ASME Merit Funding Program Webcast

ASME Merit Funding Program Webcast Friday, May 11, 2007 at 7:00 AM EDTFriday, May 11, 2007 at 3:00 PM EDTSaturday, May 12, 2007 at 11:00 AM EDTMonday, May 14, 2007 at 8:00 PM EDT

Discussion Topics • Program Objectives • Section Merit Funding • Program Details • Section Communications • Section Activities for Members • Provide Opportunities for Members’ Professional Growth • Aid in the Development of the Engineering Profession • Section Operations • Partner with Engineering Organizations (Districts G – J) • Timeline • Filing Requirements • Contact Information • Questions

Program Objectives • Replace section appropriation 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 secure funding for future activities • Develop criteria that are not prescriptive, but that set a roadmap and incentives for enhanced section performance

Section Merit Funding • Covers program year starting July 1 to June 30 • 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 no later than 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

Section Merit FundingContinued • Reporting Criteria with varying weights: • Section Communications • Section Activities for Member • Provide Opportunities for Members’ Professional Growth • Aid in the Development of the Engineering Profession • Section Operations • Partner with Engineering Organizations (Districts G – J) 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.

Program Details • Four grading levels (Excellent; Good; Fair; and ‘Funding Withheld – Pending District Level Review’) • Funding formula – 100% for Excellent; 75% for Good; 50% for Fair; and Zero for ‘Funding Withheld’. • Funding formula takes into account unit size, 100% Amount = $x per member for first 250 members, plus $x per member for each member over 250 members. • Full FY08 budgeted amount ($350K) to be distributed. (Covers activities that occurred in FY07) Note: The goal is for all sections to achieve “Excellent” status

Item 1 Section Communications • Maintain a website with up-to-date officer contact information • Maintain regular communications (newsletters to members via website, US Mail, or email) Performance Grading Scale: 1 = No current website, no section notices to members. 2 = No current website, and at least 2 newsletter communicated. 3 = Updated Section website, and 1 or 2 newsletters communicated. 4 = Updated Section website, and 3 or 4 newsletters communicated. 5 = Updated Section website, and 5 or more newsletters communicated. Weight = 3

Item 2 Section Activities for Members • General meetings (tours, technical presentations, social outings, and etc.) • File “Unit After Activity Reports” • Co-sponsor activities with other technical and local organizations Performance Grading Scale: 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. Weight = 5

Item 3 Provide Opportunities for Members’ Professional Growth • 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 sub-category

Item 3 Provide Opportunities for Members’ Professional Growth Continued • 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 sub-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 Weight = 5

Item 4 Aid in the Development of the Engineering Profession • 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

Item 4 Aid in the Development of the Engineering Profession Continued • 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). Weight = 5

Item 5 Section Operations • 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@asme.org. • Conduct 15 min. member benefits program at ONE section meeting • Update Section History

Item 5 Section OperationsContinued 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). Weight = 2

Item 6 Extent of Partnership with Local/ National Engineering Organizations (NEO) or Integrating Activities with Other ASME Sections (OAS) in District –Dist G-J ONLY • (This is an optional item that can be used to replace either Item 3 or Item 4) • 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

Item 6 Extent of Partnership …. – Dist G-J ONLYContinued • Have a representative in technical committees of local/national bodies: 1 point • Hold joint technical talks 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

Item 6 Extent of Partnership …. – Dist G-J ONLYContinued • Organize ASME sponsored-conference 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. Weight = 5

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.

Proposed Timeline • Informational Web Casts - May 07 • Now through Oct.1 – Sections prepare all necessary reports (Financial, Budget, Unit After Activity report) and file by Oct.1 • Now through Oct. 1 – Sections file Merit Funding Report – You will be notified that your report is received. • Oct. 1 through Oct. 16 – ASME Unit Support to process and verify reports • Oct. 1 through Oct. 16 – District Leaders and ASME Unit Support staff to contact all sections that did not submit reports

Proposed TimelineContinued • Oct. 17 through Oct. 23 – Unit Support staff (using Merit Funding Formula) to determine section funding levels • Oct. 24 through Nov. 6 – Unit Support staff to complete payment authorizations and submit to ASME Accounting for payment • Nov. 7 through Nov. 17 – Payment processing and distribution

Important Filing Requirements File your section’s reporting forms: • Unit Budget & Financial Reports (no later than Oct 1) • After Activity Reports (no later than Oct 1) • Merit Funding forms (no later than Oct 1) All can be accessed on the Local Leadership Toolbox http://districts.asme.org/leadershiptoolbox/ Notify ASME of your current section officers (no later than Oct 1): Section chairs have the option of directly entering officers online using the access to the online roster. If you have any questions on how to do this contact Jessica Albert at albertj@asme.org. You can also submit a hardcopy of your officer listing. The forms are available on the Local Leadership Toolbox under “Section Officers & Committees Information Form”

Contact InformationDistrict Leaders District A Karen Ohland (FY08) Ohlandk@asme.org District B Leonard Anderson (FY07) andersonl@asme.org District C Kambiz Farhang (FY08) farhangk@asme.org District D Bill Robbins (FY09) robbinsw1@asme.org District E John F. Hawkins (FY 08) jhawkins@gtexhaustsystems.com District F Richard Bunce (FY09) buncer@asme.org District G Kok-Chuan Toh (FY09) mkctoh@ntu.edu.sg mkctoh@msn.com District H Flavio J.B.F. Franco (FY09) flavio.franco@power.alstom.com District I Carlos Lasarte (FY07) lasartec1@asme.org District J Hasan Sabri (FY07) hasan.sabri@aramco.com

For More Information Burt Dicht, Managing Director Knowledge and Community Sector ASME Headquarters Three Park Avenue New York, NY 10016 212-591-7074 dichtb@asme.org

Questions

Questions Q. Can our section use last year’s forms since we planned this year’s activities from that form? A. The District Leaders have agreed to allow sections the choice of using last year’s version or the new form. Sections can submit the form that optimizes their score. Both forms will be posted on the Local Leadership Toolbox.

Questions Q. Can the filing deadline be moved to Sept. 1 for all merit funding forms to speed up the payment process? A. For the current filing year this will not be considered. It has the potential to cause confusion. But this is a possibility for FY09 and needs to be discussed further.

Questions Q. What is the FY08 Merit Funding Budget? A. $350K has been approved by the Committee on Finance and Investment. The FY07 Budget was $310K. $312K was paid out to 140 sections.

Questions Q. If a section scores below 59 points, does “Funding Withheld” mean the section receives no funding? A. No. “Funding Withheld” is just a trigger for further action by the District Leader. All of merit funding forms are reviewed by each District Leader. The District Leader might then contact the section to learn more about the circumstances. The District Leader then makes a recommendation to the Global Communities Operating Board for an action. If your section does score below 60, please be sure to include any pertinent information that can help the District Leader make a determination. In FY07 all sections that submitted merit funding forms received funding.

Questions Q. In Item 1, Section Communications, is hosting a section Community of Practice (CoP) eligible for credit? A. CoPs are excellent tools to aid in communications. If your section is using a CoP list this under “Significant Section Activities Not Covered.”

Questions Q. Are subsections and groups eligible for merit funding? A. At this time subsections and groups are not eligible for merit funding. This program takes into account the size of a section. So the members of a subsection or group are being counted in the parent section and the base funding (before it is multiplied by the merit factor) is based on that total membership. The parent section can also count the activities of the subsection in its merit funding report (thus increasing the score if the subsection was active). The parent section would then provide the funding to the subsection (or group). If the subsection did not increase the score because it had no activities, the section could opt not to provide funding. If your subsection does not have an active parent section or no arrangements have been made with the parent section to coordinate payments, inform your District Leader. The District Leader has the final approval on all merit funding payments.

Questions Q. In Item 3, Members Professional Growth, does providing PDH certificates to attendees at section meetings meet the PD course requirement? A. No. The requirement here is for an organized PD or short course to be offered by the section. Offering PDH credit for attending technical meetings is encouraged, but it is not the same as offering a dedicated short course with an instructor.

Questions Q. In Item 3, Members Professional Growth, does sending section officers to a professional development course count for credit? A. No. To earn credit the section must co-sponsor or sponsor a professional development or short course. The activity must be targeted to all members of the section and the engineering community. Sections have the freedom to partner with other organizations to offer a course, but the section must play a role in organizing the course to earn credit.

Questions Q. In Item 3, Members Professional Growth, does recognizing section volunteer leaders count as bestowing an award? A. No. Recognition of volunteer leaders for their service as a result of a position they held is strongly encouraged, but that is not the same a nominating or bestowing an award that has a set process for nominations and is awarded on an annual or regular basis. Awards are for significant achievement to the Society and or the profession and also involve a selection process. The section can earn credit either by bestowing its own award or nominating a member for a district, division or Society award.

Questions Q. Does a course offering Continuing Education Units (CEUs) count for credit in Item 3 (Members Professional Growth) in place of PDHs? A. Yes. CEUs are actually more verifiable than PDHs and are offered only after the course is registered with the independent board that monitors the CEUs. 1 PDH is = 50 minutes of instruction. 1 CEU is = 10 PDHs so that would qualify.

Questions Q. In Item 4 (Development of Engineering Profession), does a single $1000 scholarship count as only one activity earning one point? A. Yes. The threshold is a combined $200, which counts as one activity. A single $1000 scholarship is one activity. Two $500 scholarships count as two activities and would earn two points. The intent here is to allow sections that don’t have large financial reserves the ability to contribute and earn credit. It was felt that sections that can afford to give $1000 contributions will likely continue to do that, even though they earn the same credit with a $200 contribution.

Questions Q. In Item 4 (Development of Engineering Profession), does a making a contribution to an outside organization count? A. It depends what the contribution is for. The criteria here is supporting educational programs and student development. That could mean direct aid to students (scholarships), donations to universities, support of K-12 activities, support of student section programs, or supporting student attendance at an ASME technical meeting or conference. If the donation falls outside of these categories you should include it in the “Special Consideration” section.

Questions Q. In Item 5, Section Operations, does participating in the Merit Funding Webcast count as an activity? A. Yes, having a section officer participate in any of the merit funding webcasts counts as an activity. (This also includes webcasts that have occurred at other times during the past program year.)

Questions Q. In Item 6, what is the nature of a NEO coordinating meeting? A. This could be as simple as an annual meeting with a NEO to lay out the program year or specific meetings related to coordinating efforts on joint programs or discussions of other collaborative activities.

Questions Q. Who decides if an activity or program that is above and beyond normal programming can earn special consideration for credit? A. The District Leader. Every section’s form is reviewed by the district leader representing that section. The district leader, after reviewing the activity and determining whether it has merit, can add points to that section’s overall score. All of the district leaders, as part of the Global Communities Operating Board (GCOB), then make the final determination on scores and payments.

Questions Q. Is there consideration to add points for getting forms in early or detracting points for filing the forms late? A. At this point no. Because of the nature of this program, no payments can be made until the GCOB is sure that all of the sections that wanted to file have filed. That is because all of the funds are used and the formula cannot be determined until all of the forms are in. The process is delayed if there are administrative efforts necessary to track down the sections that have not filed. So late filers do impact the process. The GCOB will consider one of these methods for FY09.

Questions Q. Do sections lose points if the “After Activity Reports” are filed after the 14 day requirement? A. At this point no. Sections are given credit for all reports filed, including those filed just prior to the merit funding deadline. But sections are strongly urged to file these reports promptly to insure the accuracy and completeness of their activity record. This will also be studied further by the GCOB. Note; Staff will begin posting all of the reports on the Community of Practice at the end of every quarter. http://cop.asme.org/COP/SectionUnitActivityReports/

Questions Q. Who Do I Contact For Questions? • Comments or questions about Merit Funding should be sent to meritfunding@asme.org • Use the Community of Practice (CoP) to post questions, to make comments and to review materials: http://cop.asme.org/COP/MeritBasedSectionFunding/ • Submit an article or a best practice to bestpractices@asme.org • Questions on how to do update officer list: contact Jessica Albert: albertj@asme.org • For more information: dichtb@asme.org

ASME Merit Funding Program Webcast