Region 10 Training Session 30 March 2005 Section/Chapter Support Volunteer Services Fanny Su (Manager) T. Satomi (Region 10 Section Chapter Coordinator) IEEE Asia Pacific Operations Centre

Agenda l Overview... l Geographic Unit Relationships l Section Governance l Key Section Volunteers l Website Resources l Projects –Internet Conferencing Project, Personal Contact Project

IEEE Membership By Regions 31 December 2004 R8 – 53,471 R10 – 63,548 R ,141 R9 – 12,216 TOTAL – 365,483 R7 15,107

Chapters Core unit of Section : Section responsibility Chapters receive technical & program guidance from Societies Sections receive rebate money for Chapters to support Chapter programs Must pass the funds along to the Chapter! Chapter reporting included with Section annual reporting

Section Chapter Distribution

Society Membership In Tokyo

Society Membership In Taipei

Society Membership In Seoul

Society Membership In Singapore

Society Membership In Hong Kong

IEEE Organization Assembly Publication Products & Services IEEE-USAEducational Activities Regions Regional Activities Standards Association Societies Technical Activities ED & Staff Executive Committee Board of Directors MEMBERS Sections

IEEE

2005 Regional Activities Board 17 Voting Members Yellow = RAB Operating Committee Member

Committees Joint RAB Committees RAB/EAB REPCOM RAB/TAB Section/Chapter Support Transnational IEEE Committees (assigned to RAB by the IEEE BoD) IEEE Admission and Advancement IEEE Membership Development Awards & Recognition Finance Graduates of the Last Decade (GOLD) Industry Relations Operating Committee Nominations & Appointments Potentials Advisory Strategic Planning Student Activities RAB Committees

RAB Committee Reporting Structure l VC – Member Activities l IEEE Membership Development Committee (MDC) l IEEE Admission and Advancement Committee l RAB Awards and Recognition Committee l REP Committee l VC – Region, Section & Chapter Activities l Graduates Of the Last Decade (GOLD) Committee l RAB Industry Relations Committee l Section/Chapter Support Committee (RAB/TAB) VC – Student Activities –Student Activities Committee –Potentials Advisory Committee VC – Strategic Planning –RAB Strategic Planning Committee –Transnational Committee RAB Treasurer –RAB Finance Committee Past RAB Chair –RAB Nominations & Appointments Committee RAB Chair –RAB Operating Committee

Regions (10) Sections (307) Student Branches (1,333) Regional Activities Board Areas Subsections (32) Councils (17) Chapters (1,446) Affinity Groups (147) Student Branch Chapters (345) Total Geographic Organizational Units 31 Dec 2004 Student Branch Affinity Groups (36)

Region 10 Sections (47) Student Branches (376) Areas Subsections (6) Councils (4) Chapters (261) Affinity Groups (21) Student Branch Chapters (44) Region 10 Units 31 Dec 2004 Student Branch Affinity Groups (6)

Geographic & Technical Unit Relationship Technical Activities Board Parents - WIE, Consultants, GOLD IEEE Societies Regional Activities Board Regions Sections Sub-Sections Student Branches SB Chapters SB Affinity Groups Council ChaptersAffinity Groups Areas

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

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

Section Governance

RAB Operations Manual l A resource for all geographic units officers l RAB Operations l Review Section 9 – Geographic Organizational Units l Region Committee, Section, Chapter, Affinity Groups, Student Branches, Student Branch Chapters l Formation/Dissolution, Officers, Election Process, Funds l Appendix IV – Description of Officer Duties & Responsibilities

Section Operations l All Sections are required to operate according to the RAB Operations Manual (see 9.4) l Sections are allowed to have an addendum or separate governance document

Section Operations, part 2 l Documents containing exceptions to RAB OpsMan l Request Region Director to present request for exception to RAB l Additions or changes not in conflict with RAB OpsMan l Region Director to approve

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

Section bylaws are no longer required. But, if you must have Section bylaws...

Section Bylaws l Section bylaws govern all subunits l Subsections, Chapters & Affinity Groups l Must conform to IEEE Constitution, Bylaws, Policy, Financial Operations & RAB Operations Manuals l Outside US, should also conform to National and local laws & regulations l Suggested format available from RAD Staff and on web click on “Bylaws” (left)

Section Bylaws l Bylaws: l Identify Section by name & territory l Identify officers & roles l Voting rights l List standing committees l Define management, including ExCom, establish quorum, financial policies, and representation of subunits l Detail nomination & election process l Provides for amendment process

Bylaw Review & Approval l Section reviews existing bylaws & makes changes l Forward new bylaws to staff electronically l Staff will review & recommend changes as needed l Following agreement with all changes, staff forwards to Region Director for approval

Bylaw Review & Approval, p.2 l Region Director approval obtained l If not in conflict with IEEE & RAB governance documents, RD approval is sufficient l If in conflict, RD must present to RAB for approval

Officers & Key Section Volunteers

Officer eligibility Member grade or higher, dues paid in full No students or associates Exception - Newsletter Editor and Web master does not need to be an IEEE Member Chapter Chairs must be a member of the Society (or 1 Society in a Joint Chapter) Officer terms (January to December) 2 year maximum (exceptions granted by Region Director) Questions?

Section Chair Responsibilities Operations - Officers/Committees, meetings, finances Programs/Membership - Chapters, Students Communications – Local, Region, IEEE staff

Annual Section Reporting Officer, meetings (L-31)& financial reports (L-50) must be received & approved to qualify for Rebate Deadline - Third week of February If reporting is on-time & complete by deadline then Section gets 10% bonus 30 June is final deadline to submit reporting in order to receive rebate Two ways to report L50 Electronically (Excel attachment) Hard copy via mail or via fax Officer and meeting reports should be submitted via the web forms

Officer Reports Secretary’s responsibility Report names & member numbers immediately after the election after changes during the year Important to keep Officer information updated Officers receive information from IEEE Headquarters (HQ) Report officer changes to IEEE HQ immediately Members (& volunteers) should report their own change of address/contact information

Report your Meetings What is a meeting? Administrative, educational, technical, professional or social No minimum/maximum # of attendees Requirements Sections/Subsections - 5 per year Chapter & Affinity Group meetings count toward Section total Chapters (2 per year) Technical meetings only Affinity Groups (2 per year) Interest Group meetings

Meeting Reports (L-31) Meeting Reports (L-31) the EASY Way Submit on the web (url below) Distribute forms to Chapter Chairs & officers Request that they submit form to Section Secretary immediately after each meeting

Section Finances Treasurer’s responsibility Read the Treasurers Handbook now Will help you throughout the year Makes it easier to prepare the report at year- end Keep your records up to date throughout the year Use Quicken if you can Chart of accounts available Use the Excel Spreadsheet to submit L-50

Financial report is required You are not done until the report is approved IEEE Staff may have questions Don’t forget bank statements Section accounts requirement: Bank account signature cards necessary except where not possible due to country law or regulations Questions? Financial Report (L-50)

Annual Section Rebate:  All reporting must be in by deadline & approved to qualify  Rebate schedule based on 31 Dec membership numbers includes $2000 Flat Fee PLUS: $4/Fellows & Senior Members $3/Associate, Member & Students $1.50/Affiliate $200/active Chapter or Affinity Group $500/active Subsection 10% bonus for reporting on time Activity bonus (details on Rebate Schedule) – new  Reporting Required Officers, Meetings, Finances

New in 2004 Activity Bonus $200: Sections w/10 mtgs or more, 5+ must be technical, educational or professional $100: Subsections w/10 mtgs or more, 5+ must be tech/ed/prof $75: Chapters & Affinity Groups w/6 or more tech/ed/prof meetings Reports must be in by February deadline

Student Branches Core unit of Section: Section responsibility Student Branches coordinated through Section SAC Section receives $3/Student in the Section Should invite Student representatives to Section ExCom meetings Should invite Students to all Section meetings Should subsidize any cost to Student associated with attending Section meetings (meals, etc.) Currently, Student Branches submit their own reporting to IEEE HQ to receive a separate rebate

Section Communications Local Members Industry Universities Government Region Section Chairs are members of Region Committee Report to Region Director Region is link to RAB & BoD Other officers or committee volunteers have liaisons on Region Committee e.g membership development, student activities IEEE Staff

Website Resources

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l Geographical Roster l SAMIEEE l E-Notice l Web Entity Hosting l Section/Chapter Recognition Supplies l SCOOP l Virtual Community Forum l Section Congress

Cecelia Jankowski Managing Director Cathy Downer GOLD/IRC Project Manager Section Programs Administration - RAB, Section/Chapter Support, Strategic Planning Information Processing Student Activities Dan Toland Manager Vera Sharoff Manager Laura Durrett Manager Mike Binder Director, Membership Membership IEEE Regional Activities Staff Mary Campbell IEEE Potentials Editor Singapore Fanny Su Manager John Day Sr. Mgr – Business Development Open Manager Vicki Waldman Supervisor

Regional Activities Department Contacts Cecelia RAB, Membership, geographic unit activities & programs, OFAC Dan Administration - RAB Support (Strategic Planning, Finances, Awards), Geographic Unit Operations (Section, Chapter & Affinity Group formations, geographic unit rebate processing), Life Members Activities, Sections Congress Mike Membership Operations, Admission & Advancement, GOLD, Industry Relations John Membership Marketing & Communications, Electronic Business Opportunities, Member Web Portal Laura Student operations & activities, Student Branch formations, student program development, IEEE Potentials Vera Information Processing – Volunteer/& Member Electronic Services Development, SAMIEEE, Entity Web Hosting Fanny Su Internet Conferencing for Sections/Chapters, project development, Region 10 activities support, Communications Society Asia-Pacific activities support

RA Administrative Staff Support for Geographic Units

IEEE Asia Pacific Operations Centre Singapore Support Office for Region 10 Region 10 EXCOM Meet, Region 10 Meet Section Congress (14-17 Oct 2005, Tampa Florida, USA) Assist Region 10 Committees in their activities Communication link between IEEE HQ and Region volunteers TAB Colloquia

Projects

2005 Projects Promote use of IEEE Internet Conferencing Service Personal Contact Project – reaching out to key Section volunteers

Internet Conferencing Presentation: Raj Jain Topic: Computer Networking, Recent Developments, Trends and Issues Date: 26 Jan 2005 to Region 4 Presentation: Mike Geselowitz Topic: History Centre “Back to the Future Date: 26 Jan 2005 to Region 1 Presentation: Celia Desmond Topic: Trends in the Telecommunications Industry Date: 20 April 2005 to Region 6 In the pipeline: Michael Lightner, James Isaak, Nim Cheung

Personal Contact Project Reaching out to key Section Volunteers Section Chair, Secretary, Treasurer Push out of Information specific to Chairs, Secretaries and Treasurers Critical Timeframe: within 3 months of volunteer taking office Providing contact point for volunteers

2005 Sections Congress “Promoting a World Class Volunteer Community” October 2005 Tampa Marriott Waterside Tampa, Florida, USA Region 10 Meet – 17 Oct, 2pm onwards Dr. Hirohisa Gambe – Region 10 SC05 Coordinator

Thank You for your Attention and Active Participation