178005.ppt IEEE Central Texas Section Chapter Chair Training February 2014 Austin, Texas.

178005.ppt

http://sites.ieee.org/ctx/

IEEE Central Texas SectionChapter Chair Training

February 2014Austin, Texas

178005.ppthttp://sites.ieee.org/ctx/

Agenda

Introduction to IEEE CTSSection officer descriptionsChapter Chair tasksBudget ProcessImportant datesResources


Central Texas SectionApproximately 4000 members in Austin, San Antonio, surrounding areaOne of largest sections in Region 5

CTS


Central Texas Section

The territory of the Central Texas Section, as approved by RAB, includes the following Texas counties:

Atascosa, Bandera, Bastrop, Bexar, Blanco, Burnet, Caldwell, Comal, Conch, Cricket, DeWitt, Dimmit, Edwards, Frio, Gillespie, Gonzales, Guadalupe, Hays, Kansas, Kendall, Kerr, Kimble, Kinney, Lampasas, LaSalle, Live Oak, Llano, McCullough, McMullen, Mason, Maverick, Medina, Menard, Real, San Saba, Schleicher, Sutton, Tom Green, Travis, Uvalde, Val Verde, Williamson, Wilson and Zavala


Central Texas Section25 total chapters - 17 technical Society chapters; 3 Council chapters; 5 Affinity Group chaptersMost have monthly meetings


Recent Past Events

ICICDT – May30-Jun1, 2012Home Network Summit – Nov, 2012TexasWISE – March, 2013DAC– Jun 2-4, 2013Global SIP – Dec 3-5, 2013


Some Upcoming Events

Dec 8-12, 2014

May 28-30, 2014


CTS Executive Committee (ExCom)

Governing body of the SectionBudgets, bylaws, meeting minutes All other proposals are voted on by ExComMembers– Section Chair, 2 Vice-Chairs, Secretary, Treasurer– Chairs of: Chapter, Affinity Group, Council – Two past Section Chairs– Electronic Communication Manager

Meetings follow Roberts Rules.

http://www.robertsrules.org/


2014 Section Officers

Chair – Kenny RiceSan Antonio Vice Chair – Ron SeamanAustin Vice Chair – Leslie MartinichSecretary – Zhou LiTreasurer – Don Drumtra


Section Chair 1

Ensures that Section, including Chapters and Affinity Groups are fulfilling IEEE mission and goalsManages the operation of the Section and ensures the best interest of local members are metRepresents the Section to the Region Committee and/or other IEEE organizational units.


Section Chair 2

Chairs of the IEEE Section Executive Committee (ExCom), and presides at meetingsRepresents the Section at IEEE gatherings and Regional Committee MeetingsManages Section red tape– signs section documents/accounts– finds volunteers for non-elected positions)


Section Vice Chair(s)

Assists the Chair in managing the operations of the Section. Ensures that the Section Chair’s tasks are completed if the Chair is unable to perform his/her duties


Section Secretary

Maintains Section records – section meeting minutes– officer roster– L31 reports of meetings– other non-financial documents.

Sends meeting noticesPublishes minutes


Section Treasurer

Ensures continuity of financial recordsMaintains inventory and/or access to financial accounts of Chapters/Affinity GroupsSubmits the Annual Report (L50) to IEEE.


Chapter Chair 1

Helps Society members in their technical interests by holding meetings and/or other local eventsSigns off on chapter bank accounts (if any)Ensures that Chapter financial documents are prepared and submitted to the Section Treasurer.Ensures that meeting reports (L31s) are filed on vToolsTo qualify for rebates– Chapters must file 2 technical meetings– Councils and affinity groups must file 2 meetings of any

kind


Chapter Chair 2

Ensures that elections are held by end of calendar year and that results are reported to the Section SecretaryEnsures that Chapter budgets are submitted to and discussed with the Section Treasurer by deadlines As member of CTS ExCom, can make, debate and vote on motions at ExCom meetings


Chapter Officer Tasks

1. Scheduling a meeting and filing an L31 report with vtools

2. Conferences and Workshop 3. How to use SAMIEEE4. Holding chapter elections5. Filing an expense report


Scheduling Meetings And Filing L31 Reports


Scheduling a meeting 1

Click on “Schedule a Meeting”



Fill in the meeting information. The information in red (also marked with an asterisk (*) is required).

Note that there are several drop downs. Make sure to choose the appropriate value from the provided list.


The Region and Section will be preselected for you based on your IEEE member data. For example, if you are a member of the Philadelphia Section in Region 2, you will see options similar to what is seen here.

Note the hints next to the input fields. They aid users in dealing with common meeting tasks. For example, Registration Start and End time fields have an important hint about how to turn the registration functionality off.


To modify date, click on the calendar icon



Here is an example of details filled into the appropriate fields


You can use Yahoo! Maps, Google Maps, etc. to provide a link to a map of the meeting location.

You can use the built-in registration functionality or link to a third party registration system.

Let’s copy the URL using the “Link” function, and then paste it in the Meetings tool.



Then, click “Create.”



Reviewing the scheduled meeting


Find an L31 Report

Click on “L31 Meeting Reports.”


Create an L31 Report 1

There are two ways of creating an L31 report:

1) You can create L31 reports for meetings not in the system. In other words, if you did not use the Meetings tool to create a meeting notice, you can still create and submit L31.

2) You can create an L31 report based on a meeting notice you created earlier.

Let us first look at how you can create an L31 for meetings that are not in the system.

Select “Create an L31 Meeting Report (for meeting not in the system)” link.



Specify data required by the L31.



Give “Meeting Contact E-mail” address

Click on the button to “Show 1st speaker_report,” then fill in the details about the speaker.


Create an L31 Report 4If the lecturer is distinguished, make sure to select this box.

Once all the details are entered, click “Create.”


Validation errors

If you miss any of the required information, the tool will show validation errors. Correct them as necessary.


Save and Create L31 Report

Click “Create” to save changes.


Edit the meeting report 1

You can edit the report by clicking on the “Edit” link



Let’s adjust the number of attendees



Once the adjustment is made...

Click “Update”


Search for an L31 report 1

Click “Search L31 Meeting Reports (across system)



Specify search criteria to find the L31 report. Since we just created the L31 for presentation on “Cyclotrons,” let us use “Cyclotron” as the search term.

Then click on “Submit”



You can view, edit, or delete submitted L31 reports.


Create an L31 report from an existing meeting notice 1

Now let’s take a quick look at how you can create an L31 report based on an existing meeting notice. Click on “Find Meetings.”



Click on “Recent Meetings for my Section



Find and select the meeting for which you would like to submit an L31 report



Scroll to the bottom of the screen and click on “Create/Edit L31 Report”



The L31 report will be pre-populated with the meeting data you specified when you created the meeting notice.



You only need to enter the number of guests and IEEE members who attended the meeting.

Click on “Create” to create the report.


Conferences and Workshops


SAMIEEE


Holding Chapter Elections


Filing Expense Reports

Don Drumtra


Budget Process

Don Drumtra


Important Dates 1

Jan 25, Saturday

CTS Spring Section Meeting• ExCom members vote on the 2014 budget and

other motions• Chapters/section share last year's activities and

future plans.

Feb 14, Friday Last day to file L31s for meetings held in 2013 to qualify for rebates

Spring 2014 Spring Chapter Officer Luncheon• March in San Antonio, May in Austin

June

Begin call for nominations for chapter officer elections • Section chair sends a reminder• Chapter chairs announce through email and during

regular meetings


Important Dates 2

September, Saturday

CTS Fall Section Meeting. • ExCom votes on motions• Chapters/sections share activities so far and

plans for the rest of the year.

Oct 1, Wednesday

Budget planning for 2015 begins. • The Section treasurer provides written

guidelines for budget proposals• Chapter officers submit their proposals in

prescribed formatOctober Chapter Officer LuncheonNovember Complete Chapter/Affinity group officer electionsNov 30, Sunday Last day for submitting budget proposals for 2015

Dec 31, Wednesday

Deadline for submitting the 2015 roster of officers to Section secretary. • Chapter Chair provides the new officers' email

and IEEE member number.


References

MGA Operations Manual: www.ieee.org/societies_communities/geo_activities/operations_manual/index.htmlIEEE CLE Courses: www.ieee-elearning.org/CLE/course/index.phpIEEE Conferences Manual: www.ieee.org/documents/manual.pdfVtools Training:http://sites.ieee.org/vtools/vtools-meeting-tutorials/SAMIEEE website:http://www.ieee.org/about/volunteers/samieee/index.htmlIEEE CTS Financial Policy:http://sites.ieee.org/ctx/cts-financial-policy/IEEE CTS Governing Documents:http://sites.ieee.org/ctx/cts-governance/

http://www.ieee.org/societies_communities/geo_activities/operations_manual/index.html

http://www.ieee.org/societies_communities/geo_activities/operations_manual/index.html

http://www.ieee-elearning.org/CLE/course/index.php

http://www.ieee.org/documents/manual.pdf

http://sites.ieee.org/vtools/vtools-meeting-tutorials/



http://www.ieee.org/about/volunteers/samieee/index.html



http://sites.ieee.org/ctx/cts-financial-policy/



http://sites.ieee.org/ctx/cts-governance/

http://sites.ieee.org/ctx/cts-governance/


Thank you!

178005.ppt IEEE Central Texas Section Chapter Chair Training February 2014 Austin, Texas.

Documents

Transcript of 178005.ppt IEEE Central Texas Section Chapter Chair Training February 2014 Austin, Texas.