BRANCH ADMINISTRATION Key individuals in your Student Branch include: Student Officers Chair Vice-Chair Secretary Treasurer Branch Counselor and/or Branch Chapter Advisor Branch Mentor Committee Chairs (also Student members)

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 Chair

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 activities. 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 Secretary.

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 Treasurer.

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.

Student Branch Reporting Requirements 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$50.00 (49 members or less) or US$ (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. 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.

I’m A Section Chair, I... Know about: IEEE Bylaws; IEEE Policies; RAB Operations Manual Chair meetings Work with ExCom, Committee, Chapter and Affinity Group Chairs to support activities Represent Section at Region meetings 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 IEEE bylaws, IEEE Policies, 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 correspondence Distribute meeting notices Maintain Section records Submit officer and meeting reporting, including officer changes during the year, to IEEE Operations Center

Membership Development Maintain current membership records Distribute SAMIEEE information as required Communicate with Regional membership development Serve as resource for Senior Member elevation Receive monthly membership statistics and pass on to Section EXCOM Plan membership recruitment with GOLD and student branches Transfer records

I’m a Chapter Chair, I... Preside at Chapter ExCom and other meetings Work with other Chapter officers to determine program of activities for Chapter Represent Chapter at Section ExCom meetings and Society-sponsored meetings Am familiar with IEEE Bylaws, IEEE Policies, RAB Operations Manual, and any Society requirements for activity Submit or ensure submission of required reporting to Section and Society

Section Operations Running a section Chair ExCom leadership Planning Organizing/structure/guidance -> ExCom meetings Section/Chapter meetings Coaching & Mentoring Section officers Succession planning Delegating Section reporting Financial – Treasurer Meetings & Officers – Secretary Section meetings – speaker/topic/food PACE Activities Coordinator Student Activities Coordinator Educational Activities Coordinator Awards & Recognition Coordinator Membership Development Coord. Historian Newsletter Editor Web master

Section Operations Running a section Section reporting requirements l l Officers Within 20 days of election Financial – L50 By Mar 31 Meetings – L31 By Mar 31

Section Operations Running a section Section reporting requirements Meetings – L31 Form Electronic submittal Report all meetings, including social & administrative Joint meetings Counts as two separate meetings Submit form for each entity Qualification for rebate 5 meetings for section and subsections 2 technical meetings for Chapters 2 meetings for Affinity Groups