Branch Leadership Training WorkshopSlide 1 IEEE Branch Leadership Training Workshop IEEE School YOU Work Community

Branch Leadership Training WorkshopSlide 2 Outline Organization Branch Administration Volunteerism Branch Operations –Programs –Resources –Student Awards Student Membership Benefits Fundraising SPAC, SPAVe

Branch Leadership Training WorkshopSlide 3 IEEE Mission The IEEE promotes the engineering process of creating, developing, integrating, sharing, & applying knowledge about electrical, electronic, information technologies & sciences for the benefit of humanity & the profession.

Branch Leadership Training WorkshopSlide 4 Foster Technological Innovation IEEE conferences –Over 300 per year held worldwide –110,000 plus participants IEEE publications –Over 30% of world’s information –Over 1.3 million subscriptions –Over 100 periodicals –200 conference proceedings per year –50 new IEEE books per year

Branch Leadership Training WorkshopSlide 5 Foster Technological Innovation continued IEEE standards –90 new & revised per year –30,000 plus participants

Branch Leadership Training Workshop IEEE Publications World’s leading publisher in Electrical and Computer Science Spectrum Magazine (available online) The INSTITUTE - news supplement to Spectrum IEEE Potentials Magazine IEEE/IEE Electronic Library (IEL) - 30% of world’s current literature in electrical engineering and computer science.

Branch Leadership Training WorkshopSlide 7 IEEE Publications Continued IEEE Xplore - provides full-text access to IEEE transactions, journals, magazines and conference proceedings published since 1988 and all current IEEE Standards ( For more information on publications:

Branch Leadership Training Workshop IEEE Conferences Over 350,000 Participants at more than 300 meetings & conferences worldwide: Online conference database:

Branch Leadership Training WorkshopSlide 9 Geographic Entities in The IEEE The IEEE is made up of 10 Regions 37Societies 4 Councils 1,200 Society chapters (approximately) 300 Sections 1,158 Student Branches More than 340,000 individual members in 150 countries.

Branch Leadership Training WorkshopSlide 10 Membership Totals by Region Aug % Change ,574225, ,77014, ,32548, ,66312, ,00657, Non US125,764133, Total340,338359,

Branch Leadership Training WorkshopSlide 11 IEEE Student Membership RegionAug Growth % 1-624,30924, ,6072, ,73911, ,9806, ,97119, Non US33,29739, Total57,60664,

Branch Leadership Training WorkshopSlide 12 Canada, Region 7 Central Canada CouncilWestern Canada CouncilEastern Canada Council 20 sections arranged in 3 councils (Western, Central, and Eastern Canada) 55 student branches

Branch Leadership Training WorkshopSlide 13 IEEE Organization IEEE Board of Directors Educational Activities BoardRegional Activities Board Publication Activities BoardStandards Board Technical Activities Board IEEE USA IEEE Members IEEE Executive CommitteeExecutive DirectorStaff

Branch Leadership Training Workshop Regional Activities Board Mission To serve the needs of the members of the Institute by maintaining, enhancing & supporting the geographical entities of the IEEE. RAB recognizes the intimate relationship between Sections & Societies & their Chapters & will work with other entities of the IEEE to foster improved interactions. RAB is also responsible for all aspects of IEEE membership & membership development, including recruitment, retention, elevation & service, as well as the related operational & budget issues.

Branch Leadership Training WorkshopSlide 15 Regional Activities Board Organization Regional Activities Board Regional Conferences CommitteeMembership Development Student Activities CommitteeAwards Committee Potentials Advisory Others

Branch Leadership Training WorkshopSlide 16 Regional Activities Board Student Activities Committee Regional Student Representatives (RSRs) Regional Student Activities Chairs (RSACs) Industrial Representatives (IRs) SPAA Chair and USAB SPAC Chair Potentials Student Editor, Potentials Editor TAB Representative, Branch Chapter Representative Chair, Vice Chair Student Services Manager (non-voting)

Branch Leadership Training WorkshopSlide 17 Region 7 Student Activities Committee Regional Student Activities Chair (RSAC) -Dominic Rivard -Starting on Sept. 29 Th, Maike Miller Regional Student Representative (RSR) -Jorge Aguirre Three Council Representatives -ECC - Ferial El-Hawary -CCC - Janet Bradley -WCC - Peter Bovell

Branch Leadership Training WorkshopSlide 18 Student Activities committee Mission SAC Vision Statement To enable the 21 st century IEEE to be a globally relevant student organization. SAC Mission Statement To provide students with opportunities for educational, technical and professional development, emphasizing the value of continuing IEEE membership.

Branch Leadership Training WorkshopSlide 19 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)

Branch Leadership Training WorkshopSlide 20 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 Headquarters. Arranges for election of new Officers. Communicates frequently with other Officers. Works with Branch Counselor in dealings with the Department and Faculty. Student Branch Chair

Branch Leadership Training WorkshopSlide 21 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.

Branch Leadership Training WorkshopSlide 22 Student Branch Secretary Keeps a record of Branch meetings and activities. Carries out all Branch communications, including the filing of reports with IEEE Headquarters. Maintains stationery and other IEEE forms and supplies. Posts a calendar of events to keep all members informed of Branch activities. Ensures that Branch activities are conducted under the provisions of the Branch Constitution and IEEE Bylaws. Arranges for the transfer of Branch records to the incoming Secretary.

Branch Leadership Training WorkshopSlide 23 Student Branch Treasurer Responsible for ensuring the Branch’s finances are in order. Deposits all monies received 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 (with the Student Branch Chair). Arranges for orderly transfer of all accounts and records to incoming Treasurer.

Branch Leadership Training WorkshopSlide 24 Student Branch Counselor Faculty member, active in the IEEE, serves as advisor to the Branch and its Officers. Appointed by the local Section Chair, recommended by student members and the RSAC. Term of appointment (or re-appointment) is two years. Provides a sense of continuity to the Branch. Informs faculty of Branch activities. Promotes awareness of awards, contests and membership benefits. Helps establish Industrial contacts. Works closely with the Branch Officers and Mentor.

Branch Leadership Training WorkshopSlide 25 Branch Mentor 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. Meets regularly with the Branch members and the Branch Counselor. Assists the Branch to develop effective programs. Provides a bridge between the Branch the local Section and Industry.

Branch Leadership Training WorkshopSlide 26 Student Branch Committees Committees help develop a program of activities: Program Committee -Planning and running the branch’s activities. Membership Committee -Planning and carrying out branch recruitment. Publicity Committee -Advertising branch activities. Finance Committee -Fundraising activities. Nominating Committee -Election guidelines,dates and finding candidates.

Branch Leadership Training WorkshopSlide 27 IEEE Volunteerism Most 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 Leadership Training WorkshopSlide 28 Why volunteer ? Being a volunteer leads to on-the-job training in -leadership, -management -Presentation skills IEEE provides you with training at LOW RISK with HIGH REWARDS. improve your on-the-job performance. overcome public speaking and presentation fears. You need to begin planning your future with IEEE now. Because, if you fail to plan for your future, you will most assuredly have planned to fail for yourself.

Branch Leadership Training WorkshopSlide 29 Branch Operations Branch Program -Design a varied and interesting schedule of events. Branch Resources -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.

Branch Leadership Training WorkshopSlide 30 Invite speakers on technical or professional subjects. Enter design competitions (e.g., Micromouse, 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. Give tutorials to junior students. Organize sales of lab kits, lab manuals, past exams. Branch Program

Branch Leadership Training WorkshopSlide 31 Branch Program ( continued ) Raise funds for charity or Student Branch projects. Publish a Student Branch Newsletter. Participate in engineering awareness programs. Visit other Student Branches. Host an annual “Welcome Back” or “End of School” picnic.

Branch Leadership Training WorkshopSlide 32 Branch Planning Assess the state of your Branch (resources, people, money) Identify the major objectives for your Branch for this year (e.g., membership rise, some big event, 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 Leadership Training WorkshopSlide 33 Your Annual Branch Plan is the result! GoalsEventsEvaluate The Plan! Brainstorm! Consider Constraints Branch Planning

Branch Leadership Training WorkshopSlide 34 Need Ideas Fast? try this… Five Rules of Brainstorming: Any ideas are valid (even wacky ones). Write everything down. Don’t criticize or evaluate. Don’t be a salesperson. Someone keeps time (you need a limit!) and someone is scribe. Branch Planning

Branch Leadership Training WorkshopSlide 35 Evaluate the results--- Is there enough interest? What resources are needed? Will it achieve the goals? What are the constraints of the Branch? (time, money, people) Take the attractive alternatives and ITERATE! Branch Planning

Branch Leadership Training WorkshopSlide 36 Once you decide on a plan, put it into action! Assign people to duties Set a timeline, and milestones to be achieved Be REALISTIC!! Establish your financing and cash-flow Branch Planning

Branch Leadership Training WorkshopSlide 37 If you are coordinating some event…. Let people do their jobs. Keep people communicating; e.g., short status meetings Don’t forget to compliment people on accomplishments Plan for the unexpected! Murphy’s Law… Reward yourselves when it is all over Learn from your mistakes! Branch Planning

Branch Leadership Training WorkshopSlide 38 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 Leadership Training WorkshopSlide 39 Each year, submit two reports to IEEE Headquarters. Annual Plan of Activities (November 1 ST ) -Helps you plan your activities and budget for the year -Rebate of either US$25.00 (< 50 members) or US$50.00 upon receipt of report. Annual Report of Activities (May 1 ST ) -Detailed report of activities for past year, including financial statements. -Rebate of $US1.10/member as of 31 December of previous year. Student Branch Reporting Requirement

Branch Leadership Training WorkshopSlide 40 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 The IEEE Canada Student Branch Handbook 2003, pages The IEEE Student Branch Calendar can also be found on the IEEE Student Concourse website at

Branch Leadership Training WorkshopSlide 41 Branch Resources IEEE Computer Society Distinguished Visitors Program. Distinguished Visitors Program sponsored by IEEE and other IEEE Societies. IEEE Program Resources Guide. Section and Section Student Activities Chair Branch Counselor and Branch Mentor. Regional Student Representative (RSR) and Regional SAC (RSAC). IEEE Student Services Manager (IEEE HQ).

Branch Leadership Training WorkshopSlide 42 Branch Resources (continued) IEEE: IEEE Student Activities: IEEE Canada Student Activities (English/French): Student Branch Web Pages Student Services: Maintains Regional Student Branch Addresses Obtain List: Submit Reports by for Region

Branch Leadership Training WorkshopSlide 43 Branch Resources (continued) The All Society Periodicals Package (ASPP) - fee was US$ in 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 MUST have a current full ASPP subscription. -Not a substitute for a regular Library subscription. -Orders must be signed by the Branch Chair and the Branch Counselor, and sent with full payment.

Branch Leadership Training WorkshopSlide 44 Branch Resources (continued) IEEE Student Branch All Magazine Package -fee is US$ in Includes all 31 IEEE magazines -Available to all Student Branches A few examples of magazines included are: -Spectrum magazine -Potentials magazine -Computer magazine -Software magazine -Internet computing magazine -Power Engineering Review

Branch Leadership Training WorkshopSlide 45 Student Branch Awards One of the BEST benefits of being a Student member. You should keep all your Branch members informed about the opportunities. Some are scholarships, others are fellowships or stipends. Still others are prizes for competitions. Recognition for the Branch, Branch Counselor, and students. For more info on awards go to the IEEE Student Concourse ( and look in the Scholarships and Awards sectionhttp://

Branch Leadership Training WorkshopSlide 46 Student Branch Awards (continued) Student Paper Competition Open to all undergraduate IEEE Student Members 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 fund ($400, $250) See guidelines in Handbook or contact Regional Student Activities Committee Chair (RSAC)

Branch Leadership Training WorkshopSlide 47 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. Nomination deadline is May 1 st

Branch Leadership Training WorkshopSlide 48 Student Branch Awards (continued) Outstanding Student Branch Counselor and Advisor Award To recognize the important contributions of the Counselor / Advisor. Over 200 Counselors and Advisors have been recognized since Sponsored by RAB and TAB. Up to 1 Counselor per Region recognized each year. Students must submit a nomination essay (<1500 words). Nomination deadline is February 28 Th.

Branch Leadership Training WorkshopSlide 49 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 April 1 ST. Student Branch Awards (continued)

Branch Leadership Training WorkshopSlide 50 Student Branch Awards (continued) IEEE Canada Vehicular Technologies Bursary 2003 To support IEEE student members to attend and present a paper at a Vehicular Technologies Conference or other IEEE Conference related to Vehicular Technologies. Open to a IEEE Student Member in good standing in a Canadian college, undergraduate or graduate program. Up to 50% of travel costs to a maximum of $1500 Application Deadline is November 1 ST

Branch Leadership Training WorkshopSlide 51 Student Branch Awards (continued) IEEE Canada Vehicular Technologies Research Grant 2003 To sponsor research projects related to Vehicular Technologies in a University or Collage based in Canada. One grant of $1500 will be made to an official research group related to a University or Collage based in Canada. Application deadline is November 1 ST

Branch Leadership Training WorkshopSlide 52 Student Branch Awards (continued) Computer Society Richard E. Merwin Scholarship Up to 4 awards of US$3,000. Juniors, seniors, and graduate students are eligible. Must be active in the Computer Society Branch Chapter at your school. Application deadline is May 31 ST.

Branch Leadership Training WorkshopSlide 53 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 November 15 Th. Other Awards IEEE Fellowship in Electrical History Contact IEEE Student Services for a copy of the awards brochure.

Branch Leadership Training WorkshopSlide 54 Student Branch Awards (continued) RAB Membership Growth Award Given by RAB (cannot apply for this) to the Branch in each Region that has the highest growth 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.

Branch Leadership Training WorkshopSlide 55 Student Membership Benefits IEEE Spectrum IEEE POTENTIALS The Institute Discount on Society memberships and publications Graduated Dues Plan Leadership Experience Networking -- Section, Industry Leaders Access to ETI Database Financial Advantage Plan Membership pin and card

Branch Leadership Training WorkshopSlide 56 Four 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 ideas. -Brainstorming is a good way to think of ideas. -University Fundraising constraints -Do not tarnish the image of engineering or IEEE. Fundraising

Branch Leadership Training WorkshopSlide 57 Fundraising Money Sources (and/or in-kind contributions): Branch bank account Branch Plan, and Annual Report Fundraising events or activities University or Collage -Department Head, Dean, Student’s Association, Engineering Student’s Association IEEE -Local Section, Region -SPAA for S-PACs and S-PAVes Industry

Branch Leadership Training WorkshopSlide 58 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 a Fundraising Workshop Fundraising

Branch Leadership Training WorkshopSlide 59 What is an S-PAC? Student planned and run conference (half to full day) Non-technical career issues discussed High quality volunteer speakers Funding from IEEE, university and industry

Branch Leadership Training WorkshopSlide 60 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

Branch Leadership Training WorkshopSlide 61 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

Branch Leadership Training WorkshopSlide 62 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

Branch Leadership Training WorkshopSlide 63 What is an S-PAVe? Projects or activities conceived by IEEE Student Branches to develop an awareness of engineering professionalism Funded by IEEE through RAB/SAC/SPAA and USAB/SPAC 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

Branch Leadership Training WorkshopSlide 64 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

Branch Leadership Training WorkshopSlide 65 Ventures 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 Can span days, weeks or months, but should not generally exceed one school semester

Branch Leadership Training WorkshopSlide 66 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

Branch Leadership Training WorkshopSlide 67 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

Branch Leadership Training WorkshopSlide 68 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

Branch Leadership Training WorkshopSlide 69 Submission and Review Process Submit proposals to: IEEE Student Services Coordinator Funds are awarded based on -Expected achievement of S-PAVe goals -Likelihood of success -Originality -Available funds Each proposal is evaluated on its own merit RAB/SAC/SPAA Chair and RAB/SAC Chair review the proposals Award notification is made within 2 weeks

Branch Leadership Training WorkshopSlide 70 For More Information... Can go to: C/general_info.html C/general_info.html Or contact: Ms. Laura J. Durrett IEEE Student Services Manager 445 Hoes Lane P.O. Box 1331 Piscataway, NJ tel fax

Branch Leadership Training WorkshopSlide 71 Benefits From S-PACs and S-PAVes Opportunities for personal development Skills development -Team building -Project management -Marketing/sales -Finance -Communications Build self-confidence Industry connections