Region 10 Training Session16 April 2004

Section/Chapter SupportVolunteer Services

Fanny Su (Manager)

IEEE Asia Pacific Operations Centre

Pu b licationProd u cts

& Service s

IEEE-USA Ed u cation alActiviites

Sectio n s

Reg io ns

Reg io nalActivities

Stan d ard sAsso ciatio n

So cieties

Tech n icalActivities

ED& Staff

Execu tiv eCo m m itte e

Bo ard o f D irecto rs Assem bly

M EM BERS

IEEE

2004 Regional Activities Board

R o g er K. S u llivanD irecto r, R eg ion 1

M o she K amD irecto r, R eg ion 2

Jo sep h V . L illieR A B T reasu rer

M aurice P apoP ast R A B C ha ir

W illiam H arr isonD irecto r, R eg ion 3

B u rto n J . L o up eeD irecto r, R eg ion 4

E d u ard o Pa lac ioR A B V ice C ha ir

S tuden t A ctiv ities

E ve lyn H irtR A B V ice C ha ir

S tra teg ic P lann ing

Jo hn M ered ithD irecto r, R eg ion 5

E ve lyn H irtD irecto r, R eg ion 6

P arviz F arm o uzR A B V ice C ha ir

R eg ion , S ection &C hap te r A ctiv ities

L in d a W eaverR A B V ice C ha ir

M em ber A ctiv ities

W illiam K en n edyD irecto r, R eg ion 7

A n th on y DaviesD irecto r, R eg ion 8

Ivan Jile ttaG O LD C om m ittee

C ha ir(N on -vo ting)

C ece lia Jan ko w skiR A B S ecre ta ry

(N on -Vo ting)

F ranc isco M artin ezD irecto r, R eg ion 9

Ju n g S eoD irecto r, R eg ion 10

M arc Ap terR A B Ch a ir/

V P -R A

16 Voting MembersNormally 17 voting members but the RAB VC-SP is

also a Region Director. Individuals holding more than one position only have one vote

2004 RAB Committee Chairs• Admission and Advancement (IEEE) S. Wesolkowski• Awards & Recognition H. Peek • Finance J. Lillie• Graduates of the Last Decade (GOLD) I. Jiletta • Industry Relations J. Kalasky• Membership Development (IEEE) B. Lee• Nominations & Appointments M. Papo• Operating Committee M. Apter• Potentials Advisory E. Palacio• Potentials Editorial Board K. Tracy• Reference List of Educational Program (RAB/EAB) T. Bickart• Section/Chapter Support (RAB/TAB) P. Famouri

• Section Congress Steering Committee

J. Howard• Strategic Planning E. Hirt• Student Activities E. Palacio• Transnational (RAB/TAB) C. Desmond

Regions (10)

Sections (304)

Student Branches(1,240)

Regional Activities Board

Areas

Subsections (31)

Councils (20)

Chapters(1,384)

Affinity Groups(120)

Student Branch Chapters(324)

Total Geographic Organizational Units31 Dec 2003

Student Branch AffinityGroups (16)

IEEE Membership By Regions31 December 2003

1-6

7788

1010

99

(IEEE Canada)(IEEE Canada)

R8 – 50,295

R10 – 59,538R1 - 6

224,786

R9 – 11,654

TOTAL – 361,138

R7 14,865

Region 10

Sections (47)

Student Branches(330)

Areas

Subsections (5)

Councils (4)

Chapters (244)

Affinity Groups(18)

Student Branch Chapters(324)

Region 10 Units31 Dec 2003

Student Branch Affinity Groups (1)

Section

SubsectionsAffinity Groups

Chapters

Council

Student Branches

Other Sections

Technical Societies

Student Branch Chapters

Section Linkages

• One legal entity - IEEE• IEEE Documents (www.ieee.org/policies)

• Constitution, Bylaws, Policy & Procedures• RAB Operations Manual

• Many units within IEEE, e.g., Societies, Regions, Section, Chapters

• Each Section has its own Section practices

Governance

Officers & Key Section Volunteers

• Officer eligibility• Member grade or higher, dues paid in full

• No students or associates• Exception - Newsletter Editor and Web

master does not need to be an IEEE Member

• Chapter Chairs must be a member of the Society (or 1 Society in a Joint Chapter)

• Officer terms (January to December)• 2 year maximum (exceptions granted by

Region Director)Questions? sec-chap-support@ieee.org

Section Chair Responsibilities

• Operations - Officers/Committees, meetings, finances

• Programs/Membership - Chapters, Students

• Communications – Local, Region, IEEE staff

Annual Section Reporting http://www.ieee.org/scsreports

• Officer, meetings (L-31)& financial reports (L-50) must be received & approved to qualify for Rebate

• Deadline - Third week of February• If reporting is on-time & complete by deadline

then Section gets 10% bonus • 30 June is final deadline to submit reporting in

order to receive rebate• Two ways to report L50

• Electronically (Excel attachment)• Hard copy via mail or via fax

• Officer and meeting reports should be submitted via the web forms

Officer Reports• Secretary’s responsibility• Report names & member numbers immediately

• after the election • after changes during the year• www.ieee.org/officer_report

• Important to keep Officer information updated• Officers receive information from IEEE

Headquarters (HQ)• Report officer changes to IEEE HQ immediately• Members (& volunteers) should report their

own change of address/contact information• www.ieee.org/coa

Report your Meetings

• What is a meeting?• Administrative, educational, technical, professional or

social• No minimum/maximum # of attendees

• Requirements• Sections/Subsections - 5 per year

• Chapter & Affinity Group meetings count toward Section total

• Chapters (2 per year)• Technical meetings only

• Affinity Groups (2 per year)• Interest Group meetings

Meeting Reports (L-31)

• Meeting Reports (L-31) the EASY Way• Submit on the web (url below)• Distribute forms to Chapter Chairs & officers

• Request that they submit form to Section Secretary immediately after each meeting

www.ieee.org/L31

Section Finances

• Treasurer’s responsibility• Read the Treasurers Handbook now

• Will help you throughout the year• Makes it easier to prepare the report at year-

end• Keep your records up to date throughout the year• Use Quicken if you can

• Chart of accounts available• Use the Excel Spreadsheet to submit L-50

http://www.ieee.org/treasurers

• Financial report is required• You are not done until the report is approved• IEEE Staff may have questions• Don’t forget bank statements

Section accounts requirement: Bank account signature cardsnecessary except where not possible due to country law or regulations

Questions? financial-report@ieee.org

Financial Report (L-50)

Annual Section Rebate: sec-rebate@ieee.org

All reporting must be in by deadline & approved to qualify

Rebate schedule based on 31 Dec membership numbers includes

• $2000 Flat Fee PLUS:• $4/Fellows & Senior Members• $3/Associate, Member & Students• $1.50/Affiliate• $200/active Chapter or Affinity Group• $500/active Subsection• 10% bonus for reporting on time• Activity bonus (details on Rebate Schedule) – new

Reporting Required• Officers, Meetings, Finances

New in 2004• Activity Bonus

• $200: Sections w/10 mtgs or more, 5+ must be technical, educational or professional

• $100: Subsections w/10 mtgs or more, 5+ must be tech/ed/prof

• $75: Chapters & Affinity Groups w/6 or more tech/ed/prof meetings

• Reports must be in by February deadline

Chapters

• Core unit of Section : Section responsibility • Chapters receive technical & program

guidance from Societies• Sections receive rebate money for Chapters

to support• Chapter programs• Must pass the funds along to the Chapter!

• Chapter reporting included with Section annual reporting

Student Branches• Core unit of Section: Section responsibility • Student Branches coordinated through Section

SAC• Section receives $3/Student in the Section

• Should invite Student representatives to Section ExCom meetings

• Should invite Students to all Section meetings• Should subsidize any cost to Student associated with

attending Section meetings (meals, etc.)• Currently, Student Branches submit their own

reporting to IEEE HQ to receive a separate rebate

Section Communications• Local

• Members• Industry• Universities• Government

• Region• Section Chairs are members of Region Committee• Report to Region Director• Region is link to RAB & BoD

• Other officers or committee volunteers have liaisons on Region Committee e.g membership development, student activities

• IEEE Staff

Administrative Training PowerPoint Presentations

• IEEE Section Management Orientation • Financial Management • Treasurer Training Program • Recognition for IEEE Sections and

Chapters • Section Newsletters • Educational Activity Resources

http://www.ieee.org/officers

IEEE Virtual Community Forum

https://www.ieeecommunities.org/section-chapter_vol

• This community is open ONLY to leaders and volunteers in IEEE Sections, Chapters, GOLD Affinity groups and RAB Committees.

• We are striving to: • Make volunteering easier and more desirable • Improve cycle times for project work • Create a public Regional Activities Board

memory • Recruit and retain pro-active Section-Chapter

Volunteers

SAMIEEE• SAMIEEE = Section Access to

Membership Information • Web based• Automatic access for volunteers• Training available• Membership data “refreshed” every

Monday• Pre-set reports

Contact Helen Shiminsky, samieee@ieee.org, +1 732 563 5517

www.ieee.org/samieee

E-Notice

• Electronic newsletter subscription service• Facilitates newsletter, meeting notice

distribution• Derived from membership database• Automatic updates• Staff handles bounced messages• Delivery statistics provided• Unit must register for this service

Contact Vera Sharoff, v.sharoff@ieee.org,

+1 732 562 5509

www.ieee.org/enotice

IEEE e-Notice

• Over 90 Organizational Units have registered:• 5 Regions• 60 Sections• 3 Subsections• 3 Geographic Councils• 11 Societies• Piloting:

• Chapters • Student Branches

Entity Web Hosting (EWH)

• Over 960 Organizational Units hosted and supported.

• Planned upgrades for 2004:• Web Account authentication• WebTrends – website statistical analysis• BMC Patrol - Performance and Availability Monitoring

• to assure high availability and maximum response time of the web server.

• Pilot: Virtual Domain Name Hosting• rab.ieee.org• region8.ieee.org etc…

Cecelia JankowskiManaging Director

Cathy Downer

GOLD/IRC Project Manager Section Programs

Administration - RAB, Section/Chapter Support, Strategic Planning Information Processing

Student Activities

Dan TolandManager

Vera SharoffManager

Laura Durrett

Manager

Mike BinderDirector, Membership

Membership Activities

IEEE Regional Activities Staff

IEEE Potentials

Mary Campbell

Editor, IEEE Potentials

Singapore

Fanny Su

Manager

John Day

Sr. Mgr – Business Development

Tracy Hawkins Manager

Vicki Waldman

Supervisor

RA Administrative StaffSupport for Geographic Units

E the l G od on ooA d m in is tra to r

R A B a n d R A B C o m m itteeS u p po rt, R A B A w a rds

D ia n a P la d d ysA d m in is tra tive A ssis ta n t

R A B , R A B C om m ittee , L M CS u p p ort, W ire T ran s fe rs

P e g gy K ova csA d m in is tra to r

R e b a te s , R e po rting

K a thy B arre ttaS ta ff A ss is ta n t

C u s tod y A cco u n ts

D o n n a M cC le lla ndS ta ff A ss is ta n tP ro du c t O rd e rs

L a ure n Le a stonC o o rd in a to r

O ff ice r re p ort in g , F o rm a tio ns

V ick i W a ld m anS u p erv iso r

W e b m a s te r, P u b lica tio ns

D a n To la ndM a na g er

R A O pe ra tio ns /P o licy

IEEE Asia Pacific Operations Centre Singapore

Support Office for Region 10

• Region 10 EXCOM Meet, Region 10 Meet• Next Section Congress (14-17 Oct 2005, Tampa

Florida, USA)• Assist Region 10 Committees in their activities• Communication link between IEEE HQ and

Region volunteers• TAB Colloquia

2004 Projects

• Internet Conferencing on “Volunteerism”

Presenter: Dr. Seo (Region 10 Director)

• Personal Contact Project – reaching out to key Section volunteers

Internet Conferencing

Presenter: Dr. Seo, Region 10 Director

Topic: Volunteerism

Timeframe:

Will send out email in May for Section interest and instructions to participate

Sections to promote/organise attendees

Scheduled for : tentatively July 2004

Personal Contact Project

• Reaching out to key Section Volunteers

• Section Chair, Secretary, Treasurer

• Push out of Information specific to Chairs, Secretaries and Treasurers

• Critical Timeframe: within 3 months of volunteer taking office

• Providing contact point for volunteers

2004 HQ Projects

• Section Metrics Pilot Project• Focus on stats related to

• Volunteer recruitment• Meeting attendance

• “How to Celebrate!”• Milestones• Centennials

• Web-based volunteer recruitment kit

Thank Youfor

your Attentionand

Active Participation