1. Regional Activities and Technical Activities: Working Together for Chapters www.ieee.org/chapters www.ieee.org/scs

2. Chapter Support Staff RAD - TAD Vicki Waldman, Supervisor, RAD Section/Chapter Support April Nakamura, TAD Society Chapter Coordinator

3. Geographic & Technical Unit Relationships

4. Geographic Unit Relationships l Regions oversee Sections l Sections oversee Subsections, Chapters and Affinity Groups l Councils are comprised of Sections, and exist at the pleasure of the member Sections

5. Geographic Unit Relationships l Some Councils (but not all) have Chapters and therefore oversee them l Student Branches oversee Student Branch Chapters l Societies also oversee Chapters and Student Branch Chapters

6. Simply put:

7. Some ComSoc Statistics l 135 Chapters worldwide in 2001 513 meetings/conferences (average 3.8 meetings/year/Chapter) l average attendance: 11.74 members & guests per meeting

8. More Statistics l 55 joint Society Chapters, 22 of these with Signal Processing l 2 joint Section Chapters l 3 joint Section and Society Chapters

9. Did you know? l Chapters can earn a $180 rebate annually through the Section. l Chapters operate under the Bylaws of the Section.

10. Did you know? P. 2 l A review of the Section’s bylaws may address many questions of how a Chapter should be operating. l Chapters are permitted to have a separate bank account.

11. To Form a Chapter l 12 IEEE members (no students or affiliates) of the Society sign a formation petition. l Joint Chapter formation petitions must include at least three (3) members of each Society.

12. To Form a Chapter, P.2 l Joint Section Chapters have one (1) parent Section. l Section must approve formation. Society must approve formation.

13. Joint or not? l To change the status of an existing Chapter: NO PETITION NEEDED! l Submit written request through Section(s), include: Þ details of requested changes Þ name of organizer l staff obtains approval from Region Director and Society President

14. To be a Chapter Chair l Member, Senior or Fellow grade membership l Member of the Society. l Familiar with the requirements of the Chapter Officer and Committee Chairs’ positions.

15. Is that in my job description?

16. A Chapter Chair’s Duties l Responsible for the operation of the Chapter. l Responsible for determining the needs of the members of the Chapter.

17. Chapter Chair Duties, P. 2 l Presents plans for meeting the members’ needs to the Chapter Executive Committee for approval. l Presides at meetings of the Chapter and the Chapter Executive Committee.

18. Chapter Chair Duties, P. 3 l Presents appointments of Chapter Committee Chairs to the Chapter Executive Committee for approval. l Responsible for assuring that Chapter Officers and Committee Chairs are properly trained.

19. Chapter Chair Duties, P.4 l Represents the Chapter at Section Executive Committee meetings and at Administrative Committee meetings of the Society. l Responsible for conducting the annual Chapter Election.

20. Financial Management

21. Chapter Funds l Through IEEE Regional Activities Department Ý $180 for Chapters in compliance Ý $3/per member, including affiliates! Ý Payment combined with Section’s rebate Ý Contact Section Treasurer for information about funds.

22. Chapter Funds, P.2 l If a separate bank account is needed: Ý U.S. Chapters use Concentration Banking Ý Have a Section officer’s signature on bank account too. Ý At least 3 officers should have access to the account. Ý Financial activity & bank statements to Section Treasurer for annual report

23. Donations l IEEE Policy permits Chapters to accept donations for activities of scientific or technical nature “Solicitation” must be approved in advance by IEEE Executive Committee

24. Donations l For more information on IEEE policies relating to contributions, grants, and the IEEE Foundation, contact IEEE Development Office staff: Ý supportieee@ieee.org Ý www.ieee.org/foundation

25. Required Reporting

26. Meeting Reports l Chapter Secretary submits meeting and officer reports to Section Secretary l Minimum 2 technical meetings/year l Also report other categories: Ý professional Ý educational Ý administrative Ý social

27. Meeting Reports l Online reporting available: Ý www.ieee.org/scsreports Ý Select link for meeting report (L- 31) Ý Print a copy to send to Section Secretary

31. Reporting l Financial activity must be reported to the Section Treasurer. l Reports to due to Section by 1st week in February. l 3 years of no meeting reports may mean dissolution of Chapter

32. We Get Upset When... l You don’t submit Ý Officer Reporting annually Ý change of Chapter Chair Peggy Kovacs p.kovacs@ieee.org +1 732 562 5513

33. Successful Meetings

34. Holding Successful Meetings l Select a subject Ý What interests your members? Ask! Ý Do not limit subject matter - related fields may be appropriate and of interest l Select a format Ý Seminar, tutorial, conference, lecture?

35. Holding Successful Meetings l Find a good speaker Ý Distinguished Lecturers Program Ý Authors Ý Local colleges and universities Ý Local professional associations Ý Corporations in your area Ý Other Chapters

36. Holding Successful Meetings l Logistics: location and schedule Ý convenient and accessible Ý sufficient parking Ý regular schedule of meetings Ý plan ahead for whole series, 6 months or a year

37. Holding Successful Meetings l Plan a social dimension Ý allow time for socializing Ý provide for networking Ý refreshments

38. Holding Successful Meetings l Publicize the meeting Ý bulletin boards Ý internal mail Ý Section communications Ý email Ý newsletters

39. Newsletters

40. Newsletter Editors’ Page www.ieee.org/ra/scs Click on “Newsletter Editors” (left) l All-Electronic Newsletters l “Filler” articles l Best practices l SC ‘99 Presentations on newsletters l Links to Section newsletters for ideas

41. “All-Electronic” Newsletters l Mostly electronic is better l One snail mailing to members each year l Four Steps Ý Electronic mailing list Ý Prepare the membership Ý Format the newsletter Ý Start the transition

42. “Filler Articles” l IEEE web accounts l Update member records online l IEEE Email aliases l IEEE Online Store l IEEE Travel Service Online l Senior Member elevation process

43. Recognition

44. Who should you recognize? l Chapter officers l Conference organizers l Committee chairs l Newsletter editors/web masters l Newly elected Fellows & elevated Senior Members

45. But how??? l Newsletter article l Web page l Certificate l Plaque l Chapter Chair pins

46. Certificates

47. Plaques

48. Chapter Chair Pins

49. Recognition Product Pricing l Certificates l $4 or $5 depending on style l Customized - $18 l Pins l $20/each l Include member # to verify grade l Plaque for engraving l $18

50. Ordering Recognition Products l Contact scs-products@ieee.org or www.ieee.org/scs Click on “Products” l Can be purchased through deduction from annual Section rebate Ý Must be approved by Section Chair or Treasurer

51. Additional Information for Officers

52. Chapter Officer Support l Chapter Formation Ý Chapter Opportunity Analysis Ý Petition Processing l New Officer Kits Ý welcome letter Ý report forms Ý list of responsibilities Ý request for letter to employer

53. Chapter Officer Support l Maintenance of Officer Reporting Y Regional Activities staff updates officer information on the main IEEE database l Recognition supplies: Ý officer pins Ý certificates of appreciation Ý plaques Ý banners Ý member lists, labels

54. Web Publications for Officers l Program Resources Guide l The SCOOP newsletter l Chapter Briefs newsletter l Society Chapter Funding Guide l Geographic Roster (password protected) + links from www.ieee.org/scs

55. CONTACTS AND WEB SITES l Chapter Information www.ieee.org/chapters l Change Contact Information address-change@ieee.org www.ieee.org/membership/coa.html l Concentration Banking and Investments concentration-banking@ieee.org www.ieee.org/services/financial/treasury +1 732 562 6837

56. CONTACTS AND WEB SITES l Section/Chapter Recognition Supplies Banners, Certificates, Pins, Plaques www.ieee.org/ra/scs/prodorder.html scs-products@ieee.org l Regional Activities www.ieee.org/ra regional-activities@ieee.org l Section/Chapter Support www.ieee.org/ra/scs sec-chap-support@ieee.org

57. Section/Chapter Support Staff l Tracy Hawkins - t.hawkins@ieee.org Policy & Services, Sections Congress l Vicki Waldman - v.waldman@ieee.org Rebates, Reporting, Unit viability SCOOP l Peggy Kovacs - p.kovacs@ieee.org Officer specialist, Roster, Unit Formations

58. Section/Chapter Support Staff l Lauren Leaston - l.leaston@ieee.org Web master, bylaws l Kathy Baretta - k.barretta@ieee.org Section Custody Accounts l Donna McClelland - d.mcclelland@ieee.org, Product orders

59. We’re Here to Help! l Vicki Waldman Ý Supervisor, Section/Chapter Support Ý v.waldman@ieee.org Ý +1 732 562 5564 l April Nakamura Ý Society Chapter Coordinator Ý a.nakamura@ieee.org Ý +1 732 562 3846