7Organization Geographic Entities in IEEE Southwest Area of Region 6 Univ. of Calif.at San DiegoIEEE StudentBranchSan Diego Sectionof Southwest Areaof Region 6Note: Not drawn to scale andboundaries are only approximateRegion 6 in the World
8Student Activities Committee MISSIONTo provide undergraduate and graduate students whohave an interest in the IEEE designated fields, Engineering,Computer Science and Information Technology, PhysicalSciences, Biological and Medical Sciences, Mathematics,Technical Communications, Education, Management, Lawand Policy with opportunities for educational, technicaland professional development emphasizing the value ofcontinuing IEEE membership after graduation.
10BRANCH ADMINISTRATION Key individuals in your Student Branch include:Student OfficersChairVice-ChairSecretaryTreasurerBranch Counselor and/or Branch Chapter AdvisorBranch MentorCommittee Chairs (also Student members)
11Student Branch ChairServes 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 Departmentand Faculty and local IEEE Section.
12Student 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.
13Student Branch Secretary Keeps detailed records of all Branch meetings and activities.Carries out all necessary communications of the Branch, including thefiling 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 Branchactivities.Ensures that all Branch activities are conducted under the provisionsof the current Branch Constitution and IEEE Bylaws.Arranges for orderly transfer of all Branch records to incomingSecretary.
14Student 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 incomingTreasurer.
15Student Branch Counselor Faculty member, active in the IEEE, who serves as an advisor to theBranch and its Officers.Appointed by the local Section Chair, upon the recommendation of theStudent 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 closelywith the Branch Officers and the Branch Mentor.
16Branch MentorDesigned to maximize the interaction between the Student Branchand the local Section.Branch Mentor must be from Industry.Appointed by the local Section Chair, in consultation with theBranch members.A recent graduate with firsthand experience in Student Branchoperations 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.
17Student 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 theBranch’s program of activities.Membership Committee - responsible for planning and carrying outBranch recruitment efforts, including promoting membership benefitsto new and existing members.Publicity Committee - responsible for advertising all Branch activities.Finance Committee - responsible for fundraising activities.Nominating Committee - responsible for setting election guidelinesand dates and finding suitable candidates.
18IEEE 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 importantMake sure they get recognitionThank them for their participationGive them titles related to activitiesSeek and get commitmentsMake sure they feel they have input to the process
19BRANCH OPERATIONS Branch Program Design a varied and interesting schedule of events.Branch Resourcesclick “Branch Operations”Seek resources available to help you plan and implementyour Branch program.Student AwardsEnsure that students are aware of awards and scholarshipsavailable to them. VisitBranch NewsFor the latest information
20Branch Program Invite speakers on technical or professional subjects. Enter design competitions (e.g., Region Hardwareand 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.
21Branch 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 spaceatBranch Chairs should use SAMIEEE to access currentIEEE Student membership dataParticipate 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.
22Branch PlanningAssess 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 existingmembers, seek new equipment)Identify the specific goals that will help you meet your objectivesand identify the events that will make up your Branch Program toachieve these goalsFor each event, develop an Action Plan
23Branch Planning Goals Events Evaluate The Plan! Brainstorm! Consider constraintsYour Annual Branch Plan is the result!
24Branch PlanningNeed 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 silentSomeone keeps time (you need a limit!) and someone is scribe tocapture every idea.
25Branch 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!
26Branch PlanningIteration may make earlier, rejected ideas more desirable…For example,“This road trip will need the extra funding, maybe running a coffeemachine isn’t such a bad idea after all”
27Branch Planning Once you decide on a plan, put it into action! Assign people to dutiesSet a timeline, and milestones to be achievedBe REALISTIC!!Establish your financing and cash-flow
28Branch PlanningIf you are coordinating some event, let people do their jobs.Keep people communicating with short status meetingsCompliment people on accomplishments (a key to motivatedvolunteersPlan for the unexpected! Murphy’s Law…Reward yourselves when it is all overLearn from your mistakes and leave documentation for futureofficers!
29Branch Planning Workshop Develop a set of goals for the branchBrainstorm to find eventsEvaluate and create Branch plan and timeline of eventsSomeone from the group will present (1 slide)State your assumptions!In second workshop, plan one event in detail; all resources andtimeline with milestones (and a second presentation!)
30Branch Planning Workshop Scenario 1 Apathetic University has its share of problems. Ellen, anenthusiastic member accepted the job of Branch Chair (nobodywanted it anyway!), but:There are only 11 members (her friends in 4th year)Nobody else seems to know what an IEEE Student Branch is,including the recently appointed Branch Counselor, a newfaculty memberEllen knows that the Branch is close to probation.SHE NEEDS YOUR HELP!!
31Branch Planning Workshop Scenario 2 At the University of Life, the seniors seem to slap together an executivecommittee every September. There is a big EE class inthis school and the Student Branch Counselor is enthusiastic butbusy. The sophomores and juniors even think IEEE is for theseniors only.WHAT SHOULD THE BRANCH DO?
32Student Branch Reporting Requirements Each year, you must submit two reports to IEEE Student Services. Toencourage you to complete these, the IEEE provides you with funding -an incentive rebate. Remember, IEEE wants to hear about your activities.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 statisticsallotment 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 $US2.00 per Branch member as of 31 December statistics.
33The IEEE Student Branch Calendar A useful tool for planning purposes.A good way to remind Branch members of upcoming activities.Should list all award deadlines.Post on the student bulletin board or office door.Student Branch Secretary should keep it current.Generic calendar included in workbook.
34Branch Resources Distinguished Lecturers Program sponsored by IEEE and other IEEE Societies.IEEE Computer Society Distinguished Lecturers Program.IEEE Program Resources Guide.Section and Section Student Activities Chair (Section SAC).Branch Counselor and Branch Mentor.Regional Student Representative (RSR) and Regional SAC (RSAC).IEEE Student Services Manager (IEEE HQ).Contacts listed in Workbook.
35Branch Resources (continued) IEEE Student Concourse web siteStudent Branch program information, awards and scholarships,all Student Branches listed with reported web sites andaddresses.IEEEStudent Services Maintains Regional Student Branch AddressesSend to:web accounts atSubmit Reports byfor Region 1(same format for Regions 1-10)
36Branch Resources (continued) IEEE Student Branch All Magazine Packagefee is US$ in 2006subscription package includes all 32 IEEE magazinesavailable to all Student BranchesSome magazines included are:IEEE Spectrum magazineIEEE Potentials magazineIEEE Computer magazineIEEE Software magazineIEEE Internet computing magazineIEEE Power Engineering ReviewIEEE Micro magazineIEEE Personal Communications magazine
37Branch Resources (continued) IEEE Student Branch Library Subscription to the All Society PeriodicalsPackage (ASPP)only Student Branches whose main libraries subscribe to non-memberASPP subscription qualify for the discounted fee.US$ in 2006includes all Society Transactions, Journals, and magazines,with a few exceptions.Student Branch must provide an adequate facility to store anddisplay the publications.To qualify, the main university library where the Student Branch islocated MUST have a current full ASPP (print or online) or IEL subscription.Orders must be placed on IEEE Stationery, signed by BranchChair and Branch Counselor, and sent with full payment.
38Student Branch AwardsOne of the BEST benefits of being a Student member.You should keep all your Branch members informed about theopportunities.Some are scholarships, others are fellowships or stipends.Still others are prizes for competitions.Recognition for the Branch, Branch Counselor, and students.
39Student Branch Awards (continued) Regional Student Paper CompetitionOpen to all undergraduate IEEE Student MembersChance to improve written and verbal communications skillsLocal competition at Branch determines winner for AreaCompetition; winners from Area Competition go on toRegional CompetitionRegional prizes from Life Member committee (US $800, $500, $200)See guidelines in Handbook or contact Regional StudentActivities Committee Chair (RSAC)
40Student Branch Awards (continued) IEEE Regional Exemplary Student Branch AwardAward 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.
41Student Branch Awards (continued) Outstanding Student Branch Counselor and Advisor AwardTo recognize the important contributions of the Counselor / Advisor.Over 300 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 or less words).Nomination deadline is 28 February.
42Student Branch Awards (continued) Larry K. Wilson Regional Student Activities AwardTo recognize the student most responsible for an extraordinaryaccomplishment associated with student activities.One winner per region.Commemorative plaque and 3 years free membership in the IEEE.Nomination deadline is 31 January.
43Student Branch Awards (continued) Computer Society Richard E. Merwin ScholarshipUp to 10 awards of US$3,000.Juniors, seniors, and graduate students are eligible.Must be active in the Computer Society Branch Chapter at yourschool.Application deadline is 31 May.
44Student Branch Awards (continued) Charles LeGeyt Fortescue FellowshipOne 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 AwardsIEEE Fellowship in Electrical HistoryIEEE Neural Networks Council Conference grants
45Student Branch Awards (continued) RAB Membership Growth AwardGiven by RAB (cannot apply for this) to the Branch in eachRegion that has highest growth (based on Branch size and %growth --- not just actual numbers)Outstanding Student CertificateAvailable free from IEEE Student Services; 1 per 100 BranchMembers (or fraction thereof); lettering done by IEEE for yourBranch. Give them to deserving Student Members!Student Branch Support CertificateAvailable free from IEEE Student Services; give to people inrecognition of their support of your Branch.
46MEMBERSHIPStudent Membership BenefitsMembership Group Discussion
47Student Membership Benefits IEEE Spectrum magazine online and printIEEE Potentials magazine online and printThe Institute online and printXplore online access to subscriptionsDiscount on technical Society memberships and publications50% discount in IEEE dues for students graduating the first yearafter graduationLeadership Experience and networking with Section, Industry LeadersIEEE Job SitealiasFinancial Advantage programsMembership card
48Student Membership Who Qualifies? Undergraduate or graduate students taking at least50% of a normal full-time course of study in IEEE designatedfields, Engineering, Computer Science and InformationTechnology, Physical Sciences, Biological and MedicalSciences, Mathematics, Technical Communications, Education, Management, Law and Policy.
49IEEE Student Membership Dues $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)$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)
50Membership Group Discussion Q1. Why did you join the IEEE and why did you become active?Q2. Why do some students neglect to renew their IEEE membership?Q3. How would you encourage a student to renew membership after ithas lapsed (expired)?Q4. How would you attract a first year student to join IEEE?Q5. How would you persuade students in other departments to join IEEE?
51FUNDRAISINGThere 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 constraintsNeed to be careful not to tarnish the image of engineering.
52FUNDRAISING Money Sources ($$ and/or in-kind contributions): Branch bank accountMoney from Branch Plan, and Rebate from Annual ReportFundraising events or activitiesSchool- Department Head, Dean, Student’s Association,Engineering Student’s AssociationIEEE- Local Section, Region- For S-PACs and S-PAVes: IEEE USA SPAC andRAB/SAC/SPAALocal Industry
53FUNDRAISING When asking for money…. Donor must have money to give (not everyone does!)Put the request in writing and include a brief budgetConvince them of the merits of your cause and how theirinvolvement will help both you and themShow them that your proposal is well-thought out and that you aresoliciting from others as wellGive them time to make a decision and then follow-upConduct Fundraising WorkshopQuestion 1Question 2
54S-PAC OVERVIEW What is an S-PAC? Student Professional Awareness ConfereceS-PAC program goalsProfessional Awareness IssuesS-PAC planning stepsIEEE S-PAC funding sourcesStudent benefits from S-PACsFor More Information...
55What is an S-PAC? Student planned and run conference (half to full day)Nontechnical career issues discussedHigh quality volunteer speakersFunding from IEEE, university and industry
56S-PAC Program GoalsTo develop an awareness of engineering professionalismTo enhance technical educationTo provide opportunities for personal developmentTo encourage ongoing participation in IEEE
57Professional Awareness Topics Category A: Career growthCategory B: WorkingCategory C: Professional ethicsand societal responsibilityCategory D: Self-managementCategory E: The engineer and public policyCategory F: Role of the professional society
58S-PAC Planning Steps 1. Get Connected! 2. Begin Planning Select SpeakersBudget PlanningTicket Sales and PublicityPrepare for S-PAC dayAfter the S-PAC
59IEEE S-PAC FUNDING SOURCES --- AN OVERVIEW Regional Activities Board (RAB)IEEE USAStudent ActivitiesCommittee (SAC)Other RABCommitteesCareer Policy Council (CPC) Other IEEE USA CouncilsStudent ProfessionalAwareness ActivitiesRAB/SAC/SPAA ChairRSACs RSRsOther CPCCommitteesStudent Professional (IEEE USA/SPAC)Awareness CommitteeRegionIEEE USA/SPAC ChairR1-6 S-PAC Coords. (RSCs)R1-6 S-PAC Sup. Coords. (RSSCs)Two Student RepresentativesRAB/SAC/SPAA ChairRegional Director- Regional Student Activities Chair- Regional Student Representative- Other Regional OfficersArea or CouncilOther Areas or Councils in aRegionArea or CouncilOfficersRegional S-PAC Coordinatorseeks funding on behalf of studentsStudents seek funding fromOther Sections in an Area or CouncilSection Chair- Section Treasurer/Secretary- Section Student Activities Chair- Other Section OfficersNote: IEEE USA/SPAC provides funds for speaker travel.All other IEEE Regions 1-6 funds can be appliedto S-PAC operating expenses;e.g., IEEEStudent Member subsidies, printing, advertising.
60Student Benefits From S-PACs Opportunities for personal developmentSkills developmentTeam buildingProject managementMarketing/salesFinanceCommunicationsBuild self-confidenceIndustry connections
61For More Information... Regions 1 - 6 Ms. Sandra Kim Regions 7 - 10 Administrator, IEEE USAIEEE-USA Office1828 L Street N.W., Suite 1202Washington D.CphonefaxRegionsMs. Laura J. DurrettIEEE Student ServicesManager445 Hoes LaneP.O. Box 1331Piscataway, NJphonefax.
62S-PAVe OVERVIEWWhat is an S-PAVe? Student Professional Awareness VentureS-PAVe Program GoalsVenturesElements of a Venture ProposalVenture BudgetFunding and Support LettersSubmission and Review ProcessFor More Information...
63What is an S-PAVe? Projects or activities conceived by IEEE Student Branches to develop an awareness ofengineering professionalismFunded by IEEE through RAB/SAC/SPAA andIEEE USA SPACStudents develop the idea and submit aproposal for fundingIf approved, students receive funding toproceed with their planned venture and reportresults to IEEE
64S-PAVe Program Goals Develop prototype activities/materials to enhance Student Member awareness of professional concernsIncrease Student Membership, with focus onFreshmen, Sophomores, and JuniorsProvide new services for Student Branch MembershipEnable Student Branches to gain experience in projectplanning and organization
65Ventures Can be of any nature except those that duplicate the Student Professional Awareness Conference (S-PAC)Suggested Formats: Service, Workshop, Video,Simulation, Resource MaterialsExamples- Make a video tape depicting ethical dilemmas- Develop an in-house training program thatinstructs students on how to run a meeting- Establish a resume evaluation service- Create a computer package that gives basicideas on setting up your own companyCan span days, weeks or months, but should notgenerally exceed one school semester
66Elements of a Venture Proposal Venture summary form (from IEEE)Venture description and milestone listBudgetSupport lettersStudent Branch CounselorRegional S-PAC Coordinator (Regions 1- 6 only)Financial support letter
67Venture BudgetOne or two pages itemizing income sources and expendituresA base amount of funds is provided (up to US$200.00)and additional funds on a matching basisOne additional dollar of S-PAVe funds (over the baseamount) may be requested for every dollar committed tothe venture from other sources (e.g., IEEE Section,Student Branch, or local companies)All requested S-PAVe funds may not be awardedThe maximum S-PAVe award is US$500.00
68Venture Budget Example Assume that US$ has been secured from the IEEESectionUS$ can be requested from S-PAVe funds- US$ in base funding- US$ as a dollar for dollar match to Section fundsTotal income would be US$550.00- US$ Section funds- US$ S-PAVe fundsS-PAVe FUNDS WILL BE PROVIDED TO THE STUDENTBRANCH ONCE THE VENTURE HAS BEEN APPROVED FORFUNDING.
69Funding and Support Letters A Letter of Support indicates- Its author has read the proposal, likes it, andsupports the Student Branch involvement- If appropriate, any amount of financial commitmentRequired Letters of Support- Student Branch Counselor- Regional S-PAC Coordinator (Regions 1-6 only)A Letter of Financial Support is required from anyfunding source
70Submission and Review Process Submit proposals at any time to:Regions 1-6: IEEE-USA Manager, Professional ProgramsRegions 7-10: IEEE Student Services CoordinatorProposals are reviewed and awarded funds based on- Expected achievement of S-PAVe goals- Likelihood of success- Originality- Available fundsEach proposal is evaluated on its own merit -- not a contestThe reviewing is performed by:RAB/SAC/SPAA Chair · RAB/SAC Chair · IEEE USA SPAC ChairAward notification is made within 2 weeks
71For More Information... Regions 1 - 6 Ms. Sandra Kim Regions 7 - 10 Administrator, IEEE USAIEEE-USA Office1828 L Street N.W., Suite 1202Washington D.CphonefaxRegionsMs. Laura J. DurrettIEEE Student ServicesManager445 Hoes LaneP.O. Box 1331Piscataway, NJphonefax.
72S-PAC/S-PAVe Workshop Exercise Develop an S-PAC/S-PAVe for your BranchDivide into groups of 4-6 peopleSelect a scribe - record ideasSelect a prophet - present ideasSelect a timekeeper - ensure staying on trackBrainstorm ideas for an activityDecide on an activity based on ranked ideasStrive to identify the critical issues and actions necessaryto complete and S-PAC/S-PAVeDevelop an action plan - Who does what by when?
73S-PAC Scenario MegaSchool State University A large university with many engineering programs has anIEEE Student Branch with 110 members and $ inthe Branch Treasury. The total enrollment in engineeringis 1000 students with 250 in electrical engineering. The Branchwants to have an S-PAC. It is the last week of October.HOW SHOULD THEY PLAN THEIR S-PAC?
74S-PAC Scenario MicroSchool University Your Student Branch has 85 members (15 hardcore) in a school with atotal engineering class of Your school is in a somewhat remote,but industrial area. The “hardcores” got excited about an S-PAC afterreading about it in a promotional mailing they received from IEEE-USAin December. It is the second week of January.HOW SHOULD THEY PLAN THEIR S-PAC?
75S-PAVe Scenario Remote College Your Student Branch has 70 members in a small engineering school,in the suburbs of a medium size city. Your Branch figures that an S-PACmay be hard to do for your small Branch, so they decide an S-PAVe mightbe easier. The members of your Branch are pretty imaginative, and theschool is very supportive of the Branch. It is mid October.HOW SHOULD THEY PLAN THEIR S-PAVE?
76TIME MANAGEMENT Set Goals and Objectives Organize your Day Determine How You Spend Your TimeSet Goals and ObjectivesOrganize your DayLearn to Delegate
77Determine How You Spend Your Time Document how much time you waste each dayTelevisionTelephone callsMeetingsBreaksHandle correspondence effectivelyTouch a piece of paper only onceHandle visitors tactfullyEstablish time limit for unexpected visitorEmphasize serving and helping people meet their needsBe firm but pleasant when you terminate a conversation
78Set Goals and Objectives Visualize yourself achieving each goalEnsure goals are specific and measurableSelect a general time frame for completionSet goals that will not allow for procrastinationDo unpleasant things firstDo simple tasks before complex tasksAttack goals with enthusiasmFind ways to enjoy working on each short-term goalEvaluate your performanceGive yourself rewards
79Organize Your Day Plan on paper -- Prepare a “To Do” list Make good use of entire dayUse lunch hour effectivelyUse travel time productivelySet deadlinesUse a reward systemUse a timerCombine activitiesPlan to stay one step ahead
80Learn to Delegate Make person aware of relative importance of task Provide necessary information and resourcesEmphasize results rather than methodsSecure a commitmentSet deadlinesSchedule review sessionsGive incentives commensurate to the task accomplished