Section Management 2014 REGION 10 Meeting Kuching, Malaysia 1 & 2 March 2014 Ewell Tan IEEE Asia-Pacific Limited Project / Administrative Executive

Topics  Required Reporting -Officer Reporting -Meeting Activity (L31) -Financial Reporting via NetSuite * Section Rebates  Succession Planning for Key Officers  Volunteer Tools & Resources -IEEE Center for Leadership Excellence -SAMIEEE  IEEE Governing Documents

Required Reporting for Operational Effectiveness

1. Geographic Unit Officer Reporting Officer Reporting Online (Login with IEEE web account)  Qualifications to be an IEEE Geographic Unit officer: For Region, Council, Section, Subsection, Technical Chapter, Affinity Group Membership must be current Graduate Student Member, Member, Senior Member, or Fellow grade Membership in the Geographic Unit in which office is to be held. 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. * This applies to all positions except Newsletter Editor and Webmaster (anyone may hold those positions).

For Student Branch Membership must be current Counselor or Advisor: Graduate Student Member, Member, Senior Member, or Fellow grade Officers (Chair, Vice Chair, Secretary, Treasurer): Graduate Student Member or Student member

IEEE officers shall…  Be elected by Section members of Graduate Student Member, Member, Senior Member and Fellow Grade.  Term of office may be one or two years. Normally from 1 January through 31 December. *Sections must define the officer term as one or two years and record it in their governance documents.  An individual may continue in the position until a successor has been duly elected and takes office.  The consecutive period of service in any one office shall normally not exceed four years.  Shall not serve in any one position, in any single organizational unit, more than six years in total. * Exceptions to this rule require approval by the Region Director who will annually report such exceptions to the MGA Board.

(continue) IEEE officers shall…  Newly elected officers must be reported in within 20 days following the election.  Only ONE person submit the Officer Reporting Form from your geographic unit.  Section/Subsection Officers - Report all officers  Chapter/Affinity Group Officers - Need to report only Chair and Treasurer  Print a copy for your records in order to verify against the most recent Geographic Activities Roster atGeographic Activities Roster Any questions? Please contact IEEE MGA Department at:

Should be submitted to IEEE MGA after each meeting is held. Report all meetings, including social events and administrative meetings. a copy of your meeting report to your Section Secretary and others by using the field at the bottom of the form. A copy of the confirmation page can be printed and kept for your Geographic Unit's records. Any questions? Please to IEEE MGA Staff at: 2. Meeting Report (L31)

Activity and Reporting Requirements Organization UnitRequirements Section Report at least 5 meetings each year Maintain a min. 25 members other than Students Subsection Report at least 5 meetings each year Maintain a min. 15 members other than Students Chapter Report at least 2 technical meetings each year Maintain a min. 10 members other than Students Affinity Group Report at least 2 meetings per year or maintain a level of activity acceptable to the regional director. Maintain a min. 6 members other than students

 The financial reporting tool, NetSuite, allows geographic unit Treasurers to log in, record, track, and submit financial data to IEEE headquarters.  IEEE geographic units must annually report their financial status (using the financial online reporting tool, NetSuite), covering the period of 1 January–31 December.  A NetSuite user ID and password are required. Geographic unit Treasurers should have received an from IEEE Finance staff with this information.  NetSuite training guides is available at:- ancial_reporting.html Any questions? Please ask our IEEE Finance Staff at: 3. Financial Reporting via NetSuite

2014 SECTION REBATE FOR 2013 ACTIVITIES  All sections in existence on 31 December 2013 and meeting minimum requirements shall receive a US$2,000 annual allowance, plus membership rebate:  US$4 for each Senior or Fellow Member  US$3 for each Member, Student, or Associate grade member  US$1.50 for each Affiliate  US$500 for each active Subsection*  US$200 for each active Chapter or Affinity Group* * Based on 31 December 2013 membership statistics. For sections formed during 2013, these funds will be pro-rated from the date of establishment until 31 December. Refer: e_schedule.html

Activity Bonus In an effort to encourage activities at the local level, activity bonuses may be awarded as follows: –All sections reporting ten meetings or more, at least five of which must be of a technical nature, shall receive an additional US$200. –All subsections reporting ten meetings or more, at least five of which must be of a technical nature, shall receive an additional US$100. –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. –All chapters or affinity groups reporting six or more meetings of a technical nature shall receive an additional US$75. * Activity bonus funds are excluded from the 10% bonus for timely reporting. * All units must qualify for the timely reporting bonus in order to be eligible for an activity bonus.

Timely electronic reporting of 1. Geographic Unit Officer Reporting vTools.OfficerReporting ml 2. Meeting Reporting vTools.Meeting (L31) ml 3. Financial Reporting via Online NetSuite g.html * Submitted by 15 February 2014, will receive a 10% Bonus of the total rebate! * Final Due Date: 31 March 2014, to receive rebate for 2013 activities. * Section rebate will be paid by 30 April 2014, for on-time reporting by 15 Feb 2013.

Succession Planning for Key Officers

Key Officers’ Roles & Responsibilities Other EXCOM members depending on your Section / Subsection activities: Membership Development Coordinator Industry Liaison Coordinator Chapter Coordinator Educational Activities Coordinator Student Branch Coordinator Section / Subsection Key Officers Roles & Responsibilities Chair Manage operations of the Section / Subsection Vice Chair Assist Chair in managing operations of the Section / Subsection Secretary Submit Section meeting report – L31 Check Sub-units (Subsections, Chapters, Affinity Groups) submit reports Submit Section/Chapter officer reporting within 20 days of election or changes online TreasurerSubmit L50 financial report for Section and subunits (Subsections, Chapters, Affinity Groups)

Volunteer Tools & Resources  IEEE Centre for Leadership Excellence (CLE)  SAMIEEE for Volunteers

IEEE Centre for Leadership Excellence  A learning resource for self-improvement needs of professionals  Focus on: IEEE Volunteers Training: training modules for key local IEEE Volunteer positions. Professional Development Training: training modules on professional development, soft skills i.e. leadership, communications and management skills.  Quick start modules: Roles & Responsibilities Timeline for key dates Recommended training modules. Website:

Training Modules for 25 IEEE Volunteer Positions Section Chair Section Vice Chair Section Secretary Section Treasurer Section Technical Chapter Chair Section Consultants Network Affinity Group Chair Section Consultants Network Affinity Group Chair Section GOLD Affinity Group Chair Section Life Member Affinity Group Chair Section Women in Engineering Affinity Group Chair Section Women in Engineering Affinity Group Chair Section Affinity Group Vice Chair Section Educational Activities Chair Section Industry Relations Chair Section Membership Development Chair Section Professional Activities Chair Section Student Activities Chair Section Student Representative Section Student Branch Mentor Student Branch Chair Student Branch Vice Chair Student Branch Secretary Student Branch Treasurer Student Branch Counselor Student Branch Chapter Chair Section Nominations and Appointments Chair Section Nominations and Appointments Chair Section Awards and Recognition Chair

Other available training modules Learning Library Volunteer Position Training CareerCareer (i.e. managing career, lifecycle of an engineer, networking skills, publishing skills) CommunicationsCommunications (i.e. creating effective presentation slides, communicating effectively) FinanceFinance (i.e. financial Management for Section/Chapter, NetSuite) LeadershipLeadership (i.e. leadership development) ManagementManagement (i.e. building Industry alliances, management & people skills, volunteer recruitment & retention) ProgramProgram (i.e. organizing conferences, IEEE Foundation, Humanitarian Efforts etc.) VitalityVitality (i.e. building Section/Chapter/Society relationships, engaging members etc. ) MembershipMembership (i.e. membership development, grade elevation & recognition, membership benefits etc.) ToolsTools (i.e. SAMIEEE, Webinar, vTools, MD Resources & Tools, etc.)

 Provides volunteers access to member data.  It allows ad hoc querying, reporting, and downloading of IEEE's membership data.  Access is limited to registered users with designated or automatic access. All users must have an IEEE Web Account.IEEE Web Account  Data restriction by organizational unit. *IEEE member data is released for use only by IEEE members, officers and committee members. Member information may not be furnished, with or without, compensation, to outside entities, or be used by IEEE members for any other than approved IEEE business. Website: SAMIEEE for volunteers

Volunteers must be currently reported in their positions. *If an access denied message appears when logging in, please verify that your Organizational Unit has submitted current officer reporting.current officer reporting Who has automatic access to SAMIEEE? IEEE Board of Directors Region Directors Region Director Elects Region Past Directors Region Secretaries Region Treasurers Region Secretary/Treasurers Region MD Chairs Representative, Regional GOLD Program (Region) SAC-Representatives (Region) Student Activities Section/Council/Subsection Chairs Section/Council/Subsection Vice Chairs Section/Council/Subsection Secretaries Section/Council/Subsection Treasurers Section/Council/Subsection Secretary/Treasurers Section/Council/Subsection MD Chairs Section/Council/Subsection Student Activities Chairs Chapter/Joint-Chapter Chairs GOLD Affinity Group Chairs Society Presidents Society President Elects Society Past Presidents (Jr & Sr) Society Vice Presidents Society Secretaries Society Treasurers Society Secretary/Treasurers Society Membership Chairs Executive Directors Society Administrators Society Chapter Coordinators Student Branch Chairs Student Branch Counselors

Use SAMIEEE Pre-defined Query  Readily prepared data that are available for officers to download.  May modify the query accordingly to your needs. Where can I locate the Pre-defined Query? Log in to SAMIEEE  Catalog (at top right hand corner)  SAMIeee folder  Geographic Pre-defined Query

Learn SAMIEEE at your own pace Online Training Modules SAMIEEE-OBIEE Training Presentation View the recorded WebEx "what's new" training session Reference Materials: Any questions, please contact:

IEEE Governing Documents

 IEEE Governing Documents  MGA Operations Manual  Section 9: Geographic Organizational Units * It is the intent of the Member and Geographic Activities Board, committees, and staff to operate within an active strategic framework described by the MGA Operations manual. * If required by local law, Sections and Geographic Councils may also create their own addendum / bylaws, using the MGA Operations Manual as a guideline. Any questions? Please contact: Where can I find the IEEE Governing Documents?

IEEE Asia-Pacific Limited Office Address: 1, Fusionopolis Walk, #04-07 South Tower, Solaris, Singapore, Tel: Webpage:

Thank You for Your Attention