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Nominating a Winner: Your Package is Your Candidate

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Learning Objective: Explore the BEYA nominations process

Career Communications Group is committed to selecting and reviewing the most talented and accomplished leaders in STEM. Each year, our selection committee gets the opportunity to meet these candidates through nomination packages. We want to ensure that your candidate’s value, contributions, and talents are clearly expressed. This workshop will provide government, military, and corporate communities with a step-by-step review of designing a nomination package that conveys the greatness of your organization. As many of you know, becoming a BEYA winner is a highly respected honor that reflects appreciation and commitment to honoring service, diversity, and outstanding leadership.

At the end of the workshop, participants will:

a. Become familiar with the selection and award process.
b. Be able to identify best practices for recommendations.
c. Become familiar with the requirements for preparing a nomination package.
d. Learn where and how to access resources and support.

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Nominating a Winner: Your Package is Your Candidate

  1. 1. Nominating A Winner: Your Package is Your Candidate* Mark D. Vaughn, Ph.D. Manager, Technical Talent Pipelining and Lead, Office of STEM Corning Incorporated * Adapted from the presentation originally created by Angela Barbee-Hatter and Ted Imes
  2. 2. Nominating a Winner: Your Package is Your Candidate 2 Purpose of Awards To Recognize the Most Talented and Accomplished Leaders in STEM At the end of workshop: A
  3. 3. Workshop Agenda • BEYA Selection Process • Award Category Descriptions • Nomination Package Preparation Tips – 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 3 A
  4. 4. BEYA Selection Process 4 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 T
  5. 5. BEYA Selection Process 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 5 WHAT THE SELECTION PANEL LOOKS FOR IN EACH NOMINEE A
  6. 6. BEYA Selection Process 6  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 typically recuse 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 A
  7. 7. Award Category 7 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 A
  8. 8. Nomination Package Preparation Tips: General Logistics – Overview 8  Step by Step Review of Nomination Packet  Tips to Convey Candidate’s Contributions, Talents, and Overall Accomplishments  Package Submission  Checklist  Website T
  9. 9. Nomination Package Preparation Tips: General Logistics – How to Apply 9 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 nominations within your organization • Create an internal review group to select a list of candidates from which your organization will submit nomination packages A
  10. 10. Nomination Package Preparation Tips: General Logistics – How to Apply 10 What is Required to Complete the Nomination Package? Timeline: Gathering the Nominee Information After Nomination A
  11. 11. Nomination Package Preparation Tips: General Logistics – Checklist 11 Checklist  Cover Page  Table of Contents  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 A
  12. 12. Nomination Package Preparation Tips: General Logistics – Checklist 12 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 A 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
  13. 13. Nomination Package Preparation Tips: Nomination Form 13 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 T
  14. 14. Nomination Package Preparation Tips: Current Biography or Resume 14 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 moves • 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) A
  15. 15. Nomination Package Preparation Tips: Full Job Description or CV Full job description or curriculum vitae (CV) 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 15 A
  16. 16. Nomination Package Preparation Tips: Organizational Chart The Content of this section should show nominee’s leadership chain of command. The Org Chart should show where the nominee is in the overall organization. Can show additional organization chart for the overall company organization and the relation to the nominee’s organization. 16 T
  17. 17. Nomination Package Preparation Tips: Organizational Chart T
  18. 18. Nomination Package Preparation Tips: Organizational Chart 18 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) T
  19. 19. Nomination Package Preparation Tips: Organizational Chart 19 Research & Development Finance Human Resources Operations Product Marketing VP Include the Org Chart that shows your org’n. T
  20. 20. 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 candidate’s name in publication ‒ Think about relevance of publication as it relates to the award • Quality over quantity • More is not necessarily better 20 A
  21. 21. 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 21 Structure Content T
  22. 22. Nomination Package Preparation Tips: Letter of Recommendation 22 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 & Technology Note: Individual letters should appear in the order of your table of contents. T Table of Contents:
  23. 23. 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.) Awards and Recognitions ‒ Highlight the person receiving recognition ‒ Should be recent  within past 5 years or so ‒ Picture of plaques, trophies, etc. or copies of certificates 23 A
  24. 24. Nomination Package Preparation Tips: CD CD containing an electronic copy of the complete nomination package (including digital photograph in separate file) 24 A CRITICAL REQUIREMENT
  25. 25. Nomination Package Preparation Tips: Photograph 25 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 T
  26. 26. Website 26 Complete Nomination Package can be downloaded from CCG website : A NEW! Nomination Packet Online Application
  27. 27. Summary Your Package is: Your Story  Be complete Your Reputation  Be consistent Your Brand – Be memorable Your Package is: 27 A Your Candidate  Be excellent!
  28. 28. Mark D. Vaughn, Ph.D. vaughnmd@corning.com Please email me if you’d like an electronic copy of a winning packet 28 T

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