Nominating a Winner: Your Package is Your Candidate

February 6-8, 2014 | Washington, DC


NOMINATING A WINNER: YOUR PACKAGE IS YOUR CANDIDATE

Angela Barbee-HatterGeneral Motors

BEYA Selection Committee

Chairperson

Dan EllermanNorthrop Grumman

BEYA Selection Committee Member


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Nominating a Winner: Your Package is Your Candidate

Purpose of Awards To Recognize the Most Talented and Accomplished Leaders in STEM

At the end of workshop:

o Participants will have:Better clarity of the selection and

award processA step by step review of

Nomination Package contentAn understanding of how to

access resources and support

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Workshop Agenda

BEYA Selection Process 10 min Award Category Descriptions 5 min Nomination Package Preparation Tips 65 min

– General logistics– Nomination Form – Bio, Resume, and Job Description– Organization Chart– Technical Papers / Journals / Articles– Letter of Recommendation– Other Supporting Material and CD– Photo Requirement

Website Summary / Q & A

10 min

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BEYA Selection Process

Selection Committee

Identification

Form sub-committee teams based on award

categories

Award submission review by individual

committee members

Sub-committee members rate and rank

candidates

Top nominees discussed among sub-

committee teams examining subjective

and objective information

Sub-committee determines top 3

candidates by consensus

Top candidate presentation prepared

for entire selection committee

Sub-committee may make recommendation

for the Black Engineer of the Year Awardee, if

applicable

All recommendations are submitted to the

executive committee for final review

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Unique; may be a pioneer in their field.

Substantial Sphere of Influence, including financial, managerial, and cross-functional responsibility.

Respected within their organization and has substantial internal and external leadership support.

Innovator in technology or management of technology or both.

Role Models; a leader working in any area of science, engineering and technology

Able to Excite Students, as well as government, military, and corporate communities

Individuals who have Overcome Adversity and/or are the first (or one of few) in their field

WHAT THE SELECTION PANEL LOOKS FOR IN EACH NOMINEE

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Key Objectives: Highlight individual achievement, celebrate personal excellence and create role models.

Committee’s Goal: Select the best people for every award

Note: Committee members may exclude themselves from the scoring process of candidates from their own company or military branch to ensure that there is no bias in the selection process.

INTEGRITY OF PROCESS

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Award Category

Candidate Submission Complexities‒ Multiple Candidates Same Category

• Stellar candidate gets buried• Appearance of “stacking the deck”

‒ Same Candidate Multiple Categories• Appear indecisive• Causes redundancy for Selection Committee

Internal Pre-screening‒ Competitive Awards

• Focus on select few with greatest potential• Consider internal recognition for candidates

not submitted‒ Non-Competitive Recognition

• Ex: MDTL• Limit number of submission

DESCRIPTIONS

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Nomination Package Preparation Tips: General Logistics – Overview

Step by Step Review of Nomination Packet

Tips to Convey Candidate’s Contributions, Talents, and Overall Accomplishments

Package Submission

Checklist

Website

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Nomination Package Preparation Tips: General Logistics – How to Apply

How Do I Get Started?• Embrace the nomination process as something

that is valuable• Enlist senior executives and employee resource

groups• Send out a call for nomination within your

organization• Create an internal interview group to select

candidates from whom your organization will submit nomination packages

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Nomination Package Preparation Tips: General Logistics – How to Apply

What is Required to Complete the Nomination Package?

Timeline: Gathering the Nominee Information

After Nomination

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Nomination Package Preparation Tips: General Logistics – Checklist

Checklist Cover Page Table of Content Cover letter / Reason for nomination Nomination form Current biography or resume Full job description or curriculum vitae Organizational Chart Papers and articles by and / or about

the nominee Letters of recommendation Other significant supporting materials CD containing an electronic copy of

the complete nomination package Recent color photograph

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Nomination Package Preparation Tips: General Logistics – Checklist

Checklist Cover Page Table of Content Cover letter / Reason for nomination Nomination form Current biography or resume Full job description or curriculum vitae Organizational Chart Papers and articles by and / or about

the nominee Letters of recommendation Other significant supporting materials CD containing an electronic copy of

the complete nomination package Recent color photograph

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Complete Package

…Supporting Data …

Endorsements …

Recognitions

What is significant about

accomplishments?

What’s your story? How

is it unique?Incomplete

Packages Are Disadvantaged

And May Be Rejected


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Nomination Package Preparation Tips: Nomination Form

Most Recent Nomination Form Completeness of form Missing information creates issue Discrepancies between the form and

information in the detailed package Importance of Nominator

‒ Relevance of position/level in the organization/military branch

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Nomination Package Preparation Tips: Current Biography or Resume

Strongly recommend BOTH biography AND resume‒ Biography should:

• Tell a story of your journey not just career but personal background• Highlight what makes you unique; what will inspire• Concise; to the point Recommended length = 2 pages or less

‒ Resume should:• Include clear, comprehensive timeline of assignments explain gaps• Indicate promotions or lateral move• High-level description of responsibilities and what was accomplished• Use general terminology, not internal corporate or military jargon• Include education and training dates, school, degree(s) and/or certificate(s)

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Nomination Package Preparation Tips: Full Job Description or CV

Full job description or curriculum vitae (CV) of should include details of current job assignment

‒ Specific responsibilities‒ Budget‒ Span of control‒ Sphere of influence‒ Indirect organization‒ …etc.

Recommended length ~ two (2) to three (3) paragraphs

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Nomination Package Preparation Tips: Organizational Chart

The Content of this section should shows nominee’s leadership chain of command.

The Organization Chart should show where the nominee is in the overall organization.

Can show additional organization chart overall company organization and the relation to the nominees organization.

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The Organizational chart should show a direct line from the CEO to where you are in the organization

Pictures should be used

The Committee prefers to see this kind of Org Chart.

President / CEO(photo)

Senior Vice President(photo)

You(photo)

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Research & Development

Finance Human Resources

OperationsProduct

Marketing

VP

Include the Org Chart that shows your organization.

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Nomination Package Preparation Tips: Papers and Articles

Papers/Journals/Patents/Articles by and/or about the nominee

‒ Include high-level summary or technical abstract

‒ Spell out acronyms

‒ Highlight candidates names in publication

‒ Think about relevance of publication as it relates to the award

• Quality over quantity

• More is not necessarily better

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Nomination Package Preparation Tips: Letter of Recommendation

• Create a LOR section • Create a LOR table of contents• Secure letters from various

levels of the organization• Secure letters from external

customers and other stakeholders (group the various sources)

• Letter should be 1 page in length• Letter must be signed

• Quality of content and specifics of interactions with candidate

• Quantify achievements• Avoid “form” letters• Use easy to read language• Spell acronym on the first

usage• Ensure the letter is address to

the proper committee and identifies award category

Structure Content

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Nomination Package Preparation Tips: Letter of Recommendation

John Doe Chief Executive Officer

Jane Doe Senior Vice President, Engineering

Mary Doe Vice President, Human Resources

William Doe Director Supply Chain

Lynne Doe Manager, Engineering and Technology

Note: Individual letters should appears in the order of your table of contents.

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Table of Contents:


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Nomination Package Preparation Tips: Other Supporting Material

Represent the nominee’s impact, influence and involvement in the success of others and of their accomplishments.

Pictures of the nominee ‘in action’ i.e.: talking to employees, students, with customers, staff, etc.

Award and Recognition

‒ Highlight the person receiving recognition

‒ Should be recent within past 5 years or so

‒ Picture of plaques, trophies, etc. or copies of certificates

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Nomination Package Preparation Tips: CD

CD containing an electronic copy of the complete nomination package (including digital photograph in separate file)

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CRITICAL REQUIREMENT


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Nomination Package Preparation Tips: Photograph

Professional photographs Professional Attire should be worn

‒ Business attire for women‒ Dark suit and tie for men‒ Military service dress uniforms

Specifications for photographs:– Include Color or B&W print (5”x7” – 8”x10”)– Digital photographs

• High-resolution only (>300DPI)• EPS, JPEG, or TIFF format.

Do not send Ink Jet Printouts

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Nomination Package Preparation Tips: Photograph

Specifications for photographs:– Color or black & white photographs – maximum size 8”x10”;

minimum size 5”x7”– Digital photographs – High-resolution only. Minimum 300 dpi

resolution. EPS, JPEG, or TIFF format. Minimum size 5”x7”. Please DO NOT send photos in Microsoft Word or in PowerPoint. Save files as “firstname_lastname.filetype.” such as John_Smith.jpg

– DO NOT send inkjet printouts of photos

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Website Complete Nomination Package can be downloaded from CCG website :

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NEW! Nomination PacketOnline Application


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Summary Your Package is:Your Story Be completeYour Reputation Be consistent Your Brand – Be notable

Your Package is:

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o Participants should now have an understanding of: The selection and award process The complete contents of the Nomination

Package Where to access the awards material

Your Candidate Be excellent!


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Questions?


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Workshop Agenda

BEYA Selection Process 10 min Award Category Descriptions 5 min Nomination Package Preparation Tips 65 min

– General logistics (Angela)– Nomination Form (Dan)– Bio, Resume, and Job Description (Angela)– Organization Chart (Dan)– Technical Papers / Journals / Articles (Angela)– Letter of Recommendation (Dan)– Other Supporting Material and CD (Angela)– Photo Requirement (Dan)

Website Summary / Q & A 10 min

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Nominating a Winner: Your Package is Your Candidate

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