2007 Region 4 Section Chair Training Region 4 Meeting January 27-28, 2007 Marriott Hotel, Chicago.

2007 Region 4 Section Chair Training Region 4 Meeting January 27-28, 2007 Marriott Hotel, Chicago

Section Management Section Programs (Kristi Brooks) –Technical, Educational, Professional) Section Operations (Bob Parro) PACE Activities (Hamid Vakilzadian) Membership Development and Benefits (Tarek) Communications (Bob Evanich) Technical Chapters (Larry Hause) Student Activities (Anu Gokhale) Awards and Recognition (Bob Adams) Volunteer Development (Bill Serre) Section Finances (Don Bramlett) Elections (Burt Loupee)

Section Chair Training Section Programs Kristi Brooks West Area Chair Region 4 Meeting January 27-28, 2007 Marriott Hotel, Chicago

Section Programs Aspects of successful meetings Technical programs Educational programs Professional programs

Successful Meetings Select a topic What interests your members? Do not limit subject matter - related fields may be appropriate and of interest (technical, educational, professional) Select a format Seminar, tutorial, conference, lecture?

Logistics Centrally located, conveniently accessible Sufficient parking Select a regular schedule for meetings Plan ahead for 6 months or a year Post meeting info on Web, newsletters or emails

Technical Programs Find a good speaker Distinguished Lecturers Program http://www.ieee.org/portal/pages/tab/cha/lectweb2.html Authors of papers with appropriate interesting material Consult other Chapters or your Society members Local colleges and universities Local professional associations Corporations in your area Other Adjacent Sections/Chapters

Educational Programs Find a course http://www.ieee.org/web/education/ceus/organize.html IEEE Expert Now http://www.ieee.org/web/education/Expert_Now_IEEE/modules.ht ml IEEE Standards Education http://www.ieee.org/portal/cms_docs/education/setf/index.html Apply for CEUs (if applicable)

Professional Programs Professional Development Seminars http://www.ieeeusa.org/volunteers/pace/mpac.asp Non-technical meeting topics –Local Congressman –Career enhancement topics –Government relations –etc.

Funding Sources Technical Programs –Technical Societies/Chapters Educational Programs –Ticket Prices for offering CEUs –Online training available for minimal cost Professional Programs –PACE Funds from Region http://www.ieeeusa.org/volunteers/pace/funding.asp

Questions?

Section Chair Training Section Operations Bob Parro Central Area Chair Region 4 Meeting January 27-28, 2007 Marriott Hotel, Chicago

Section Operations Running a section –Overview – Bob –Chair ExCom leadership – Bob Planning, coaching, mentoring, delegating –Section reporting requirements – Bob Meetings, Officers, Financial –Section ExCom meetings – Bob –Section meetings – Bob –Section metrics/vitality – Bob –Running an effective meeting – Hamid

IEEE Ethics & Member Conduct IEEE Code of Ethics All items relevant, but remember to: –treat fairly all persons regardless of such factors as race, religion, gender, disability, age, or national origin; –avoid injuring others, their property, reputation, or employment by false or malicious action; –assist colleagues and co-workers in their professional development and to support them in following this code of ethics. www.ieee.org/ethics

I’m A Section Chair, I... Know about: IEEE Bylaws; IEEE Policies; RAB Operations Manual Chair meetings Work with ExCom, Committee, Chapter and Affinity Group Chairs to support activities Represent Section at Region meetings Am a signer on bank account

I’m a Section Vice Chair, I... Chair meetings in absence of Chair Am familiar with the policies relating to the activity of the Section and subunits, including IEEE bylaws, IEEE Policies, RAB Operations Manual Assume additional authority or activity as designated by Chair

I’m a Section Treasurer, I... Prepare the annual budget Record all financial activity Reconcile bank statements/activity Report status of unit’s finances to the Section ExCom on a regular basis Prepare and submit Annual Financial Report (L-50) Signer on bank account

I’m A Section Secretary, I... Record minutes of ExCom and other Section meetings Handle correspondence Distribute meeting notices Maintain Section records Submit officer and meeting reporting, including officer changes during the year, to IEEE Operations Center

I’m a Chapter Chair, I... Preside at Chapter ExCom and other meetings Work with other Chapter officers to determine program of activities for Chapter Represent Chapter at Section ExCom meetings and Society-sponsored meetings Am familiar with IEEE Bylaws, IEEE Policies, RAB Operations Manual, and any Society requirements for activity Submit or ensure submission of required reporting to Section and Society

Geographic & Technical Unit Relationships

Geographic Unit Relationships Regions oversee Sections Sections oversee Subsections, Chapters, Student Branches and Affinity Groups Councils are comprised of Sections, and exist at the pleasure of the member Sections Some Councils (but not all) have Chapters and Affinity Groups, and therefore oversee them

Affinity Group Parents also oversee Affinity Groups –Women In Engineering (WIE) –Consultants’ Networks –Graduates Of the Last Decade (GOLD) –Life Members Student Branches oversee Student Branch Chapters and Affinity Groups Societies also oversee Chapters and Student Branch Chapters Geographic Unit Relationships

IEEE Structure Assembly Publication Products & Services IEEE-USAEducational Activities Regions Regional Activities Standards Association Societies Technical Activities Exec Director & Staff Executive Committee Board of Directors MEMBERS

RAB Mission The mission of the Regional Activities Board (RAB) is to fulfill IEEE's educational and scientific goals for the benefit of the public and members by maintaining, enhancing and supporting the geographic units of the IEEE…

Section Governance

Section Operations All Sections are required to operate according to the RAB Operations Manual (see 9.4) www.ieee.org/rabopsman Sections are allowed to have an addendum or separate governance document

Section Operations Manual Provides logistical information for management of Section –Vendors or venues used –Handling of reimbursements –Officer transition –Newsletter & web page management –And more... RAD Staff have examples available

Section bylaws are no longer required. But, if required by local law, Sections and Councils may create their own addendum/bylaws, using the RAB Operations Manual as a guideline.

Is Your Section in Compliance? Calendar year term of office Fiscal year = calendar year Signature of IEEE Staff Director on bank signature cards

Section Operations Running a section –Chair ExCom leadership Planning –Organizing/structure/guidance -> –ExCom meetings –Section/Chapter meetings Coaching & Mentoring –Section officers –Succession planning Delegating –Section reporting »Financial – Treasurer »Meetings & Officers – Secretary –Section meetings – speaker/topic/food PACE Activities Coordinator Student Activities Coordinator Educational Activities Coordinator Awards & Recognition Coordinator Membership Development Coord. Historian Newsletter Editor Web master

Section Operations - Structure

Section Operations Running a section –Section reporting requirements http://www.ieee.org/web/geo_activities/rab/scs/allforms.html Officers –Within 20 days of election Financial – L50 –By Mar 31 Meetings – L31 –By Mar 31

Section Operations Running a section –Section reporting requirements Meetings – L31 Form –Electronic submittal –Report all meetings, including social & administrative –Joint meetings »Counts as two separate meetings »Submit form for each entity –Qualification for rebate »5 meetings for section and subsections »2 technical meetings for Chapters »2 meetings for Affinity Groups

Section Operations Running a section –Section ExCom meetings Lead time Agenda Section event timeline -> Food Execution –Follow agenda –Hold people accountable Pre-meeting lobbying

Section Operations - Guidance

Section Operations Running a section –Section meetings Adequate lead time Location Facility Equipment Food Speaker Meeting notices Newsletter

Section Operations Running a section –Section metrics/vitality Within meeting season, and year to year Section membership Section/chapter/affinity group meeting attendance Number of meetings –Section –Chapter –Joint –Affinity Number of ExCom members

Questions? Brief guidelines summary

Section Chair Training How to Run an Effective Meeting Hamid Vakilzadian Region 4 PACE Chair Region 4 Meeting January 27-28, 2007 Marriott Hotel, Chicago

Acknowledgement Acknowledgement: The info in this presentation has been gathered from Santa Clara Valley Section, Slides by April Nakamura (IEEE Society Chapter Coordinator), Tracy Hawkins, and Jim Lamb.

Outline Why are we having a meeting? Who does control agenda? Who should attend? What is the expected outcome? How many chapter’s chair are present? How meetings get derailed Managing a disturbance.

Why Are We Having a Meeting? What is the purpose of meeting? –Business –Technical –Social Who should attend the meeting?

Who Controls the Agenda? Have an ordered agenda Establish time budget and send it with the meeting agenda. Prepare material is needed to provide for the meeting attendees. Agenda is the responsibility of meeting chair delegated to the secretary.

Who Should Attend the Meeting? The more people you invite, the more input you will get, the longer it will take. If guests are invited, do they know their role. If discussions are going to be held, who has the information?, who is affected? Should business and technical meetings be combined?

What Is The Expected Outcome? Are decisions expected to be made? –Action Items How meeting minutes should be documented and distributed? How are the results measured? How objectives will be met?

How Meetings Get Derailed? No agenda Do not follow time schedule Cannot arrive at common solution Discussion is uncontrolled, Roberts Rules Poor definition of the objectives Participants not prepared

Managing A Disturbance Deflect the discussion to after the meeting If the conversation is not relevant, it should be cut off Guest input should be kept for minimum Delay the discussion to later

Summary State the purpose and mission of the meeting Make sure there is an agenda Stick to the agenda and finish on time. Cutoff unnecessary discussions Try to conclude with the expected outcome

Questions?

Section Chair Training PACE Activities Hamid Vakilzadian Region 4 PACE Chair Region 4 Meeting January 27-28, 2007 Marriott Hotel, Chicago

What is PACE? (Professional Activities Committees for Engineers) A network of IEEE volunteers and committees organized at the section and chapter levels with support from R4 and IEEE-USA. PACE promotes: –The professional interests of the U.S. members –The professional activities within the R4 sections and student branches. –A mechanism for communication of members' views on their professional needs.

2007-08 PACE Committee  PACE Coordinator – Hamid Vakilzadian  Student Professional Awareness – Kristi Brooks  Government Activities – Burt Loupee  Employment and Career Services – Tarek Lahdhiri  Technical Policy Activities – Jim Fancher  Pre-College Education – Steven James

What Are the PACE Activities? ECS ( Employment and Career Services ) PDS ( Professional Development Seminars) SPAC ( Student Professional Awareness Conference ) S-Pave (Student Professional Awareness Ventures)

What Are the PACE Activities (Cont.)? Pre-college (K-12) Activities –Promoting Engineering Type Projects –Promoting Eng. Education Curriculum –Participating in Eng. Teams Competitions –Serving as Technical Mentors, judges and referees –Promoting Teacher In Service Program (TISP) –For more info, visit the: http://www.ieeeusa.org/volunteers/committees/pec/

What Are Professional Development Seminars (PDS) Objectives? Increase Member Focus on Non-Technical Aspects of Engineering Encourage New Membership Development and Maintenance of the Existing Membership An effective way to transmit professional awareness in a structured event that addresses members’ concerns.

Professional Development Seminars Consists of non-technical topics such as career strategy, career makeover, leadership and communication skills, ethics, project management, etc. Can be a half or full day and involve one or more speakers.

What Are S-PAC Objectives? Increase Student Focus on Non-Technical Aspects of Engineering Prior to Entering the “Real World”. Engage Students on the Above Topics by organizing a Half Day or a Full Day Conference. Encourage New Membership Development and Maintenance of the Existing Membership

Organizing PDS/S-PAC Activities Planning and Running Conf. by Professional Members or Student Members. Presenting Non-Technical Career Issues by Qualified Volunteer Speakers Securing Conference Funding from Various Sources (Such as IEEE, Universities, Industry) Finding Speakers –National List of Speakers (Travel Costs Funded by IEEE-USA)

What Is S-PAVe? Projects/Activities Originated by Student Branches to Develop Awareness of Engineering Professionalism. The Venture should address the following goals: –Develop activities or materials to enhance Student Member awareness or professional concerns –Strive to increase IEEE Student Membership with focus on Freshmen, Sophomores, and Juniors –Provide new services for the Student Branch Members –Enable Student Branches to gain experience in project planning and organization

Professional Awareness S-PAVe Topics Career Growth ( professional registration and certification, continuing education, changes in job responsibility, intellectual property rights, oral and written communication methods, and other career maintenance and development issues) Working (job hunting, resume-writing and job interview skills, creating one's own company, consulting careers, role models and mentors, and office climate and working conditions) Professional Ethics and Social Responsibility (Ethical standards, professional integrity versus corporate loyalty, whistle blowing, product liability litigation, etc.)

Professional Awareness S-PAVe Topics (Cont.) Self-Management (financial planning, insurance, pensions, investments, time management skills, etc.) Engineers and Public Policy (Shaping and directing public policy by interacting with government and regulatory agencies, lobbying, creating technical policies, etc) Role of the Professional Society (How professional societies conduct volunteer activities, provide opportunities for professional development and personal growth, and report on the state of the art and practice of engineering) For More Information, visit the http://www.ieeeusa.org/volunteers/committees/spac/genera l_whatisspave.html

PDS/S-PAC Benefits Develop Skills In – Team Building – Project Management – Marketing/Sales – Finance – Communications Build Self-Confidence Connect with Industry Networking

S-PAVe Program Benefits Develop Activities/Materials to Enhance Professional Awareness and Service to Members Enable Student Branches to Gain Experience In Project Conception, Planning, and Organization Increase Student Membership (Freshmen, Sophomores, Juniors)

PACE Project Samples/Ideas To implement PACE projects in Section, Branch, and Chapter levels, visit the: http://www.ieeeusa.org/volunteers/pace/projects/default.asp Professional Development Seminars, visit the: http://www.ieeeusa.org/volunteers/pace/mpac.asp S-PACs/S-PAVes (Student Professional Awareness Conf./ Student Professional Awareness Ventures), visit the http://www.ieeeusa.org/volunteers/committees/spac/index.html Teacher-Engineer Partnership, visit the: http://www.ieeeusa.org/volunteers/committees/pec/teacher- grants.html

PACE Project Samples/Ideas Teacher In-Service Program http://www.ieee.org/web/education/preuniversity/tispt/index. html Future City Competition http://www.futurecity.org/ First Robotics http://www.usfirst.org/community/frc/default.aspx ?id=966 Lego Mindstroms http://mindstorms.lego.com/

Past PACE Project Samples Career Enhancement Projects Employment Assistance Projects Government Relations Projects Professional Development Seminars Pre-college Education Projects Student Professional Awareness Conferences Technical Policy Projects

Useful Websites PACE Leaders' Handbook Building a Section Media Network Congressional Advocacy Recruitment Effort (CARE)Congressional Advocacy Recruitment Effort IEEE-USA Legislative Action Center IEEE-USA Public Policy Issues Regional/Divisional Leadership Award EWeek Governing Documents

IEEE-USA Career and Employment Services A committee to develop and disseminate products and services to assist IEEE members to sustain their professional development, career satisfaction, and life-long employability. Specific functions of the committee: –Improving current employment, career and professional development products and services. –Assisting local sections in providing assistance and information to unemployed members. –Developing and providing workshops/seminars for laid off employees to empower them with changing career and employment issues.

IEEE-USA Career and Employment Services (Cont.) Specific functions of the committee: –Determining the value of current IEEE services to the members and to decide on need for additional services/programs. –Conducting Salary Surveys and providing salary information to members –Increasing the membership awareness on the need for lifelong learning, developing and presenting effective materials to enhance employers' awareness, etc. –Studying and communicating successful career development strategies for engineers

IEEE Career and Employment Resources Resources for: Job Seekers –Info. on Job Site, CE/CS Jobs, Jobs for Women, Jobs outside the US, Employment Navigator (a searchable database on thousands of job leads from various sites, info on resumes creating and market research) Employers & Recruiters –Info on IEEE Job Site, US Salary Database, Finding Consultant, etc. Consultants & Entrepreneurs –Consultants'’ Services, Entrepreneurs’ Networks, IEEE Financial Programs

IEEE Career and Employment Resources (Cont.) Resources for: Students –Jobs and Internships, Scholarships, Planning your career, etc. Job Openings at IEEE –Info on available jobs at various IEEE locations Other Career Resources and Related Links –Info on CEUs, lifelong Employability, etc. http://www.ieee.org/portal/pages/membershi p/benefits/careers.html

Thank You! Questions?

Section Chair Training Membership Development Tarek Lahdhiri Region 4 Membership Development Chair Region 4 Meeting January 27, 2007 Marriott Hotel, Chicago

Membership Development and Benefits Go to Tarek’s CD Promoting PACE Activities Promoting Affinity Group(s) –Consultant Group, Life Members Group Promoting Women in Engineering Promoting GOLD Helping Members for Membership Elevation

Questions?

Section Chair Training Communications Bob Evanich Region 4 Communications Chair Region 4 Meeting January 27, 2007 Marriott Hotel, Chicago

Communications Section Web Pages Section Newsletters e-Notice ListServ Email Lists IEEE Email Alias SAMIEEE ExCom Communications –IEEE Virtual Community –Internet Conference –Teleconference

Section Web Pages Entity Web Hosting (ewh) –This service is intended to meet the needs of IEEE entities who want to develop, create and maintain their own web site on an IEEE host. –Free –Supports PHP and MySQL –New software coming to support Events –http://ewh.ieee.org/ Web Sites Hosted on a Third Party ISP –Not Free

Section Web Pages Meeting Notices Need to have Up-to-date Content Promote Membership upgrades “Bragging” about member achievements Posting of Section Newsletter

Section Newsletters Hard copy vs. Electronic Version –Some members do not have email –Preference to reading paper than on-line –Postage to mail –Production costs

Section Newsletter Checklist

e-Notice An electronic newsletter subscription service to facilitate email distribution of newsletters and meeting notices. The source of email addresses for e-Notice is the IEEE Membership Database Each message that is sent includes an unsubscribe URL. Members who unsubscribe from the list and will automatically be omitted from all subsequent mailings for that particular list.

e-Notice Staff receives and handles bounced messages. Volunteers are provided message delivery statistics: –# of successful messages sent –# of bounces http://www.ieee.org/organizations/vols/e-notice/index.html

e-Notice Volunteers are provided message delivery statistics: –# of successful messages sent –# of bounces http://www.ieee.org/organizations/vols/e-notice/index.html

Listserv Each entity is responsible for monitoring their own list http://eleccomm.ieee.org/maillist.shtml

IEEE email alias Free Virus Scanning and UCE Filtering Identifies you as an IEEE member with an @ieee.org email address while forwarding all incoming mail to your real Internet account. Unsolicited Commercial Email (UCE) filter. Choose your own level of filtering sensitivity to have UCE tagged for your review or completely blocked from delivery. The IEEE Email Alias is easy to sign up for and easy to update. No matter where you move or how many times you change careers, your email address will stay the same. http://eleccomm.ieee.org/

SAMIEEE SAMIEEE is a web enabled query tool that allows ad-hoc querying, reporting and downloading of IEEE's membership data. Access to this system is limited to registered users with designated or automatic access. All users must have an IEEE Web Account. Data available is based on OU and volunteer position. Example: A Section chair will automatically have access to all Section members. A Society Presidents will have access to all members of that Society. The data is updated weekly, pulled directly from the IEEE's membership database, reflecting the most current information made available by members. http://www.ieee.org/organizations/vols/samieee

ExCom Communications Virtual Communitities Posting and sharing of documents Calendar funtion “Blog” type function Controlled content

ExCom Communications Internet Conferencing IEEE’s Real-time Web Conferencing collaboration lets you: Stream Video Listen Online Integrate Registration for high-volume meetings View Dynamic PowerPoint Presentations Conduct Software demos Share desktop applications Run Website Tours Conduct Online Q & A Conduct Formal and Informal Polling Record your meetings LiveMeeting 2005 http://www.ieee.org/web/webconf/

ExCom Communications Teleconference 3 Service Providers Section is responsible for managing vendor relations Credit Card billed Recording available for later playback 4-8¢ / minute http://www.ieee.org/portal/pages/services/mps/telecon.html

Questions?

Section Chair Training Technical Chapters Larry Hause Region 4 Chapters Chair Region 4 Meeting January 27, 2007 Marriott Hotel, Chicago

Support for Chapters Chapter Briefs {sample) A bi-monthly newsletter with information Chapter Chairs, January 2007 issue: >>> Annual Reporting – The minimum annual meeting requirements are 2 technical meetings for Chapters... electronic L31 meeting report form: http://www.ieee.org/L31 http://www.ieee.org/L31 >>> ALL Society Chapter Chair Roster was added to the Technical Activities Roster page: http://www.ieee.org/portal/pages/tab/roster/index.html http://www.ieee.org/portal/pages/tab/roster/index.html >>> Welcome to 130 world-wide Chapters formed in 2006 >>> Distinguished Lecturers Programs: info.distlec@ieee.org –DL-Database test site = http://www.ieee-tab.org/DisLec/Login.aspx http://www.ieee-tab.org/DisLec/Login.aspx For your Newsletter, more on Distinguished Lecturers, Contact: Jo-Ellen B. Snyder j.e.snyder@ieee.org Piscataway, NJ 08855

Section Chair Training Student Activities Anu Gokhale Region 4 Student Activities Chair Region 4 Meeting January 27, 2007 Marriott Hotel, Chicago

Student Branch Branches are IEEE entities belonging to their respective Sections A Student Branch is linked to a university-level education centre –20 members, of whom at least four must volunteer to form the branch executive committee –One Professor to act as Branch Counselor –A Branch Mentor (optional) is a Section member not associated with the university, appointed by the local Section, to serve the Student Branch –Branch members organize activities to increase awareness and learning of engineering and its related fields, according to the IEEE mission

GSM and GOLD Graduate Student Member (GSM) –New status — GSM pays student membership but enjoys the privileges of a full member (advantage limited to a total of 10 years) –May serve as a Section Officer GOLD (Graduates Of the Last Decade) Affinity Groups are established at Section level –Pay full membership –GOLD helps keep graduating members as part of IEEE –Sections may consider organizing special activities for GOLD members –You can easily start a GOLD affinity group by getting 10 GOLD members and filling in a form

IEEE Student Competitions Regional Student Paper Contest (typically held in conjunction with R4 EIT) –Paper contests are also held in some sections Outstanding Student Branch Advisor or Counselor Award (February 28) Annual Regional Exemplary Student Branch Award (March 1) Regional Student Branch Website Contest (winner/s forwarded to the International Student Branch Website Contest Ethics Competition IEEEXtreme Programming Contest (December)

RAB Student Branch Membership Growth Award Given to One student branch per region based on the following formula:

Other Awards Many other society specific awards and fellowships are also available through IEEE. Check http://www.ieee.org/scholarships http://www.ieee.org/scholarships Sections may award scholarships, hold competitions, or funds to support student branch activities

Questions?

Section Chair Training Awards & Recognition Bob Adams Region 4 Awards Chair Region 4 Meeting January 27, 2007 Marriott Hotel, Chicago

Region 4 Awards Outstanding Member Award Outstanding Engineer Award Region 4 Exemplary Section Award http://ewh.ieee.org/reg/4/awards –Description and Guidelines –Nomination Forms Deadline April 30, 2007

Outstanding Member Award Service to the Institute - Section, Committee, Office held, PACE, Conference, Misc Significant IEEE Activities - Committee or Board Activities, Award recognition Indirect Service to Section - Offices held, Educational & Professional Activities Service to Society - Community, Charities, Civic, Misc

Outstanding Engineer Award Technical Contributions Designs, Patents, Papers and Technical Presentations Years of Technical Distinction/Responsibility in Charge Service to the Institute Service to the Engineering Profession in Professional Organizations other than IEEE Recognition through other Awards

Exemplary Section Award Maintenance Factors Membership Relations/Development Programs & Projects Communications Administrative Participation Innovation & Growth Overall Assessment

IEEE-USA Awards Professionalism Awards (6) Technical Achievement Awards (2) Literary Awards (2) http://www.ieeeusa.org/volunteers/awards/ index.htmlhttp://www.ieeeusa.org/volunteers/awards/ index.html –Awards Manual –Nomination Forms Deadline August 31, 2007 for 2007 Awards and Recognitions

RAB AWARDS Achievement Award Gold Achievement Award Innovation Award Larry K. Wilson Transnational Award Leadership Award http://www.ieee.org/organization/rab/rab/awards/ RABAWARDS.htmlhttp://www.ieee.org/organization/rab/rab/awards/ RABAWARDS.html –Descriptions –Nomination Forms Deadline August 31,2007

IEEE EAB Awards Meritorious Award in Accreditation Activities Meritorious Award in Continuing Education Meritorious Award in Informal Education NEW! Pre-University Educator Award Major Educational Innovation Award Meritorious Service Citation Employer Professional Development Award Society/Council Professional Development Award http://www.ieee.org/web/education/EABAwards/index.ht mlhttp://www.ieee.org/web/education/EABAwards/index.ht ml –Call for Nominations –Nomination Forms Deadline April 30, 2007

Questions?

Section Chair Training Recruiting, Nurturing and Retaining Volunteers Bill Serre Region 4 Gold Chair Region 4 Meeting January 27, 2007 Marriott Hotel, Chicago

Who is Volunteering 49% of American adults volunteered 1995 Over 50% of American between 25 and 54 years old 45% of all American men and 52% of all American women Increases with education attained, over 70% of college graduates volunteered an average of 4.8 hours a week Increases with household income, 69% with income over $100,000

Type of Organizations People are most likely to volunteer for charitable and community service projects; many people want to “make a difference” or help to solve a problem Many trade and professional organizations, like IEEE, are finding it difficult to compete for their members’ volunteer time; numbers diminishing

Reference Resource “Volunteers: How to Get Them, How to Keep Them” By Helen Little Panacea Press, Inc. Naperville, IL 1999

Needs of a Volunteer A specific manageable task with a beginning and an end A task that matches the interests and reasons for volunteering A good reason for doing the task Written instructions A reasonable deadline for doing the task

Needs of a Volunteer Freedom to complete the task when and where it is most convenient for the volunteer Everything necessary to complete the task without interruption Adequate training A safe, comfortable and friendly working environment

Needs of a Volunteer Follow-up to see that the task is completed An opportunity to provide feedback when the task is finished Appreciation, recognition and rewards that match the reasons for volunteering Value added to encourage employer support of volunteer efforts

A specific manageable task with a beginning and an end Position/Job/Task Specification: Specific Roles - Written Job Descriptions, Instructions and/or Work Directions –Skills – Knowledge – Experience –Responsibilities - Duties –Time Commitment - Schedule Making the Appeal –Ask for help personally –Personal contacts, Meeting attendees, etc

A task that matches interests and reasons for volunteering Volunteer motivations –Affiliation – Power - Recognition –Professional Growth - Networking Determine volunteer interest –Polls – Surveys –Interview volunteers

A good reason for doing the task Work or task should be important to the functioning of the organization Volunteer must feel he/she is making a meaningful contribution TEAM – Together Each Achieves More Will lead to a greater level of commitment to the task

Written Instructions Job Description Work Directions Detailed Instructions Letters of appreciation and thanks

A reasonable deadline for doing the task Establish a schedule, interim milestones and deadline for completion of a task Mentor and follow-up with the volunteer on progress to completion of a task

Freedom to complete the task when and where it is most convenient for the volunteer Avoid inefficient, time-consuming and wasteful face-to-face meetings Make use of conference calls and communication technologies Provide the volunteer flexibility Monitor progress of the volunteer

Needs everything necessary to complete the task without interruption Plan the work and work the plan The 5Ps – Proper Planning Prevents Poor Performance Provide the needed materials and info early in the process Increase the probability of success Mentoring and support needed

Adequate Training Match training to the experience, needs and duties of the volunteer Offer alternatives for training Mentor and monitor volunteers Annual Section & Chapter training

A safe, comfortable and friendly working environment Meeting locations need to be well identified, safe, secure and convenient Volunteers need to feel welcome and be treated as valuable members of the team Mentor and monitor volunteers Provide for special needs Volunteers will have a more positive image of the organization

Follow-up to see that the task is completed Volunteers are colleagues & partners, not subordinates or employees Give opportunity to perform Monitor and provide feedback Be a coach and cheerleader Mentor and counsel, as needed Fire a volunteer, if necessary

Opportunity to provide feedback when the task is completed Solicit feedback from volunteers Volunteers value the opportunity After Action Review (AAR) process Lessons learned opportunity Learn about problems encountered Prevent potential problems in the future and loss of volunteers

Appreciation, recognition and rewards that match the reasons for volunteering One of the easiest and least expensive needs of a volunteer Thank each volunteer personally Publicly recognize volunteers, as appropriate, in a timely manner Provide a position with more authority and responsibility

Value added to encourage employer support of volunteer efforts Professional Development of Employee: Leadership, Project Management, Oral Presentation, Communication, Team Building, & Management Skills Technical Development of Employee in training and educational forums Exposure to state-of-the-art technology Potential Impact on Industry Standards

Long Term Benefits Meeting volunteer needs creates a win– win situation Volunteers benefit when you understand and meet their needs The organization benefits too A more successful organization More long-term productive volunteers & more active members

Questions?

Section Chair Training Section Finances Don Bramlett Region 4 Director-Elect, Former R4 Treasurer Region 4 Meeting January 27, 2007 Marriott Hotel, Chicago

Taken from: Financial Management for Geographic Units IEEE Sections Congress October 2005

Agenda Overview – IEEE Finances Geographic Unit Funding

IEEE Finances 2004 Actual Financial Overview RevenueUS$277.0 million (Includes investment returns) ExpensesUS$255.0 million Net SurplusUS$ 22.0 million Net Assets (Reserves)US$138.6 million

IEEE Financial Management IEEE is responsible for maintaining records for all units worldwide Compliance with IEEE Policies is important; in particular to IEEE maintaining the Institute’s nonprofit tax-exempt status in the US IEEE is incorporated in New York State & must comply with both State & US rules and regulations IEEE’s Fiscal Year is the calendar year (1 January through 31 December) Updated controls are being established to ensure that the interests of the IEEE, its units and their officers are protected

IEEE Financial Management Geographic Units Funds for geographic unit activities come directly & mostly from member dues Treasurers & Section leaders make significant contributions to IEEE’s financial management by maintaining appropriate records & timely annual financial reporting IEEE Geographic Units are not independent organizations but are essential components of IEEE Subsections, Chapters & Affinity Groups are sub-units of Sections & their financial activities should be incorporated in the Section’s financials (L-50) Geographic unit operations & reporting are to be based on the calendar year

Exemption from US Federal Income Tax The IRS has determined that IEEE is exempt from US federal income tax as an organization, described in Section 501(c)(3) of the Internal Revenue Code In a group ruling, the IRS has determined that IEEE’s US geographic units qualify for federal income tax exemption No unit should separately apply to the IRS for exemption from US Federal Income Tax Should any Unit be requested to apply by the IRS, contact the IEEE Tax Compliance staff immediately

Unit Local Bank Accounts Must be opened in the legal name “Institute of Electrical and Electronics Engineers, Incorporated _______ Section (or Chapter)” IEEE policy specifies that 2 local volunteers must be authorized signers on each account plus the IEEE Staff Director, Financial Services as an alternate signatory Exemptions can be filed with RAB where local laws do not allow for IEEE Staff Director on accounts Units submit signature/bank account card, signed by all authorized unit officers to the IEEE Regional Activities Department IEEE staff will secure the signature of Staff Director, Financial Services & forward the card directly to the bank, with copies to authorized signers

Geographic Unit Funding

Section Rebate Program Each Section receives US$2,000 plus –$3/member (including Students) –$4/Senior Member & Fellow –$1.50/Affiliate –$200/eligible Chapter & Affinity Group –$500/eligible Subsection –10% bonus for reporting on time (Feb) –Activity bonus possible Unit & subunits must comply with activity & annual reporting requirements

Additional Funding Sources Region - Section Support Via Regions (SSVR) Societies - Each Society has its own programs to support Section Chapter activities Workshops/Tutorial/Conferences Other IEEE Units (IEEE-USA, Life Members Committee) & programs External Sources (industry support)

Appropriate Use of Funds Technical, Non-Technical & Administrative meetings Newsletters Student Branch support Distinguished Lecturers Subsection, Chapter & Affinity Group support Recognition Supplies (banners, plaques, pins, certificates) Donations, with prior authorization from the IEEE Executive Committee

Inappropriate Use of Funds Electioneering of any kind Personal or commercial loans Purchase of real estate, without prior authorization from the IEEE Executive Committee Investment of surplus funds in any investment vehicle other than IEEE Investment Fund

All units must prepare & submit an annual Financial Report (L-50) Electronic submittal recommended (use Excel spreadsheet) –http://www.ieee.org/scsreports or –Hard copy submittal allowed Account for all financial activity associated with the unit (revenue & expenses) Include all unit & subunit data –One L-50 preferred or –Include an L-50 for each subunit For questions: financial-report@ieee.org Unit Financial Reporting

Protection of Funds

Basic Asset Fund & Cash Controls Review unit expenses – check register Review monthly account activity Submit original bank statements Bank account signature cards Annual audit process Continuity/Volunteer transition

Review Unit Expenses – Check Register Treasurer presents the Section/Chapter check register(s) to the Section ExCom on a periodic basis –Present check register at least 2 times per year –Check register includes: name, date, amount, budget line & purpose for each transaction (for example, expense reimbursement, services provided, etc.) –Request review & approval of check register report Why? –Independent review of expenses –Ensure Section ExCom is informed & approves unit expenses

Review Monthly Account Activity Section Chair & Treasurer periodically review the original monthly statements of account & compare to recent financial report Treasurers should be reconciling account activity monthly Chair/Treasurer will receive initial reminder from IEEE Regional Activities Department mid-November 2005 Why? –Good practice for unit leaders to review account activity –Emphasize that more than one person has oversight of the financial records

Submit Original Bank Statements Original bank statements for all local accounts (Sections, Chapters, Affinity Groups) must be submitted with the annual financial report (L-50) Section officers may be asked to provide assistance in securing verification of account balances by E&Y or IEEE staff Why? –To protect the integrity of the bank account information reported annually –Independent confirmation (verification) is required for annual IEEE Audit Note: Not required for Concentration Banking & IEEE Investment Fund participant accounts

Bank Account Signature Cards Units submit signature/bank account card, signed by all authorized unit officers, to IEEE for the required staff signature & directly to bank Why? –Ensure that appropriate authorized signers & accurate signatures are on all accounts –Protection of IEEE assets –Protection of unit Treasurer, Chair & unit ExCom

Annual Audits Ensure that all geographic units conduct local audits on an annual basis –Units that have $100K or more revenue or expenses must continue to have a more formal audit Getting Started –Implement a process to ensure audits are conducted by local volunteers (Pilot) –Units may be audited as part of the IEEE corporate audit process –E&Y may confirm account balances in local banks used by Sections for financial transactions Why? –Required for annual IEEE corporate audit –Protection of unit Treasurer, Chair & unit ExCom

Continuity & Volunteer Transition Both outgoing & incoming Section Chairs/ Treasurers sign off on annual L-50 financial report Begin with 2005 Financial Report signed by 2005 & 2006 Chairs & Treasurers Why? –Ensures the smooth transition of officers & mutual understanding of the unit’s financial status by both sets of officers –Protection for both outgoing & incoming Volunteer Officers

2005 L-50 Changes Complete & submit external account balance confirmation form to facilitate possible E&Y requirements Submit original bank statements for local accounts Signed by outgoing & incoming Section Chairs & Treasurers To ensure that consolidation can be completed in a timely manner, L-50s are to be submitted by 31 March instead of 30 June (Pending RAB approval in Nov 2005)

Summary Bi-annually: –Review check register Monthly: –Review accounts Annually: –Review & update bank signature cards –Conduct local Section audit –Assist in IEEE Audit if requested Consider Concentration Banking program/ custody account –Easiest way to be compliant with most of the IEEE processes & policies

Assistance is Available IEEE Treasurers’ Handbook –http://www.ieee.org/treasurers IEEE Policy Manual –http://www.ieee.org/policies –Section 11 addresses financial management issues to be addressed by Chairs & Treasurers IEEE Financial Operations Manual –http://www.ieee.org/about/whatis/policies/finopsma nual.pdf financial-report@ieee.org

Questions?

Section Chair Training Elections Burt Loupee Previous Region 4 Director Region 4 Meeting January 27, 2007 Marriott Hotel, Chicago

Nominating Committee Appointed by Section Chair with agreement of the section Executive Committee (ExCom) Most recent past Section Chair is usually appointed to serve as Chair 3-4 members is ideal No officers No potential candidates

Tellers Committee 3-4 Members No officers No candidates Maintain confidentiality Appointed by Section Chair with ExCom approval

Call for Nominations Send 6 months prior to election Include reference to all elected offices Explain requirements –IEEE member in good standing –Member, Senior Member or Fellow grade –Provide job description Communicate slate of candidates to voting members of Section 6+ weeks prior to election

Determining a Slate of Candidates Identify potential candidates –Nominations received –Chapter officers –Affinity Group officers –Newly elevated Students –Members recently relocated to the Section Confirm candidate is willing to serve if elected Two + candidates per office, if possible

Petition Candidates Announcement of slate must also include call for petition candidates Petition must be signed by 1% of the Section’s voting membership (but no more than 25 signatures shall be required) Petitions verified by Nominating Committee

Before the Elections Candidate position statements –All must be permitted to submit –Publish on Section web page No Section expenditures permitted in support of any candidate

Election Ballot –Includes final slate of candidates –Must be made available to all members –Web-based balloting acceptable, but Need to verify that only eligible members are voting Ballot return deadline

And the Winner is... Tellers Committee Chair reports results to the Section ExCom Announce the results in the Section newsletter Provide officer list to IEEE via the form at www.ieee.org/officer_report (As soon as possible) Schedule a transition meeting between newly elected and incumbent officers Prepare to honor the outgoing officers

Questions?

2007 Region 4 Section Chair Training Region 4 Meeting January 27-28, 2007 Marriott Hotel, Chicago.

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2007 Region 4 Section Chair Training Region 4 Meeting January 27-28, 2007 Marriott Hotel, Chicago.

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