Welcome to Student Leadership Workshop of IEEE Saturday, 13 October 2007 Ravikiran A Student Activities Chair -2007

What are we here today ? l IEEE – Refresher l IEEE Student Branch l Entrepreneurial Simulation l Spirit of Leadership

IEEE – World of Knowledge, Community, Professionalism… Video

IEEE Vision Advance global prosperity by… l Fostering technological innovation l Enabling members careers l Promoting community …worldwide

The Value of IEEE Membership Knowledge... staying current with the fast changing world of technology Community … unparalleled networking opportunities, and the buying power into low, members-only rates on benefits and services Profession … empowering members to build their careers, and giving back to society Other … insurance, financial, home & office and travel services

R9 14,269 R8 56,953 R10 62,533 R ,260 R7 15,380 IEEE Membership TOTAL MEMBERSHIP – 370,000 More than 80,000 members R1 – 39,191 R2 – 33,617 R3 – 30,576 R4 – 24,325 R5 – 29,681 R6 – 60,870 * Region 10 remains largest IEEE Region

IEEE Org Chart

Regional Activities Board Organization

Student Activities Committee MISSION To provide undergraduate and graduate students who have an interest in the IEEE designated fields, Engineering, Computer Science and Information Technology, Physical Sciences, Biological and Medical Sciences, Mathematics, Technical Communications, Education, Management, Law and Policy with opportunities for educational, technical and professional development emphasizing the value of continuing IEEE membership after graduation.

Student Membership Who Qualifies? Undergraduate or graduate students taking at least 50% of a normal full-time course of study in IEEE designated fields, Engineering, Computer Science and Information Technology, Physical Sciences, Biological and Medical Sciences, Mathematics, Technical Communications, Education, Management, Law and Policy.

IEEE Student Membership Dues l $30.00 US and Canada (Regions 1-7) – includes Potentials magazine (5 issues per year) (online and print) – includes Spectrum and the Institute (online and print) l $25.00 all other areas of the world (Regions 8, 9 & 10) – with option to subscribe to Potentials magazine for $5.00 (online and print) – includes Spectrum and the Institute (online and print)

Student Membership Benefits IEEE Spectrum magazine online and print IEEE Potentials magazine online and print The Institute online and print Xplore online access to subscriptions Discount on technical Society memberships and publications 50% discount in IEEE dues for students graduating the first year after graduation Leadership Experience and networking with Section, Industry Leaders IEEE Job Site alias Financial Advantage programs Membership card

What are we here today ? l IEEE – Refresher l IEEE Student Branch l Entrepreneurial Simulation l Spirit of Leadership

How many of you want to own your own company ? How many of you want to be a Business Leader ?

What does it take … To be successful…, l Great Idea / Product / Service l Strategy and Vision l Leaders in Organization l Operations and Delivery System l Grow through right Marketing l Manage Finances

Leaders in Organization

BRANCH LEADERSHIP l Key individuals in your Student Branch include: l Student Officers l Chair l Vice-Chair l Secretary l Treasurer l Branch Counselor and/or Branch Chapter Advisor l Branch Mentor l Committee Chairs (also Student members)

Recommendation l Leadership based on Continuity model l Chair – Final Year l Vice-Chair – 3 rd Year l Secretary – 2 nd Year l Treasurer – 3 rd Year l Program Committees – All years

Serves as the 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 Student Services. Arranges for election of new Officers before leaving office. Communicates frequently with other Officers. Works with Branch Counselor in dealings with the Department and Faculty and local IEEE Section. Student Branch Chair

Student Branch Vice-Chair l Serves as the junior Executive Officer of the Student Branch. l Chairs the Program or Membership Committee. l Monitors the progress of Branch programs. l Fills in for the Student Branch Chair as required. l At some Branches, automatically becomes Chair next year.

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

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

Student Branch Counselor Faculty member, active in the IEEE, who serves as an advisor to the Branch and its Officers. Appointed by the local Section Chair, upon the recommendation of the Student members and the Regional Student Activities Chair (RSAC). Normal term of appointment (or re-appointment) is two years. Provides a sense of continuity to the Branch. Informs other faculty members of Branch activities. Promotes student awareness of awards, contests and membership benefits. Helps the Branch establish Industrial contacts and works closely with the Branch Officers and the Branch Mentor.

Branch Mentor Designed to maximize the interaction between the Student Branch and the local Section. 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 is an ideal candidate. Meets regularly with the Branch members and the Branch Counselor. Assists the Branch to develop effective programs. Provides a bridge between the Branch and the local Section. Position is optional but can help Branches stay connected.

Student Branch Committees Having different committees can help you develop a varied, broad-reaching program of activities. Some key committees are: Program Committee - responsible for planning and running the Branch’s program of activities. Membership Committee - responsible for planning and carrying out Branch recruitment efforts, including promoting membership benefits to new and existing members. Publicity Committee - responsible for advertising all Branch activities. Finance Committee - responsible for fundraising activities. Nominating Committee - responsible for setting election guidelines and dates and finding suitable candidates.

IEEE Volunteerism Most if not all the 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 OPERATIONS Branch Program Design a varied and interesting schedule of events. Branch Resources click “Branch Operations” 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. Visit Branch News For the latest information

Keeping it operational

What will you do ? l Sustain and Grow through new Programs l Manage Various Programs l Share and make it meaningful l Use all resources l Keep up the spirit and Motivate l Awards and Recognition l Manage Financials l Funds

Programs and Strategic Planning…

Invite speakers on technical or professional subjects. Enter design competitions (e.g., 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. Mentor junior students. Organize sales of lab kits, lab manuals, resume books, solved past exams. Branch Program

Branch Program (continued) Raise funds for charity or Student Branch projects. Publish a Student Branch Newsletter on the web. Develop a Student Branch web site. Free hosting web space at Branch Chairs should use SAMIEEE to access current IEEE Student membership data Participate in engineering awareness programs. Visit and organize joint activities with other Student Branches. Volunteer at a conference and help staff a membership booth. Host an annual “Welcome Back” or “End of School” picnic. Work with the local IEEE Section and Region.

Branch Planning Assess the state of your Branch (resources, people, money) Identify the major objectives for your Branch for this year (e.g., membership increase, some big event, retain existing members, seek 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

Your Annual Branch Plan is the result! GoalsEventsEvaluate The Plan! Brainstorm! Consider constraints Branch Planning

Need Ideas Fast? try this… Five Rules of Brainstorming: 1. Any ideas are valid (even wacky ones). 2. Write everything down. 3. Don’t criticize or evaluate. 4. Don’t be a salesperson. 5. Ideas form in molecules, so don’t be afraid if everyone is silent Someone keeps time (you need a limit!) and someone is scribe to capture every idea. Branch Planning

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

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

If you are coordinating some event, let people do their jobs. Keep people communicating with short status meetings Compliment people on accomplishments (a key to motivated volunteers Plan for the unexpected! Murphy’s Law… Reward yourselves when it is all over Learn from your mistakes and leave documentation for future officers! Branch Planning

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!)

What do we need for tomorrow l One SLIDE with l Branch Planning l Ideas l Issues

SPAC & SPAV l S-PAC: Student Professional Awareness Conference – Student branches wishing to organize a conference on career development, management issues etc. RAB provides US$200 plus matches extra funding received externally (e.g. from Industry) to the amount of US$175. l S-PAVe: Student Professional Awareness Ventures - Student branches wishing to organize projects to develop awareness of engineering professionalism can apply for a small supporting grant.Funding the same as the SPAC.Submit proposal and budget. [Contact: Lou Lovas at: ] l S-TAC: Student Technical Awareness Conference - Student branches wishing to organize a technical conference can apply for a small supporting grant. Funding the same as the SPAC. Submit proposal and budget. [Contact: Lou Lovas at: ] l Leadership Workshops - Organized by a Student Branch or a group Student Branches. Student Branches interested to organize a workshop known as Leadership Workshop to carry out membership recruitment and how to successfully run a Student Branch should contact R10 SAC for supporting grants.

Student Branch Reporting Requirements Annual Plan of Activities: due 1 November each year or two months after the academic year begins; helps you plan your activities and budget for the year; allotment based on Branch members as of 31 December statistics allotment of either US$50.00 (49 members or less) or US$ (50 members or more) upon receipt of plan. Annual Report of Activities: due 1 May each year or two months after the academic year ends; detailed report of activities for past year, including financial statements. rebate of $US2.00 per Branch member as of 31 December statistics. Each year, you must submit two reports to IEEE Student Services. To encourage you to complete these, the IEEE provides you with funding - an incentive rebate. Remember, IEEE wants to hear about your activities.

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 workbook. This calendar can also be found on the Student Concourse web site at

Available Resources…,

Branch Resources Distinguished Lecturers Program sponsored by IEEE and other IEEE Societies. IEEE Computer Society Distinguished Lecturers Program. IEEE Program Resources Guide. Section and Section Student Activities Chair (Section SAC). Branch Counselor and Branch Mentor. Regional Student Representative (RSR) and Regional SAC (RSAC). IEEE Student Services Manager (IEEE HQ). Contacts listed in Workbook.

Branch Resources (continued) IEEE Student Concourse web site Student Branch program information, awards and scholarships, all Student Branches listed with reported web sites and addresses. IEEE Student Services Maintains Regional Student Branch Addresses Send to: web accounts at Submit Reports by for Region 1 (same format for Regions 1-10)

Branch Resources (continued) IEEE Student Branch All Magazine Package  fee is US$ in 2006  subscription package includes all 32 IEEE magazines  available to all Student Branches  Some magazines included are: IEEE Spectrum magazine IEEE Potentials magazine IEEE Computer magazine IEEE Software magazine IEEE Internet computing magazine IEEE Power Engineering Review IEEE Micro magazine IEEE Personal Communications magazine

Branch Resources (continued) IEEE Student Branch Library Subscription to the All Society Periodicals Package (ASPP)  only Student Branches whose main libraries subscribe to non- member  ASPP subscription qualify for the discounted fee.  US$ in 2006  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 where the Student Branch is located MUST have a current full ASPP (print or online) or IEL subscription.  Orders must be placed on IEEE Stationery, signed by Branch Chair and Branch Counselor, and sent with full payment.

Motivator.. Awards

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.

Student Branch Awards (continued) Regional Student Paper Competition Open to all undergraduate IEEE Student Members Chance to 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 committee (US $800, $500, $200) See guidelines in Handbook or contact Regional Student Activities Committee Chair (RSAC)

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.

Student Branch Awards (continued) Outstanding Student Branch Counselor and Advisor Award To recognize the important contributions of the Counselor / Advisor. Over 300 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 or less words). Nomination deadline is 28 February.

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 31 January. Student Branch Awards (continued)

Computer Society Richard E. Merwin Scholarship Up to 10 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 31 May.

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 31 January every other year. Other Awards IEEE Fellowship in Electrical History IEEE Neural Networks Council Conference grants

Student Branch Awards (continued) RAB Membership Growth Award Given by RAB (cannot apply for this) to the Branch in each Region that has highest growth (based on Branch size and % growth --- not just actual numbers) 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.

IEEE Bangalore Section Awards l Out standing Section Volunteer l Out standing Student Volunteer l Out standing Student Branch l Best Website

Managing Finances Most important

Raising Funds…, l There are 4 different kinds of money you may need to raise: l Operating money - for continual expenses. l Seed money - an “advance” for an event. l Subsidy money - to reduce the cost for members. l Capital money - to buy things. l Student Branch Operations Guide has a list of 19 ideas. l Brainstorming is a good way to think of ideas. l Need to be aware of University Fundraising constraints l Need to be careful not to tarnish the image of engineering.

Sources of Funds Money Sources ($$ and/or in-kind contributions): l Mandatory : Branch bank account l Money from Branch Plan, and Rebate from Annual Report l Fundraising events or activities l From Your Institute l IEEE l Local Section, Region l For S-PACs and S-PAVes l RAB/SAC/SPAA l Local Industry

When asking for money…. l Donor must have money to give (not everyone does!) l Put the request in writing and include a brief budget l Convince them of the merits of your cause and how their involvement will help both you and them l Show them that your proposal is well-thought out and that you are soliciting from others as well l Give them time to make a decision and then follow- up

What's Expected from your section ?

What's expected of your section l Be a professional community l Be organized and Plan your activities l Submit your plans and reports l Run it like a ‘Company’ l Share and Learn l Conduct as many tech sessions l One Annual event l Events that help career l Be Online – Have a well designed Website l News letter l Ethics and Code of Conduct l Value every member l Keep your financial accounting error free l Keep a critical mass of membership l Keep it going… l Add value to your Institution

Advise to your section l Leadership l Knowledge l Community and Networking l Profession

What are we here today ? l IEEE – Refresher l IEEE Student Branch l Entrepreneurial Simulation l Spirit of Leadership

New Demands of Leadership l risk-taking l courage l ability to make teams work l cross-cultural awareness l creative thinking l tolerance for ambiguity l understanding organizational and system dynamics l flexibility

Leadership : Key perspectives l Managing Self l Awareness, Management l Managing Networks l Socio, teams, professionals, thought leader l Managing Business l Results, Vision, Change, People

Some Sample Ventures /Programs Will be discussed tomorrow…

What is an S-PAC? Student planned and run conference (half to full day) Nontechnical career issues discussed High quality volunteer speakers Funding from IEEE, university and industry

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

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

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

IEEE S-PAC FUNDING SOURCES --- AN OVERVIEW Regional Activities Board (RAB) Student ActivitiesCommittee (SAC) Other RAB Committees RSACs RSRs Student Professional Awareness Activities RAB/SAC/SPAA Chair Regional Director - Regional Student Activities Chair - Regional Student Representative - Other Regional Officers Region Area or Council Officers Area or Council Other Areas or Councils in a Region Students seek funding from Section Chair - Section Treasurer/Secretary - Section Student Activities Chair - Other Section Officers Other Sections in an Area or Council IEEE USA Career Policy Council (CPC) Other IEEE USA Councils Other CPC Committees Student Professional (IEEE USA/SPAC) Awareness Committee IEEE USA/SPAC Chair R1-6 S-PAC Coords. (RSCs) R1-6 S-PAC Sup. Coords. (RSSCs) Two Student Representatives RAB/SAC/SPAA Chair Regional S-PAC Coordinator seeks funding on behalf of students Note: IEEE USA/SPAC provides funds for speaker travel. All other IEEE Regions 1-6 funds can be applied to S-PAC operating expenses;e.g., IEEE Student Member subsidies, printing, advertising.

Student Benefits From S-PACs Opportunities for personal development Skills development --- Team building --- Project management --- Marketing/sales --- Finance --- Communications Build self-confidence Industry connections

S-PAVe OVERVIEW What is an S-PAVe? Student Professional Awareness Venture S-PAVe Program Goals Ventures Elements of a Venture Proposal Venture Budget Funding and Support Letters Submission and Review Process For More Information...

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 IEEE USA 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

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

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 - Create a computer package that gives basic ideas on setting up your own company Can span days, weeks or months, but should not generally exceed one school semester

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

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

Venture Budget Example Assume that US$ has been secured from the IEEE Section US$ can be requested from S-PAVe funds - US$ in base funding - US$ as a dollar for dollar match to Section funds Total income would be US$ US$ Section funds - US$ S-PAVe funds S-PAVe FUNDS WILL BE PROVIDED TO THE STUDENT BRANCH ONCE THE VENTURE HAS BEEN APPROVED FOR FUNDING.

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

Submission and Review Process Submit proposals at any time to: Regions 1-6:IEEE-USA Manager, Professional Programs Regions 7-10:IEEE Student Services Coordinator Proposals are reviewed and awarded funds based on - Expected achievement of S-PAVe goals - Likelihood of success - Originality - Available funds Each proposal is evaluated on its own merit -- not a contest The reviewing is performed by: RAB/SAC/SPAA Chair  RAB/SAC Chair  IEEE USA SPAC Chair Award notification is made within 2 weeks