Plenary III SeCon09

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					Plenary III

8 AM Sunday
MGA in 1000 words or less

           Joe Lillie
 IEEE Vice President - Member and
       Geographic Activities

David Green
Sections, Chapters and Branches
 – Not Necessarily In That Order

        Training Session
     IEEE SoutheastCon 2009
          8 March 2009
                 This AM

   An introduction to what is available
    and what will be available in IEEE
    positional training – and a bit of what
    is to come
   The Basics
IEEE Section & Chapter
                    Charles Lord
 Region 3 Member Engagement and Life Cycle Management
  Region 3 Leadership Development and Regional Support

            March 2009 Edition – Short Form

Most of what I cover
in this module is
available off of this
                    IEEE Organization

                                         Board of Directors

          Board of Directors
              Educational Professional
                   Activities Board           Activities Board           Activities Board

    PSPB                                           IEEE-USA
           Regional                   Standards                  Technical
           Activities Board           Activities Board           Activities Board
Educational Act.                             Standards Assoc.

     MGA                       Technical Act.                                Executive Comm.

 Regions &                      Societies &                                         Staff & Society
  Sections                    Tech. Councils                                 Executive Directors
                  Geographic & Technical Unit

   Technical                        Member and Geographic
Activities Board                       Activities Board

IEEE Societies/                            Regions                           Parents - WIE,
Technical                                                                     Consultants,
                                  Areas                                       LMC, GOLD


                             Chapters                 Affinity Groups

                   Sub-Sections       Student Branches             Council

                             SB Chapters         SB Affinity Groups
    Region, Area & Geographic Council

   Region (10)
       All parts of the world are in a Region.
       Established to help manage the activities of
        the IEEE Sections.
   Areas
       Established as parts of a Region –
        management and administrative organizational
        unit of the Region
   Geographic Councils (18)
       Formed by two or more Sections to help
        achieve common goals (i.e. produce
        newsletter, conduct joint meetings).
       Report to the Sections that formed it.
          Sections & Subsection

   Section (326)
       Basic operating geographic
        organizational unit of IEEE
       Formed by the MGA Board
       Need at least 50 members to form a
   Subsection (34)
       Subunit of a Section
       Need at least 20 member to form a
          Technical Chapters

   A subunit of a Region, Section,
    Group of Sections or a Geographic
   Established by a group of 12 or
    members of an IEEE Society
   Responsible to both the Geographic
    Unit and the Technical Unit
   1,883 as of 31 Dec 2007
            Affinity Groups

   A non technical subunit of a Region,
    Section, Group of Sections or a
    Geographic Council
   Established by a group of 6 or more
    IEEE members
   Responsible to both the Geographic
    Unit and to the parent organization
   277 as of 31 Dec 2007
             IEEE Sections By Region

   R7 – 20

R1 to 6 – 165
 R1 – 22
                                                R10 – 56
 R2 – 20
 R3 – 41
 R4 – 23
 R5 – 24
                          R8 – 52
 R6 – 35
                R9 – 33             165 – USA
                                    161 – Non USA
    Geographic Unit Relationships
   Regions oversee Sections
   Sections oversee Subsections, Chapters,
    Student Branches and Affinity Groups
   Councils are comprised of Sections, and
    exist at the pleasure of the member
   Some Councils (but not all) have Chapters
    and Affinity Groups, and therefore oversee
    Geographic Unit Relationships
   Affinity Group Parents also oversee
    Affinity Groups
       Women In Engineering (WIE)
       Consultants’ Networks
       Graduates of the Last Decade (GOLD)
       Life Members Committee
   Student Branches oversee Student Branch
   Societies also oversee Chapters and
    Student Branch Chapters
                  IEEE Sections

   Sections provide a community of colleagues
   Members build a network through local Section,
    Chapter, Student Branch activities
   Develop new skills by taking an active role
       Gain management, teamwork and leadership
   Gain recognition for accomplishments and
    recognize the achievements of others
        Section Size by # Members - All Regions
                (not including Student)
                            (out of 325 Sections – 31 Dec 2007)



                                                    • Average = 912
• Santa Clara Valley (R6) is
  the largest Section – 12,754
Required Reports for Geographic Units

   In order to receive funding from MGA
    Board, units must submit the following:
       Financial Report
       Officer Report
       Meeting Reports (all units)
            Section, Subsection, Technical Chapters &
             Affinity Groups

   All financial activity & officers should be
    reported through the Section, including
    that of subunits

   10% bonus if all reporting submitted no
    later than end of third week in February
     Officer Confirmation Reports
   Even if there are no changes, must report
    officers on annual basis
       IEEE Membership must be current.
       Membership Grade – Graduate Student,
        Member, Senior, and Fellow grades qualify
       Must reside in the geographic area.
       Chapter Officers - must be a member of the
        Chapter's Society. Joint Chapters only
        required to be a member of one of the
   MGA Contact – Joe Hale (
                Meeting Reports
   Submit electronically (
       Can be submitted at any time but the unit will not
        receive credit for meetings reported after their
        rebate has been distributed.
   Report all Meetings
   Categories
       Technical (Educational Topics, Tutorials)
       Non-Technical (Professional/Career, Social)
       Administrative (ExCom Meetings)
   MGA Contact – Peggy Kovacs
           Meeting Requirements

   Sections & Subsections
       At least 5 technical, non-technical or
        administrative meetings
   Chapter
       At least 2 technical meetings
   Affinity Groups
       At least 2 technical, non-technical or
        administrative meetings
    Contiguous Section Members

   Is granted as requested by IEEE
    members who would prefer to be
    associated with a geographically
    neighboring Section instead of the
    one assigned.
   Form available on web or for email
   MGA Contact: Contact: Joe Hale
        Geographic Unit Formations

   Formed via Petition that is approved
    by the MGA Board
       Section; Subsections; Technical
        Council; Chapter; Affinity Group;
        Student Branch and Student Branch
   MGA Contact: Joe Hale
Recognition Products & Supplies

   Banners, Certificates, Officer pins,
    and Plaques.
   For volunteers only

   MGA Contact: Donna McClelland

   Order online available
Section or Chapter Chair Pins
        Section/Chapter/Affinity Group
              Meeting Summary

   12,133 - Total meetings
   Over 315,000 participants
      Average attendance = 37

      Average meetings per Section = 38

   9,198 Technical meetings (75% of

       Includes technical, professional, social,
        educational & administrative topics
      IEEE Member & Geographic Activities
        Helping Sections to Service Members
    Providing Member              Enabling Member
Relationship Management           Communications
SAMIEEE – Volunteer access   e-Notice - Electronic newsletter
  to member data &              subscription service – 522 units
  demographics                  enrolled (Regions, Councils,
                                Sections, Subsections,
                                Chapters, Societies, Student
                                Branches and Conferences)

                             EWH – Web Hosting for over
                                1,150 units
IEEE Member & Geographic Activities
                  Provide IEEE
                   organizational units with
                   web-based tools to
                   manage their ongoing
                  Tools will include OUMgt:
                   Meetings, WebInABox,
                   Finance, Demographics,
                   Elections, and others.
                  This project is made
                   possible by volunteers’
                   efforts with support and
                   assistance from IEEE
              Region Assistance

   Section Support Via Regions (SSVR)
       Funds set aside by MGAB each year
       To be used at the discretion of the Region
   Great source for funding special
    projects, initiatives
    Society Assistance For Chapters

   Each Society has its own program
       for example, PES has a High Performing
        Chapter Grant Program
   Refer to Society Chapter Funding
    Guide for more information
              Conference Income
   Sponsorship opportunities with
    Societies, Sections, other Chapters
   See Technical Activities Conferences
    web page for more information:
    , Conferences tab
         How is the money used?

   IEEE-sponsored activities:
       Chapter and Affinity Group Support
       Newsletters
       Student Branch Support
       Distinguished Lecturers
       Technical, administrative & social
       Recognition supplies (banners, plaques,
        pins, certificates)
      Where is the money kept?

Unit Bank accounts:
     Should be opened in the name of IEEE
      _______ Section or Chapter
     Signature of Staff Director - Financial
      Services on bank account
     Concentration Banking Program
          Pays 6 month CD rate, no fees
          Local unit retains complete control of
         Officer Confirmation

   Responsibility of Section Secretary
   Include all officers: Committees,
    Chapters, Affinity Groups
   Include member #s for verification
   Officers must be in good standing
    and Members
   Chapter Chairs must be a member of
    the Society
       Fellows / Senior Members

   Fellows elected by IEEE BoD
   List available on the web
    (scroll down to “Fellows Program”)
   Senior Member elevations can be
    identified through SAMIeee
             MGA Awards

   Achievement Award
   Innovation Award
   Leadership Award
   Larry K. Wilson Transnational Award
   William W. Middleton Distinguished
    Service Award (awarded once every
    three years, at Sections Congress)
               MGA Awards, p.2
   IEEE Vice President Member and
    Geographic Activities Discretionary Award
   Friend of IEEE Member and Geographic
    Activities Award
   Platinum Friend of IEEE Member and
    Geographic Activities Award
   All other RAB awards
       Deadline for nominations - 15 October
       More info?
             IEEE Awards

   Nomination deadline: 1 July
   Technical awards
   Service awards
          IEEE-USA Awards

   Nomination deadline: 31 July
   Professionalism Awards
   Technical Achievement Awards
   Literary Awards
           Geographic Roster

   Must have an IEEE web account and must
    be listed in the Roster in order to have
   Updated every two weeks
   Includes all Region, Section, and Council
    officers as reported to IEEE Staff
   Updates?
   Data extracted directly from IEEE member
               Functional Alias

   Each Section has a functional alias
   Points to Section Chair
   Updated annually when officer reporting
   Section email address is constant
Additional Information for Officers
           Additional Information

   The SCOOP Newsletter
       Monthly via email to Sections Chairs &
        other interested volunteers
       Quarterly expanded issue also
        distributed to Chapters
       Anyone can read online
       More info?
Is that in my job description?
       I’m A Section Chair, I . . .

   Know all about: Bylaws*; Policies &
    Procedures; MGA Operations Manual
   Chair meetings
   Work with ExCom, Committee,
    Chapter and Affinity Group Chairs to
    support activities
   Represent Section @ Region
   Am a signer on bank account
       I’m a Section Vice Chair, I . . .

   Chair meetings in absence of Chair
   Am familiar with the policies relating
    to the activity of the Section and
    subunits, including bylaws*, policy &
    procedures, RAB Operations Manual
   Assume additional authority or
    activity as designated by Chair
       I’m a Section Treasurer, I . . .

   Prepare the annual budget
   Record all financial activity
   Reconcile bank statements/activity
   Report status of unit’s finances to the
    Section ExCom on a regular basis
   Prepare and submit Annual Financial
    Report (L-50)
   Signer on bank account
        I’m A Section Secretary, I . . .
   Record minutes of ExCom and other
    Section meetings
   Handle all correspondence
   Distribute meeting notices
   Maintain Section records
   Submit officer and meeting reporting,
    including officer changes during the
    year, to IEEE Operations Center
           I’m a Chapter Chair, I . . .
   Preside at Chapter ExCom and other mtgs..
   Work with other Chapter officers to
    determine program of activities for Chapter
   Represent Chapter at Section ExCom mtgs..
    and Society-sponsored mtgs..
   Familiar with Section bylaws*, policies &
    procedures, MGA Operations Manual, and
    any Society requirements for activity
   Submit or insure submission of required
    reporting to Section
      Does your unit have a . . .

   Professional Activities Chair
   Student Activities Chair
   Awards & Recognition Chair
   Membership Development Chair
   Historian
   Web master
                      IEEE         School


                     Work      Community

Branch Leadership Training Workshop



  Your IEEE Student Branch Position

  What do you plan to do truly great for and with
  your Branch this year?

  What is your number one goal this year?
    • Introduction
    • Branch Administration
    • Branch Operations
            Branch Planning Discussion and Workshop
            Branch Resources
            Student Awards
    • Membership
            Discussion and Workshop
    • Fundraising
            Discussion and Workshop
    • Student Professional Awareness Activities
            Discussion and Workshop
    • Time Management
    • Evaluations
                                                      NC Council (Area 2) of Region 3

• Geographic Entities in IEEE
   Region 3

                                                                    Univ. NC at
                                                                    IEEE Student
                                      Charlotte Section of          Branch
                                      Area 2 (NC Council)
                                          of Region 3

                                                        Note: Not drawn to scale and
              Region 3 in the World                     boundaries are only approximate
Student Activities Committee

   To provide undergraduate and graduate students who
   have an interest in the IEEE designated fields, Engineering,
   Computer Science and Information Technology, Physical
   Sciences, Biological and Medical Sciences, Mathematics,
   Technical Communications, Education, Management, Law
   and Policy with opportunities for educational, technical
   and professional development emphasizing the value of
   continuing IEEE membership after graduation.
Student Activities Committee Members
    RSRs     - Regional Student Representatives

    RSACs - Regional Student Activities Chairs

    IRs      - Industrial Representatives

    SPAA Chair and IEEE USA SPAC Chair

    Potentials Student Editor, Potentials Editor

    TAB Representative, Branch Chapter Representative

    Chair, Vice Chair

    Student Services Manager (non-voting)
 Key individuals in your Student Branch include:

     • Student Officers
     • Branch Counselor and/or Branch Chapter Advisor

     • Branch Mentor

     • Committee Chairs (also Student members)
Student Branch Chair
  • Serves as the Executive Officer of the Student Branch.
  • Manages the general operations of the Branch.
  • Presides at all meetings of the Branch.
  • Appoints committee chairs.
  • Involved in “forward planning” for the Branch.
  • Prepares necessary reports for IEEE Student Services.
  • Arranges for election of new Officers before leaving office.
  • Communicates frequently with other Officers.
  • Works with Branch Counselor in dealings with the Department
    and Faculty and local IEEE Section.
Student Branch Vice-Chair
   • Serves as the junior Executive Officer of the Student Branch.

   • Chairs the Program or Membership Committee.

   • Monitors the progress of Branch programs.

   • Fills in for the Student Branch Chair as required.

   • At some Branches, automatically becomes Chair next year.
Student Branch Secretary

  • Keeps detailed records of all Branch meetings and activities.
  • Carries out all necessary communications of the Branch, including the
    filing of reports with IEEE Headquarters.
  • Maintains stationery and other IEEE forms and supplies as required.
  • Posts a calendar of events to keep all members informed of Branch
  • Ensures that all Branch activities are conducted under the provisions
    of the current Branch Constitution and IEEE Bylaws.
  • Arranges for orderly transfer of all Branch records to incoming
Student Branch Treasurer
 • Responsible for ensuring the Branch’s finances are in order.
 • Deposits all monies received promptly in the Student Branch account.
 • Prepares a budget at the start of the school (or fiscal) year.
 • Prepares end-of-year Financial Statements.
 • Chairs the Fundraising Committee.
 • Co-signing Officer (jointly with the Student Branch Chair).
 • Arranges for orderly transfer of all accounts and records to incoming
Student Branch Counselor
 • Faculty member, active in the IEEE, who serves as an advisor to the
   Branch and its Officers.

 • Appointed by the local Section Chair, upon the recommendation of the
   Student members and the Regional Student Activities Chair (RSAC).

 • Normal term of appointment (or re-appointment) is two years.

 • Provides a sense of continuity to the Branch.

 • Informs other faculty members of Branch activities.

 • Promotes student awareness of awards, contests and membership benefits.

 • Helps the Branch establish Industrial contacts and works closely
   with the Branch Officers and the Branch Mentor.
Branch Mentor
 • Designed to maximize the interaction between the Student Branch
    and the local Section.

 • Branch Mentor must be from Industry.

 • Appointed by the local Section Chair, in consultation with the
   Branch members.

 • A recent graduate with firsthand experience in Student Branch
   operations is an ideal candidate.

 • Meets regularly with the Branch members and the Branch Counselor.

 • Assists the Branch to develop effective programs.

 • Provides a bridge between the Branch and the local Section.
 • Position is optional but can help Branches stay connected.
Student Branch Committees
  Having different committees can help you develop a varied,
  broad-reaching program of activities. Some key committees are:
 • Program Committee - responsible for planning and running the
   Branch’s program of activities.

 • Membership Committee - responsible for planning and carrying out
   Branch recruitment efforts, including promoting membership benefits
   to new and existing members.

 • Publicity Committee - responsible for advertising all Branch activities.

 • Finance Committee - responsible for fundraising activities.

 • Nominating Committee - responsible for setting election guidelines
   and dates and finding suitable candidates.
IEEE Volunteerism
  Most if not all the people you will work with on
    IEEE activities are volunteers.
     Be respectful of them and their time (plan efforts)

     Make them feel their contributions are important

         Make sure they get recognition

         Thank them for their participation

         Give them titles related to activities

          Seek and get commitments

         Make sure they feel they have input to the process
  • Branch Program

          Design a varied and interesting schedule of events.
    Branch Resources click “Branch Operations”

         Seek resources available to help you plan and implement
         your Branch program.
  • Student Awards
  Ensure that students are aware of awards and scholarships
         available to them. Visit

  • Branch News
         •For the latest information
Branch Program
   • Invite speakers on technical or professional subjects.
   • Enter design competitions (e.g., Region Hardware
     and Software Design Contests).
   • Hold a Student Professional Awareness Conference (S-PAC).
   • Hold a Student Professional Awareness Venture (S-PAVe).
   • Organize field trips to Industry.
   • Mentor junior students.
   • Organize sales of lab kits, lab manuals, resume books, solved past exams.
Branch Program (continued)
   • Raise funds for charity or Student Branch projects.
   • Publish a Student Branch Newsletter on the web.
   Develop a Student Branch web site. Free hosting web space
   • Branch Chairs should use SAMIEEE to access current
    IEEE Student membership data
   • Participate in engineering awareness programs.
   • Visit and organize joint activities with other Student Branches.
   • Volunteer at a conference and help staff a membership booth.
   • Host an annual “Welcome Back” or “End of School” picnic.
   • Work with the local IEEE Section and Region.
Branch Planning

  •Assess the state of your Branch (resources, people, money)

  • Identify the major objectives for your Branch for this year
    (e.g., membership increase, some big event, retain existing
     members, seek new equipment)

  • Identify the specific goals that will help you meet your objectives
    and identify the events that will make up your Branch Program to
    achieve these goals

  • For each event, develop an Action Plan
Branch Planning

 Goals          Events         Evaluate      The
              Brainstorm!                    Plan!

   Your Annual Branch Plan is the result!
Branch Planning
Need Ideas Fast? try this… Five Rules of Brainstorming:

1. Any ideas are valid (even wacky ones).

2. Write everything down.

3. Don’t criticize or evaluate.

4. Don’t be a salesperson.

5. Ideas form in molecules, so don’t be afraid if everyone is silent

Someone keeps time (you need a limit!) and someone is scribe to
capture every idea.
Branch Planning
   Evaluate the results---

   • Is there enough interest?

   • What resources are needed?

   • Will it achieve goals?

   • What are the constraints of the Branch? (time, money, people)

   • Take the attractive alternatives and ITERATE!
Branch Planning

   Iteration may make earlier, rejected ideas more desirable…

   For example,

   “This road trip will need the extra funding, maybe running a coffee
    machine isn’t such a bad idea after all”
Branch Planning
   Once you decide on a plan, put it into action!

   • Assign people to duties

   • Set a timeline, and milestones to be achieved


   • Establish your financing and cash-flow
Branch Planning
   If you are coordinating some event, let people do their jobs.

   • Keep people communicating with short status meetings

   • Compliment people on accomplishments (a key to motivated

   • Plan for the unexpected! Murphy’s Law…

   • Reward yourselves when it is all over

   • Learn from your mistakes and leave documentation for future
Branch Planning Workshop
  • Develop a set of goals for the branch

  • Brainstorm to find events

  • Evaluate and create Branch plan and timeline of events

  • Someone from the group will present (1 slide)

  • State your assumptions!

  • In second workshop, plan one event in detail; all resources and
    timeline with milestones (and a second presentation!)
Branch Planning Workshop Scenario 1
   Apathetic University has its share of problems. Ellen, an
   enthusiastic member accepted the job of Branch Chair (nobody
   wanted it anyway!), but:

   • There are only 11 members (her friends in 4th year)

   • Nobody else seems to know what an IEEE Student Branch is,
     including the recently appointed Branch Counselor, a new
     faculty member

   • Ellen knows that the Branch is close to probation.

Branch Planning Workshop Scenario 2

  At the University of Life, the seniors seem to slap together an executive
  committee every September. There is a big EE class in
  this school and the Student Branch Counselor is enthusiastic but
  busy. The sophomores and juniors even think IEEE is for the
  seniors only.

Student Branch Reporting Requirements
  Each year, you must submit two reports to IEEE Student Services. To
  encourage you to complete these, the IEEE provides you with funding -
  an incentive rebate. Remember, IEEE wants to hear about your activities.

 Annual Plan of Activities:
 • due 1 November each year or two months after the academic year begins;
 • helps you plan your activities and budget for the year;
 • allotment based on Branch members as of 31 December statistics
 • allotment of either US$50.00 (49 members or less)
   or US$100.00 (50 members or more) upon receipt of plan.

 Annual Report of Activities:
 • due 1 May each year or two months after the academic year ends;
 • detailed report of activities for past year, including financial statements.
 • rebate of $US2.00 per Branch member as of 31 December statistics.
The IEEE Student Branch Calendar
 • A useful tool for planning purposes.

 • A good way to remind Branch members of upcoming activities.

 • Should list all award deadlines.

 • Post on the student bulletin board or office door.

 • Student Branch Secretary should keep it current.

 • Generic calendar included in workbook.
Branch Resources
  • Distinguished Lecturers Program sponsored by IEEE and
    other IEEE Societies.
  • IEEE Computer Society Distinguished Lecturers Program.
  • IEEE Program Resources Guide.
  • Section and Section Student Activities Chair (Section SAC).
  • Branch Counselor and Branch Mentor.
  • Regional Student Representative (RSR) and Regional SAC (RSAC).
  • IEEE Student Services Manager (IEEE HQ).
  • Contacts listed in Workbook.
Branch Resources (continued)
 • IEEE Student Concourse web site

     Student Branch program information, awards and scholarships,
     all Student Branches listed with reported web sites and email

     •IEEE Email
         Student Services Maintains Regional Student Branch Addresses
                  Send to:

 •web accounts at
 • Submit Reports by E-mail for Region 1
         (same format for Regions 1-10)
Branch Resources (continued)
• IEEE Student Branch All Magazine Package
     fee is US$575.00 in 2006
     subscription package includes all 32 IEEE magazines
     available to all Student Branches
    Some magazines included are:
        IEEE Spectrum magazine
        IEEE Potentials magazine
        IEEE Computer magazine
        IEEE Software magazine
        IEEE Internet computing magazine
        IEEE Power Engineering Review
        IEEE Micro magazine
        IEEE Personal Communications magazine
Branch Resources (continued)
• IEEE Student Branch Library Subscription to the All Society Periodicals
•Package (ASPP)
    only Student Branches whose main libraries subscribe to non-member
    ASPP subscription qualify for the discounted fee.
    US$3700.00 in 2006
    includes all Society Transactions, Journals, and magazines,
      with a few exceptions.
    Student Branch must provide an adequate facility to store and
      display the publications.
    To qualify, the main university library where the Student Branch is
      located MUST have a current full ASPP (print or online) or IEL subscription
    Orders must be placed on IEEE Stationery, signed by Branch
      Chair and Branch Counselor, and sent with full payment.
Student Branch Awards
   • One of the BEST benefits of being a Student member.

   • You should keep all your Branch members informed about the

   • Some are scholarships, others are fellowships or stipends.

   • Still others are prizes for competitions.

   • Recognition for the Branch, Branch Counselor, and students.
Student Branch Awards (continued)
   Regional Student Paper Competition
   • Open to all undergraduate IEEE Student Members
   • Chance to improve written and verbal communications skills
   • Local competition at Branch determines winner for Area
     Competition; winners from Area Competition go on to
     Regional Competition
   • Regional prizes from Life Member committee (US $800, $500, $200)
   • See guidelines in Handbook or contact Regional Student
   •Activities Committee Chair (RSAC)
Student Branch Awards (continued)

  IEEE Regional Exemplary Student Branch Award

  • Award designed to encourage, through public recognition,
    exemplary Student Branch operation.

  • Good goal to guide Branch planning efforts.

  • No limit to the number of awards given.

  • Nomination must be by an Officer of the Branch.

  • Supporting documentation must be provided.
Student Branch Awards (continued)
  Outstanding Student Branch Counselor and Advisor Award

  • To recognize the important contributions of the Counselor / Advisor.

  • Over 300 Counselors and Advisors have been recognized since 1979.

  • Sponsored by MGA and TAB.

  • Up to 1 Counselor per Region recognized each year.

  • Students must submit a nomination essay (1500 or less words).

  • Nomination deadline is 28 February.
Student Branch Awards (continued)

   Larry K. Wilson Regional Student Activities Award

   • To recognize the student most responsible for an extraordinary
     accomplishment associated with student activities.
   • One winner per region.
   • Commemorative plaque and 3 years free membership in the IEEE.
   • Nomination deadline is 31 January.
Student Branch Awards (continued)

 Computer Society Richard E. Merwin Scholarship

 • Up to 10 awards of US$3,000.

 • Juniors, seniors, and graduate students are eligible.

 • Must be active in the Computer Society Branch Chapter at your

 • Application deadline is 31 May.
Student Branch Awards (continued)
   Charles LeGeyt Fortescue Fellowship
   • One year US$24,000 award to a new graduate student.
   • Must study at an accredited university in the U.S. or Canada.
   • Application deadline is 31 January every other year.
   Other Awards
   • IEEE Fellowship in Electrical History
   •IEEE Neural Networks Council Conference grants

Student Branch Awards (continued)
  MGA Membership Growth Award
  • Given by MGA (cannot apply for this) to the Branch in each
    Region that has highest growth (based on Branch size and %
    growth --- not just actual numbers)

  Outstanding Student Certificate
  • Available free from IEEE Student Services; 1 per 100 Branch
    Members (or fraction thereof); lettering done by IEEE for your
    Branch. Give them to deserving Student Members!

  Student Branch Support Certificate
  • Available free from IEEE Student Services; give to people in
    recognition of their support of your Branch.
 • Student Membership Benefits
 • Membership Group Discussion
Student Membership Benefits
 • IEEE Spectrum magazine online and print
 • IEEE Potentials magazine online and print
 • The Institute online and print
 • Xplore online access to subscriptions
 • Discount on technical Society memberships and publications
 • 50% discount in IEEE dues for students graduating the first year
   after graduation
 • Leadership Experience and networking with Section, Industry Leaders
 • IEEE Job Site
 • Email alias
 • Financial Advantage programs
 • Membership card
Student Membership Who Qualifies?

• Undergraduate or graduate students taking at least
50% of a normal full-time course of study in IEEE designated
fields, Engineering, Computer Science and Information
Technology, Physical Sciences, Biological and Medical
Sciences, Mathematics, Technical Communications, Education,
Management, Law and Policy.
IEEE Student Membership Dues

   $30.00 US and Canada (Regions 1-7)
      –includes Potentials magazine (5 issues per year) (online and print)
      –includes Spectrum and the Institute (online and print)

   $25.00 all other areas of the world
    (Regions 8, 9 & 10)
      –with option to subscribe to Potentials magazine for $5.00 (online
      and print)
      –includes Spectrum and the Institute (online and print)
Membership Group Discussion

 Q1. Why did you join the IEEE and why did you become active?

 Q2. Why do some students neglect to renew their IEEE membership?

 Q3. How would you encourage a student to renew membership after it
     has lapsed (expired)?

 Q4. How would you attract a first year student to join IEEE?

 Q5. How would you persuade students in other departments to join IEEE?
   There are 4 different kinds of money you may need to raise:
       • Operating money - for continual expenses.
       • Seed money - an “advance” for an event.
       • Subsidy money - to reduce the cost for members.
       • Capital money - to buy things.
   Student Branch Operations Guide has a list of 19 ideas.
   • Brainstorming is a good way to think of ideas.
   • Need to be aware of University Fundraising constraints
   • Need to be careful not to tarnish the image of engineering.
  Money Sources ($$ and/or in-kind contributions):

  • Branch bank account
  • Money from Branch Plan, and Rebate from Annual Report
  • Fundraising events or activities
  • School
       - Department Head, Dean, Student’s Association,
           Engineering Student’s Association
  • IEEE
       - Local Section, Region
       - For S-PACs and S-PAVes: IEEE USA SPAC and
  • Local Industry
  When asking for money….
     • Donor must have money to give (not everyone does!)
     • Put the request in writing and include a brief budget
     • Convince them of the merits of your cause and how their
       involvement will help both you and them
     • Show them that your proposal is well-thought out and that you are
       soliciting from others as well
     • Give them time to make a decision and then follow-up
     • Conduct Fundraising Workshop
         Question 1
         Question 2
  • What is an S-PAC?
     Student Professional Awareness Conferece
  • S-PAC program goals

  • Professional Awareness Issues

  • S-PAC planning steps

  • IEEE S-PAC funding sources

  • Student benefits from S-PACs

  • For More Information...
What is an S-PAC?

 • Student planned and run conference
   (half to full day)

 • Nontechnical career issues discussed

 • High quality volunteer speakers

 • Funding from IEEE, university and industry
S-PAC Program Goals

   • To develop an awareness of engineering professionalism

   • To enhance technical education

   • To provide opportunities for personal development

   • To encourage ongoing participation in IEEE
Professional Awareness Topics

  • Category A: Career growth
  • Category B: Working
  • Category C: Professional ethics
                and societal responsibility
  • Category D: Self-management
  • Category E: The engineer and public policy
  • Category F: Role of the professional society
S-PAC Planning Steps

       1.             Get Connected!
            2.             Begin Planning
                 3.         Select Speakers
                      4.             Budget Planning
                           5.             Ticket Sales and Publicity
                                6.          Prepare for S-PAC day
                                     7.       After the S-PAC
      Member and Geographic Activities Board (MGA)                                                        IEEE USA

Student Activities   Committee (SAC)
                                             Other MGA                                                         Career Policy Council (CPC)             Other IEEE USA Councils
                     Student Professional
                     Awareness Activities                                                 Other CPC                  Student Professional (IEEE USA/SPAC)
                     MGA/SAC/SPAA Chair                                                   Committees                 Awareness Committee
                                                                                                                     IEEE USA/SPAC Chair
                                              Regional Director                                                      R1-6 S-PAC Coords. (RSCs)
                                              - Regional Student Activities Chair                                    R1-6 S-PAC Sup. Coords. (RSSCs)
                                              - Regional Student Representative                                      Two Student Representatives
                                              - Other Regional Officers                                              MGA/SAC/SPAA Chair

                                                                    Area or    Council

                      Other Areas or Councils in a                  Area or Council                                      Regional S-PAC Coordinator
                      Region                                        Officers
                                                                                                                         seeks funding on behalf of students
 Students seek funding from
                                                                              Other Sections in an Area or Council
                                     Section Chair
                                     - Section Treasurer/Secretary                            Note: IEEE USA/SPAC provides funds for speaker travel.
                                     - Section Student Activities Chair
                                     - Other Section Officers
                                                                                                    All other IEEE Regions 1-6 funds can be applied
                                                                                                    to S-PAC operating expenses;e.g., IEEE
                                                                                                    Student Member subsidies, printing, advertising.
Student Benefits From S-PACs
        • Opportunities for personal development
        • Skills development
         ---    Team building
         ---    Project management
         ---    Marketing/sales
         ---    Finance
         ---    Communications
        • Build self-confidence
        • Industry connections
For More Information...

Regions 1 - 6                            Regions 7 - 10

        Ms. Sandra Kim                          Ms. Laura J. Durrett
        Administrator, IEEE USA                 IEEE Student Services
        IEEE-USA Office                           Manager
        1828 L Street N.W., Suite 1202          445 Hoes Lane
        Washington D.C. 20036-5104              P.O. Box 1331
        phone + 1 202 785 0017                  Piscataway, NJ 08855-1331
        fax + 1 202 785 0835                    phone +1 732 562 5523
        e-mail              fax. +1 732 463 3657
• What is an S-PAVe? Student Professional Awareness Venture
• S-PAVe Program Goals
• Ventures
• Elements of a Venture Proposal
• Venture Budget
• Funding and Support Letters
• Submission and Review Process
• For More Information...
What is an S-PAVe?
      • Projects or activities conceived by IEEE
        Student Branches to develop an awareness of
        engineering professionalism

      • Funded by IEEE through MGA/SAC/SPAA and

      • Students develop the idea and submit a
        proposal for funding

      • If approved, students receive funding to
        proceed with their planned venture and report
        results to IEEE
S-PAVe Program Goals

    • Develop prototype activities/materials to enhance
      Student Member awareness of professional concerns

    • Increase Student Membership, with focus on
      Freshmen, Sophomores, and Juniors

    • Provide new services for Student Branch Membership

    • Enable Student Branches to gain experience in project
      planning and organization
     • Can be of any nature except those that duplicate the
      Student Professional Awareness Conference (S-PAC)

     • Suggested Formats: Service, Workshop, Video,
          Simulation, Resource Materials

     • Examples
              - Make a video tape depicting ethical dilemmas
              - Develop an in-house training program that
                instructs students on how to run a meeting
              - Establish a resume evaluation service
              - Create a computer package that gives basic
                ideas on setting up your own company

     • Can span days, weeks or months, but should not
       generally exceed one school semester
Elements of a Venture Proposal

       • Venture summary form (from IEEE)

       • Venture description and milestone list

       • Budget

       • Support letters
           Student Branch Counselor
           Regional S-PAC Coordinator (Regions 1- 6 only)

       • Financial support letter
Venture Budget
  • One or two pages itemizing income sources and expenditures

  • A base amount of funds is provided (up to US$200.00)
    and additional funds on a matching basis

  • One additional dollar of S-PAVe funds (over the base
    amount) may be requested for every dollar committed to
    the venture from other sources (e.g., IEEE Section,
    Student Branch, or local companies)

  • All requested S-PAVe funds may not be awarded

  • The maximum S-PAVe award is US$500.00
Venture Budget Example
  Assume that US$175.00 has been secured from the IEEE

  • US$375.00 can be requested from S-PAVe funds
         - US$200.00 in base funding
         - US$175.00 as a dollar for dollar match to Section funds

  • Total income would be US$550.00
            - US$175.00 Section funds
            - US$375.00 S-PAVe funds

Funding and Support Letters
   • A Letter of Support indicates

     - Its author has read the proposal, likes it, and
       supports the Student Branch involvement

     - If appropriate, any amount of financial commitment

   • Required Letters of Support

     - Student Branch Counselor
     - Regional S-PAC Coordinator (Regions 1-6 only)

   • A Letter of Financial Support is required from any
     funding source
Submission and Review Process
 • Submit proposals at any time to:
          Regions 1-6:      IEEE-USA Manager, Professional Programs
          Regions 7-10:     IEEE Student Services Coordinator
 • Proposals are reviewed and awarded funds based on
          - Expected achievement of S-PAVe goals
          - Likelihood of success
          - Originality
          - Available funds
 • Each proposal is evaluated on its own merit -- not a contest
 • The reviewing is performed by:
          MGA/SAC/SPAA Chair MGA/SAC Chair  IEEE USA SPAC Chair
 • Award notification is made within 2 weeks
For More Information...

Regions 1 - 6                            Regions 7 - 10

        Ms. Sandra Kim                          Ms. Laura J. Durrett
        Administrator, IEEE USA                 IEEE Student Services
        IEEE-USA Office                           Manager
        1828 L Street N.W., Suite 1202          445 Hoes Lane
        Washington D.C. 20036-5104              P.O. Box 1331
        phone + 1 202 785 0017                  Piscataway, NJ 08855-1331
        fax + 1 202 785 0835                    phone +1 732 562 5523
        e-mail              fax. +1 732 463 3657
S-PAC/S-PAVe Workshop Exercise
   Develop an S-PAC/S-PAVe for your Branch

   • Divide into groups of 4-6 people
         Select a scribe - record ideas
         Select a prophet - present ideas
         Select a timekeeper - ensure staying on track
   • Brainstorm ideas for an activity
   • Decide on an activity based on ranked ideas
   • Strive to identify the critical issues and actions necessary
     to complete and S-PAC/S-PAVe
   • Develop an action plan - Who does what by when?
S-PAC Scenario

         MegaSchool State University

   A large university with many engineering programs has an
   IEEE Student Branch with 110 members and $1000.00 in
   the Branch Treasury. The total enrollment in engineering
   is 1000 students with 250 in electrical engineering. The Branch
   wants to have an S-PAC. It is the last week of October.

S-PAC Scenario

              MicroSchool University

 Your Student Branch has 85 members (15 hardcore) in a school with a
 total engineering class of 400. Your school is in a somewhat remote,
 but industrial area. The “hardcores” got excited about an S-PAC after
 reading about it in a promotional mailing they received from IEEE-USA
 in December. It is the second week of January.

S-PAVe Scenario

                   Remote College

Your Student Branch has 70 members in a small engineering school,
in the suburbs of a medium size city. Your Branch figures that an S-PAC
may be hard to do for your small Branch, so they decide an S-PAVe might
be easier. The members of your Branch are pretty imaginative, and the
school is very supportive of the Branch. It is mid October.


   • Determine   How You Spend Your Time
   • Set Goals and Objectives
   • Organize your Day
   • Learn to Delegate
Determine How You Spend Your Time
   • Document how much time you waste each day
       Telephone calls
   • Handle correspondence effectively
       Touch a piece of paper only once
   • Handle visitors tactfully
       Establish time limit for unexpected visitor
       Emphasize serving and helping people meet their needs
       Be firm but pleasant when you terminate a conversation
Set Goals and Objectives
    • Visualize yourself achieving each goal
    • Ensure goals are specific and measurable
    • Select a general time frame for completion
    • Set goals that will not allow for procrastination
        Do unpleasant things first
        Do simple tasks before complex tasks
    • Attack goals with enthusiasm
    • Find ways to enjoy working on each short-term goal
    • Evaluate your performance
    • Give yourself rewards
Organize Your Day
   • Plan on paper -- Prepare a “To Do” list
   • Make good use of entire day
   • Use lunch hour effectively
   • Use travel time productively
   • Set deadlines
       Use a reward system
       Use a timer
   • Combine activities
   • Plan to stay one step ahead
Learn to Delegate
   • Make person aware of relative importance of task
   • Provide necessary information and resources
   • Emphasize results rather than methods
   • Secure a commitment
   • Set deadlines
   • Schedule review sessions
   • Give incentives commensurate to the task accomplished
Breakouts II

        We will break out again!
   Go over the issues, questions,
    opportunities from yesterday
   Look for root causes, projects, action
    plans, solutions
   propose activities, projects, actions to
    resolve issues
   Must involve personal commitment, and
    commitment to engage others back in
    section / branch / chapter
We will report back here by 11AM

   Careers –

   Pre-college –

   Education and Training -
Plenary IV – the Last, the First

         Reports from each group

   What actions did you come up with:
       Show of hands to those committed to
       Any needs from R3 (motions?)
   What was the best or most
    interesting “also ran”
Please gather all notes, results and
  send to Charles –
  we will compile and share with group

This is a beginning, with followup…

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