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Emerging Engineers Award Guidance for those organising the regional rounds of the competition

ContentsIntroduction........................................................................................................................................2

Competition format.........................................................................................................................2

Benefits...........................................................................................................................................2

This document................................................................................................................................2

Guidelines for regional organisers.....................................................................................................3

Key responsibilities.........................................................................................................................3

Setting up the regional judging panel.............................................................................................3

Promoting the competition..............................................................................................................4

Guidance for Judges......................................................................................................................5

Organising the regional final...........................................................................................................5

Next steps..........................................................................................................................................6

ANNEX A: PROMOTIONAL MATERIALS.........................................................................................7

Stage 1: Attracting entries..............................................................................................................7

Stage 2: Promoting your Regional Final.........................................................................................8

Stage 3: Promoting the overall Institution final...............................................................................9

ANNEX B: JUDGING AND ASSESSMENT SHEETS......................................................................10

STAGE 1: Regional synopses assessment sheet........................................................................10

STAGE 3: Presentation assessment sheet..................................................................................13

ANNEX C: PROCESS MAP.............................................................................................................14

Registered charity number 210252Charity registered in Scotland number SC038629

Organising Regional EEA GuidanceM025 Version 1 Revision 1 – 25 November 2016

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IntroductionThe Emerging Engineers Award (EEA) encourages and rewards the communication of civil engineering ideas, research and best practice in projects and design. It does this by creating an opportunity for ICE student, graduate and trainee technician members to present their research and innovative work in a friendly and safe environment.

Competition formatThe competition is organised as a set of regional heats and an overall final.

Entrants are asked to submit a paper on any civil engineering related topic in the format of a research paper, report or written exercise essay. Those short listed are then invited to present their paper to a public audience. The winner is judged on the quality of their paper and presentation.

Applicants first compete for prizes in their regional competition which will normally be held from January 2016 – April 2016. Three regional winners are then shortlisted for the Emerging Engineers Award Final, normally held in October, where they compete for a cash prize and the prestigious Institution Medal.

BenefitsThe competition provides an opportunity for graduate, student and trainee technician members to:

Demonstrate their talent to the engineering community and their peers Improve their written and verbal skills when preparing for their Professional Review Develop their skills and confidence in public speaking Add to their continuing professional development (CPD) records Showcase their skills on ICE’s website or journal Win cash prizes at the Regional Final and, potentially, the overall final

This documentThis document provides guidance for those organising the regional rounds of the competition. It covers lead responsibilities, setting up the regional judging panel, promotional materials, guidance on judging, running the regional final and next steps after deciding the regional winner.



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Guidelines for regional organisers This section provides guidance on organising a regional heat for the Emerging Engineers Award competition.

Key responsibilitiesWho organises the regional competition?

Organiser Each local competition is organised by the regional Graduate & Student Committee (with Membership Recruitment Teams).

The Membership Recruitment Team may be able to help if the local G&S Committee don’t have the resources.

Regions which can take part

All ICE regions within the United Kingdom can take part and organise a Regional Final

o If an ICE region is not able to set up the Regional Final, they should let ICE and GSNet know by emailing [email protected] and [email protected] . They will provide contact details of the nearest region taking part and who applicants can contact if they want to enter

ICE committees across the world can set up regional finals if there are sufficient entries

o If there are insufficient entries or resources to manage competitions in an ICE international area, ICE GSNet may be able to co-ordinate and provide a judging panel.

Funding (e.g. for a Regional final venue)

Regional G&S Committee budgetand/or

Membership Recruitment Team budget

Setting up the regional judging panelGuidelines for setting up the regional judging panel

Judging stages Candidates submit a synopsis which the regional judges assess to create a short list

Those shortlisted are invited to submit a full paper for the regional judges to assess

Normally three candidates are invited to present their papers at the regional final, although four or five may be invited in exceptional circumstances (noting that more talks make for a longer and more challenging presentation evening).

The regional judges chose a winner after hearing the



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mailto:[email protected]


presentations, who then goes forward to the overall final. The judges for the overall final will then select three of the

regional winners to present their papers at the overall final

Regional judging panel members

At least two and normally three judging panel members (to establish a quorum)

If there are more than ten regional entries – and the judging panel is unable to commit the time – GSNet can help review the entries

Who typically appears on a judging panel?

Regional G&S Committee members (graduate level) Membership Recruitment Team (e.g. ICE membership

development officer) Regional Main Branch Committee If there are more than

ten regional entries – and the judging panel is unable to commit the time – GSNet can help review the entries member

University lecturer in civil engineering Local civil engineering company representative Professionally qualified ICE member

Judges’ qualities and skills

Judges should have excellent communication skills, a broad knowledge, awareness and enthusiasm for all aspects of civil engineering where possible.

Role of regional judge panellist

Assess applicants’ entries to determine who will present their paper at the Regional Final

Attend the Regional EEA heat to assess the finalist’s presentations to determine the regional winner

How long do judges serve on panel?

At least two years to ensure continuity

Selecting judges Judges should send a CV and supporting statement, which explaining why they would like to judge - to the chair/organiser of the Regional EEA heat or MRT .

Promoting the competitionCommunications

Key stages in promoting the event

There are six main stages in promoting the regional stage of the competition.

o Updating the awards section of your regional web pages

o Attracting entrieso Attracting an audience for the regional finalo Celebrating the success of the regional winnero Advertising the overall finalo Celebrating the success of the overall winner if they

are from your region

Templates Templates for the following stages are offered in Annex A.



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o Attracting entrieso Attracting an audience for the regional finalo Advertising the overall final

Communication channels

Through regional ICE channels and social media accounts (Twitter; Facebook; website; emails etc.)

Entry form The entry form can be found on our Emerging Engineers Award webpage

Guidance for Judges When a large number of synopses are received at the Emerging Engineers Award (EEA) regional heats the judges select a number of written papers that they would like to receive in full, based on the criteria above.

Guidelines for regional judging panels

Judging/marking criteria

Guidance is provided to help you judge entrants’:o Synopseso Full written paperso Presentations

You can find the guidance in Annex B below.

The synopses should be approximately 400 words in length and attached to the EEA application form. The synopses are forwarded to each judge together with a copy of this form.

Using the criteria, judges assess each synopsis and return the completed form to the Membership Recruitment Team. The judges will collectively recommend the full written papers they wish to assess using their combined scores as a guide. The authors are contacted directly by their MRT.

The forms for assessing the synopsis, papers and presentation can be found on here annex B below and all the competition web links can all be found on https://www.ice.org.uk/careers-and-professional-development/graduate-civil-engineers/graduate-awards-and-competitions

Organising the regional final Guidelines for organising the event

Regional final venue meeting agenda and arrangements

Suggested format:o Presentation from a key note speaker followed by

shortlisted three-five regional finalists Suggested time:

o 6.30pm to 8.30pm Presentations:



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https://www.ice.org.uk/careers-and-professional-development/graduate-civil-engineers/graduate-awards-and-competitions

https://www.ice.org.uk/careers-and-professional-development/graduate-civil-engineers/graduate-awards-and-competitions

http://www.ice.org.uk/eea


o 10 minutes with additional 10 minutes for questions and answers

o Speakers to be made aware of the strict time constraints

Judging conferring period:o 5-10 minutes

Announcement and award of Regional Final winner:o 5-10 minutes (with photocall)

Regional Final venue arrangements

Consider:o Guest speaker to present before contestants (on a

topic of any choice for approximately 15 minutes)o Venue location (e.g. office/university; ICE regional

office; location with good transportation links and car parking nearby)

o Good venue access and signage so people can find it easily

o Laptopo Projectoro Sound system/microphoneo USB memory stick porto Lecterno Seatingo Refreshments, including water for speakerso Digital camera and planning a photocallo Judges tableo Judging documentso Prizes and their presentationo Staffing the event (ICE regional / Branch and G&S

Committee member(s) plus MDO/MRT members)

Award(s) Prize money is set by your Membership Recruitment team

Regional Award Ceremony

Preferably at the Regional Dinner or comparable event, so that the award can be presented by the President (Note: If the ceremony takes place after your region’s annual dinner, then the award ceremony will take place at the following year’s dinner)

Next stepsThe deadline for entering regional award winners to the overall final is 1 July to [email protected].

All award entrants have the opportunity to appear on ICE’s website (through the regional team) or in a relevant ICE Journal (contact the journals team).

Please email [email protected] if you have any questions.



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ANNEX A: PROMOTIONAL MATERIALS

Stage 1: Attracting entriesThe text below can be adapted and used for regional areas of the ICE website under the ‘Awards’ section:

The Emerging Engineers Award (formerly the Graduate and Student Papers Competition) promotes and rewards outstanding communication of civil engineering ideas and research. It offers ICE student, graduate and trainee technician members the opportunity to submit a paper on any civil engineering-related topic in the format of research, a report or essay.

Entering the Emerging Engineers Award (EEA) gives you a great chance to:

Promote new ideas, research and best practice to the engineering community Develop your skills and confidence in public speaking Improve your written and verbal skills to help you prepare for your Professional

Review Demonstrate your talent to the engineering community and peers Add to your Continuing Professional Development (CPD) record Win cash prizes at the Regional Final and ultimately

Entries should be based on your own work and can be adapted from university/employment research papers, project reports, quarterly employment reports, written exercises or Professional Review reports.

Prizes for the < insert ICE Region here > Regional Final:

First Prize £<XXX> Second Prize £<XXX> Third Prize £<XXX>

Entry details in brief:

Registration of Intent to submit a paper by <insert date here> to your Region

Final Paper submission by <insert date here>

The regional winner will be shortlisted for the Emerging Engineers Award Final where the prestigious Institution Medal and further cash prizes can be won.

The < insert ICE Region here > region <insert year here> EEA is open to all current ICE student, graduate and trainee technician members who live, work or study in the < insert ICE Region here > region.

To enter, you need to register your intent to submit a paper by completing and sending the EEA Entry Form to < insert organiser’s email address here >: by < xx >.

Final copies of your paper should be sent to < insert organiser’s email address> by <insert date here>.



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For further details visit the Emerging Engineers Award page of our website.

Stage 2: Promoting your Regional FinalThe text below can be adapted and used to promote the Regional Final on the regional area of the ICE website under the ‘Awards’ section.

Emerging Engineers Award ICE < insert ICE region here, e.g. ICE Northwest >Final

<INSERT VENUE; DATE; TIME FOR AND TIME END>

With guest speaker: <INSERT SPEAKER> on <INSERT TOPIC>

Discover the region’s latest engineering talent at the ICE < insert ICE region here, e.g. ICE Northwest> Emerging Engineers Award Final.

The award promotes and recognises outstanding communication of civil engineering work.

ICE student, graduate and trainee technician members in the region submit research and innovative work related to engineering projects and designs.

The top entries, which are selected by expert judges, present their work and compete for prizes at the Regional Final. Regional winners also have the chance of being shortlisted for the overall final which takes place at ICE’s Headquarters in London (replace photo with your previous year’s winner).

Their presentations are followed by question and answer sessions when audience members are encouraged to participate.

There is also an opportunity to enjoy complimentary refreshments and network with other engineering professionals.

This year’s guest host and speaker is < insert name of speaker >, who will be presenting on < insert topic and additional sub-topic text>.

Attending the Emerging Engineers Regional Final gives you a great chance to:

Learn about the latest developments in engineering Test the finalists’ knowledge Add to your continuing professional development (CPD) record

Prizes:

First Prize £<XXX> Second Prize £<XXX> Third Prize £<XXX>

Regional <insert ICE Region> Finalist details: <Insert Name>, <insert Employer/Uni>, <insert

Paper Title> <Insert Name>, <insert Employer/Uni>, <insert

Paper Title> <Insert Name>, <insert Employer/Uni>, <insert

Paper Title>

For more information on the competition, including how to take part in next season’s competition, please visit the Emerging Engineers Award page of our website.



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Stage 3: Promoting the overall Institution final The text below can be adapted to promote the main final on the ICE website under the ‘Awards and Competitions’ section:

<insert year here> Emerging Engineers Award Final

<ICE, One Great George Street, Westminster, London; <insert DATE; TIME FOR AND TIME END>

You can join us by registering on the Emerging Engineers Award page of our website.

With GUEST SPEAKER: <INSERT SPEAKER> on <INSERT TOPIC>

The latest generation of talented engineers will showcase their skills at the <insert year here> Emerging Engineers Award Final.

The award promotes and recognises outstanding communication of civil engineering work.

ICE student, graduate and trainee technician members across the globe submitted research and innovative work related to engineering projects and designs. The best entries are presented their work at Regional Finals, and the top three regional winners have now been selected for the overall final.

The three finalists are competing for a cash prize and the prestigious Institution Medal.

They will present their work and then face questions from judges and the audience

Those who attend will also have the opportunity to network with other engineering professionals enjoy complimentary refreshments.

Attending the EEA Final gives you a great chance to:

Learn about the latest developments in engineering Test the finalists’ knowledge Add to your continuing professional development (CPD) records

Prizes for the EEA Final:

First Prize £1,500 and Institution Medal

Second Prize £500 Third Prize £250

Finalist details:

<Insert Name>, <insert Employer/Uni>, <insert Paper Title>,

<insert Region Candidate is from> <Insert Name>, <insert Employer/Uni>,

<insert Paper Title>

To find out more about the awards, including how to take part in next season’s competition, please visit the Emerging Engineers Award page of our webpage.



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ANNEX B: JUDGING AND ASSESSMENT SHEETS

STAGE 1: Regional synopses assessment sheetEntrant’s details:

Name: ICE Membership Number:

Assessment criteria and scores:

Criteria Score

Has the author promoted innovation? (20)

Has the author, by their personal contribution, impacted on the subject matter under review? (20)

Is the synopsis well written and presented adopting a clear and logical approach? (20)

Does the synopsis arouse interest and debate? (20)

Do you think the synopses demonstrates potential for further engineering research studies (10)

Does the subject address sustainability and health and safety issues (10)

Total Score (100)

Additional Comments:

Judging panel member details:

Name: ICE Membership Number:

Date: Signed:

Please return this form to your Membership Recruitment Team (MRT). Please email [email protected] or call +44 (0)121 237 3648 / 3649 for help.



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STAGE 2: Written papers assessment sheetPanel member name: Signature:

Candidate’s name:

Observation and study displayed by the author (30)

Has the author: Score: Comment:

Identified the need for something to be done? (5)

Demonstrated an in-depth knowledge of the subject matter? (10)

Had an impact on the subject matter under review? (10)

Based on critical, constructive evaluation/analysis of their own work, reached valid conclusions? (5)

Depth of understanding of the subject and the civil engineering content (20)

Did the author: Score: Comment:

Adopt a clear and logical approach? (10)

Produce work of good technical quality? (10)

Form and literary style of the paper (20)

Judging the written paper only (i.e ignoring the technical content). Score: Comment:

Was it written in clear and concise English? (10)

Was the structure and style appropriate and effective? (5)

Was appropriate use made of diagrams and tables? (5)

The value of the paper (30)



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Has the author: Score: Comment:

Created opportunities for further engineering research studies? (10)

Promoted innovation? (10)

Addressed sustainability, and health and safety issues? (10)

Overall total



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STAGE 3: Presentation assessment sheetPanel member’s name: Signature:

Candidate’s name:

Oral presentation of the paper (60)


Address sustainability, and health and safety issues? (10)

Present their subject well? (10)

Use visual aids, where necessary, to make the presentation clearer? (10)

Show enthusiasm and arouse interest? (10)

Produce an appropriate quantity and quality of material for their topic? (20)

The ability displayed in discussion of the paper (40)


Give clear answers to relevant questions? (10)

Interact with the panel and audience? (10)

Use the opportunity to expand on the paper? (10)

Show they had a firm grasp of their own and related material? (10)

Grand total



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ANNEX C: PROCESS MAP This is a suggested timeline for regional organisers to work to. However, if you are organising the award or looking to enter in the South East region, please contact you Regional Coordinator as they usually start their process earlier.



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