Region 10 Training Session 26 March 2006 Section/Chapter Support Volunteer Services Fanny Su (Manager) T. Satomi (Region 10 Section Chapter Coordinator) IEEE Asia Pacific Operations Centre

Topics l Overview... l Geographic Unit Relationships l Website Resources l Section Governance l Key Section Officers l Annual Reporting & Section Rebates l Financial Management l Staff Help

IEEE Membership By Regions 31 December 2005 R9 – 14,269 R8 – 56,953 R10 – 62,533 R1 to 6 – 218,260 R7 – 15,380 TOTAL MEMBERSHIP – 367,395 R1 – 39,191 R2 – 33,617 R3 – 30,576 R4 – 24,325 R5 – 29,681 R6 – 60,870

IEEE Organization

2006 Regional Activities Board 17 Voting Members Yellow Box – RAB Operating Committee Member

Committees Joint RAB Committees RAB/TAB Section/Chapter Support Transnational IEEE Committees (assigned to RAB by the IEEE BoD) IEEE Admission and Advancement IEEE Life Members Committee Awards & Recognition Finance Graduates of the Last Decade (GOLD) Industry Relations Membership Development Operating Nominations & Appointments Potentials Advisory Strategic Planning Student Activities RAB Committees

RAB Committee Reporting Structure l VC – Member Activities l Membership Development Committee (MDC) l IEEE Admission and Advancement Committee l RAB Awards and Recognition Committee l VC – Region, Section & Chapter Activities l Graduates Of the Last Decade (GOLD) Committee l RAB Industry Relations Committee l Section/Chapter Support Committee (RAB/TAB) l IEEE Life Members Committee (not officially assigned) VC – Student Activities –Student Activities Committee –Potentials Advisory Committee VC – Strategic Planning –RAB Strategic Planning Committee –Transnational Committee RAB Treasurer –RAB Finance Committee Past RAB Chair –RAB Nominations & Appointments Committee RAB Chair –RAB Operating Committee

Region 10 Sections (47) Student Branches (439) Areas Subsections (9) Councils (4) Chapters (288) Affinity Groups (31) Student Branch Chapters (43) Region 10 Units 31 Dec 2005 Student Branch Affinity Groups (13)

Geographic & Technical Unit Relationship Technical Activities Board Parents - WIE, Consultants, GOLD IEEE Societies Regional Activities Board Regions Sections Sub-Sections Student Branches SB Chapters SB Affinity Groups Council ChaptersAffinity Groups Areas

Points to Remember  Sections are the backbone of the Chapter, Student and Affinity activities  Chapters form around a specific technological interest  Sections serve as the primary source of funding, management and reporting  Sections are a Critical element in keeping Societies active and healthy  Networking among Sections and Chapters helps members to socialize and develop a sense of community in breathing new life into activities

Website Resources

Section Governance

RAB Operations Manual l A resource for all geographic units officers l RAB Operations l Review Section 9 – Geographic Organizational Units l Region Committee, Section, Chapter, Affinity Groups, Student Branches, Student Branch Chapters l Formation/Dissolution, Officers, Election Process, Funds l Appendix IV : Summary of Duties & Responsibilities – Section Officers

Section Operations l All Sections are required to operate according to the RAB Operations Manual (see 9.4) l Sections are allowed to have an addendum or separate governance document l Documents containing exceptions to RAB OpsMan l Request Region Director to present request for exception to RAB l Additions or changes not in conflict with RAB OpsMan l Region Director to approve

Key Section Officers

l Section Executives: Section Chair, Vice Chair, Secretary, Treasurer l Committee Chairs: Awards & Recognition, Educational Activities, Electronics Communications, Membership Development, Professional/Career Activities, Student Activities l Subunits: Chapter Chair, Affinity Group Chair

Eligibility Except Newsletter Editor and Webmaster l Current IEEE Membership i.e., dues paid upon entering office, and must be maintained throughout term of office. l Membership Grade of "Graduate Member" or above. Graduate Member, Member, Senior Member, and Fellow grades qualify; Student and Associate Member grades do not. l Membership in the Geographic Unit in which office is to be held. l Chapter Officers, in addition to the above requirements, must also have and maintain membership in the Chapter's Society. In the case of JOINT CHAPTERS, membership in any (1) of the Societies is sufficient.

Fill your Key Section Officer Positions

Annual Section Reporting & Section Rebates

2006 Section Rebate Schedule  Rebate schedule based on 31 Dec membership numbers includes $2000 Section Rebate PLUS: $4/Fellows & Senior Members $3/Associate, Member & Students $1.50/Affiliate $200/active Chapter or Affinity Group $500/active Subsection 10% bonus for reporting on time i.e 24 Feb 2006

Activity Bonus l a. All Sections reporting 10 meetings or more, at least 5 of which must be of a technical nature, shall receive an additional US$200. l b. All Subsections reporting 10 meetings or more, at least 5 of which must be of a technical nature, shall receive an additional US$100. l c. Joint meetings may be counted toward only one unit’s bonus. For example, joint meetings of different Chapters and/or Affinity Groups may not be counted as a meeting for both units. l d. All Chapters or Affinity Groups reporting 6 or more meetings of a technical nature shall receive an additional US$75. l e. Activity bonus funds are excluded from the 10% bonus for timely reporting. To Qualify for Activity Bonus: Meet Reporting Bonus deadline 24 Feb 2006

Financial Management

Financial Reporting

Summary of Changes 2005 Financial Reports l Original bank statements for all local accounts (Sections, Chapters, Affinity Groups) must be submitted with the annual financial report (L-50) - Note: Not required for Concentration Banking & IEEE Investment Fund participant accounts Some banking institutions do not provide hard copy of the banking statements. If your unit is not able to provide the original bank statement with your financial report, please send inquiries to financial- l Section officers may be asked to provide assistance in securing verification of account balances by Ernst & Young (IEEE External Auditors) or IEEE staff. All units are requested to complete & submit a bank account disclosure form as soon as possible. l Both outgoing & incoming Section Chairs/ Treasurers sign off on annual L-50 financial report l In order to be eligible to receive an annual rebate, Financial reports must be submitted by 31 March l In order for a unit to be eligible for the 10% bonus of the total rebate, all required information must be submitted by 24 February If the information submitted is not complete or contains errors, and if corrections are not submitted within 60 days of a written request, the 10% bonus will be forfeited. The written request provided by IEEE will clearly state what action is expected, the date by which it must be submitted and the consequence if not submitted. l All Section Chair and Treasurers are required to complete an IEEE Disclosure Statement.

References IEEE Geographic Unit Financial Report Forms & Instructions: l L50 Forms & Instructions l IEEE Glossary of Financial Terms l Treasurer’s Handbook: A Guide to IEEE Financial Operations l IEEE Chart of Accounts: MS Word or Quicken format l Send inquiries and completed Excel form to

Summary of good Financial management practices l Bi-annually: l Review check register with Section Excom l Monthly: l Review accounts – Section Chair and Treasurer l Annually: l Review & update bank signature cards l Conduct local Section audit l Assist in IEEE Audit if requested Exemption to Signatories, use L50 Financial Report Form l Consider Concentration Banking program/ custody account l Easiest way to be compliant with most of the IEEE processes & policies

Dates to Remember l 31 January – Ensure 1099 bank information has been provided to IEEE l 31 January – Submit completed bank account disclosure form for each unit account (including Chapter/Affinity Groups) l 24 February – Submit completed financial report for 10% bonus l 31 March – Submit completed financial report for to get rebate l Monthly – Chair/Treasurer Review bank statements l Semi-annually – Present check registry to unit Executive Committee l September 2006 – Bank Account Disclosure form to be updated & made available l December 2006 – Financial Report to be updated & made available

Staff Help

Cecelia Jankowski Managing Director Cathy Downer GOLD/IRC Project Manager Section Programs Administration - RAB, Section/Chapter Support, Strategic Planning Information Processing Student Activities Dan Toland Manager Vera Sharoff Manager Laura Durrett Manager Mike Binder Director, Membership Membership IEEE Regional Activities Staff Open IEEE Potentials Editor Singapore Fanny Su Manager John Day Sr. Mgr – Business Development Open Manager Vicki Waldman Supervisor

Regional Activities Department Contacts Cecelia RAB, Membership, geographic unit activities & programs, OFAC Dan Administration - RAB Support (Strategic Planning, Finances, Awards), Geographic Unit Operations (Section, Chapter & Affinity Group formations, geographic unit rebate processing), Life Members Activities, Sections Congress Mike Membership Operations, Admission & Advancement, GOLD, Industry Relations John Membership Marketing & Communications, Electronic Business Opportunities, Member Web Portal Laura Student operations & activities, Student Branch formations, student program development, IEEE Potentials Vera Information Processing – Volunteer/& Member Electronic Services Development, SAMIEEE, Entity Web Hosting Fanny Su Internet Conferencing for Sections/Chapters, project development, Region 10 activities support, Communications Society Asia-Pacific activities support

Annual Section Reporting Meeting Activity, Current Officers, Financial Activity Meeting Activity – Submit form L31 electronically Current Officers – Submit Officer Confirmation Report electronically Financial Activity - (L-50) must be received & approved to qualify for Rebate Deadlines - 24 February 2006 If reporting is on-time & complete by deadline then Section gets 10% bonus 31 March 2006 is final deadline to submit reporting in order to receive rebate for 2005 activities

RA Administrative Staff Support for Geographic Units

Thank You for your Attention and Active Participation