Region 10 Training Session 16 April 2004 Section/Chapter Support Volunteer Services Fanny Su (Manager) IEEE Asia Pacific Operations Centre

IEEE

2004 Regional Activities Board 16 Voting Members Normally 17 voting members but the RAB VC-SP is also a Region Director. Individuals holding more than one position only have one vote

2004 RAB Committee Chairs Admission and Advancement (IEEE)S. Wesolkowski Awards & Recognition H. Peek FinanceJ. Lillie Graduates of the Last Decade (GOLD)I. Jiletta Industry RelationsJ. Kalasky Membership Development (IEEE)B. Lee Nominations & Appointments M. Papo Operating CommitteeM. Apter Potentials Advisory E. Palacio Potentials Editorial Board K. Tracy Reference List of Educational Program (RAB/EAB)T. Bickart Section/Chapter Support (RAB/TAB) P. Famouri Section Congress Steering CommitteeJ. Howard Strategic Planning E. Hirt Student Activities E. Palacio Transnational (RAB/TAB)C. Desmond

Regions (10) Sections (304) Student Branches (1,240) Regional Activities Board Areas Subsections (31) Councils (20) Chapters (1,384) Affinity Groups (120) Student Branch Chapters (324) Total Geographic Organizational Units 31 Dec 2003 Student Branch Affinity Groups (16)

IEEE Membership By Regions 31 December 2003 R8 – 50,295 R10 – 59,538 R ,786 R9 – 11,654 TOTAL – 361,138 R7 14,865

Region 10 Sections (47) Student Branches (330) Areas Subsections (5) Councils (4) Chapters (244) Affinity Groups (18) Student Branch Chapters (324) Region 10 Units 31 Dec 2003 Student Branch Affinity Groups (1)

Section Subsections Affinity Groups Chapters Council Student Branches Other Sections Technical Societies Student Branch Chapters Section Linkages

One legal entity - IEEE IEEE Documents ( Constitution, Bylaws, Policy & Procedures RAB Operations Manual Many units within IEEE, e.g., Societies, Regions, Section, Chapters Each Section has its own Section practices Governance

Officers & Key Section Volunteers Officer eligibility Member grade or higher, dues paid in full No students or associates Exception - Newsletter Editor and Web master does not need to be an IEEE Member Chapter Chairs must be a member of the Society (or 1 Society in a Joint Chapter) Officer terms (January to December) 2 year maximum (exceptions granted by Region Director) Questions?

Section Chair Responsibilities Operations - Officers/Committees, meetings, finances Programs/Membership - Chapters, Students Communications – Local, Region, IEEE staff

Annual Section Reporting Officer, meetings (L-31)& financial reports (L-50) must be received & approved to qualify for Rebate Deadline - Third week of February If reporting is on-time & complete by deadline then Section gets 10% bonus 30 June is final deadline to submit reporting in order to receive rebate Two ways to report L50 Electronically (Excel attachment) Hard copy via mail or via fax Officer and meeting reports should be submitted via the web forms

Officer Reports Secretary’s responsibility Report names & member numbers immediately after the election after changes during the year Important to keep Officer information updated Officers receive information from IEEE Headquarters (HQ) Report officer changes to IEEE HQ immediately Members (& volunteers) should report their own change of address/contact information

Report your Meetings What is a meeting? Administrative, educational, technical, professional or social No minimum/maximum # of attendees Requirements Sections/Subsections - 5 per year Chapter & Affinity Group meetings count toward Section total Chapters (2 per year) Technical meetings only Affinity Groups (2 per year) Interest Group meetings

Meeting Reports (L-31) Meeting Reports (L-31) the EASY Way Submit on the web (url below) Distribute forms to Chapter Chairs & officers Request that they submit form to Section Secretary immediately after each meeting

Section Finances Treasurer’s responsibility Read the Treasurers Handbook now Will help you throughout the year Makes it easier to prepare the report at year- end Keep your records up to date throughout the year Use Quicken if you can Chart of accounts available Use the Excel Spreadsheet to submit L-50

Financial report is required You are not done until the report is approved IEEE Staff may have questions Don’t forget bank statements Section accounts requirement: Bank account signature cards necessary except where not possible due to country law or regulations Questions? Financial Report (L-50)

Annual Section Rebate:  All reporting must be in by deadline & approved to qualify  Rebate schedule based on 31 Dec membership numbers includes $2000 Flat Fee 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 Activity bonus (details on Rebate Schedule) – new  Reporting Required Officers, Meetings, Finances

New in 2004 Activity Bonus $200: Sections w/10 mtgs or more, 5+ must be technical, educational or professional $100: Subsections w/10 mtgs or more, 5+ must be tech/ed/prof $75: Chapters & Affinity Groups w/6 or more tech/ed/prof meetings Reports must be in by February deadline

Chapters Core unit of Section : Section responsibility Chapters receive technical & program guidance from Societies Sections receive rebate money for Chapters to support Chapter programs Must pass the funds along to the Chapter! Chapter reporting included with Section annual reporting

Student Branches Core unit of Section: Section responsibility Student Branches coordinated through Section SAC Section receives $3/Student in the Section Should invite Student representatives to Section ExCom meetings Should invite Students to all Section meetings Should subsidize any cost to Student associated with attending Section meetings (meals, etc.) Currently, Student Branches submit their own reporting to IEEE HQ to receive a separate rebate

Section Communications Local Members Industry Universities Government Region Section Chairs are members of Region Committee Report to Region Director Region is link to RAB & BoD Other officers or committee volunteers have liaisons on Region Committee e.g membership development, student activities IEEE Staff

Administrative Training PowerPoint Presentations IEEE Section Management Orientation Financial Management Treasurer Training Program Recognition for IEEE Sections and Chapters Section Newsletters Educational Activity Resources

IEEE Virtual Community Forum This community is open ONLY to leaders and volunteers in IEEE Sections, Chapters, GOLD Affinity groups and RAB Committees. We are striving to: Make volunteering easier and more desirable Improve cycle times for project work Create a public Regional Activities Board memory Recruit and retain pro-active Section-Chapter Volunteers

SAMIEEE SAMIEEE = Section Access to Membership Information Web based Automatic access for volunteers Training available Membership data “refreshed” every Monday Pre-set reports Contact Helen Shiminsky,

E-Notice Electronic newsletter subscription service Facilitates newsletter, meeting notice distribution Derived from membership database Automatic updates Staff handles bounced messages Delivery statistics provided Unit must register for this service Contact Vera Sharoff,

IEEE e-Notice Over 90 Organizational Units have registered: 5 Regions 60 Sections 3 Subsections 3 Geographic Councils 11 Societies Piloting: Chapters Student Branches

Entity Web Hosting (EWH) Over 960 Organizational Units hosted and supported. Planned upgrades for 2004: Web Account authentication WebTrends – website statistical analysis BMC Patrol - Performance and Availability Monitoring to assure high availability and maximum response time of the web server. Pilot: Virtual Domain Name Hosting rab.ieee.org region8.ieee.org etc…

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 Activities IEEE Regional Activities Staff IEEE Potentials Mary Campbell Editor, IEEE Potentials Singapore Fanny Su Manager John Day Sr. Mgr – Business Development Tracy Hawkins Manager Vicki Waldman Supervisor

RA Administrative Staff Support for Geographic Units

IEEE Asia Pacific Operations Centre Singapore Support Office for Region 10 Region 10 EXCOM Meet, Region 10 Meet Next Section Congress (14-17 Oct 2005, Tampa Florida, USA) Assist Region 10 Committees in their activities Communication link between IEEE HQ and Region volunteers TAB Colloquia

2004 Projects Internet Conferencing on “Volunteerism” Presenter: Dr. Seo (Region 10 Director) Personal Contact Project – reaching out to key Section volunteers

Internet Conferencing Presenter: Dr. Seo, Region 10 Director Topic: Volunteerism Timeframe: Will send out in May for Section interest and instructions to participate Sections to promote/organise attendees Scheduled for : tentatively July 2004

Personal Contact Project Reaching out to key Section Volunteers Section Chair, Secretary, Treasurer Push out of Information specific to Chairs, Secretaries and Treasurers Critical Timeframe: within 3 months of volunteer taking office Providing contact point for volunteers

2004 HQ Projects Section Metrics Pilot Project Focus on stats related to Volunteer recruitment Meeting attendance “How to Celebrate!” Milestones Centennials Web-based volunteer recruitment kit

Thank You for your Attention and Active Participation