Circle of Excellence

The Circle of Excellence (CoE) program has three tiers – Bronze, Silver, and Gold. All TGs are expected to participate in the CoE, as the Bronze level criteria are identical to the requirements TGs are to follow in the Society’s Operating Rules. Participation in the Silver and Gold levels is optional but encouraged.  The activities at these levels are designed to bring additional promotion and awareness of the TG and their activities to HFES members and those in the community. As HFES recognizes, values and celebrates the differences of our members and those in the community, we encourage TGs to incorporate components of diversity, equity, inclusion and belonging into your activities. A more detailed explanation of each level can be found below, along with additional information about program logistics.

Bronze Level

The Bronze Level requirements are those specified in the Society’s Operating Rules for Technical Groups, with an additional Diversity, Equity and Inclusion (DEI) component. Contact information and additional details can be found in the TG Handbook.

• Contact information and term start and end dates for TG leadership filed with the HFES office
• Leadership team names and contact information (photos suggested, but not required) appear in the Committee and Technical Group Leadership Directory. Please send all information to HFES Senior Operations Manager, Joann DeNardis
• Submission of annual TG report filed by the required date to the HFES office
• Attend 75% of the online or in-person COTG meetings each year (attendance at all is recommended) 
• Attend 50% online or in-person Program Chair TG meetings (attendance at all is recommended)
• TG description on HFES website is up to date (includes 'as of date' on the webpage)
• Have and up-to-date social media or web presence (e.g. current/upcoming events listed, current leadership listed)
• Hold an annual business meeting (virtual or in-person)
• Complete reviews of abstracts for the Annual Meeting 
• Publish a minimum of two newsletters per year
• Conduct at least one technical session at the Annual Meeting
• Holds officer elections each year and fill all leadership positions
• Inclusion of a DEI statement on the TG’s webpage. If the TG does not have a webpage the statement can be included on their LinkedIn page or included with their description on the HFES Technical Group landing page. 

Silver Level

To achieve the Silver Level, TGs must meet all requirements of the Bronze Level in addition to all the items below. The Silver Level requirements are formatted in a “Featured Technical Group of the Month” setup. If TGs desire to achieve Silver Level, they will work with the COTG Chair and HFES staff to determine which month they will be featured in the Society (a maximum of 2-3 TGs may be featured in a month). HFES Staff will provide guidance in terms of dates and information needed for each item below once the specific month is selected. Additional details on logistics can be found on the FAQ page. During your “Featured Technical Group of the Month” timeframe you will need to:

• Create a minimum of four social media posts (one per week) within their featured month that will be shared on HFES and TG (if applicable) LinkedIn, Facebook, Twitter, etc. social media platforms
• At least one post should be DEI focused (e.g., either highlighting TG member biographies from marginalized communities, describing a TG DEI initiative, encapsulating TG member’s research/project that supports DEI tenets)
• Write one article for the Bulletin about a topic relevant to the TG, also include your TG description/web or social media link(s) at the end of the article, as well as your TG leadership and contact information
• Hold one online webinar related to your TG or a topic of interest to your TG

Gold Level

To achieve Gold Level, TGs must meet the requirements of the Bronze Level AND the Silver Level AND accumulate at least 250 points from the activities in the categories below, with at least 30 points being from DEI category activities. This level is meant to recognize those TGs that go above and beyond in promoting HFE within the Society and in the community. It is not necessary to accumulate points from each point level category, but some activities do have noted limits in terms of the points that can be accumulated from that activity. Additional details for activities can be found on the FAQ page.

10 Point Activities

• For every five unique social media posts (posting the same message on different platforms counts as one post) - TGs may only earn a maximum of 50 points from this activity
• For every two unique social media posts (posting the same message on different platforms counts as 1) about DEI-related topics (Black History Month, International Day of Women and Girls in Science, Pride Month, etc.)
• For every 5% increase in TG membership (calculated based on # of members registered in the TG between July 15 - July 31, 2024 versus July 15 - July 31, 2023
• For every 5% increase in annual meeting conference submissions (calculated based on # of submissions in May 2024 versus May 2023, data obtained from TG Program Chair)
• For every 5% increase in members who complete reviews for current Annual Meeting submissions (calculated based on # of reviewers in May 2024 versus May 2023, data obtained from TG Program Chair)
• For each 20% of members who fully complete their profile (photo-optional but suggested) in the HFES member directory (information does not have to appear in the directory, just be complete). HFES staff will provide a list of members with complete profiles 
  +10 extra points for each 20% of members who complete the diversity portion of their profile (Gender Identity through LGBTQIA Status fields) NOTE: answers to these categories are not visible in the membership directory, but they do help HFES better understand and meet the needs of members.
• For each 20% of members who respond to HFES Society-wide surveys or the Annual Meeting event evaluation (data will be provided by HFES staff)
• Each co-sponsored conference session at the Annual Meeting (this will be arranged by the TG Program Chair)
• For every two TG membership recruitment/area of interest videos completed (+10 extra points for each video that has a DEI component)
• For every five original posts (not reposts of HFES events/news, etc.) by a TG in the HFES Connect Community. Remember that your Connect Community is internally focused only to HFES members - you may only earn a maximum of 50 points from this activity
• For every two original posts (not reposts of HFES events/news, etc.) by a TG in the HFES Connect Community that as a DEI component (e.g., Black History Month, International Day of Women and Girls in Science, Pride Month, etc.). Remember that your Connect Community is internally focused on HFES members only
• For each student from a marginalized community to whom financial support (minimum $250 award/student) is provided to travel to the Annual Meeting - you may only earn a maximum of 20 points from this activity
• For each $250 in financial support provided to the DEI committee, Coalition of Affinity Groups (COAG), or specific Affinity Group events, meetings, and social gatherings – you may only earn a maximum of 20 points from this activity

20 Point Activities

• Each additional article published in the Bulletin (beyond the one required for Silver Level), the topic is of the TGs choosing. Can be co-authored with another TG. Articles need to be emailed to HFES Staff at least two weeks before the desired publication date. Keep in mind the Bulletin is published bi-weekly on Thursdays.
• Each additional webinar (beyond the one required for Silver level), workshop, event, activity, may be co-sponsored with another TG. Webinars may be open to the general public. 
• Holding a TG networking/social event at the annual meeting (can be on-site or off-site)
• For each TG member who is actively participating as a mentor or mentee in a mentoring program. To be counted the individual must be matched and engaged with their mentor/mentee on a routine basis. Mentor/mentee status will be provided by the respective TG mentoring program administrator or HFES staff.
• Hosting a paper/poster awards program in conjunction with the HFES Annual Meeting (e.g., student, practitioner, etc.). A maximum of 20 points can be earned for this activity.

30 Point Activities

• Each activity/event (online or in-person) is specifically for students and/or early career professionals
• Holding an activity/event (online or in-person) for National Ergonomics Month, Usability Day, or any other day/week/month relevant to the TG
• Each media broadcast (e.g., podcast, radio spot, etc.)
• Each TG-related (non-journal) article published in an outlet of professional work (e.g., newsletter/blog/magazine/etc. from UXPA, AIHA, ASSP, etc.)

40 Point Activities

• Coordinates/co-coordinates a design/problem solving/hack-a-thon competition aimed at the general membership/students/practitioners/etc. at the annual meeting, –  may earn up to 120 points from this activity
• Each joint activity (webinar, event, etc.) with another professional society/organization. Click here to complete the webinar request form. (+20 extra points if the activity supports a DE&I-related issue)
• Each white paper or policy statement published by HFES 

*Additional items beyond those listed may be submitted to the COTG Chair-Elect, the administrator of the CoE Program for points consideration. To submit additional items, email Katie Tippey.

Recognition Levels

• Bronze: TG Name and Leadership names included in a Bulletin announcement, posted on the HFES website, and in the presentation at Annual Meeting Awards Ceremony. All TG members receive a digital certificate of recognition via email. Contributing TG members (as submitted by TG leadership) will be entered into a raffle to receive an additional Bronze Level award*, Bronze TG CoE ribbon provided for Annual Meeting badge.
• Silver: TG Name and Leadership names included in a Bulletin announcement, posted on the HFES website, and in the presentation at Annual Meeting Awards Ceremony. All TG members receive a digital certificate of recognition via email. Contributing TG members (as submitted by TG leadership) will be entered into a raffle to receive an additional Silver Level award*, Silver TG CoE ribbon provided for Annual Meeting badge.
• Gold: TG Name and Leadership names included in a Bulletin announcement, posted on the HFES website, and in the presentation at Annual Meeting Awards Ceremony. All TG members receive a digital certificate of recognition via email. Contributing TG members (as submitted by TG leadership) will be entered into a raffle to receive an additional Gold Level award*, Gold TG CoE ribbon provided for Annual Meeting badge.

Program Timeline

• Activities/Points will accumulate on a 12-month cycle, from August 1 to July 31 each year. The first awards will be given at the 2024 Annual Meeting, and then at each Annual Meeting thereafter
• Because the CoE program timeline will likely span more than one administration of TG leaders, all of those who were in leadership positions during the particular time period will be recognized in the achieved level at the Annual Meeting

Program Tracking

• Accomplishments will be self-reported by a designated member in each TG (e.g., the TG Chair, Chair-Elect, or someone else nominated for the position)
•  Tracking will be done using a Google Form for the time being. Each TG will receive a unique link to their tracking document from HFES staff
• It is likely that HFES members may participate in more than one TG. If a member participates in an activity and is in multiple TGs, credit will be given to all the TGs in which they are a member for relevant activities. For example, if a member is in the Healthcare TG and the Occupational Ergonomics TG and they update their profile in the membership directly, both TGs would receive credit.   

Program Oversight

• The COTG Chair-Elect, Katie Tippey, will oversee the Technical Group Circle of Excellence program, with assistance from HFES staff as needed. The COTG Chair-Elect may also appoint additional COTG members to assist with the program if desired.

 

General Circle of Excellence program questions should be directed to the COTG Chair–Elect, Katie Tippey

Bronze Level

• Please refer to the TG Handbook and the Society’s Operating Rules for further information on TG requirements and contact information for HFES Staff

Silver Level

• ​​If your TG desires to participate in the Silver Level, the first step is to reach out to COTG Chair–Elect, Katie Tippeyto see which month is available
• Once your featured month is confirmed by the COTG Chair,  provide HFES staff with your minimum of four social media posts at least two weeks in advance of the first scheduled post. HFES will post on the official HFES LinkedIn, X (Twitter) and Facebook pages, but TGs are responsible for posting on their own social media. All TG members should be encouraged to share the posts with their own networks
• The TG article for the Bulletin can be on a topic of interest to the TG that you would like to educate others about, or your TG – what they focus on, work/activities they’ve done, etc., or a combination.  At the end of the article, you should include links to your TG webpage/social media links and contact information for your leadership. It is suggested the article be no more than two pages, 12-point font, single-spaced including any pictures, figures, weblinks, etc., but a longer length is allowable, as long as readers’ attention span is considered. The article should be provided in a Word document to info@hfes.org two weeks in advance of its anticipated post date (date provided by HFES Staff – Bulletin is released every other Thursday of each month).
• TGs are encouraged to hold a webinar on a topic of interest to both their members and others in the society and the general public. The webinar should be planned to last one hour, including Q&A. Time can also be allotted to share about your TG and their activities if desired. Details about the webinar (topic/brief description, who is speaking, date, time, weblink provided by the TG, etc.) must be submitted through the Webinar Submission link at a minimum of six weeks before the scheduled time (determined in coordination with HFES education staff) to allow for advertising. TGs should also share about the webinar on their Connect and social media channels

Gold Level

10 Point Activities

• Counting social media posts is on the honor system for TGs as there’s no feasible way for the COE administrator or HFES staff to do this. You will not be asked to show proof of social media posts, please just keep track and remember that posting the same message on multiple different platforms only counts as one.  Post independent messages on each platform counts as one each
• TG membership counts can be found by going into your HFES Connect Community. After logging in and clicking on “My Communities” a list of communities to which you belong will appear. On the right side, you will see three statistics: Discussions, Libraries, and Members. Click on Members and scroll down until just after the search feature boxes and it will say “Showing X of XXXX.” For larger TGs it’s important to click through to this page as on the main pages it may show “2.5K members” but when you click to the member listing it shows the exact number of members
• The number of TG members who have a completed profile (email, phone number, address, organization affiliation, photo – optional, but encouraged, expertise) will be provided by HFES staff in July of each year

To Edit Your HFES Member Profile:

• Go to hfes.org then click on “Connect” then choose “HFES Connect” from the drop-down menu and login
• In the upper right-hand corner click on the downward-facing arrow next to your picture/icon and choose “Profile”
• On the left side click on the pencil icon next to “Details/Edit Profile” and you should be redirected to your profile page
• Under the Overview Tab consider adding a picture of yourself and update your contact information, be sure to hit Save at the bottom of the page after editing your organization name, phone number, address, etc.
• Under the Account tab several different items can be updated/edited: Personal Information, Contact Information, Certifications/Designations, etc., and you can designate which of the listed information is shared in the directory
• Please know that HFES does not share or sell your personal information
• Videos: videos are up to 90 seconds in length. Topics can include “Why I became a HFES/TG member,” “who I am and what I do in HFE,” “Why you should join HFES/TG,” or any other specific or general topic of the TGs choosing. Directions of how to record the videos will come from HFES Staff

20 Point Activities

• TGs interested in putting on an additional webinar should contact the HFES Education team about timing to ensure it doesn’t conflict with an already scheduled webinar. Webinar information (topic, speaker(s), brief description, meeting link provided by the TG, etc.) must be submitted through the Webinar Submission link six weeks prior to the webinar to allow time for advertising. TGs should also work to promote the webinar through their own social media channels, HFES Connect site, etc.
• TGs wishing to hold a networking or social event on-site at the Annual Meeting should reach out to Caitlin Hardy (chardy@hfes.org) who will work with the meeting planner to find an appropriately sized space and coordinate food, payment, etc. Those wishing to go off-site will be responsible for coordinating the details themselves but should email HFES Staff their final plans so it can be put in the Annual Meeting program. TGs should advertise their event on their social media platforms and in their Connect Communities
• TGs who choose to host an awards program at the Annual Meeting for best poster/podium/etc. should notify HFES Staff as soon as the winner(s) are known so they can print certificates if desired, order award/plaque (paid for by TG), etc., and also so HFES can publicly recognize the winners

30 Point Activities

• Students and early career professionals are two special interest groups to HFES. Topics specifically aimed at these two groups may include things such as resume/cover letter writing, interviewing well, what should I say yes and no to, how do I best find research collaborators, how may I find clients as a practitioner, etc. as an example, topics are not limited! Activity/event details (who is involved, who can participate, topic, description, TG provided meeting link if applicable, etc.) should be sent to HFES Staff at least six weeks prior to the event/activity to allow for advertising/promotion, however, TGs should promote the event/activity on their social media channels/website as well
• TGs hosting an event/activity related to National Ergonomics Month, Usability Day, or other similar day/week/month relevant to their professional area of focus should provide any details of the event (e.g., description, who is involved, who can participate, web links, zoom/another hosting link if applicable) at least six weeks prior to the event/activity to HFES Staff to allow for advertising/promotion, however, TGs should promote the event/activity on their social media channels/website as well
• Media broadcast (e.g., podcast, radio spot, etc.) can be on the topic of the TG’s choosing – “hot topics,” commentary on advancements in the field, etc. If interested in doing a podcast one potential opportunity is with Human Factors Cast (Nick Roome, humanfactorscast@gmail.com), TGs should share links to the broadcast via their own social media channels/web page, and HFES staff
• TGs are encouraged to collaborate with other organizations through the publication of articles in another society’s newsletter/blog, magazine, etc. Topics could include “hot topics” within the TG’s expertise, thoughts from a technical/professional perspective, how/why HFE is important in other professions, how the TG is/could collaborate with another organization/society, best practices, etc. Once the article is published TGs should share links to the broadcast via their own social media channels/web page, and HFES staff.

40 Point Activities

• TGs wishing to plan and execute a competition at the Annual meeting will need approval from the Technical Program Chair (TPC) and HFES staff to ensure there is appropriate time and space allotted for this activity. A proposal for such an event should be presented to the TPC and HFES Staff no later than six months prior to the meeting. The TG will be responsible for staffing the event and providing any materials needed to run the event. All details will be determined and agreed upon by the TPC, HFES Staff, and the TG
• TGs planning joint activities with other professional societies/organizations should reach out to the President-Elect who chairs the Representatives and Liaisons Committee and HFES staff for approval and to coordinate logistics. All activity details (topic, speaker(s), who can attend, meeting link, etc.) should be provided at least six weeks in advance to HFES Staff to allow time for advertising. TGs should also utilize their own social media channels, HFES Connect Community, TG website, and personal networks to advertise their event/activity
• White papers are summaries of HFE work on a specific topic, previous examples may be found here: HFES - Human Factors and Ergonomics Society > Publications > White Papers. Those interested in writing a white paper should reach out to the chair of the Outreach Division as white papers undergo review prior to publication.
• Policy statements are a means for the Executive Council to take a position and express an opinion on human factors/ergonomics issues including those related to proposed or enacted federal or state legislation; regulations, policies, or acts of governmental agencies or instrumentalities; and other items concerning the discipline of human factors and ergonomics. View HFES Policy Statements. Those interested in writing a policy statement should reach out to the chair of the Government Relations Committee.