Assessment Group ReportOutreach Committee

• Lead & Outreach Chair Elect FY18: Susan Mengel

• Members: Margarita A Chi Miranda, Marika Crider, Brittney Cummins,

Emily Fritsch, Lisa Gilman, Neetu Jain, Melissa Jones, Amelia King,

Kartina Paolini

• SWE Outreach Coordinator: Darcy Andersen

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Assessment Work Group FY 18 Goals and TasksGoal Current Radar Tasks

Data Collection • IIBI

• OMT

• SWENext

• Web

• DesignLab

• Outreach/SWENext Store

• Assessment Made Easy

Toolkit (easier format)

• WE 17 – IIBI (new Expo vendor, high school, middle school,

parent/educator surveys) – send to Christine Paulsen at CEG,

preliminary survey count

• Monthly - OMT, SWENext, Web Collection

• Twice Monthly – OMT Data Cleaning

Reporting • IIBI Analysis

• OMT Analysis

• SWENext Analysis

• Web Metrics Analysis

• Newsletter – SWE

Counts

• NA • Monthly – OMT, SWENext, Web for Outreach Committee, Region

Governors, SWE Board of Directors

• WE 17, Region Conferences/Leadership Summits – Region

Governor Report

• Individual – PDG, Region Data/Report Pulls

• WE 17 IIBI Report release

• Newsletter – mid-monthly release, Outreach Listserv, Alltogether

Blog

Team Workflow • IIBI – Volunteers

• Policy Documents

• Data Collection,

Reporting, and Analysis

Oversight

• Collection and Reporting

Transparency

• Error Reduction

• WE 17 IIBI Volunteer Call, Assignment

• Policy Document Drafts

• Workflow Review and Improvement

• SWENext Application Review for input error reduction

• OMT Survey Review for input error reduction, OMT instructions

expanded, OMT new version deployed for FY18

• Outreach Survey Draft Reviews

• In-depth SWENext data analysis

• In-depth OMT data analysis

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July 2017 Report – What’s New?

• July 2017 begins FY18 data and analysis

• SWENexters Facebook (1095 members)

• 4631 total SWENexters of which 2949 are currently participating and 1682 have graduated

• 313 SWENextEd newsletter subscribers

• 11 new entries in the Outreach Metric Tool (OMT)

• 155 girls impacted

• A new version of the Outreach Metric Tool Survey debuts for FY18

• Includes input error correction

• Includes an up-to-date section number and name list dropdown

• Sneak peek on the next 2 slides

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Assessment Group FAQ

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What Does the Assessment Group Do?

• The Assessment Workgroup facilitates the collection, analysis, and reporting of outreach data on a monthly basis to the Outreach Committee and other interested SWE constituents

• Data reported on a monthly basis to the Outreach Committee includes• SWENext

• Outreach Metric Tool (OMT) survey

• Outreach web metrics

• Data is reviewed and cleaned to delete incorrect entries and fix incomplete entries• Please encourage members to respond as soon as possible to Assessment Workgroup queries

concerning data entries, particularly the OMT survey entries

• Issues with the data will be resolved as soon as possible, however, in the event a resolution is not found within a few days of the query, the data will be tabled for possible inclusion in a later monthly report

• The data review process is manual and may require the tracking of several email threads until resolutions are made

• Monthly reports are planned to take place on the seventh of the month if no unforeseen delays occur and include from the start of the fiscal year to the end of the prior month

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Special Requests to the Assessment Group

• Please contact Susan Mengel, Assessment Group Lead, at susan.mengel@ttu.edu,

for data and report requests

• To avoid duplicative and conflicting requests, please appoint one designated representative for

the request, such as a region outreach advocate or section outreach committee chair

• For special requests not typically part of the current monthly reports, such as for up-to-date,

within-the-month official data reports on PPT slides with graphs or official PPT monthly report

changes, please allow a lead time of 1 to 2 weeks

• Lead time is needed for data pulls, data cleaning, data analysis, and review

• Certain requests for current fiscal year raw data may be made at the approval of the

Outreach Chair, for example, to verify correct entry in a survey

• OMT raw data may be supplied to officially designated SWE constituents, but should not be

shared publicly or released to anyone externally

• SWENext data concerns minors and may not be released, but Darcy Andersen,

darcy.andersen@swe.org, can assist those needing to send event flyers to SWENexters in their

area

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Outreach Metric Tool Survey Data

• The data in the OMT Survey is utilized by sections, committees, regions, and the international organization to plan and make decisions about outreach

• The quality of the data is critical to the mission of these constituents

• The OMT Survey measures the impact of SWE outreach events on K-12 students as well as parents and educators of K-12 students

• Events eligible for inclusion in the OMT Survey are those with K-12 students and/or parents/educators of K-12 students

• Please utilize the comments field (Bonus Question) of the survey to clarify K-12 participation

• Event examples include individual mentoring sessions, group presentations, one- and half-day workshops, weeklong summer camps, weekend engineering expos, and competitions

• Only the event itself with the K-12 participants should be reported rather than any grant writing, planning meetings, or other preparations leading up to the event

• To avoid duplicate, conflicting, or incorrect entries, please designate one SWE member to report the event in the OMT survey who has the official counts, SWE section name, and event information

• If any information is missing or known to be incorrect, please wait until it is supplied or corrected before entering the event

SWENext MembershipData Summary FY18

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SWENext Report FY18

• If every section in each region recruits 5 new SWENexters, we will meet our goal of 5000 total current SWENexters and impact a new generation of potential engineers – We appreciate your help!

• We have 4631 total SWENexters of which 2949 are currently participating and 1682 have graduated.• Our current goal is 5000 total current SWENexters.

• All students: 4545 June 2017 to 4631 July 2017 – up 86 (~2%)

• Current students: 2894 June 2017 to 2949 July 2017 – up 55 (~2%)

• Region D leads with 509 SWENexters, Region E with 486 and Region H with 432.

• We have 260 Educator Members• 245 June 2017 to 260 July 2017 – up 15 (~6.1%)

• We have 313 SWENextEd newsletter subscribers• Our current goal is 500 total SWENextEd newsletter subscribers

• 302 June 2017 to 313 July 2017 – up 11 (~4%)

• The SWENext report includes graphs showing a breakdown by region and individual section• Mal sections are <region letter>049

• Region Z is international

• N/A is used for data with missing fields

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SWENext– FY18

Before

FY18Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May June

All Students 4545 4631

Current Students 2894 2949

Graduated Students

1651 1682

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SWENext– FY18

Added Each Month Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May June Total

Students 86 86

Parent/Guardians 81 81

SWENext Adult Advocates 17 17

K-12 Educators 15 15

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SWENext– FY18

Before

FY18Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May June

SWENext Student Members 2894 2949

SWENext Parent/Guardian Members 1381 1462

SWENext Adult Advocate Members 800 817

SWE K-12 Educator Members 245 260

SWENextEd Newsletter Subscribers 302 313

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SWENext– FY18

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SWENext– FY18

A B C D E F G H I J Z Grand Total

SWENext Student Members by Region - Actual 147 298 243 509 486 240 259 432 197 103 35 2949

New SWENext Student Members by Region - Actual 7 6 7 12 9 8 7 15 3 1 0 75

SWENext Student Members by Region - FY18 Goal* 130 225 230 325 360 230 190 385 160 150 85 2470

SWENext Clubs by Region 6 13 7 15 9 5 3 4 1 0 1 64

*If each section in a region recruits 5 new SWENexters

Outreach Metric ToolData Summary FY18

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Outreach Metric Tool Report FY18

• We have 11 entries in the Outreach Metric Tool (OMT)• 29 entries on July 2016 versus 11 entries on July 2017

• Regions A, F, G, and H lead the way each with 2 entries

• Events/Activities planned by SWE Sections• 7 events

• 67 girls impacted

• 17 SWE member “volunteer occasions”

• 0 Parents & Educators Programs

• 0 K-12 Educator Programs

• All Events/Activities• 11 events

• 155 girls impacted• Our current goal is 85,000 total girls impacted

• Leading the way: Region G with 52 girls, Region A with 36 girls, Region F with 32 girls

• 24 SWE member “volunteer occasions”.

• 0 Parents & Educators Programs• Our current goal is 120 total Parent & Educator Programs

• 0 K-12 Educator Programs

• What’s New?• We are at the start of our new fiscal year FY18

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Outreach Metric Tool Report

• We are starting to analyze the OMT data for interesting insights; we welcome

your ideas for information you would like to have

• We have updated the OMT survey with input checking, error handling, and

clearer instructions

• We have added more instructions for the type of data that should be entered

into the OMT on the SWE web site and at Survey Monkey itself

• We are still experiencing data cleaning issues as duplicate entries and non

K12-event entries into the OMT – please encourage members to respond to

our emails about entries in question

• Thank you for encouraging your members to submit K12 outreach event data

for the SWE fiscal year from July 1, 2016 to June 30, 2017, so that we made

it to our FY17 goal

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OMT Data Cleaning FY18Month New Entries Entries Deleted/Checked

July 2017 27 16

Aug 2017

Sep 2017

Oct 2017

Nov 2017

Dec 2017

Jan 2018

Feb 2018

Mar 2018

Apr 2018

May 2018

June 2018

• Around 5% to 10% of all new entries in the OMT survey are deleted, modified, or checked

• The process is manual and takes time to find such entries

• Each new entry is checked to see that it is an outreach event rather than something like a planning or community

service event unrelated to outreach.

• Emails are sent to the OMT survey event submitter to make sure the entry should be omitted from the OMT survey

• We also respond to requests to correct or add additional information to individual survey entries

• We check for duplicate entries

• We have input checking now and July 2017 entries deleted/checked were blank entries

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Outreach Metric Tool – FY18

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Outreach Metric Tool – FY18

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Outreach Metric Tool – FY18A B C D E F G H I J Z Grand Total

SWE Lead Events 0 0 0 1 1 2 1 1 1 0 0 7

SWE Lead Events with PEP Program 0 0 0 0 0 0 0 0 0 0 0 0

SWE Lead Events with K12 Educator Program 0 0 0 0 0 0 0 0 0 0 0 0

Girls Participating at SWE Lead Events 0 0 0 2 7 32 12 7 7 0 0 67

PEP Participating at SWE Lead Events 0 0 0 0 3 9 0 0 1 0 0 13

SWE Volunteers at SWE Lead Events 0 0 0 5 1 6 2 2 1 0 0 17

Other Volunteers at SWE Lead Events 0 0 0 2 0 0 5 0 0 0 0 7

All Events - Actual 2 0 0 1 1 2 2 2 1 0 0 11

All Events with PEP Program 0 0 0 0 0 0 0 0 0 0 0 0

All Events with K12 Educator Program 0 0 0 0 0 0 0 0 0 0 0 0

Girls Participating at All Events 36 0 0 2 7 32 52 19 7 0 0 155

PEP Participating at All Events 7 0 0 0 3 9 15 1 1 0 0 36

SWE Volunteers at All Events 3 0 0 5 1 6 3 5 1 0 0 24

Other Volunteers at All Events 6 0 0 2 0 0 30 9 0 0 0 47

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Outreach Metric Tool – FY18SWE Lead Events Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May June

Grand

Total

Number 7 7

With PEP Program 0 0

With K12 Educator Program 0 0

Girls Participating 67 67

PEP Participating 13 13

SWE Volunteers 17 17

Other Volunteers 7 7

All Events Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May JuneGrand

Total

Number 11 11

With PEP Program 0 0

With K12 Educator Program 0 0

Girls Participating 155 155

PEP Participating 36 36

SWE Volunteers 24 24

Other Volunteers 47 47

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Outreach Metric Tool – FY18

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Outreach Metric Tool – FY18

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Outreach Metric Tool – FY18

Outreach Social MediaData Summary FY18

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Outreach Social Media Report FY18

• The Outreach Social Media Report includes graphs for• SWENexters Facebook (1095 members)

• 1089 June 2017 to 1095 July 2017 – up 6 (~0.5%)

• SWENext Ambassadors Facebook (18 members)• 18 June 2017 to 18 July 2017 – holding steady

• SWENext Outreach Incubator Facebook (304 members)• 304 June 2017 to 304 July 2017 – holding steady

• SWENext Twitter data (~14,600 impressions for July, down from ~24,000 impressions for June)

• Top tweets for July concern the first steps on the moon, remembering Margaret Hamilton a great inspiration to all #womeninSTEM!

• The Twitter engagement rate went up from ~1.1% to ~2.3% which is above the national average of 0.5%

• Closed SWENext Facebook group for SWENexters• SWE Collegiates were asked to join as Ambassadors so that they can provide personalized advice to the SWENexters on college

readiness, being a woman in a male dominated field, and the benefits of being part of SWE.

• Here’s how a section can send event invitations to the SWENexters in their area.• Send an event flyer to darcy.andersen@swe.org, along with the following information:

• Requestor’s name and phone number, date for promo release (at least 2 weeks before event), geographic range of promo release (i.e. one-hour drive from event, state of event, nationwide), name of event, date, time, and location of event, age range of audience, anticipated number of attendees, event description and website links.

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Outreach Web Metrics – FY18

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Outreach Web Metrics – FY18

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Outreach Web Metrics– FY18

MetricJul

2017

Aug

2017

Sept

2017

Oct

2017

Nov

2017

Dec

2017

Jan

2018

Feb

2018

Mar

2018

Apr

2018

May

2018

June

2018

SWENexter Facebook Members 1095.0

SWENexter Facebook Average Posts per Week 4.5

SWENexter Facebook Average Likes per Post 10.0

SWENexter Facebook Average Comments per Post 2.5

SWENext Ambassadors Facebook Members 18.0

SWENext Ambassadors Facebook Average Posts per Week .5

SWENext Ambassadors Facebook Average Views per Post 5.0

SWENext Outreach Incubator Facebook Members 304.0

SWENext Outreach Incubator Facebook Average Posts per Week 0.5

SWENext Twitter Impressions 14600.0

SWENext Twitter Engagement Rate (%) 2.3