Information Storage & Processing Systems Division (K&C) |
|K&C |Knowledge and Community Sector |
|LTC |Leadership Training Conference |
|MBF |Merit-Based Funding (K&C) |
|MD |Materials Division (K&C) |
|MED |Manufacturing Engineering Division (K&C) |
|MEDHC |Mechanical Engineering Department Heads Committee (Centers) |
|MEMS |MicroElectroMechanical Systems Division (K&C) |
|METDHC |Mechanical Engineering Technology Department Heads Committee |
|MGTD |Management Division (K&C) |
|MHED |Materials Handling Engineering Division (K&C) |
|NC |Nominating Committee |
|NCAD |Noise Control and Acoustics Division (K&C) |
|NDE |Nondestructive Evaluation Engineering Division (K&C) |
|NED |Nuclear Engineering Division (K&C) |
|OG |Old Guard Committee and Programs (Centers) |
|OOAE |Ocean, Offshore, and Arctic Engineering Division (Institutes) |
|P&A |Programs & Activities (K&C) |
|PD |Petroleum Division (Institutes) |
|PEMD |Plant Engineering & Maintenance Division (K&C) |
|PID |Process Industries Division (K&C) |
|PPC |Professional Practice Curriculum (Centers) |
|PSD |Pipeline Systems Division (Institutes) |
|PVP |Pressure Vessels and Piping Division (K&C) |
|RSLS |Regional Student Leadership Seminar (K&C) Now known as SLS = Student Leadership Seminar |
|RTD |Rail Transportation Division (K&C) |
|SAC |Special Award Committee (COH) |
|SAM |Summer Annual Meeting |
|SDC |Student Design Competition (Centers) |
|SDCC |Student Design Contest Committee (Centers) |
|SDOB |Student District Operating Board (K&C) |
|SED |Solar Energy Division (K&C) |
|SERAD |Safety Engineering and Risk Analysis Division (K&C) |
|SI |Strategic Initiatives (Strategic Management) |
|SLS |Student Leadership Seminars (K&C) |
|SMBOD |Leadership - Strategic Management Sector - Board Of Directors |
|SPDC |Student Professional Development Conference (K&C and Centers) |
|SPGF |Strategic Priorities Grant Fund |
|SSA |Student Section Advisor |
|SSAP |Student Section Advisor Program (K&C and Centers) |
|SSC |Student Sections Committee (K&C) |
|SWPD |Solid Waste Processing Division (K&C) |
|T&S |Technology & Society Division (K&C) |
|TC |Technical Communities (K&C) |
|TEC |Technology Executives Conference (precursor to LTC) (K&C) |
|TED |Textile Engineering Division (K&C) |
|TGL |Technical Group Leader (K&C) |
|TRIB |Tribology Division (K&C) |
|VOBB |Volunteer Opportunity Bulletin Board |
|VOLT |Volunteer Orientation and Leadership Training Academy |
|YEC |Young Engineer Correspondents (need to login to access) |
|YEF |Young Engineers Forum (see Early Career Forum) |
Back to Index
Appendix P: Sample Letters from District Leaders
1) Letters of Invitation to District Meeting for Section Leaders
2) Letters following up with section leaders regarding section allocation / MBF / Financial Forms
3) Letter following up with section leaders regarding section officer coding
4) Call for Nominations for District Leader
5) Section Revitalization Letter to Section Members
6) Invitation to Send Delegates to the LTC
7) Follow up to Sections with no Delegates Identified for LTC
8) Request for Judges at Student Conference
1) Letters of Invitation to District Meeting for Section Leaders
Sample from District A, 2008
Dear ASME Leader,
I invite you to attend the Spring 2008 District A Leadership Meeting May 2-3, 2008.
The meeting will take place on the Lafayette College Campus in Easton, PA. District A includes all the senior and student sections in former Regions I, II and III. We are the largest District with nearly 40 senior sections and subsections, more than 22,000 members and 100 student sections. This is an opportunity for the leadership throughout the District to meet, share best practices and discuss the challenges we are facing.
Tom Barlow, ASME President-Elect, will speak and be available to answer questions.
The next District A Leader will be selected at this meeting. Your participation in this process is critical. We will also be discussing different options for organizing the District - your input is needed to plan for a positive future. Specifically, we will be voting on a Committee Structure for District A. A proposed structure can be viewed at . I would appreciate it if you would think about this and be prepared to discuss it at the conference.
We will have roundtable discussions to determine our top 5 operations and strategic priorities. This is important for the future direction of District A and will be shared with Tom Libertiny, Vice-President Elect for Global Communities, who will be in a position to support our efforts beginning this June. Your participation in these discussions is essential to ensuring the conclusions reached are representative of the entire district leadership.
There will also be a session discussing Volunteer Recruitment and Retention – an issue vitally important to us all. This session will include “hot off the press” information on a survey of members of many engineering societies, strategies, techniques and specific feedback from volunteers and non-volunteers that can be of use to all section executive committee members.
I strongly encourage each section to send at least one person. Better yet, two or three representatives from each section will help to create a dynamic and balanced group. Consider carpooling with others from your section or sections on your way to the event. Hotel rooms can easily accommodate 2 people – consider sharing a room to minimize expenses
Support for Attendees: ASME will reimburse those who are attending who do not have other funds to support their attendance. Reimbursement includes travel costs ($0.485 per mile plus tolls & parking) and, for those who are staying overnight, up to a total amount of $100.00 to help with hotel, meal and registration costs.
Specific information including registration, hotel and the current agenda can be found at . A more complete agenda will be posted next week. A complete listing of all senior and student sections can be found at .
We need your intelligence, talent, wisdom and leadership skills to provide a vibrant atmosphere for Mechanical Engineering in District A.
Please register today.
Please let me know if you have any questions or need any additional information.
Take care,
Sample from District D, 2008
To District D Section Leaders and Board Members
Please plan on joining your fellow section leaders and District Operating Board (DOB) members for a day of sharing best practices, electing the district’s next leader, influencing ASME’s section support structure and simply meet each other … We are the volunteers trying to meet the needs of engineers locally. In addition we will have a quality training session on recruitment of volunteers.
Funding: At least one person from each section will have 100% of travel and $150 per day reimbursed. Additional members from each section are encouraged to attend at the section’s expense. Funding will also be available for invited DOB members. Contact me to discuss hardship cases. Ideally, each section will be represented by at least two people, the outgoing and incoming Chairs
When: May 2, Friday: Registration, 5 to 7 evening no host bar, hors d’oeuvres reception, on your own for dinner.
May 3, Saturday: The District D Meeting of Sections, adjourn 5:00 PM
May 4, Sunday: District D Operating Board Meeting, adjourn 12:00 noon, all are welcome.
Where: Las Vegas, Hotel TBA, I am finalizing a block rate for $99 per night but we will be responsible for a certain number of rooms regardless if they get used or not … so, it is expected you will use the hotel TBA.
Registration: $35.00, via Activa (online registration system that will be available later)
I will send out another email with specifics and post information, agenda, and links on our web page
Please send me an email with an estimated count of attendees as soon as you can to help me get a feel for room nights required.
Thank you,
Bill Robbins
FOLLOW UP LETTER WITH MEETING DETAILS:
ASME District D Section Leaders and District Operating Board Members,
As promised, this email provides details for our meeting:
1. Who is invited: If you received this email, you are invited and funded as follows:
a. One person from each senior section
b. Invited members of the District Operating Board
c. Invited Guests
d. 100% travel, $150 per diem
2. What: District D Meeting of Sections and District Operating Board Meeting
3. Where: Doubletree Club Las Vegas Airport
a. Group rate is $99.00 per night.
b. Group name: ASME International
c. How to Reserve a Room at Doubletree Club Las Vegas Airport
i. PH:702-932-1058
ii. Note: This may not be ready until March 28, 2008
4. How to Register for Conference and tell us your coming:
a. Cost: $35.00
b. Go to:
5. Why:
a. Share a best and a worst Practice
b. Elect next District D Leader
c. Review our purpose
d. Learn about available resources
e. Learn about opportunities
f. Enjoy one of the most unique cities in the world
g. Define Board Positions
h. And more
6. When: May 3, 4
a. Friday: May 2, 2008: Registration and Reception
b. Saturday, May 3, 2008:Meeting of District D Senior Sections
c. Sunday: May 4, 2008: DOB
7. How to get Reimbursed:
a. You will receive an expense reimbursement form.
2) Letters following up with section leaders regarding section allocation / MBF / Financial Forms
Dear ___,
In reviewing the information I received from headquarters regarding section allocations, it appears the ___ section allocation has not been sent because no section officers are in the system.
The form is available at the following link:
I believe if you send it to unitsupport@ and albertj@ and copy me, that should clear the way for ___ Section to receive the section allocation (budgeted at $x,xxx.xx).
Please let me know if you have any questions or need any additional information.
Thanks,
Dear [Section Leader],
In my role as District Leader for District A, I received a spreadsheet from ASME headquarters indicating that while they had received Unit Activity Reports from the ___ Section, they had not received the Financial and Budget Reports for the past year or the Merit Funding form.
You or other of your officers may have been contacted about this by headquarters - this was strongly suggested by the District Leaders.
I would appreciate it if you could let me know:
1. If you or other of your officers were contacted
2. Whether the Merit Funding form was submitted and, if so, whether it was sent electronically, or by fax or by mail
3. Whether the Financial and Budget Reports were submitted and, if so, whether they were sent electronically, or by fax or by mail
Thank you for your commitment to ASME, in particular the members of the ___ Section.
Please let me know if you have any questions or need any additional information.
Sincerely,
3) Letter following up with section leaders regarding section officer coding
Dear Mr. ___:
In my role as District Leader for District A, I received a spreadsheet from ASME headquarters indicating they had no chair for the ___ Section listed in their database (or any other officers). Since I met Rao at the LTC in Houston this past March and had visited your website, I knew this was not the case. I have informed headquarters of the officers listed on your website and hopefully their database will be updated quickly. I would appreciate it if you could let me know the official term(s) of the officers, so this information can be updated as well.
Also on the spreadsheet, it indicated that the ___ Section had submitted the Financial and Budget Reports for the past year, but not the Merit Funding form, nor any Unit Activity Reports. (I do know from emails I received and from your website that your section did have activities last year.)
You or other of your officers may have been contacted about this by headquarters – this was strongly suggested by the District Leaders.
I would appreciate it if you could let me know:
1. If you or other of your officers were contacted
2. Whether the Merit Funding form was submitted and, if so, whether it was sent electronically, or by fax or by mail
3. Whether any Unit Activity Forms were submitted and, if so, whether it was sent electronically, or by fax or by mail
Thank you for your commitment to ASME, in particular the members of the __ Section.
Please let me know if you have any questions or need any additional information.
Sincerely,
4) Call for Nominations for District Leader
Sample Letter
To: District ASME Current and Former Section Officers
Subject: Call for Nominations for District Leader
Dear Colleague:
On May 3 of this year, the next Leader of District __ will be selected at the District Section Leadership Conference. As current or former leaders for groups, subsections, sections and technical chapters, you already understand the importance of the District Leader position. Many of the successes of each of our individual units depend upon the leadership support of the District Leader.
On behalf of the members of the Elections Committee, we wish to extend a formal call for Candidate Nominations for the position of District __ Leader. Unit leadership is encouraged make Candidate Nominations based on the attached document which presents the qualifications and responsibilities for District Leader. To ensure each candidate receives full considerations, Candidate Nomination Packets should be submitted no later than April 15, 20__.
Potential candidates must be either self nominated or be nominated by a colleague. The attached document describes much of the process and gives the minimum requirements for a complete Candidate Nomination Package. The successful nominee shall serve a 3 year term as District leader, beginning in June of 20__. The District Leader will have the support of the District Operating board and the outgoing District Leader.
We look forward to receiving Candidate Nomination Packages for a number of well qualified candidates. If you have additional questions about the process please do not hesitate to contact me.
Sincerely,
District Elections Committee Chair
5) Qualification Sheet for District Leader
DISTRICT LEADER
QUALIFICATIONS AND INFORMATION
Qualifications for District Leader Candidates
o Candidate has served a full term as an ASME Section Chair. Current section chairs with terms expiring June 30thof current year may also be nominated.
o Demonstrated strong leadership skills in their sections or other volunteer organizations
o Experience on the district operating board and/or ASME wide boards and committees as well as experience with other volunteer organizations will be a plus
o Self nominations will be accepted
Core Roles and Responsibilities
o District Leader
o Chair of the District Operating Board
o Manage District D budget with District Budget Committee
o Manage District’s portion of the GCOB budget
o Advocacy for member units
o Identify and train future leaders
o Support and promote the Society’s goals
o Represent the District on the Global Communities Operating Board
o Identify and stimulate district integrating activities
o Identify and stimulate activities that join technical communities and district units
o Ensure that the DOB receives annually the resources necessary to accomplish its responsibilities to district units
Term of Office: Serves one (1) year as District Leader Elect and three (3) years as District Leader starting at the ASME Summer Annual Meeting (in mid June) following the election.
Potential candidates may review the K&C Sector Operation Guide using the following link.
. Special attention should be paid to Appendix L “Guide for District Operating Boards” and Appendix R
“Nominations of District Leaders”
Successful candidate will represent District at ASME Summer Annual Meeting, Leadership Training Conference, ASME Congress and additional meetings relating to operation of the Global Communities Operating Board and District activities. Funding covers most incidental expenses incurred during travel for national meetings and district activities. Travel within the district is also funded.
Timeline for Submittal
o Candidate Nomination Package Submittal Deadline – March 15
o It is suggested that that Candidate Packets be based on the Candidate Proposal Form as used by the ASME Nominating Committee, but without Letters of Support or “speaker appearance” times. Candidates will be offered the opportunity to address the District Leadership Meeting, prior to the election, to be held in early May.
o Submit nomination packages via email to District Operating Board Nominating Committee (or chair):
6) District Leader Nomination Package (based on the Candidate Proposal Form as used by the ASME Nominating Committee, but without Letters of Support or “speaker appearance” times.)
|Proposed Nominee's Name | |
|Business |
|Name | |Address | |
|Address | | | |
|Home |
|Address | |
Current ASME Years of Current PE Registration
|Membership Grade | |Membership | | |No. of States | | |
Previous Registration
|Daytime Phone | | |(No Longer Current) | | |
|FAX | | E-Mail | |
|(Indicate preference for fax or e-mail with *) |Today's Date | |
1. My goals for the office of District Leader are:
2. I would use the following methods to accomplish the listed goals during my term of office:
3. I believe the following list of experiences and accomplishments attests to my managerial and leadership abilities as they relate to the office of District Leader:
4. I believe that the duties involved in this office will require hrs/wk on an average over the term of office.
5. I have attached (mark one):
For an employed individual, a letter of commitment of support from my employer or a letter of explanation as to why it is not available and how support will be provided , or
For a self-employed or retired individual, a letter of support indicating my availability and my arrangements for support
ASME ACTIVITIES
Society-wide/Sectors & Committees Reporting to the Board of Governors
District Operating Boards
Sections/Technical Divisions
ASME Honors & Awards
Other
NON-ASME ACTIVITIES
Other Professional Activities
Awards
Civic/State National and/or International Activities
BUSINESS AND PROFESSIONAL
Education
Current Job Title
Business & Professional Record
Patents (list nor more than 5) Total Number
Publications, Books, Papers (list no more than 5) Total Number
Major Addresses (list no more than 5) Total Number
Proposer's Signature Date
If I am nominated and elected as District Leader in ASME, I am willing and able to serve. I have the time necessary to serve and have the necessary secretarial support to fulfill the responsibilities of this office. I have read the proposal prepared on my behalf and found it to be accurate.
I will also adhere to the ASME Constitution and By-Laws and ASME Society Policies, and in addition will adhere to the conditions of Society Policy P-15.8, Conflicts of Interest.
Please check if you object to the above
Proposed DL Nominee's Signature Date
7) Section Revitalization Letter to Section Members
Sample from District D
Sent: Monday, March 10, 2008 10:58 AM
To: ASME_080500
Subject: ASME Montana Section Members
ASME __ Section Members,
You are receiving this email because you live in a geographic area that does not currently have an active executive committee. You may have wondered why you have not seen local ASME activities over the past few years.
Your ASME leadership at all levels believes very strongly that every member deserves the professional benefits available through regular strong local Section activities in addition to our National and International events. This can only happen if an active local team or executive committee steps forward to organize and present programs for their membership.
We are requesting that you consider volunteering to become a member of a team that meets the needs of your fellow local mechanical engineers. Your new executive committee will be provided with training, funding and mentoring to assist your efforts.
Key leadership from each Section will be invited to attend this year's North American Pacific - District D Meeting of Sections to be held in Las Vegas May 3, 2008. Attendance at this meeting will be an opportunity for a day of sharing best practices, electing the district's next leader, influencing ASME section support structure and to simply meet fellow volunteers from Alaska to California, Hawaii to Montana and the states and providences between. Travel funding is available for invited Section leadership.
If you are willing and able to be a part of this team, simply reply to me (Dennis Armstrong) at daa3@. Please reply by March 18.
Hopefully, the next step would be that a team of 4 to 8 willing members meet for a reorganization planning session, and then work together as an executive committee to develop and implement a program of local activities. From the District level, we will gather responses to this call letter, and help to form this new initial planning session. We hope that this can help in boosting the inactive areas up to a stronger level of support for your local membership. We offer a wonderful experience in working with the best volunteers in the world.
Our District web page is at:
Thanks - Hope to hear from you.
Dennis A. Armstrong, District D, Section Revitalization Team Lead
8) Invitation to Send Delegates to the LTC
TO: Senior Leaders of District A ASME Professional Sections:
FROM: Karen Ohland
RE: Delegates for Leadership Training Conference (forwarding e-mail request with Letter to Leaders)
Many of you should have received the attached message announcing the ASME Leadership Training Conference, coming this March.
You're being asked to identify one or more Delegates from your Section who will attend the LTC. NOTE that only one Delegate will receive partial reimbursement from ASME - but you are welcome to send two or more Delegates; with the 2nd, 3rd Delegates, etc., being funded by your Section, by their Employer or personally.
Specific information is available online at ltc08.
I encourage your Section to take advantage of this opportunity. By all means, contact me if there are any questions I can answer. Also, please copy me on your registration.
If you are not certain who your specific Delegate will be, sign someone up and we can arrange for a substitution once your plans are finalized.
I've sent this using blind copies to preserve privacy and shorten the header. You're welcome to forward it as you feel appropriate within your Section.
Hoping to see some one from each of your sections at the LTC in March.
Please let me know if you have any questions or need any additional information.
Thanks,
9) Follow up to Sections Not Yet Registered for LTC
Hi,
If you are receiving this message it means that based on the information I received from ASME headquarters on Friday, February 2, no one from your section has yet registered to attend the Leadership Training Conference in Houston the first weekend in March.
Much work has gone into making this a valuable event for section leaders. For specific information, please visit the LTC website: .
I strongly encourage each section to send at least one delegate. ASME will cover full travel costs (airfare, mileage, parking, taxis, shuttles) and provide two days per diem at $100 per day for out-of-pocket costs (hotel, registration, food, tips, phone). Attendees to the First Time Unit Leaders Workshop will receive an additional day of per diem.
More details are provided below are below. If you will not be attending the LTC, please let me know. If you just registered, thank you.
If you have any questions or need any additional information, please let me know.
Thanks,
10) Subject: Judges Needed at ASME Student Conference (sample from District A)
PLEASE REPLY TO: Harry.V.Kountouras@NJIT.EDU and ohlandk@
Dear ASME Member (sent to ASME members in sections in the area surrounding the conference locations):
Every year ASME has student conferences across the country. This spring New Jersey Institute of Technology will host one of the Student Professional Development Conferences (SPDC) being hosted by District A on Saturday, April 14, 2007.
The conference will consist of several professional and social events. There will be Old Guard Oral Presentation Competition, Old Guard Technical Poster Competition, Old Guard Technical Web Page Competition, and a Student Design Competition.
These contests help prepare the students for the workplace by enabling them to develop their skills and abilities and providing them with real-world experience. They also provide an opportunity to win prizes and the chance to compete against other winners at the ASME Congress held in November. This type of activity is in keeping with ASME's objectives to help develop the professionalism of students and young engineers.
We would like to invite you to share in this unique experience by serving as a judge for one of the student contests. Below is a description of the contests, along with a link for a more detailed description.
OLD GUARD ORAL PRESENTATION COMPETITION
It is recognized that an engineer, like all professionals, must possess a well-developed ability to communicate, both orally and in writing. This competition is emphasizes the ability to deliver oral presentations. Three judges are needed.
OLD GUARD TECHNICAL POSTER COMPETITION
The SSC poster competition emphasizes the ability to deliver visual presentations. Subject matter is an area of mechanical engineering. Three judges are needed.
OLD GUARD TECHNICAL WEB PAGE COMPETITION
Submitted in electronic format. The Web Page design competition encourages the delivery of visual presentations via the web. Three judges are needed.
STUDENT DESIGN COMPETITION
In the aftermath of the 2004 tsunami and Hurricane Katrina, affected areas were surrounded by polluted water and failed filtration systems. According to the World Health Organization, 1.1 billion people lack access to improved water sources, which represents 17% of the global population. The 2007 competition, which challenges student teams to create a human-powered water still, highlights the fact that engineers play a key role in society at large. The challenge offers students an opportunity to implement learned skills and appreciate the social, economic and environmental impact of engineering. Three judges are needed.
tion.cfm
Investing a few hours of your time will help ensure the success of the conference and provide guidance to the student competitors as they begin their engineering careers. And I can assure you that you will be very impressed with both the technical expertise and the degree of professionalism that the students display.
Complete information regarding the Spring Student Conference can be found on the web at: . Please join us for this very rewarding experience.
If you are interested or you need more information, please contact Harry.V.Kountouras@NJIT.EDU.
Sincerely,
The NJIT ASME Student Section
Back to Index
Appendix Q: ASME Student Leadership Seminars
Stakeholders and Their Roles
• K&C Senior Program Manager (Marian Heller, HellerM@)
o Coordinate communications among SLS stakeholders (e.g. emails, teleconference, CoP)
o Oversee development of core SLS curriculum materials
o Collect presentations and materials for other topics given at SLSs
o Post all presentations to the SLS presentation library
o Develop and implement SLS evaluations
o Compile and share evaluation results
o Attend SLSs as able; assist with presentations & logistics and requested by host, provide information on ASME resources
o Capture lessons learned and best practices to ensure that all facets of SLS programs are carried out in an effective manner.
o Collaborate with staff from VOLT and Centers on the development of training materials, guidelines, and "how-to" manuals for SLSs.
o Ensure that SLS events operate within the parameters of an established general budget.
• K&C Unit Support Manager (Deidra Hackley, HackleyD@)
o Oversee processing of volunteer expense reimbursement forms
o Oversee assembly and shipping of materials needed on-site, including posters
o Process check requests to have registration funds sent to hosts
o Oversee processing of bulk mail server announcements
• K&C District Liaisons (Vince Dilworth, DilworthD@, Lee Hawkins, HawkinsL@, Rich Ulvila, UlvilaR@, & Tom Wendt, WendtT@)
o Assist District Leaders and SLS in the identification of site and local team members
o Primary contact point for all contracts
o Review draft core curriculum content
o Attend SLS(s); assist with presentations & logistics and requested by host, provide information on ASME resources
• K&C SLS Support for Districts A-F (Judi Cobb, SLS@)
o Primary contact for logistics questions from hosts
o Setup and conduct SLS registration process & record keeping
o Receipt & processing of registration fees by checks
o Web Page development and maintenance
o Provide reports and data to hosts
o Provide reports to ASME K&C and VOLT staff
o Send preliminary and specific communications about SLSs
• District Leader (or DL-elect, Deputy DL)
o Arrange for an SLS host, lead organizer and location, ideally at least a year in advance;
o Assist with venue(s) selection and agenda development (with ASME Staff liaison and SDOB members).
o Ensure that the agenda includes key curriculum items
o Work with host, using the preliminary agenda, to develop budget and set registration fee
o Identify and/or recruit speakers and key organizers (with Staff liaison and SDOB members)
o Send information on hosts, dates, location, contact information for key organizers, preliminary agenda and budget to ASME: District Liaison, SLS support (SLS@), and Sr. Program Manager, Leadership Development and Recruitment (hellerm@).
o Coordinate telephone outreach to all Student Section Advisors in the District to inform them of the SLS details and let them know that funding is available for them and two section officers to attend the SLS.
• SLS Host
o Provide key organizer contact information to District Leader, SLS support person, and District Liaison
o Work with District Leader and academic calendars to establish SLS dates
o Arrange SLS meeting space, parking, catering, and audio visual as needed (send all contracts to District Liaison)
o Arrange hotel space if needed (send all contracts to District Liaison)
o Develop budget with District Leader or designee
o Send all presentation and background materials to Senior Program Manager
o Collect registration fees from host school
o Conduct SLS activities
o Provide on-site check-in (or set out badges and materials)
o Provide no-show list to SLS support person
o Print SLS files provided by SLS support person (registration, business cards)
• Student District Operating Board Members / Student Sections Committee Representative
o Provide student presenters to help with training or facilitate workshops on best practices, brainstorming sessions etc.
o Help develop agenda (with District Leader or designee and staff liaison)
o Conduct a session introducing the SDOB, providing information on what they have done this past year, and how section leader can get involved.
o Conduct a follow-up session for students interested in the SDOB with further discussion and election of new SDOB officers.
• Committee on Student Development Members:
o Collaborate to maximize both the effectiveness of the content and the effectiveness of its delivery at the SLSs.
o Collecting data, benchmarking, and generally becoming a knowledge center for effective student programs
• Student Section Advisors (coordinate with the Task Force on SSAs)
o Attend SSA session at SLS
o Submit feedback on key content needed at SLS, to ensure successful student section operations
Back to Index
Appendix R: Strategic Planning and the Balanced Scorecard
Conducting a Strategic Planning Session
For conducting a strategic planning session with your DOB, you may find it useful to set aside a day or at least ½ a day, and use self-assessment and strategic questioning along the lines of the following:
o Why Are We in Business? Where will the society/industry be in 10 years? What are the driving forces? What is our mission? Our vision?
o How do we do business? What are our unit’s values? What is the climate in which we operate? What is the culture in which we operate?
o Where is our business now? Environmental Assessment. SWOT Analysis (Strengths, Weaknesses, Opportunities & Threats). What is our competition? What are the constraints under which we operate? What are the barriers to us achieving our mission and vision?
o Where do we want to be? Short term – this and next year. Mid-long term - 2 to 3 years. Moving toward the vision (~10 years). Strategies for getting there (Goals).
o How will we get there? Tactics and resources.
o How will we know if we’re on track or we’ve arrived? Coordination. Budget. Controls. Reports. Milestones.
Writing a Strategic Plan
In the planning and creating of a strategy, avoid getting into the weeds – jumping immediately from visionary ideas into detailed tactics. Focus instead on high-level initiatives, considering what most effectively would serve your long-term goals. In writing the results of a strategic planning session into a strategic plan, consider including typical elements, such as:
o Executive Summary (couple paragraphs)
o Assessment of current situation - snapshot of current financials, membership numbers, activities, etc., description of your unit’s culture, and external environment
o SWOT table (summary of your Districts’ Strengths, Weaknesses, Opportunities & Threats)
o Strategic intent – a concise, motivational leadership statement of what we’re setting out to do strategically
o Vision - description of what your organization will look like and be operating in 3 years (a hypothesis of desired outcomes)
o Market/Industry Assessment - assessment of the viability of the technology/industry in which unit operates (size, forecast/trends, drivers)
o Key Initiatives – programs, activities, partnerships, and major initiatives which are the means to meeting your strategic objectives
o Resources needed (people, money, etc)
o The payoff – the strategic outcomes (e.g. increased member involvement, changes in unit culture, financial stability)
o Risks to the plan - e.g., losing sight of plan with changes in unit leadership; not getting buy-in from key share-/stakeholders; external organizations competing for same opportunities and volunteers.
Challenges now include communicating your plan to members in your District, getting buy-in, being willing to let go of what doesn’t fit your strategic objectives, staying committed to those that do, and measuring your progress along the way. In other words, managing the strategy. ASME has a tool in place to help with this.
Balanced Scorecard Overview
The elements of strategic management include:
• Getting started – Conduct self-assessment & formation, leading to the creation of a strategic plan
• Communicating the strategy - Set objectives, tell the story & why it’s important
• Determining strategic measures - Define what will quantify the impact of our efforts
• Identifying targets - Define what constitutes success
• Creating initiatives to align unit programs and activities with strategy - What do we need to do to achieve our strategy?
• Monitoring and Reporting - How are we doing? Are we staying on track?
Putting Strategy into Action - ASME is now using the Balanced Scorecard (BSC) as a framework to help unit leaders communicate their strategic plan and translate it into operational objectives. The BSC provides several advantages:
o A method of translating your strategic plan into a simple visual map, to allow quick and easy communication.
o Helps clarify the key resources and competencies needed and to use them most effectively.
o Keeps your unit on the right path to succeed in achieving its strategy.
o Helps your volunteers stay focused.
The BSC has been used for several years at ASME, starting at the top levels of the Society (Board of Governors), and cascading down to the operating boards of the five sectors, and in FY09 to the GCOB level. Once you have gotten started and written your strategic plan, you can use the BSC process to manage your strategy. The BSCs for all ASME K&C units map back to the Society Strategy map/BSC (Appendix J) and the K&C strategy map/BSC.
Strategy Map: A depiction of your strategic objectives, expressed in terms of various perspectives of a unit’s operation: its customers; its financial performance; what it does (core competencies, programs, activities, products and services); and the human resources needed to carry out what it does (knowledge and skills of leaders and volunteers). The BSC Strategy Map for the Knowledge and Community Sector is included in Appendix K.
Scorecard: A table that summarizes the objectives, measures, targets, and initiatives set up to support the implementation of your unit’s strategy; you decide how frequently you will monitor and report on the measures you have established, to provide an update on your progress along your strategic plan. The Balanced Scorecard for the Knowledge and Community Sector is included in Appendix L; it is updated quarterly.
Measures: How success in achieving the strategic objectives will be evaluated and tracked.
Targets: The level of performance or rate of improvement for each measure.
Initiative: Key action programs required to achieve objectives, utilizing resources most effectively.
The Strategy Maps for the Society and the K&C sector are available in Appendices J and K, respectively, and the K&C Balanced Scorecard, which charts the progress of the measures, targets and initiatives toward K&C’s strategic objectives, is in Appendix L. In-depth training on the Balanced Scorecard is provided by the VOLT Academy.
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District F
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