1. 178005.ppt http://sites.ieee.org/ctx/ IEEE Central Texas Section Chapter Chair Training February 2014 Austin, Texas

2. 178005.ppt http://sites.ieee.org/ctx/ Agenda Introduction to IEEE CTS Section officer descriptions Chapter Chair tasks Budget Process Important dates Resources

3. 178005.ppt http://sites.ieee.org/ctx/ Central Texas Section Approximately 4000 members in Austin, San Antonio, surrounding area One of largest sections in Region 5 CTS

4. 178005.ppt http://sites.ieee.org/ctx/ Central Texas Section The territory of the Central Texas Section, as approved by RAB, includes the following Texas counties: Atascosa, Bandera, Bastrop, Bexar, Blanco, Burnet, Caldwell, Comal, Conch, Cricket, DeWitt, Dimmit, Edwards, Frio, Gillespie, Gonzales, Guadalupe, Hays, Kansas, Kendall, Kerr, Kimble, Kinney, Lampasas, LaSalle, Live Oak, Llano, McCullough, McMullen, Mason, Maverick, Medina, Menard, Real, San Saba, Schleicher, Sutton, Tom Green, Travis, Uvalde, Val Verde, Williamson, Wilson and Zavala

5. 178005.ppt http://sites.ieee.org/ctx/ Central Texas Section 25 total chapters - 17 technical Society chapters; 3 Council chapters; 5 Affinity Group chapters Most have monthly meetings

6. 178005.ppt http://sites.ieee.org/ctx/ Recent Past Events ICICDT – May30-Jun1, 2012 Home Network Summit – Nov, 2012 TexasWISE – March, 2013 DAC– Jun 2-4, 2013 Global SIP – Dec 3-5, 2013

7. 178005.ppt http://sites.ieee.org/ctx/ Some Upcoming Events Dec 8-12, 2014 May 28-30, 2014

8. 178005.ppt http://sites.ieee.org/ctx/ CTS Executive Committee (ExCom) Governing body of the Section Budgets, bylaws, meeting minutes All other proposals are voted on by ExCom Members –Section Chair, 2 Vice-Chairs, Secretary, Treasurer –Chairs of: Chapter, Affinity Group, Council –Two past Section Chairs –Electronic Communication Manager Meetings follow Roberts Rules.Roberts Rules

9. 178005.ppt http://sites.ieee.org/ctx/ 2014 Section Officers Chair – Kenny Rice San Antonio Vice Chair – Ron Seaman Austin Vice Chair – Leslie Martinich Secretary – Zhou Li Treasurer – Don Drumtra

10. 178005.ppt http://sites.ieee.org/ctx/ Section Chair 1 Ensures that Section, including Chapters and Affinity Groups are fulfilling IEEE mission and goals Manages the operation of the Section and ensures the best interest of local members are met Represents the Section to the Region Committee and/or other IEEE organizational units.

11. 178005.ppt http://sites.ieee.org/ctx/ Section Chair 2 Chairs of the IEEE Section Executive Committee (ExCom), and presides at meetings Represents the Section at IEEE gatherings and Regional Committee Meetings Manages Section red tape –signs section documents/accounts –finds volunteers for non-elected positions)

12. 178005.ppt http://sites.ieee.org/ctx/ Section Vice Chair(s) Assists the Chair in managing the operations of the Section. Ensures that the Section Chair’s tasks are completed if the Chair is unable to perform his/her duties

13. 178005.ppt http://sites.ieee.org/ctx/ Section Secretary Maintains Section records –section meeting minutes –officer roster –L31 reports of meetings –other non-financial documents. Sends meeting notices Publishes minutes

14. 178005.ppt http://sites.ieee.org/ctx/ Section Treasurer Ensures continuity of financial records Maintains inventory and/or access to financial accounts of Chapters/Affinity Groups Submits the Annual Report (L50)to IEEE.

15. 178005.ppt http://sites.ieee.org/ctx/ Chapter Chair 1 Helps Society members in their technical interests by holding meetings and/or other local events Signs off on chapter bank accounts (if any) Ensures that Chapter financial documents are prepared and submitted to the Section Treasurer. Ensures that meeting reports (L31s) are filed on vTools To qualify for rebates –Chapters must file 2 technical meetings –Councils and affinity groups must file 2 meetings of any kind

16. 178005.ppt http://sites.ieee.org/ctx/ Chapter Chair 2 Ensures that elections are held by end of calendar year and that results are reported to the Section Secretary Ensures that Chapter budgets are submitted to and discussed with the Section Treasurer by deadlines As member of CTS ExCom, can make, debate and vote on motions at ExCom meetings

17. 178005.ppt http://sites.ieee.org/ctx/ Chapter Officer Tasks 1. Scheduling a meeting and filing an L31 report with vtools 2. Conferences and Workshop 3. How to use SAMIEEE 4. Holding chapter elections 5. Filing an expense report

18. 178005.ppt http://sites.ieee.org/ctx/ Scheduling Meetings And Filing L31 Reports

19. 178005.ppt http://sites.ieee.org/ctx/ Scheduling a meeting 1 Click on “Schedule a Meeting”

20. 178005.ppt http://sites.ieee.org/ctx/ Scheduling a meeting 2 Fill in the meeting information. The information in red (also marked with an asterisk (*) is required). Note that there are several drop downs. Make sure to choose the appropriate value from the provided list.

21. 178005.ppt http://sites.ieee.org/ctx/ The Region and Section will be preselected for you based on your IEEE member data. For example, if you are a member of the Philadelphia Section in Region 2, you will see options similar to what is seen here. Note the hints next to the input fields. They aid users in dealing with common meeting tasks. For example, Registration Start and End time fields have an important hint about how to turn the registration functionality off. Scheduling a meeting 3 To modify date, click on the calendar icon

22. 178005.ppt http://sites.ieee.org/ctx/ Scheduling a meeting 4 Here is an example of details filled into the appropriate fields

23. 178005.ppt http://sites.ieee.org/ctx/ You can use Yahoo! Maps, Google Maps, etc. to provide a link to a map of the meeting location. You can use the built-in registration functionality or link to a third party registration system. Let’s copy the URL using the “Link” function, and then paste it in the Meetings tool. Scheduling a meeting 5

24. 178005.ppt http://sites.ieee.org/ctx/ Then, click “Create.” Scheduling a meeting 6

25. 178005.ppt http://sites.ieee.org/ctx/ Reviewing the scheduled meeting

26. 178005.ppt http://sites.ieee.org/ctx/ Find an L31 Report Click on “L31 Meeting Reports.”

27. 178005.ppt http://sites.ieee.org/ctx/ Create an L31 Report 1 There are two ways of creating an L31 report: 1)You can create L31 reports for meetings not in the system. In other words, if you did not use the Meetings tool to create a meeting notice, you can still create and submit L31. 2)You can create an L31 report based on a meeting notice you created earlier. Let us first look at how you can create an L31 for meetings that are not in the system. Select “Create an L31 Meeting Report (for meeting not in the system)” link.

28. 178005.ppt http://sites.ieee.org/ctx/ Create an L31 Report 2 Specify data required by the L31.

29. 178005.ppt http://sites.ieee.org/ctx/ Create an L31 Report 3 Give “Meeting Contact E-mail” address Click on the button to “Show 1 st speaker_report,” then fill in the details about the speaker.

30. 178005.ppt http://sites.ieee.org/ctx/ Create an L31 Report 4 If the lecturer is distinguished, make sure to select this box. Once all the details are entered, click “Create.”

31. 178005.ppt http://sites.ieee.org/ctx/ Validation errors If you miss any of the required information, the tool will show validation errors. Correct them as necessary.

32. 178005.ppt http://sites.ieee.org/ctx/ Save and Create L31 Report Click “Create” to save changes.

33. 178005.ppt http://sites.ieee.org/ctx/ Edit the meeting report 1 You can edit the report by clicking on the “Edit” link

34. 178005.ppt http://sites.ieee.org/ctx/ Edit the meeting report 2 Let’s adjust the number of attendees

35. 178005.ppt http://sites.ieee.org/ctx/ Edit the meeting report 3 Once the adjustment is made... Click “Update”

36. 178005.ppt http://sites.ieee.org/ctx/ Search for an L31 report 1 Click “Search L31 Meeting Reports (across system)

37. 178005.ppt http://sites.ieee.org/ctx/ Search for an L31 report 2 Specify search criteria to find the L31 report. Since we just created the L31 for presentation on “Cyclotrons,” let us use “Cyclotron” as the search term. Then click on “Submit”

38. 178005.ppt http://sites.ieee.org/ctx/ Search for an L31 report 3 You can view, edit, or delete submitted L31 reports.

39. 178005.ppt http://sites.ieee.org/ctx/ Create an L31 report from an existing meeting notice 1 Now let’s take a quick look at how you can create an L31 report based on an existing meeting notice. Click on “Find Meetings.”

40. 178005.ppt http://sites.ieee.org/ctx/ Create an L31 report from an existing meeting notice 2 Click on “Recent Meetings for my Section

41. 178005.ppt http://sites.ieee.org/ctx/ Create an L31 report from an existing meeting notice 3 Find and select the meeting for which you would like to submit an L31 report

42. 178005.ppt http://sites.ieee.org/ctx/ Create an L31 report from an existing meeting notice 4 Scroll to the bottom of the screen and click on “Create/Edit L31 Report”

43. 178005.ppt http://sites.ieee.org/ctx/ Create an L31 report from an existing meeting notice 5 The L31 report will be pre-populated with the meeting data you specified when you created the meeting notice.

44. 178005.ppt http://sites.ieee.org/ctx/ Create an L31 report from an existing meeting notice 6 You only need to enter the number of guests and IEEE members who attended the meeting. Click on “Create” to create the report.

45. 178005.ppt http://sites.ieee.org/ctx/ Conferences and Workshops

46. 178005.ppt http://sites.ieee.org/ctx/ SAMIEEE

47. 178005.ppt http://sites.ieee.org/ctx/ Holding Chapter Elections

48. 178005.ppt http://sites.ieee.org/ctx/ Filing Expense Reports Don Drumtra

49. 178005.ppt http://sites.ieee.org/ctx/ Budget Process Don Drumtra

50. 178005.ppt http://sites.ieee.org/ctx/ Important Dates 1 Jan 25, Saturday CTS Spring Section Meeting ExCom members vote on the 2014 budget and other motions Chapters/section share last year's activities and future plans. Feb 14, Friday Last day to file L31s for meetings held in 2013 to qualify for rebates Spring 2014 Spring Chapter Officer Luncheon March in San Antonio, May in Austin June Begin call for nominations for chapter officer elections Section chair sends a reminder Chapter chairs announce through email and during regular meetings

51. 178005.ppt http://sites.ieee.org/ctx/ Important Dates 2 September, Saturday CTS Fall Section Meeting. ExCom votes on motions Chapters/sections share activities so far and plans for the rest of the year. Oct 1, Wednesday Budget planning for 2015 begins. The Section treasurer provides written guidelines for budget proposals Chapter officers submit their proposals in prescribed format OctoberChapter Officer Luncheon NovemberComplete Chapter/Affinity group officer elections Nov 30, SundayLast day for submitting budget proposals for 2015 Dec 31, Wednesday Deadline for submitting the 2015 roster of officers to Section secretary. Chapter Chair provides the new officers' email and IEEE member number.

52. 178005.ppt http://sites.ieee.org/ctx/ References MGA Operations Manual: www.ieee.org/societies_communities/geo_activities/operation s_manual/index.html www.ieee.org/societies_communities/geo_activities/operation s_manual/index.html IEEE CLE Courses: www.ieee-elearning.org/CLE/course/index.php www.ieee-elearning.org/CLE/course/index.php IEEE Conferences Manual: www.ieee.org/documents/manual.pdf www.ieee.org/documents/manual.pdf Vtools Training: http://sites.ieee.org/vtools/vtools-meeting-tutorials/ http://sites.ieee.org/vtools/vtools-meeting-tutorials/ SAMIEEE website: http://www.ieee.org/about/volunteers/samieee/index.html http://www.ieee.org/about/volunteers/samieee/index.html IEEE CTS Financial Policy: http://sites.ieee.org/ctx/cts-financial-policy/ http://sites.ieee.org/ctx/cts-financial-policy/ IEEE CTS Governing Documents: http://sites.ieee.org/ctx/cts-governance/ http://sites.ieee.org/ctx/cts-governance/

53. 178005.ppt http://sites.ieee.org/ctx/ Thank you!