1. Branch Leadership Training WorkshopSlide 1 IEEE Branch Leadership TrainingWorkshop IEEESchool YOU Work Community

2. Branch Leadership Training WorkshopSlide 2 BRANCH ADMINISTRATION Key individuals in your Student Branch include: Student Officers Chair Vice-Chair Secretary Treasurer Branch Counselor and/or Branch Chapter Advisor Branch Mentor Committee Chairs (also Student members)

3. Branch Leadership Training WorkshopSlide 3 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 Headquarters. Arranges for election of new Officers. Communicates frequently with other Officers. Works with Branch Counselor in dealings with the Department and Faculty. Student Branch Chair

4. Branch Leadership Training WorkshopSlide 4 Student Branch Vice-Chair Serves as the junior Executive Officer of the Student Branch. Chairs the Program or Membership Committee. Monitors the progress of Branch programs. Fills in for the Student Branch Chair as required. At some Branches, automatically becomes Chair next year.

5. Branch Leadership Training WorkshopSlide 5 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.

6. Branch Leadership Training WorkshopSlide 6 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.

7. Branch Leadership Training WorkshopSlide 7 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. Works closely with the Branch Officers and the Branch Mentor.

8. Branch Leadership Training WorkshopSlide 8 Branch Mentor A new initiative by IEEE, 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.

9. Branch Leadership Training WorkshopSlide 9 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. Publicity Committee - responsible for advertising all Branch activities. Finance Committee - responsible for fundraising activities. Nominating Committee - responsible for setting election guidelines and dates. Further responsible for finding suitable candidates.

10. Branch Leadership Training WorkshopSlide 10 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

11. Branch Leadership Training WorkshopSlide 11 BRANCH OPERATIONS Branch Program Design a varied and interesting schedule of events. Branch Resources 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.

12. Branch Leadership Training WorkshopSlide 12 Invite speakers on technical or professional subjects. Enter design competitions (e.g., Micromouse, 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. Give tutorials to junior students. Organize sales of lab kits, lab manuals, solved past exams. Branch Program

13. Branch Leadership Training WorkshopSlide 13 Branch Program (continued) Raise funds for charity or Student Branch projects. Publish a Student Branch Newsletter. Participate in engineering awareness programs. Visit other Student Branches. Host an annual “Welcome Back” or “End of School” picnic.

14. Branch Leadership Training WorkshopSlide 14 Branch Planning Assess the state of your Branch (resources, people, money) Identify the major objectives for your Branch for this year (e.g., membership rise, some big event, 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

15. Branch Leadership Training WorkshopSlide 15 Your Annual Branch Plan is the result! GoalsEventsEvaluate The Plan! Brainstorm! Consider constraints Branch Planning

16. Branch Leadership Training WorkshopSlide 16 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. Branch Planning

17. Branch Leadership Training WorkshopSlide 17 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

18. Branch Leadership Training WorkshopSlide 18 Iteration may make earlier, rejected ideas more desirable… For example, “This road trip will need the extra funding, maybe running a coffee machine isn’t such a bad idea after all” Branch Planning

19. Branch Leadership Training WorkshopSlide 19 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

20. Branch Leadership Training WorkshopSlide 20 If you are coordinating some event…let people do their jobs. Keep people communicating; e.g., short status meetings Don’t forget to compliment people on accomplishments Plan for the unexpected! Murphy’s Law… Reward yourselves when it is all over Learn from your mistakes! Branch Planning

21. Branch Leadership Training WorkshopSlide 21 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!)

22. Branch Leadership Training WorkshopSlide 22 Student Branch Reporting Requirements Annual Plan of Activities: due 1 November each year; helps you plan your activities and budget for the year; rebate of either US$25.00 or US$50.00 upon receipt of report. Annual Report of Activities: due 1 May each year; detailed report of activities for past year, including financial statements. rebate of $US1.10 per member as of 31 December. Each year, you must submit two reports to IEEE Headquarters. To encourage you to fill these out, the IEEE provides you with an incentive rebate.

23. Branch Leadership Training WorkshopSlide 23 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.

24. Branch Leadership Training WorkshopSlide 24 Branch Resources IEEE Computer Society Distinguished Visitors Program. Distinguished Visitors Program sponsored by IEEE and other IEEE Societies. 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.

25. Branch Leadership Training WorkshopSlide 25 Branch Resources (continued) IEEE World Wide Web IEEE Address: http://www.ieee.org IEEE Student Activities Address: http://www.ieee.org/students Student Branch Web Pages Registered with SAC Server IEEE E-Mail Student Services Maintains Regional Student Branch Addresses Send to: student-services@ieee.org Obtain List by Sending E-mail Message to email.guide@ieee.org Submit Reports by E-mail sbr1-reporting@ieee.org for Region 1 (similar format for other regions)

26. Branch Leadership Training WorkshopSlide 26 Branch Resources (continued)

27. Branch Leadership Training WorkshopSlide 27 Branch Resources (continued) IEEE Student Branch Library Subscription to the All Society Periodicals Package (ASPP)  fee was US$2500.00 in 1999 (compared to US$18,000 university cost)  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 subscription.  Must not be a substitute for a regular Library subscription.  Orders must be placed on IEEE Stationery, signed by Branch Chair and Branch Counselor, and sent with full payment.

28. Branch Leadership Training WorkshopSlide 28 Branch Resources (continued) IEEE Student Branch All Magazine Package  fee is US$395.00 in 1999  subscription package includes all 31 IEEE magazines  available to all Student Branches  a few examples of magazines included are: Spectrum magazine Potentials magazine Computer magazine Software magazine Internet computing magazine Power Engineering Review Micro magazine Personal Communications magazine

29. Branch Leadership Training WorkshopSlide 29 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.

30. Branch Leadership Training WorkshopSlide 30 Student Branch Awards (continued) 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 fund ($400, $250) See guidelines in Handbook or contact Regional Student Activities Committee Chair (RSAC)

31. Branch Leadership Training WorkshopSlide 31 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.

32. Branch Leadership Training WorkshopSlide 32 Student Branch Awards (continued) Outstanding Student Branch Counselor and Advisor Award To recognize the important contributions of the Counselor / Advisor. Over 200 Counselors and Advisors have been recognized since 1979. Sponsored by RAB and TAB. Up to 1 Counselor per Region recognized each year. Students must submit a nomination essay (<1500 words). Nomination deadline is 28 February.

33. Branch Leadership Training WorkshopSlide 33 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 March. Student Branch Awards (continued)

34. Branch Leadership Training WorkshopSlide 34 Student Branch Awards (continued) AT&T Labs Student Enterprise Award Up to $1000 for a Student Branch project Up to $5000 awarded annually Open to all Branches R1-10 Awarded once per year in November Judged by SAC Awards and Recognition Replaces the former Bendix award

35. Branch Leadership Training WorkshopSlide 35 Student Branch Awards (continued) Computer Society Richard E. Merwin Scholarship Up to 4 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 15 May.

36. Branch Leadership Training WorkshopSlide 36 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 Contact IEEE Student Services for a copy of the awards brochure.

37. Branch Leadership Training WorkshopSlide 37 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.

38. Branch Leadership Training WorkshopSlide 38 Student Membership Benefits IEEE Spectrum IEEE POTENTIALS The Institute Discount on Society memberships and publications Graduated Dues Plan Leadership Experience Networking -- Section, Industry Leaders Access to ETI Database Financial Advantage Plan Membership pin and card

39. Branch Leadership Training WorkshopSlide 39 There are 4 different kinds of money you may need to raise: Operating money - for continual expenses. Seed money - an “advance” for an event. Subsidy money - to reduce the cost for members. Capital money - to buy things. Student Branch Operations Guide has a list of 19 ideas. Brainstorming is a good way to think of ideas. Need to be aware of University Fundraising constraints Need to be careful not to tarnish the image of engineering. FUNDRAISING

40. Branch Leadership Training WorkshopSlide 40 FUNDRAISING Money Sources ($$ and/or in-kind contributions): Branch bank account Money from Branch Plan, and Rebate from Annual Report Fundraising events or activities School - Department Head, Dean, Student’s Association, Engineering Student’s Association IEEE - Local Section, Region - For S-PACs and S-PAVes: USAB/SPAC and RAB/SAC/SPAA Local Industry

41. Branch Leadership Training WorkshopSlide 41 When asking for money…. Donor must have money to give (not everyone does!) Put the request in writing and include a brief budget Convince them of the merits of your cause and how their involvement will help both you and them Show them that your proposal is well-thought out and that you are soliciting from others as well Give them time to make a decision and then follow-up Conduct Fundraising Workshop Question 1 Question 2 FUNDRAISING

42. Branch Leadership Training WorkshopSlide 42 S-PAC OVERVIEW What is an S-PAC? S-PAC program goals Professional Awareness Issues S-PAC planning steps IEEE S-PAC funding sources Student benefits from S-PACs For More Information...

43. Branch Leadership Training WorkshopSlide 43 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

44. Branch Leadership Training WorkshopSlide 44 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

45. Branch Leadership Training WorkshopSlide 45 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

46. Branch Leadership Training WorkshopSlide 46 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

47. Branch Leadership Training WorkshopSlide 47 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 United States Activities Board (USAB) Career Policy Council (CPC) Other USAB Councils Other CPC Committees Student Professional (USAB/SPAC) Awareness Committee USAB/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: USAB/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.

48. Branch Leadership Training WorkshopSlide 48 Student Benefits From S-PACs Opportunities for personal development Skills development --- Team building --- Project management --- Marketing/sales --- Finance --- Communications Build self-confidence Industry connections

49. Branch Leadership Training WorkshopSlide 49 For More Information... Regions 1 - 6 Ms. Ann C. Hartfiel Manager, USAB Professional Programs IEEE-USA Office 1828 L Street N.W., Suite 1202 Washington D.C. 20036-5104 tel. 1-202-785-0017 fax. 1-202-785-0835 e-mail. a.hartfiel@ieee.org Regions 7 - 10 Ms. Laura J. Durrett IEEE Student Services Manager 445 Hoes Lane P.O. Box 1331 Piscataway, NJ 08855-1331 tel. 1-732-562-5523 fax. 1-732-463-3657 e-mail. l.durrett@ieee.org

50. Branch Leadership Training WorkshopSlide 50 S-PAVe OVERVIEW What is an S-PAVe? S-PAVe Program Goals Ventures Elements of a Venture Proposal Venture Budget Funding and Support Letters Submission and Review Process For More Information...

51. Branch Leadership Training WorkshopSlide 51 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 USAB/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

52. Branch Leadership Training WorkshopSlide 52 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

53. Branch Leadership Training WorkshopSlide 53 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

54. Branch Leadership Training WorkshopSlide 54 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

55. Branch Leadership Training WorkshopSlide 55 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

56. Branch Leadership Training WorkshopSlide 56 Venture Budget Example Assume that US$175.00 has been secured from the IEEE Section US$375.00 can be requested from S-PAVe funds - US$200.00 in base funding - US$175.00 as a dollar for dollar match to Section funds Total income would be US$550.00 - US$175.00 Section funds - US$375.00 S-PAVe funds S-PAVe FUNDS WILL BE PROVIDED TO THE STUDENT BRANCH ONCE THE VENTURE HAS BEEN APPROVED FOR FUNDING.

57. Branch Leadership Training WorkshopSlide 57 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

58. Branch Leadership Training WorkshopSlide 58 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  USAB/SPAC Chair Award notification is made within 2 weeks

59. Branch Leadership Training WorkshopSlide 59 For More Information... Regions 1 - 6 Ms. Ann C. Hartfiel Manager, USAB Professional Programs IEEE-USA Office 1828 L Street N.W., Suite 1202 Washington D.C. 20036-5104 tel. 1-202-785-0017 fax. 1-202-785-0835 e-mail. a.hartfiel@ieee.org Regions 7 - 10 Ms. Laura J. Durrett IEEE Student Services Manager 445 Hoes Lane P.O. Box 1331 Piscataway, NJ 08855-1331 tel. 1-732-562-5523 fax. 1-732-463-3657 e-mail. l.durrett@ieee.org

60. Branch Leadership Training WorkshopSlide 60 TIME MANAGEMENT Determine How You Spend Your Time Set Goals and Objectives Organize your Day Learn to Delegate

61. Branch Leadership Training WorkshopSlide 61 Determine How You Spend Your Time Document how much time you waste each day Television Telephone calls Meetings Breaks Handle correspondence effectively Touch a piece of paper only once Handle visitors tactfully Establish time limit for unexpected visitor Emphasize serving and helping people meet their needs Be firm but pleasant when you terminate a conversation

62. Branch Leadership Training WorkshopSlide 62 Set Goals and Objectives Visualize yourself achieving each goal Ensure goals are specific and measurable Select a general time frame for completion Set goals that will not allow for procrastination Do unpleasant things first Do simple tasks before complex tasks Attack goals with enthusiasm Find ways to enjoy working on each short-term goal Evaluate your performance Give yourself rewards

63. Branch Leadership Training WorkshopSlide 63 Organize Your Day Plan on paper -- Prepare a “To Do” list Make good use of entire day Use lunch hour effectively Use travel time productively Set deadlines Use a reward system Use a timer Combine activities Plan to stay one step ahead

64. Branch Leadership Training WorkshopSlide 64 Learn to Delegate Make person aware of relative importance of task Provide necessary information and resources Emphasize results rather than methods Secure a commitment Set deadlines Schedule review sessions Give incentives commensurate to the task accomplished