Nominating a Winner: Your Package is Your Candidate Career Communications Group is committed to selecting and reviewing the most talented and accomplished leaders in STEM. Our selection committee gets the opportunity, each year, to meet these candidates through nomination packages. We want to ensure that your candidate’s values, 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 be able to: a) Review the selection and award process b) Examine best practices and recommendations c) Identify Nomination Package preparation tips d) Access resources and support

1. NOMINATING A WINNER:
YOUR PACKAGE IS YOUR
CANDIDATE
Angela Barbee-Hatter
General Motors
BEYA Selection Committee
Chairperson
February 6-8, 2014 |
Dan Ellerman
Northrop Grumman
BEYA Selection Committee
Member
February 6-8, 2014 |

2. 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:
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February 6-8, 2014 |

3. Workshop Agenda
 BEYA Selection Process
 Award Category Descriptions
 Nomination Package Preparation Tips
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10 min
5 min
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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February 6-8, 2014 |

4. BEYA Selection Process
Selection
Committee
Identification
Sub-committee
determines top 3
candidates by
consensus
Top candidate
presentation prepared
for entire selection
committee
Form subcommittee teams
based on award
categories
Top nominees
discussed among subcommittee teams
examining subjective
and objective
information
Sub-committee may
make recommendation
for the Black Engineer of
the Year Awardee, if
applicable
Award submission
review by individual
committee
members
Sub-committee
members rate and rank
candidates
All recommendations are
submitted to the
executive committee for
final review
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February 6-8, 2014 |

5. BEYA Selection Process
WHAT THE SELECTION PANEL LOOKS FOR IN EACH NOMINEE
 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.
 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
 Innovator in technology or
management of technology or
both.
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February 6-8, 2014 |

6. BEYA Selection Process
INTEGRITY OF PROCESS
 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.
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February 6-8, 2014 |

7. Award Category
DESCRIPTIONS
 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
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February 6-8, 2014 |

8. 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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February 6-8, 2014 |

9. 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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February 6-8, 2014 |

10. 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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February 6-8, 2014 |

11. Nomination Package Preparation Tips:
General Logistics – Checklist
 Checklist

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







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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February 6-8, 2014 |

12. 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
Incomplete
Packages Are
Disadvantaged
And May Be
Rejected
What is
What’s your
story? How is
significant
it unique?
about
accomplishments?
…Supporting
Data
…Endorsements
… Recognitions
Complete Package
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February 6-8, 2014 |

13. 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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February 6-8, 2014 |

14. 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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February 6-8, 2014 |

15. 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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February 6-8, 2014 |

16. 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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February 6-8, 2014 |

17. Nomination Package Preparation Tips:
Organizational Chart
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February 6-8, 2014 |

18. Nomination Package Preparation Tips:
Organizational Chart
 The Organizational chart should show a
direct line from the CEO to where you
are in the organization
President / CEO
(photo)
 Pictures should be used
 The Committee prefers to see this kind
of Org Chart.
Senior Vice President
(photo)
You
(photo)
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February 6-8, 2014 |

19. Nomination Package Preparation Tips:
Organizational Chart
VP
Finance
Research &
Development
Human Resources
Operations
Product
Marketing
Include the
Org Chart
that shows
your
organization.
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February 6-8, 2014 |

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 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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February 6-8, 2014 |

21. Nomination Package Preparation Tips:
Letter of Recommendation
Structure
Content
• 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
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February 6-8, 2014 |

22. Nomination Package Preparation Tips:
Letter of Recommendation
Table of Contents:
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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February 6-8, 2014 |

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.
 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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February 6-8, 2014 |

24. Nomination Package Preparation Tips:
CD
CRITICAL REQUIREMENT
 CD containing an electronic copy of the complete nomination
package (including digital photograph in separate file)
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February 6-8, 2014 |

25. 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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February 6-8, 2014 |

26. 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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February 6-8, 2014 |

27. Website
 Complete Nomination Package can be downloaded from CCG website :
NEW! Nomination Packet
Online Application
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February 6-8, 2014 |

28. Summary
Your Package is:
Your Story   Be excellent!
Your Candidate Be complete
Your Reputation  Be consistent
Your Brand – Be notable
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February 6-8, 2014 |

29. Questions?
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February 6-8, 2014 |

31. Workshop Agenda
 BEYA Selection Process
 Award Category Descriptions
 Nomination Package Preparation Tips
–
–
–
–
–
–
–
–
10 min
5 min
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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February 6-8, 2014 |