San Francisco Bay Area Council Officer Training vTools Voting January 27, 2018 Taylor Winship 2017-18 Santa Clara Valley Section Secretary taylor_winship@att.net

T Winship, 2017-18 SCV Section Secretary IEEE vTools vTools Overiew vTools Voting vTools Officer Reporting IEEE Event Finder vTools Events (Meetings) SAMIEEE The “v” in vTools is for volunteer. These are a set of applications developed for us, the volunteers of IEEE. You can see from this menu that there are quite a few vTools. We’ll only cover a few of them today. We go over Voting, Officer Reporting, Events Reporting, IEEE Events Finder, and SAMIEEE. January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 2 of 27

T Winship, 2017-18 SCV Section Secretary Voting Why Use It Who Uses It When to Use It How to Use It January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 3 of 27

T Winship, 2017-18 SCV Section Secretary Why Use vTools Voting It’s a professional approach to elections It’s a technological approach to elections It’s an easy way to manage elections: Manages open and close using dates provided Loads eligible voter list for you Shows openness & inclusiveness in management of OU Organizational Units (OUs) are not required to use vTools Voting, but it is recommended. Why use it? - More professional approach to elections - Easy to reach just the right people – vTools Voting does this for you (on 1-23-2018, TW learned this is disabled right now, but being worked on) - Easy to manage – vTools Voting uses your dates to start and end the balloting January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 4 of 27

T Winship, 2017-18 SCV Section Secretary Who Uses vTools Voting OU selects a Nomination/Election Committee Chair N/E Chair CANNOT be one of the people running for a chapter officer position N/E Chair uses vTools “Voting” to: Set up the election Manage the election Collect election results Who uses it? The Nomination/Election Committee Chair is the person who sets up the election and manages it in vTools Voting. This person CANNOT be one of the people running for an elected office (i.e., Chair, Vice Chair, Treasurer, Secretary) of the chapter. January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 5 of 27

When to Use It – Establish Dates Best Practice: always be doing succession planning! Open election Close election When to start recruiting candidates? => Notify OU ExCom => Add new Officers in vTools Work backwards To finish by Dec 1 New Officers in vTools January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 6 of 27

T Winship, 2017-18 SCV Section Secretary How to Use “Voting” Items Needed for Election Candidates bios Candidate IEEE member numbers Election Open and Close dates How to use it? Use vTools Voting to keep your election organized and professional. Let’s go into more detail using screen images. To set up an election, you need a few pieces of information: 1. A candidate name for each of the elected offices and a bio for each candidate 2. The IEEE member number of each candidate 3. The Open and Close dates for the election When you have these items, you’re ready. Enter your OU Code to create a ballot. I recommend using the standard ballot with the standard 4 elected offices. <TW needs to check on this ===> NOTE: if you’ve got an old ballot, you can use that as a template for the current election cycle.> Put in the candidates’ IEEE member numbers and add their bio. Check the box that allows members to write in a candidate. This gives the feeling of openness and inclusiveness. If a person is written in, you can invite them to join your ExCom meetings for a while to let them get to know you, and you to get to know them. They may be great! Put in the Open and Close dates for the election. => Close Date should be a few days before the end of November, to give you time to inform the Chapter ExCom of the results and input the winners’ names in vTools “Officer Reporting”. => Open Date should set to give a few weeks for the election . . . 5 to 6 weeks. Then you’re ready to announce the election. You have the opportunity to send 3, and only 3, notices from vTools “Voting”. vTools Voting will automatically pull the appropriate names/e-mails to send your notices to, based on: membership, location/contiguous section flag setting, and election e-mail preference. 1. The first is your initial announcement. Use the template provided and fill in your specific information in the places identified in the template. 2. The second should be approximately half way through the election period, as a reminder. Modify the template to say this is the first reminder. 3. The third should be close to the end of the election to give them an incentive to get it done right then. So, this should be around 4 to 5 days before the last day for voting. Make sure they know the hour at which the election closes on that last day. The election will automatically shut down at the time, on the Close Date you specified. Then you can download the voting results and send them to the Chapter ExCom. After the Chapter ExCom has been notified, the results should be formalized in vTools “Officer Reporting”. So now let’s look at that tool. January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 7 of 27

Voting Landing Page Voting N/E Chair manages election January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 8 of 27

Voting – Ballot Dashboard On the Ballot Dashboard, the N/E Cmte Chair selects your OU from the dropdown list. January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 9 of 27

Voting – Ballot Dashboard After selecting the OU, choose a template. SCV/SF/OEB Jt. Section Chapter, TEM14 January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 10 of 27

Voting – Ballot Dashboard January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 11 of 27

Voting – Ballot Dashboard Recommend “Chair | Vice-Chair | Secretary | Treasurer” template January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 12 of 27

T Winship, 2017-18 SCV Section Secretary Voting – Ballot Please enter ballot name Please select time zone Open ballot for voting Close ballot for voting Please enter voter instructions Positions and candidates January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 13 of 27

Voting – Add Candidates Positions and Candidates Add new candidate to Chair position Allow write-in candidate for each position January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 14 of 27

Voting – Add Candidates January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 15 of 27

Voting – Add Candidates January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 16 of 27

Voting – Add Candidates January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 17 of 27

Voting – Load Voter List 87 January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 18 of 27

T Winship, 2017-18 SCV Section Secretary Voting January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 19 of 27

T Winship, 2017-18 SCV Section Secretary Voting – Vote Click on “Vote” January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 20 of 27

T Winship, 2017-18 SCV Section Secretary Voting – Vote Vote by clicking on checkbox next to candidate’s name January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 21 of 27

T Winship, 2017-18 SCV Section Secretary Voting – Vote January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 22 of 27

Voting Landing Page At close of election, N/E Chair gets results January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 23 of 27

Voting – Managing Election January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 24 of 27

Voting – Managing Election View Results Export Results (CSV) January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 25 of 27

Voting – Managing Election January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 26 of 27

T Winship, 2017-18 SCV Section Secretary vTool Voting – Summary vTools “Voting” provides an easy, professional, and technological way to perform OU elections Using vTools “Voting”, and specifically allowing write-ins, demonstrates inclusiveness and openness in the management of OU N/E Chair CANNOT be one of the people running for a chapter officer position N/E Chair makes updates from election results Best Practices: Election should be completed by end of November Recruit candidates early Always be doing succession planning Why use it? - Organizational Units (OUs) are required to report Chapter officers in vTools Officer Reporting, to inform IEEE who the current Chapter officers are. - Need to get officers into vTools because that’s where the data comes from for our LISTSERV lists. Who uses it? The Nomination/Election Committee Chair can update the vTools Officer Reporting, or it can be one of the officers. When to use it? Updates should be made by the end of Nov, w/Term-start Date set to Dec 1, to ensure the new officers are on the LISTSERV lists so they get notices (e.g., SFBAC Officer Training). How to use it? Let’s look at that using screen images. January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 27 of 27