R2C, Resource Requests, programs, Foundation, SAME … I’ve heard about them at various Society functions, but what are they and why should I care? Great questions!! This primer should help you, the member, better understand the R2C and how the SAME Foundation invests in SAME programs and other formal requests for funding.
What are SAME Resource Requests?
Let’s start with why resource requests exist. A little history: In 2022, the SAME Foundation had matured to a point where it was positioned to provide support to the Society in addition to the initial underwriting of the Leadership Development Program (which began in 2019 and continues). With this development, the Society realized there was no way to identify, compile and prioritize the needs of the various Communities, Councils, Committees (C3s), National Programs, and Posts/Regions. The first Resource Request Policy & Procedure was published in July 2022 and briefly outlined the why and how and has evolved with the latest update includes detailed instructions on the how and when.
Some definitions are in order. From SAME’s latest Resource Request Policy & Procedure: resource requests are how SAME “provides needed resources to Communities, Councils & Committees (C3s), Programs and Posts, to execute SAME efforts aligning with the prevailing strategic plan and other governing documents. Posts, C3s, and other Programs are encouraged to request needed monetary or non-monetary support to execute their programs through this process.”
These resource requests are a scalable way that C3s, Programs and Posts can receive financial and other resources they need to fuel the efforts they contemplate, aligned with the strategic plan. While not all requests will be granted, this process is important to ensure visibility into the top priorities and to understand the interest organization-wide in program investments. The requests are the documents that start the process of competing for and ultimately receiving resources. Resource requests must identify the benefit and impact to the Society and the request’s alignment with the strategic plan along with the amount of funding needed. They are submitted twice per year; drafts are due from C3 chairs to their overseeing Vice President and staff liaison, and final resource requests submitted by the end of June for funding the following fiscal year. While this timeline appears far in advance, it is necessary to align with the various approval steps in the Society’s governance cycle.
What Happens After You Submit?
Now that you’ve submitted a resource request, what happens next? That’s when the other main piece comes into play, the Ranking & Review Committee (R2C).
As defined in the Resource Request Policy & Procedure (PDF): “The R2C is comprised of appointees of the SAME President and includes as voting members the Past National President (Chair), a Regional Vice President (RVP), a C3 Chair, an Elected Director, and a non-voting National Office staff member. The R2C reviews and prioritizes [and ultimately allocates] support requests both monetary & non-monetary from C3s, Programs, and Posts.”
The R2C is constituted by and works under the authority of the SAME Board of Direction (BOD), which is comprised of 16 voting members of the National Leadership Assembly. The committee’s work is ultimately approved by the BOD, and it is charged with considering two funding sources: the annual grant from the SAME Foundation to the Society as well as finances provided through SAME’s annual operating budget.
The R2C meets a minimum of twice per year, once in July and in late October or early November. Each meeting has a specific purpose. The July meeting convenes to consider all submitted resource requests and establish a preliminary or draft prioritization of the submissions. As a result of this meeting, the R2C provides submitters with an idea of what monies they may receive for preliminary planning purposes: but is in no way binding. Additionally, the R2C provides an update to the BOD meeting held in conjunction with Post Leader’s Workshop (August) delivered by the R2C chair. The second meeting in the fall occurs subsequent to the Foundation’s determination of what it can contribute for the upcoming year in the annual grant to the Society. This meeting establishes a final prioritization of all submissions as well as determining the source of the funds being either the Foundation grant or Society budget. Once this work is complete, the R2C submits its final recommendation to the BOD for approval. Once approved, the R2C recommendations are incorporated for the subsequent fiscal year and funding memorandums issued to the C3s and programs or Posts receiving support. Again, not all requests will be approved or selected for funding.
What is the SAME Foundation’s Role?
The SAME Foundation plays a critical role in this process. The Foundation’s compelling purpose, Fostering Engineering Leadership for the Nation, aligns with several Society programs and is instrumental in providing financial support. It is a circular cycle with the Foundation providing funding, the R2C allocating those funds, the funded programs creating impact, then members and other donors seeing this impact and making additional donations (see Figure 1). The SAME Foundation has confidence in the resource request and R2C process to appropriately allocate the funds it provides. But it also expects the Society to use the provided funds wisely. Each year, the Society provides input into the preparation of the Foundation Donor Impact Report, which highlights the return on investment from donations given to the Foundation, and completes the cycle by telling the story of the programs supported.
Over the past few years, SAME Foundation funds as well as operational funds allocated through the R2C provide the vital financial fuel to execute these impactful programs. Examples include SAME’s Leader Development Program, STEM/Engineering & Construction Camps, Camps Mentoring Program, STEM Pathways, and Credentialing Assistance Program, among others.
The Leader Development Program, now in its sixth year and having produced approximately 100 graduates from across military, government and industry, provides high-level training for future leaders, not only of the Society, but the entire A/E/C sector. The program’s overarching themes of know yourself, know your team, and know your future are emphasized by initial self-awareness and team training, to assigned book reviews and study, monthly webinars, and a culminating utilization project to address a key issue or opportunity within SAME or the engineering profession. Each element builds on the other, to nurture and enhance critical leadership skills. Its graduates currently hold important leadership positions within the Society, from Post Presidents, to Regional Vice Presidents to C3 Chairs, using the skills gained for the benefit of their fellow members.
Monies provided by the Foundation and allocated by the R2C also are supporting the SAME Camps Program, which is a world-class experience for aspiring engineering professionals in partnership with the military service. For more than two decades, this program introduces nearly 300 high school students each summer to the potential of a career in the A/E/C sector. Funding provided by the SAME Foundation has supported the STEM Pathways Program as well, providing high school-age indigenous youth with events and programming to introduce them to the possibilities available through STEM professions. STEM Pathways has a unique outreach structure; participating SAME Posts reach out to local Tribal/Reservation leadership asking them what they need, not what others might think they need. This “go to them” strategy (initially developed as a Utilization Project from the Leader Development Program) maximizes benefit to the Native communities as they see their needs supported in harmony with their local culture.
SAME resource requests and the R2C are tools that help get financial resources from donors, through the Foundation and Society to the various programs that are making an impact on our nation and its future leaders and STEM professionals. The entire process has evolved and matured along with the maturing of the Foundation, ensuring transparency, reportability, and meeting audit requirements. The system works because of SAME’s strong volunteer leadership of not only of the Society, but the programs funded by the process. Those funded programs are where the impact actually occurs.
The SAME Foundation has received a Platinum Seal of Transparency by Candid (GuideStar) and a four-star rating with Charity Navigator. Established in 2016, the Foundation is registered as a 501(C)(3) Non-Profit Organization. Contributions are tax-deductible to the extent permitted by law—EIN: 81-1960637.
Learn More about the Foundation | Donate to the SAME Foundation | Resource Request Policy Document
Resource Request FAQs
Who can submit a resource request?
Any formal group within SAME, whether a Community of Interest, Committee or Council, a Post, a Region, a National Program, a Task Force/Working Group.
When do I need to submit a request?
Resource Requests should be submitted by June of each year, in accordance with the annual cycle. However, out of cycle Resource Requests may be submitted at any time. Given Resource Requests are closely tied to the Society and Foundation budgeting cycles, there is no guarantee funding will be available to satisfy these requests. If funding is available at the time of submission, the R2C will meet and consider the request. If no funding is available, the request will be held for consideration during the next R2C meeting.
How do I submit a request?
You need to fill out the formal Resource Request Form and submit to the appropriate regional or national officer, and the National Office staff liaison.
What types of requests are likely to be funded?
There is no guarantee that a request will be selected and/or funded. There are many factors, including other requests submitted, how much money is available, timing, and alignment with the strategic plan. To be a viable request, it must be aligned with the SAME strategic plan and/or the SAME Foundation’s compelling purpose to “foster engineering leadership for the nation.”
What if not all of the requested funds are used?
Unused funds cannot be reallocated by the receiver; they must be returned to the R2C as soon as identified for possible reallocation to other programs under its authority.
Additional R2C Information
This policy and procedure through the R2C provides instructions for monetary and non-monetary support requests for all Communities of Interest, Councils, Committees (C3s), Working Groups/Task Forces, SAME Posts, and other national programs.
Society Benefit: Requests must substantiate program impact that contributes to the SAME strategic plan and support the Foundation’s mission of fostering engineering leadership.
Programmatic Requests: Requests must be for programmatic support versus one-off events or individual support.
Impact: Impact and return on investment will be measured by both the Society and the Foundation on an annual basis at a minimum. The Society must report annually detailing impacts of the programs funded by the Foundation. The report of impact is critical to the Foundation’s ability to articulate value to donors of the programs the Society executes and, in turn, secure additional donations.
Funding Decisions & Priorities: All Requests for Resource Support from C3s, Regions, Posts, and other SAME programs submitted in conjunction with Annual Work Plans are considered for resourcing by the Ranking & Review Committee (R2C). The R2C prepares recommended funding allocations to the Board of Direction for approval.
Funding Protocol: Funding is executed as part of the SAME annual budget; all financial transactions will be executed in accordance with SAME Financial Policies.
Restrictions: Funding recipients must agree to expend funds in accordance with Donor or Board designated restrictions (if any) and maintain appropriate records of expenditures.
Unused Funds: Unused funds cannot be reallocated by the receiver; they must be returned to the R2C as soon as identified for possible reallocation to other programs under its authority.
Governing Policy & Authority: The Resource Request Policy and the R2C are constituted under the authority of the SAME Board of Direction. The Board of Direction reviews R2C recommended funding allocations and approves allocations as part of the Society’s annual budget approval process.
Proponent Department: The Programs Department of the National Office is the proponent for this policy and implementation of this procedure, and works in consult with the R2C throughout the year.
