1. Section Secretary Responsibilities Bill Gorder Region 4 Secretary IEEE Region 4 Meeting January 2008

2. Responsibilities of Section Secretary  The Section Secretary manages the records and correspondence of the Section

3. Responsibilities of Section Secretary  maintains accurate minutes of all Section Executive Committee meetings  distributes meeting notices and agendas for all Executive Committee meetings  supports Chapters (unless otherwise supported)

4. Section Secretary  Report all meetings to IEEE  Audit trail: member/non member attendee counts are required  Meeting types  Administrative, Educational, Professional, Social, Technical  Technical meetings can be delivered via chapter or section

5. Section Secretary  Report all meetings to IEEE  IEEE prefers timely reporting  Absolute annual deadline for all reports is March 31  but this may cost section a timely submission bonus  Online reporting is easy and required - L31 forms are no longer available

6. Section Secretary Meeting Submission Form –Sponsor (pulldown of all Sections/Chapters) –Attendance (members / non members) –Meeting category –Title of presentation and speaker contact information –Submitter and email cc list

7. Section Secretary Meeting reports can be viewed by anyone for any section or chapter –access the tool at the same location as for reporting meetings (access info shown later)

8. Section Secretary  Maintain a current record of all officers  notify IEEE officers changes at time of change!  IEEE geographic roster is accurate to within two weeks of change submission  lists all Section officers for all Region 4 Sections  Accessible by any volunteer (officer)  requires web account

9. Section Secretary  Maintain a current record of all officers (cont)  annual notification to IEEE of all officers  even if there were no changes!  part of annual reporting  Use the on-line tool – same location as for meetings reports

10. Section Secretary  Key elements of a Section's viability  Holds minimum required meetings  Treasurer's annual report  Secretary's report of officers  Secretary's report of meetings  Do not impair your Section's viability by not filing required reports!

11. Section Secretary  Other Secretary Responsibilities  safekeeping of Section records  maintain adequate supply of forms, stationery, other materials required to run your Section

12. Section Secretary  Secretary is often the point of contact for queries, requests, etc. and is a visible position  be courteous, competent, responsive,...

13. Section Secretary  A suggestion to enhance your position  learn and use SAMIEEE (Analytics) even if your Section has a SAMIEEE person  access is no longer limited to a single Section representative  web based - available to all volunteers  recommend using the suggested training

14. Section Secretary  Web references - start http://www.ieee.org  Officer and meeting reporting  select volunteers  select volunteer resources  select Section Chapter Support

15. Section Secretary  Web references - start http://www.ieee.org  geographic rosters  select volunteers  select volunteer resources  select Organizational Roster  select Part III – Geographic Roster