1. San Francisco Bay Area Council Officer Training vTools Voting
January 27, 2018
Taylor Winship
Santa Clara Valley Section Secretary

2. T Winship, 2017-18 SCV Section Secretary
IEEE vTools
vTools Overiew
vTools Voting
vTools Officer Reporting
IEEE Event Finder
vTools Events (Meetings)
SAMIEEE
The “v” in vTools is for volunteer. These are a set of applications developed for us, the volunteers of IEEE.
You can see from this menu that there are quite a few vTools. We’ll only cover a few of them today.
We go over Voting, Officer Reporting, Events Reporting, IEEE Events Finder, and SAMIEEE.
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3. T Winship, 2017-18 SCV Section Secretary
Voting
Why Use It
Who Uses It
When to Use It
How to Use It
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4. T Winship, 2017-18 SCV Section Secretary
Why Use vTools Voting
It’s a professional approach to elections
It’s a technological approach to elections
It’s an easy way to manage elections:
Manages open and close using dates provided
Loads eligible voter list for you
Shows openness & inclusiveness in management of OU
Organizational Units (OUs) are not required to use vTools Voting, but it is recommended.
Why use it?
- More professional approach to elections
- Easy to reach just the right people – vTools Voting does this for you (on , TW learned this is disabled right now, but being worked on)
- Easy to manage – vTools Voting uses your dates to start and end the balloting
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5. T Winship, 2017-18 SCV Section Secretary
Who Uses vTools Voting
OU selects a Nomination/Election Committee Chair
N/E Chair CANNOT be one of the people running for a chapter officer position
N/E Chair uses vTools “Voting” to:
Set up the election
Manage the election
Collect election results
Who uses it?
The Nomination/Election Committee Chair is the person who sets up the election and manages it in vTools Voting. This person CANNOT be one of the people running for an elected office (i.e., Chair, Vice Chair, Treasurer, Secretary) of the chapter.
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6. When to Use It – Establish Dates
Best Practice: always be doing succession planning!
Open election
Close election
When to start recruiting candidates?
=> Notify OU ExCom
=> Add new Officers in vTools
Work backwards
To finish by Dec 1
New Officers in vTools
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7. T Winship, 2017-18 SCV Section Secretary
How to Use “Voting”
Items Needed for Election
Candidates bios
Candidate IEEE member numbers
Election Open and Close dates
How to use it?
Use vTools Voting to keep your election organized and professional. Let’s go into more detail using screen images.
To set up an election, you need a few pieces of information:
1. A candidate name for each of the elected offices and a bio for each candidate
2. The IEEE member number of each candidate
3. The Open and Close dates for the election
When you have these items, you’re ready. Enter your OU Code to create a ballot. I recommend using the standard ballot with the standard 4 elected offices.
<TW needs to check on this ===> NOTE: if you’ve got an old ballot, you can use that as a template for the current election cycle.>
Put in the candidates’ IEEE member numbers and add their bio. Check the box that allows members to write in a candidate. This gives the feeling of openness and inclusiveness. If a person is written in, you can invite them to join your ExCom meetings for a while to let them get to know you, and you to get to know them. They may be great!
Put in the Open and Close dates for the election.
=> Close Date should be a few days before the end of November, to give you time to inform the Chapter ExCom of the results and input the winners’ names in vTools “Officer Reporting”.
=> Open Date should set to give a few weeks for the election to 6 weeks.
Then you’re ready to announce the election.
You have the opportunity to send 3, and only 3, notices from vTools “Voting”. vTools Voting will automatically pull the appropriate names/ s to send your notices to, based on: membership, location/contiguous section flag setting, and election preference.
1. The first is your initial announcement. Use the template provided and fill in your specific information in the places identified in the template.
2. The second should be approximately half way through the election period, as a reminder. Modify the template to say this is the first reminder.
3. The third should be close to the end of the election to give them an incentive to get it done right then. So, this should be around 4 to 5 days before the last day for voting. Make sure they know the hour at which the election closes on that last day.
The election will automatically shut down at the time, on the Close Date you specified. Then you can download the voting results and send them to the Chapter ExCom. After the Chapter ExCom has been notified, the results should be formalized in vTools “Officer Reporting”. So now let’s look at that tool.
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8. Voting Landing Page Voting N/E Chair manages election January 26, 2018
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9. Voting – Ballot Dashboard
On the Ballot Dashboard, the N/E Cmte Chair selects your OU from the dropdown list.
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10. Voting – Ballot Dashboard
After selecting the OU, choose a template.
SCV/SF/OEB Jt. Section Chapter, TEM14
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11. Voting – Ballot Dashboard
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12. Voting – Ballot Dashboard
Recommend “Chair | Vice-Chair | Secretary | Treasurer” template
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13. T Winship, 2017-18 SCV Section Secretary
Voting – Ballot
Please enter ballot name
Please select time zone
Open ballot for voting
Close ballot for voting
Please enter voter instructions
Positions and candidates
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14. Voting – Add Candidates
Positions and Candidates
Add new candidate to Chair position
Allow write-in candidate for each position
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15. Voting – Add Candidates
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16. Voting – Add Candidates
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17. Voting – Add Candidates
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18. Voting – Load Voter List87
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19. T Winship, 2017-18 SCV Section Secretary
Voting
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20. T Winship, 2017-18 SCV Section Secretary
Voting – Vote
Click on “Vote”
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21. T Winship, 2017-18 SCV Section Secretary
Voting – Vote
Vote by clicking on checkbox next to candidate’s name
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22. T Winship, 2017-18 SCV Section Secretary
Voting – Vote
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23. Voting Landing Page At close of election, N/E Chair gets results
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24. Voting – Managing Election
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25. Voting – Managing Election
View Results
Export Results (CSV)
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26. Voting – Managing Election
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27. T Winship, 2017-18 SCV Section Secretary
vTool Voting – Summary
vTools “Voting” provides an easy, professional, and technological way to perform OU elections
Using vTools “Voting”, and specifically allowing write-ins, demonstrates inclusiveness and openness in the management of OU
N/E Chair CANNOT be one of the people running for a chapter officer position
N/E Chair makes updates from election results
Best Practices:
Election should be completed by end of November
Recruit candidates early
Always be doing succession planning
Why use it?
- Organizational Units (OUs) are required to report Chapter officers in vTools Officer Reporting, to inform IEEE who the current Chapter officers are.
- Need to get officers into vTools because that’s where the data comes from for our LISTSERV lists.
Who uses it?
The Nomination/Election Committee Chair can update the vTools Officer Reporting, or it can be one of the officers.
When to use it?
Updates should be made by the end of Nov, w/Term-start Date set to Dec 1, to ensure the new officers are on the LISTSERV lists so they get notices (e.g., SFBAC Officer Training).
How to use it?
Let’s look at that using screen images.
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