CEAA Restructuring (version 2) September 15, 2009 Joseph Hughes

General Timeline Feb 09- APC presentation & discussion  CTAA, CEAA to draft proposals for Sept. mtg July 09- CEAA discussion  Focus on issues, general concepts Sep 09- APC review of draft proposal Jan 10- CEAA recommends charter mods Feb 10- APC, EAB approval July 10- new structure takes effect

Goals of CEAA Restructuring Improve committee effectiveness  Currently too large for effective deliberation  Focus on key responsibilities  Match size and structure to workload needs  Match meeting characteristics to needs Scalable structure for future requirements  Increase in programs, international visits Cost savings Update processes & charter

Key CEAA Responsibilities PEV recruitment, initial (specific) training PEV assignment, mentoring, retraining Ensure quality of review process  PEV monitoring  Quality and consistency of reports, actions  Maintain program-specific criteria Recruit, train, mentor CEAA & EAC reps Policy, strategy, planning, & administration

Resource-Intensive Tasks PEV selection  Review of applications by multiple CEAA members PEV management  Mentoring of new PEVs during training  Mentoring of PEVs (particularly, if new) during visits  Review of visit reports, recommended actions Identification of PEVs requiring future action CEAA & EAC caucus action on reports, actions  Visit assignment (mostly coordinator, not committee)

Possible New CEAA Model Voting members (~15)  CEAA chair  8 at-large members  Visit assignment coord  Training coordinator  APC chair  EAC representative to APC  IEEE member EAC ex-com (or EAC commissioner)  IEEE member ABET BoD (all terms July 1 – June 30) Non-voting members (3)  IEEE VP Education or rep  CSAB liaison  ECEDHA chair or rep (IEEE does not pay expenses) EAC commissioners (10) Corresponding members  EAC alternates  CEAA alternates  Visit assignment backup  Coordinating society reps

At-Large Members Voting Members Principal Responsibilities  Serve as CEAA vice-chair or subcommittee chair/member  Review applications for new PEVs  Elect CEAA, EAC members/alternates  Mentor new PEVs during training  Mentor PEVs during visits, review visit reports  Supervise mentor pools members

At-Large Members (continued) Attend two CEAA meetings per year  Reports and plans for areas of responsibility  Long-range strategic issues and plans, e.g.: IEEE program criteria PEV recruitment and training  Interact with EAC members  Administrative functions

Other Member Responsibilities Visit Assignment Coordinator  Maintain PEV data, recommend number of new PEVs needed  Maintain PEV reserve pool list, assign as needed with approval of CEAA chair and APC chair  At January meeting take notes on PEV and program issues for follow-up and EAC caucus  Attend July EAC meeting as observer Travel paid by IEEE Chair Wednesday evening EAC caucus Training Coordinator  Chair CEAA training subcommittee  Coordinate with ABET training activities, develop CEAA training materials and processes  May also hold another CEAA position

EAC Commissioners Attend only July CEAA meeting  Travel paid by ABET to attend EAC meetings Non-voting, except for election of EAC commissioners and alternates Included on alias, CEAA web site, etc. May also hold certain other positions, and attend meetings in those roles  CEAA subcommittees  Training Coordinator  APC representative

Corresponding Members Non-voting, don’t normally attend meetings  Included on alias, CEAA web site, etc.  EAC alternates attend July EAC and CEAA meetings CEAA, EAC Alternates  Up to 3 of each; more if additional vacancies will occur in next year  Elected by CEAA, approved by APC and EAB  Appointed by CEAA chair to fill vacancies as they occur, subject to consent of APC chair  May hold other roles, as appropriate Coordinating society representatives  Societies with which IEEE shares program criteria responsibility  Costs covered by participant’s society  IEEE participants may attend meetings when needed, as determined by CEAA chair and APC chair

CEAA Subcommittees Five standing subcommittees: Awards, Criteria, Mentoring, Nominating, Training Ad-hoc subcommittees created by CEAA chair Chaired by at-large CEAA members  Training subcommittee chaired by Training Coordinator Other subcommittee members drawn from  CEAA members not otherwise assigned  EAC members  Corresponding members  Experienced PEVs, PEV reserve pool, mentor pool Subcommittees work primarily by , conference calls, etc.

CEAA Meetings / Primary Tasks January meeting (EAC commissioners do not attend this meeting)  Selection of new PEVs; mentor assignments for training  Elect/appoint new/continuing CEAA members, alternates, chair  Review program reports and recommended actions  General business, as needed  Possible joint meeting with CTAA EAC Caucus prior to Commission meeting  EAC commissioners; chaired by visit assignment coordinator July meeting following Commission meeting (new CEAA members, includes EAC commissioners)  Report on EAC meeting and EAC-related business  Elect/appoint new/continuing EAC commissioners & alternates EAC commissioners also eligible to vote on these actions  General CEAA business meeting (reports, planning, discussion)

Tiered Mentoring Process (new) First-year PEVs  Assigned a CEAA mentor during ABET training  Assigned to 2-member CEAA mentoring team  Active mentoring, including pre-visit review  Report reviewed and PEV evaluated by both CEAA team members Second-year PEVs  Assigned to 2-member CEAA mentoring team  Active mentoring  Report reviewed and PEV evaluated by one CEAA team member More-experienced PEVs  Assigned to one member of mentoring pool  Passive mentoring Based on evaluation, a PEV may be assigned to a higher level of mentoring for following year than would normally occur

Tiered Mentoring Process (2) Mentoring Pool  Drawn from former CEAA members, PEV reserve pool, former PEVs  Review PEV reports and recommended actions  Evaluate PEV performance  Passive mentoring to provide PEV support when requested  Supervised by CEAA mentors

Tiered Mentoring Workload Assume 8 CEAA at-large members, visits, 20 first-year PEVs, 20 second-year PEVs Each CEAA at-large member handles  5 first-year PEVs (mentoring, review report, PEV evaluation)  2-3 second-year PEVs (mentoring, review report, PEV eval)  1-2 mentor pools members (process reports & evals) Mentor pool members  16 mentors, 5-6 reports per mentor  8 mentors, reports per mentor Scaling of mentor pool should handle growth without requiring additional CEAA at-large members

Managing Conflicts of Interest Applies to PEVs, mentors, CEAA, EAC  New mentoring structure increases number of potential conflict situations Actions  Annual reminder  January meeting – recuse self from discussion of programs, signed record  Verify absence of conflicts when assigning CEAA and mentor pool members to PEVs

Volunteer Life Cycle Options PEVPEV reserve CEAA alternate CEAAEAC alternate MentorEAC Pool