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CAB Handbook (Revised 10 August 2006) I. Introduction II. CAB Structure and Responsibilities III. Chapter Support and Programs IV. Awards and Recognition V. Student Newsletter VI. Professional Activities Committee for Engineering I. Introduction CAB Handbook This handbook is intended for use by the Chapters Activities Board (CAB) volunteers and IEEE Computer Society staff as a reference tool to summarize the program areas of CAB. This handbook is not intended to duplicate the information found in the program materials mentioned, but to provide an overview of each area. Please refer to current handbooks, forms, applications, and other materials for detailed information on the CAB programs and policies discussed herein. CAB Administration CAB administrative support is provided by the Computer Society's Volunteer Services Department and specifically by the Volunteer Services Coordinator. CAB meets three times a year during the CS Administrative Meetings week to discuss the status and progress of programs and new proposals under CAB jurisdiction. The CAB meeting time varies as convenient for the CAB Vice President and Board members. II. CAB Structure and Responsibilities A. Chapters Activities Board (CAB) CAB is chaired by the Vice President for Chapters Activities as provided in the bylaws, and shall consist of the following members: • chairs of the Chapter Committees; • any other standing committees established by the CAB in accordance with the provisions of the bylaws; • the ombudsman; • additional members appointed by the Vice President for chapter activities. Two or more members of the CAB shall be appointed as vice-chairs in order to continually involve and train new volunteer leadership in the society as well as to share the volunteer workload. In addition, any society representatives to IEEE membership development committees shall be ex-officio, non-voting members of CAB. CAB shall establish such standing committees as it shall deem appropriate, the names and functions of which will be set forth in the Computer Society Policies and Procedures Manual. The specific functions of CAB include: • Chapter information promotion • Support and programs for professional and student chapters • Other promotional programs and functions as assigned by the Board of Governors, Executive Committee, or the IEEE Computer Society President Examples of specific activities of CAB include: • Developing orientation and development tools for new chapters • Organizing and implementing the Distinguished Visitor Program • Providing a liaison to the membership (Ombudsman) • Disseminating general information about society chapter activities • Publishing a student newsletter written by student chapters To provide the best possible support for the function of the CAB, the following program areas, with appointed volunteers, represent the current Chapters Activities Board: CAB Vice President - Appointed by the President Vice Chair (s) - Appointed by the Vice President Student Activities - Appointed by the Vice President Chapters Activities - Appointed by the Vice President Chapters Coordinator - Appointed by the Vice President Secretary - Appointed by the Vice President Treasurer - Appointed by the Vice President Distinguished Visitor Program Chair - Appointed by the Vice President Membership Development Committee Liaison - Appointed by the Vice President TAB Liaison - Appointed by the Vice President Professional Activities Committee for Engineers (PACE) Liaison - Appointed by the President Professional Activities Division V Coordinator - Appointed by the Division V Director Professional Activities Division VIII Coordinator - Appointed by the Division VIII Director B. Roles and Responsibilities Official functions of CAB are detailed below (see Computer Society Bylaws): 1.Vice President for Chapter Activities -- The Vice President for Chapter Activities shall chair the Chapter Activities Board (CAB) and shall be responsible for activities including promotion of the organization of professional and student chapters, support for chapter programs and services, and any other programs as may be assigned by the Board of Governors, the Executive Committee, or the president. Chairs of the CAB standing committees are appointed by the President on the recommendation of the Vice President for Chapter Activities. The President may delegate such authority to the Vice President. 2. Professional Activities Committee for Engineering -- PACE promotes professional activities within the society, at the chapter, national, and international levels. The liaison facilitates communication between society members and the IEEE PACE. This individual is a corresponding member on the IEEE PACE Division Activities Committee. This committee consists of the liaison and the two IEEE PACE division coordinators, one for division V and one for division VIII. The liaison shall be appointed by the president. Division coordinators shall be appointed by the respective division directors. Appointments are for two years. 3. Chapters Coordinator -- The Chapters Coordinator develops programs to assist chapters. 4. Chapters Activities -- Computer Society Chapters are formed in local areas when there is sufficient interest and commitment and there are enough Computer Society members as required to sign a petition to start a chapter. 5. Distinguished Visitors Program (DVP) -- This program provides speakers to chapters and assists with chapter expenses by reimbursing speaker inter-city travel. The DVP chair reviews and approves all requests for speaker visits. The Volunteer Services Coordinator is responsible for publishing the program catalog, maintaining visit records, and serves as a central contact for requests and program catalogs. 6. Student Activities -- The Student Activities Chair is responsible for coordinating all student activities and functions as the CAB representative to IEEE student activities meetings. 7. Awards -- CAB sponsors several awards and scholarships for students and the Awards chair is responsible for assuring protocol is followed for soliciting and receiving award applications, selecting awardees, and making awards. 8. Staff Representatives -- The Volunteer Services Coordinator (VSC) is assigned as staff representative to CAB, and assists with most programs and initiatives, including student awards, newsletter publication, the Distinguished Visitors Program, chapter information, and programs. The VSC keeps all records of activities. III. Chapter Support and Programs The IEEE already provides many services to our members and to our chapters. Societies need not duplicate this effort but provide additional benefits to its members, while at the same time publicizing the IEEE material. Chapters of the IEEE Computer Society (CS) give members the opportunity to actively participate with others having similar technical interests in the field of computing, networking, multimedia and electronics. The following are just a few examples of the many ways the CS can connect you with a world of opportunity to maximize the effectiveness of your Chapter. A. Computer Society Support a. Financial Support Chapter Rebate ($150) for submitting the minimum number of technical meeting reports as required by the IEEE. Start-up Funds for chapters previously "inactive" by IEEE standards with official IEEE notification. A chapter can be reimbursed up to $200 for expenses related to its revitalization. Receipts and verification of chapter inactive/active status from IEEE is required. b. Awards and Recognition -- The following Computer Society sponsored awards are available for rewarding the commitment and participation of chapter leaders and members: i. Technical • Best Paper Award (for CS sponsored conferences, publications), Certificates of Appreciation, Honor Roll, Special Awards ii. Service • Certificate of Appreciation • Meritorious Service Certificate • Distinguished Service Certificate • Outstanding Contribution Certificate - For well-defined, highly-valued contributions • Richard E. Merwin Distinguished Service Award - Highest level service for outstanding service to the profession at large, including significant service to the CS IEEE • CS Award - For Distinguished Contributions to Public Service in a Pre-College Environment iii. Recognition • Letters to employers • Banners, plaques iv. Student Scholarships -- The Computer Society offers the following recognition for student members. See "Student Activities: Awards" for detailed information: 1. The Richard E. Merwin Student Scholarship -- for active student chapter participants. 2. The International Science and Engineering Fair (ISEF) Awards -- for winners in the computer science category at the annual event, organized by Science Service. 3. The Lance Stafford Larson Award -- for the best student original paper. 4. The UPE/CS Award -- for academic achievement d. Membership Development -- Every occasion is an opportunity to invite your meeting participants to join the Computer Society, and take advantage of the benefits of professional membership. Membership applications are always available upon request to satisfy your members' interests. e. Professional Development -- Professional membership in the IEEE Computer Society provides a host of benefits to its members, some of which are listed below. i. Technical Activities -- Conferences, symposia, workshops, and local meetings for the exchange of information, and exposure to the latest technologies and trends. ii.Technical Committees -- The Computer Society technical committees (TCs) are networks of professionals with common interests in computer hardware, software, applications, and interdisciplinary fields. TCs have direct influence on Society standards, publications, conferences, workshops, education, and chapter activities. They serve as the focal point for the Society's activities within a technical discipline. iii.Technical Publications - Access to technical journals, conference records, standards, and books, for the world's most comprehensive sources of electric and electronic publications at discounted rates. iv.Standards Working Groups -- Standards working groups are responsible for the drafting of the computer standards that originate from the IEEE Computer Society, and go on to become national and international standards. v.Participation - In local, professional Section or Chapter meetings with members and industry leaders, to discuss issues of technical and career concern. vi.Leadership Development -- Through holding office in the Chapter organization. B. IEEE Chapter Support Contact the IEEE Chapter Services for up-to-date funding policies and chapter services. 1. Financial Support • Basic Operating Funds provided by the Section • Chapter Membership Rebate provided by the Section • Activity Funds 2. Educational Programs • Video Conferences -- Conferences via satellite on timely technical subjects with field experts. • Self-Study Courses -- To meet continuing education needs of the engineer. • Video Tutorials -- Covering a wide range of technical topics. • Standards Seminars -- To brief volunteers on the standards development process. 3. Organizational Assistance • IEEE Bylaws • Brochures 4.Employment Assistance -- Please contact the IEEE USA office for publications, and information packets for unemployed members at 1828 L Street, NW, Suite 1202, Washington, DC 20036-5104, Phone: +1 202 785 0017. Publications • Employment Guide for Engineers and Scientists - Job hunting manual (for students) • Employment Guide for Engineers and Scientists - Directory of Employers • IEEE U.S. Membership Salary and Fringe Benefit Survey • IEEE Member Opinion Survey • How the United States Can Compete in the World Market Place Services • Biennial conferences for employers and employees on careers and development • Advice on developing an electronic job data bank linking engineering job seekers and potential employers • Employment assistance workshops and job fairs • Information Package for the unemployed 5. General Staff Support • IEEE staff support through development of resource materials such as operations manuals, guides, training programs for officers and general support in recruitment, publicity, and brochure distribution. • Specific staff positions with persons knowledgeable in Chapter matters. C. Chapter Viability and Volunteer Participation Recommendations Leadership, Planning and Involvement: The following are examples of how Computer Society chapters can, at the very least, meet the IEEE's minimum of two meetings per year to be considered viable: • Support a CS technical conference in association with your Section • Participate in joint programs with Sections, or non-IEEE organizations • Develop newsletters, contribute to newspaper articles • Participate in science fairs as judges or sponsors • Volunteer time and talent in schools during National Engineers Week • Conduct technical paper contests for members and/or students • Sponsor youth programs, job fairs, and career days (where technical expertise serves to help formulate career decisions) • Invite local Section and Chapter officials to speak to your group on the importance of Computer Society membership in their professional and career growth and development • Advise research teams to government bodies in technical specialty areas • Provide assistance to charitable agencies on technical matters • Inspection trips • Seminars • Educational programs (sometimes in collaboration with the continuing education department of local universities) What about Student Chapters? The following are ways for student branch chapters to maximize the educational and professional benefits from its CS membership: • Sponsor a technical conference in association with your local Section and /or Computer Society Chapter • Establish a library of Computer Society publications • Conduct student paper contests, and keep students informed of IEEE regional contests • Offer faculty advisory and student recognition awards, and keep students aware of Computer Society awards and scholarship • Sponsor student job fairs and career days • Develop your own mentoring program with local IEEE members and/or other industry • Invite local Section and Chapter officials to speak to your group on the importance of Computer Society membership for their professional issues related to ethics, continuing education, and communication skills • Raise funds by selling IEEE T-shirts, resume books, computer disks, etc. • Host field trips to other student branch chapters, local corporations, other countries • Keep the CS headquarters office informed of your innovative activities, and submit a copy of your annual report to the CS headquarters office - this will allow us to better understand your programs, and gauge your potential interest in opportunities that arise, which we can pass on to students. D. Distinguished Visitors Program (DVP) The IEEE Computer Society Distinguished Visitors Program (DVP) was initiated in 1971 by Dr. Stephen Yau. It is a popular vehicle for the introduction of first quality speakers serving IEEE Computer Society professional and student chapters. The DVP owes its success to many society volunteers and staff who generously contribute their time and talent. 1. Asia Pacific Program - Founded in 1993. 2. Europe Program -- A program in Europe is now available. 3. India Program -- A program in India is now available. 4. DVP Services -- DVP Services consists of Computer Society staff working with the DVP Chair to facilitate implementation of the program. Questions concerning the DVP procedures should be sent directly to the Volunteer Services Coordinator at <VSC@computer.org>. 5. Visit Requests -- A chapter may arrange up to three DVP visits per calendar year, and they are strongly encouraged to arrange to have a speaker visit a number of chapters in their geographical area on one trip, which greatly reduces the total traveling expenses as well as the average cost per visit. Email is encouraged as the standard for program correspondence. 6. Approvals -- All DVP visits must be approved in advance by the DVP Chair. Arrangements made by speakers, Chapters, and/or others outside of DVP rules and guidelines are not the responsibility of the Computer Society. 7. Covered Expenses -- The DVP program will reimburse speaker travel expenses to a maximum of $700 U.S. for "inter-city Traveling Costs" defined as reasonable expenses incurred traveling from the speaker's home or office until arrival at the host Chapter's city, and departure from the host Chapter's city until arrival at the speaker's home or office (normal coach class airfare, bus fare, train fare, parking at home airport, mileage or nominal gas to and from the speaker's home airport). "Local Expenses" are defined as reasonable expenses incurred after arriving in the host Chapter's city (hotel, meals, rental car, limousine or bus from the airport to the hotel or meeting location, etc.) and are the chapters responsibility. Selection of Speakers Speakers are selected by the DVP Committee headed by the DVP Chair, based on the following criteria: 1. Speakers must be members of the Computer Society. 2. Speakers are recognized authorities in their field, evidenced by record of public speaking, articles in technical or trade journals, and books published. 3. Speakers offer topics of interest to the general Computer Society membership. 4. Speakers' schedules permit them to respond positively to requesting Chapters. 5. Speakers have the support of their employer to participate in the DVP. 6. Speakers are invited to contribute their time and talent for a period of up to three years. Recommendations for new speakers, as well as suggestions for desired topics, are welcome at any time. DVP Procedures 1. See the current year's DVP catalog for speaker selection. 2. Contact the speaker directly to set up a tentative date for the visit. After setting a tentative date with the speaker, the Chapter should submit the DVP Request Form included in the back of the DVP catalog, to DVP Services as early as possible, but at least 6 weeks before the scheduled visit. 3. DVP Services forwards the visit request to the DVP Chair. DVP Services will inform the chapter of approval/disapproval. 4. During the presentation, the chapter officer should keep a record for the Follow- up Form of the topic, total attendance, and notes on technical content, oral, and overall presentation. After a visit, the chapter should submit the Follow-up Form to DVP Services. IV. Awards and Recognition A. Student Awards 1. The Richard E. Merwin Student Scholarship (see protocol at end of this section) -- The Society offers up to ten student scholarships each academic year to eligible undergraduate or graduate Computer Society student members who are active leaders in student branch chapters. These scholarships are one of several ways that the CS supports the growth and development of students. The Merwin application and information can be published in your newsletters, or distributed at meetings. The deadline for applications is May 31 of each year. 2. The Lance Stafford Larson Award -- This award was established to encourage students to develop excellence in their communications skills and to motivate students toward achievement in the field of Computer Science. The award is $500 to the first place winner, and certificate and writing implement to first, second, and third place winners. Deadline is October 31 of each year. 3. The Upsilon Pi Epsilon/Computer Society Award -- The UPE/CS award for academic excellence was initiated for both organizations to raise the importance of academic achievement in our future computer professionals. Up to four awards of $500 each are given each year to competition winners. Winners also receive a certificate of commendation, and the choice of one Computer Society book or periodical subscriptions for one year. The deadline is October 31 of each year. 4. The International Science and Engineering Fair (ISEF) Awards (see protocol at end of this section) -- This fair, in May/June each year, draws students internationally who compete on projects in various categories. The Computer Society presents first ($700), second ($500), and third place ($350) awards in the computer science category. Winners receive a plaque and one year's free membership in the Computer Society. The CS also offers first and second place team awards of $500 and $400 per team member. For information, contact the sponsors of the Fair: Science Service, 1719 N Street, NW, Washington, DC 20036, +1 202 785 2255. B. Chapter Awards The IEEE Computer Society (CS) has initiated the Outstanding Chapters Award (OCA) to award the CS chapter and student branch chapter that are judged as having provided their membership with the best overall set of programs and activities. The chapter and branch receiving the award will be recognized for achieving excellence in their chapter operations at a Computer Society Board of Governors meeting. Chapters will compete based on success in the following categories: 1. Technical Activities 2. Societal Activities 3. Membership Advancement, Fellow Nominations and Awards 4. Enlistment of New CS Members The Award: The award consists of an Outstanding Chapters Award certificate (one for the winning chapter and one for the winning student branch), and a completely paid Distinguished Visitor Program visit. The deadline is October 31 of each year. Requirements: The award allows large and small chapters to compete on an equal basis. The following are requirements for competing: 1. Submit six (6) copies of an entry article heralding the Chapter s success, suitable for publication in Computer magazine. 2. Submit six (6) copies of an additional brief but detailed report (and any supporting documents) of the Chapter's activity in the following areas: a. Service to members in the technical area (technical meetings, tutorials, education, etc.); b. Service to members in the societal area (involvement in non-technical society activities; volunteer activity in CS public affairs, Section activities, or work with the local membership); c. Promotion of membership advancement, Fellow nominations, and IEEE awards; and d. Enlistment of new members in the chapter. 3. To be eligible to win -- Chapters should not have won the OCA for the three preceding years. Judging Criteria: Chapters are judged by fulfilling the above requirements, and are assigned points for their entry by a judging team. The chapter with the highest total evaluation will be judged the winning chapter. In the event of a tie, the actual point total awarded by each judge will be used to determine the winner. Points are given on a 1-10 scale for activity in the following specific areas, with each area carrying a different weight: • Nomination Article Advancements • Technical Program Nominations for Awards • Educational Program Membership Development • Public Affairs Program Chapter Chairs Report • Student Activities C. CAB Service Awards The IEEE Computer Society Chapters Activities Board, in conformity with IEEE Awards Board and IEEE Computer Society Awards Committee policy, offers the following award for the purpose of recognizing outstanding service and contributions to furthering the purposes of the Institute. The IEEE Computer Society Chapters Activities Board Award for Distinguished Contributions to Public Service has been established to honor individuals for contributions to furthering the professional and technical goals of IEEE Computer Society in a pre-college environment. The award consists of a plaque and, at the discretion of the VP of CAB, a gift in nature at the VP's discretion as permitted by the CAB budget and dictated by the needs of the award recipient. The award can be given to one or more deserving individuals in a calendar year. D. Protocol for Student Awards PROTOCOL FOR RICHARD E. MERWIN SCHOLARSHIP STUDENT AWARD Up to four (10) scholarships of $4,000 each per academic year IEEE Computer Society volunteers and staff are encouraged to adhere to the following procedures for the Merwin student scholarship. Announcement: • Call for nominations/announcement in Computer • Information mailed to Chapter Chairs and student branch chapter advisors in bi- annual mailings. • Information included in the Student Scholarships and Awards Poster and Brochure Application Process: • Applications are accepted at the CS Headquarters office in Washington , DC . • A standard notice of receipt-of-application is sent to each applicant. • Judges are identified and confirmed by the Student Activities chair. After Deadline (no later than 15 June) • All applications are copied and mailed to the Chapters Activities Board's Chair of Student Activities • The Chair forwards applications to the judges for evaluation and rating • Judge recommendations are made to the Awards Chair • Awards Chair summarizes judge ratings in a report to the VP/Chapters Activities, with recommendation(s) for award recipients • VP/CAB approves recommendation. Student Activities Chair forwards names to CS headquarters office. Announcement of Winner (1 August) • Regret letters (signed by CAB VP) are mailed to applicants not selected. • Award letters (signed by Executive Director) are mailed to winners. • Results announced in various publications (Computer, looking.forward) Awards • Four installments paid, $1,000 each: November, December, January, and February. (Eligibility should be confirmed with each installment - includes checking minimum 2.5 GPA, full-time status, and good standing as defined by the academic institution.) • Certificate of commendation sent with first award check and award letter. • Each installment letter requests a return letter from the student confirming receipt. PROTOCOL FOR UPSILON PI EPSILON/COMPUTER SOCIETY STUDENT AWARD FOR ACADEMIC EXCELLENCE Up to four (4) awards of $500 each year. IEEE Computer Society volunteers and staff are encouraged to adhere to the following procedures for the UPE/CS Award. Announcement: • Call for nominations/announcement in Computer and looking.forward. • Information mailed to Chapter Chairs and student branch chapter advisors in bi- annual mailings. • Information included in the Student Scholarships and Awards Poster and Brochure Application Process: • Applications are accepted at the CS Headquarters office in Washington, DC. • A standard notice of receipt-of-application is sent to each applicant. • Judges are identified and confirmed by the Student Activities chair. After Deadline (no later than 15 November) • All applications are copied and mailed to the Chapters Activities Board's Chair of Student Activities • The Chair forwards applications to the judges for evaluation and rating • Judge recommendations are made to the Awards Chair • Awards Chair summarizes judge ratings in a report to the VP/Chapters Activities, with recommendation(s) for award recipients • VP/CAB approves recommendation. Student Activities Chair forwards names to CS headquarters office. Announcement of Winner (December) • Regret letters (signed by CAB VP) are mailed to applicants not selected. • Award letters (signed by Executive Director) are mailed to winners. • Results announced in various publications (Computer, looking.forward) Awards • Checks are requested from the UPE Secretary who will forward them to the CS office for distribution. • Certificates of commendation are sent with award checks and award letters. • A return letter from the student confirming receipt of check is requested. PROTOCOL FOR THE LANCE STAFFORD LARSON BEST STUDENT PAPER AWARD One first place award of $500; second and third place receive a certificate of commendation. IEEE Computer Society volunteers and staff are encouraged to adhere to the following procedures for the UPE/CS Award. Announcement: • Call for nominations/announcement in Computer and looking.forward. • Information mailed to Chapter Chairs and student branch chapter advisors in bi- annual mailings. • Information included in the Student Scholarships and Awards Poster and Brochure Application Process: • Applications are accepted at the CS Headquarters office in Washington, DC. • A standard notice of receipt-of-application is sent to each applicant. • Judges are identified and confirmed by the Student Chair. After Deadline (no later than 15 November) • All applications are copied and mailed to the Chapters Activities Board's Chair of Student Activities • The Chair forwards applications to the judges for evaluation and rating • Judge recommendations are made to the Awards Activities • Awards Chair summarizes judge ratings in a report to the VP/Chapters Activities, with recommendation(s) for award recipients • VP/CAB approves recommendation. Student Activities Chair forwards names to CS headquarters office. Announcement of Winner (December) • Regret letters (signed by CAB VP) are mailed to applicants not selected. • Award letters (signed by Executive Director) are mailed to winners. • Results announced in various publications (Computer, looking.forward) Awards • To the first place winner: the check, a certificate of commendation, and pen set are sent with the award letter • Certificate of commendations are sent to the second and third place winners. • A return letter from the students confirming receipt of check is requested. PROTOCOL FOR THE INTERNATIONAL SCIENCE AND ENGINEERING FAIR (ISEF) The International Science and Engineering Fair (ISEF), usually held in May, offers the Computer Society the opportunity to present awards in the Computer Science Category. Each winner receives a monetary award, a plaque, and one free magazine subscription of their choice from the IEEE Computer Society's Catalog. The ISEF is organized by the Science Service, 1719 N Street, NW, Washington, DC 20036, 202-785-2255. All information related to the ISEF is mailed from Science Service. Planning Science Services sends an invitation to the CS to participate in the following year's ISEF. CS must express intent to participate by July. The CS is invoiced for $200 to participate. Science Service sends out the Judging Guide, Fair Directors' Guide, Rules, a general flyer for the ISEF, and abstracts from the previous ISEF. Judging the Competition The Student Activities Chair of the Chapter Activities Board should select judges for the ISEF competition. The Student Activities Chair should contact volunteers, Chapter Chairs or other persons in the area where the Fair is to be held, for recommendations on local persons to serve as judges. February (ISEF award year) -- Science Service will send a memo requesting the names of judges. The list of judges should be submitted to Science Service in March. April -- Science Service will mail a judging a Judging Guide, map of the Fair area, travel information, and other ISEF information to the judges. The Computer Society will prepare packets for both judges and the student winners. This material will be sent to the Student Activities Vice Chair (if attending the ISEF) or to the volunteer coordinating the judging. The packets should contain the following materials: Judge Coordinator: • Award form letters for each award level to be signed by the coordinator and presented at the event. Extras of each letter will be supplied. • A form letter for each winner asking for their full name, mailing address, phone, email, SS# (if U.S.). • CS Logo Business Cards: "Congratulations on your Excellent Project. It has been judged by the IEEE Computer Society." These are for judges to pass out during the competition. • CS Names Badges for the Judges • Student Winner Packet to be given at the event: o Computer Magazine and/or other publication available o IEEE CS item(s) (pin, pens, buttons, mouse pad, etc.) o Student Membership Information o Certificate for a free one-year subscription of their choice May -- The ISEF is usually held in May in a different location each year. Awarding Winners After the Fair in May, Science Service will provide results of ISEF competition. June -- The names of winners should be submitted from the CAB Student Activities Chair to the Computer Society staff office. (A list of winners will also be sent from Science Service.) Science Service will provide press releases, and a list of winners chosen by the Computer Society. July 1 -- The CS office sends a congratulatory letter (signed by the Executive Director), framed certificate, a check for the monetary reward, and a copy of Computer Magazine that has the ISEF winners announcement. A thank you letter and CS lapel pin will be sent to all judges from the Student Activities Chair. V. Student Newsletter A. Author Guidelines 1. What is Looking.Forward? Looking.Forward is an on-line newsletter for the student members of the IEEE Computer Society. This publication is run entirely by students. The articles reflect student needs and interests and editorial decisions are made exclusively by students. The entire editorial control lies in the hands of its student editorial board. 2. Who can submit? Undergraduate or graduate students are encouraged to submit articles. Faculty members, engineers, computer scientists, administrators, etc. can also be considered for the publication as long as the article submitted is relevant to the goals of the newsletter. 3. What type of articles should be submitted? Articles on any aspect of computer science and engineering are encouraged. They can focus on special interests, technical topics, what is hot in computer technology, outstanding student project/research, student personal experience, student work experience, finding a job, applying to graduate school, taking the Graduate Record Examinations, writing a resume, selecting courses, being a more effective employee, interviews, profiles of universities, companies, and technologies from different regions or countries, notices of scholarships/fellowships, job fairs, conferences, and workshops, and general topics of interest to student members. 4. What should be submitted? E-mailed PDF submissions should be on 11" by 8.5" sheets in 12 point type. Articles may be between one and four pages in length. Include complete citations of all papers referenced, including author name(s), title, publication, volume number, page number, and month/year of publication. Include a one paragraph description of yourself, including degrees awarded (if any), present affiliation (university, company, etc.), position (engineer, professor, graduate student, senior, junior, etc.). 5. To whom are articles submitted? Submit hard-copy manuscripts (three copies, please) to the Chapters Activities Board representative responsible for the student newsletter. 6. Student chapters may receive $200 as an incentive for hosting an issue of the newsletter. B. Tips on Writing Articles 1. Keep the reader in mind: In setting out the goals of your article, imagine yourself as the reader. Attempt to understand what it is that the reader wants from your article. Authors of technical articles should discuss new ideas in the context of the state-of-the-art. For example, a discussion of a high speed technology should also discuss what is presently available. Make every effort to relate the material to the typical student. Avoid jargon, acronyms (keep in mind that the newsletter is distributed world-wide), and colloquialisms. Clearly define new terms, and attempt to relate to real-world applications. 2. Include a "further reading" section: Recognize that some readers will simply scan your article, others will read it to completion, and still others will want to read further. Include a section that describes topics readers may want to consider, as well as references to other sources. Often one sentence will suffice, and sometimes three sentences are needed. 3. Properly cite other works: If you do extract material from other sources, clearly cite the original source. In most cases, quotes can be used to enclose the extracted material, together with a citation. Also include a simple survey of previous work in that area, if any. 4. Focus on presentation: Vary the sentence length. Use questions to introduce topics. Include figures and tables when they support the points you make. Make use of bold, italics, and underline for hard copy submissions. On a further note, make sure that your article has been spell checked and that it is grammatically correct. 5. Write and rewrite: Good writing is a time consuming process. Having written a draft, put it down, and read it later almost as a new reader. Then rewrite. C. Policies and Procedures Composition of the committee: An advisory editor mentors the students involved in the production of the newsletter. This editor also serves as a liaison between the students and the IEEE-Computer Society, which publishes and distributes the newsletter. Newsletter submission tips: The following ideas may help you to save time and money, and may improve the look of the newsletter: 1. Be conscious of the graphics side of the newsletter. Choose the fonts and point size carefully to ensure easy readability. 2. The student editorial staff is responsible for assembling the newsletter. This includes reject/acceptance of submitted manuscripts. While each author is responsible for the content of his/her articles, the editorial staff is responsible for the choice of the articles. In making that choice, it is often necessary to ask the opinion of experts in the topic of the manuscript, or to seek the help of faculty volunteers at that local school to give comments on the correctness and the ambiguity of the article. 3. In making a decision on what to include in a given newsletter, an attempt should be made to provide balance with a proper mixture of articles. The type of articles in any one issue should be such that a wide range of audience can appreciate the newsletter. Thus, manuscripts can be accepted, but delayed for publication, in order to achieve a desired content of material. So, while the editorial board deals mostly with authors, their priorities should be with the readers. A copyright release form should be submitted by the author(s) of each article. This Committee is chaired by the Professional Activities Committees for Engineering (PACE) Chairman for the Computer Society and by the two PACE Divisions Coordinators, one for Division V and one for Division VIII. The Chairman is appointed by the President of the Society by December of the previous year, and it is recommended to serve for two years. The Divisions Coordinators are appointed by the respective Division Director, also by December of the previous year, and it is recommended that they serve for the same two years term of their Director. A. Society PACE Chairman Responsibilities The role of the Society PACE Chairman is to promote professional activities within IEEE Societies, at the national and Chapter level. The Society PACE Chairman also plays a liaison role to facilitate communication between Society members and the IEEE United States Activities Board. Specific functions (tasks) of the Society PACE Chairman include, but are not limited to: 1. Society level a. Hold the position of PACE representative as a standing appointment within the Society structure, and, if feasible, work toward the establishment of a PACE Committee as a standing committee of the Society (which may require a bylaw change). b. Design, develop, and implement projects to enhance professional activities within the Society. Projects suitable for Society annual meetings or conferences include IEEE-USA information exhibits; professional activities sessions, mini-symposia, and workshops; and S-PACs and S-PAVEs. c. Prepare and submit funding request forms for projects to the Divisional PACE Coordinator to obtain financing from Divisional Professional Activities Support Funds. d. Identify allied activities in the Society that could benefit from PACE collaboration. 2. Chapter level a. Work through the Society Chapters Chairman (if there is one) or directly with Chapters to encourage them to establish the position of PACE representative and keep the position filled. b. Encourage Chapter PACE representatives to collaborate with Section PACE Chairmen on local precollege education efforts, National Engineers Week activities, and other PACE projects. If possible, the Chapter PACE representative should serve on the local sections PACE Committee. c. Encourage Chapter PACE representatives to develop projects that will enhance public awareness of engineers as professionals and of the sociotechnical issues affecting American society. 3. General a. Attend the PACE leadership training at the annual national PACE workshop (Labor Day weekend each year). b. Report results of all professional activities projects to the Society AdCom, the Society newsletter or magazine editor, and the Divisional PACE Coordinator (By July 1 each year). c. Contact Society Presidents during November each year to remind them to appoint Society PACE Chairmen for the coming year. Confirm these appointments by December 15 and report the results to the Divisional PACE Coordinator by January 1. B. Divisional PACE Coordinator responsibilities The role of the Divisional PACE Coordinator is to promote professional activities within the Societies of the Division and to communicate member concerns to the United States Activities Board. Specific functions (tasks) of the Divisional PACE Coordinator include, but are not limited to: 1. Advise, encourage, assist, and support Society PACE Chairmen in the Division in their efforts to: a. Hold the position of PACE representative as a standing appointment within the Society structure, and, if feasible, establish a PACE Committee as a standing committee of the Society (which may require a bylaw change). b. Design, develop, and implement projects to enhance professional activities within the Society. Projects suitable for Society annual meetings or conferences include IEEE-USA information exhibits; professional activities sessions, mini-symposia, and workshops; and S-PACs and S-PAVEs. c. Establish a two-way communication network to facilitate local and national response to critical USAB and Technology Policy Council issues. d. Participate in precollege education efforts, National Engineers Week activities, and allied activities within the Society that could benefit from PACE collaboration. e. Submit an annual report on the societies PACE activities to the Divisional PACE Coordinator (By July 1 each year). 2. Provide or assure PACE leader training for new Society PACE leaders. 3. Review, endorse, and forward requests from Society PACE Chairmen for Divisional Professional Activities Support Funds to support Society PACE activities. 4.Prepare and submit annual budget requests, with supporting documentation, for PACE project funding by September each year so that these requests may be included in the PACE Divisional Activities committees annual budget projection. 5. Submit an annual report on Divisional PACE activities to the PACE Divisional Activities Committee Chairman in August of each year, prior to the annual national PACE Workshop. 6. Contact the Division Director in November of each year to remind him/her to appoint a Divisional PACE Coordinator for the coming year. Confirm the appointment by December 15 and report the results to the PACE Divisional Activities Committee Chairman by January 1, along with the Society PACE appointments reported by the Society PACE Chairmen.
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