IEEE Section Management Orientation

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• IEEE Section Management Orientation

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Topics

• Overview...Geographic Unit Relationships
• IEEE Policy-Making
• Section Operations Manual
• Elections

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Geographic Technical Unit Relationships

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Geographic Unit Relationships

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

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Geographic Unit Relationships

• Affinity Group Parents also oversee Affinity
  Groups
• Women In Engineering (WIE)
• Consultants Networks
• Graduates Of the Last Decade (GOLD)
• Life Members
• Student Branches oversee Student Branch Chapters
  and Affinity Groups
• Societies also oversee Chapters and Student
  Branch Chapters

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• IEEE Policy Making

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IEEE Structure
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RAB Mission
The mission of the Regional Activities Board
(RAB) is to fulfill IEEE's educational and
scientific goals for the benefit of the public
and members by maintaining, enhancing and
supporting the geographic units of the IEEE. RAB
recognizes the close relationship between
Sections and Societies and their Chapters and
will work with other units of the IEEE to foster
improved interaction. RAB is also responsible
for membership and membership development,
including recruitment, admission, retention,
elevation and service, as well as the related
operational and budget issues.
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Regional Activities Board Committee Structure
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RAB/TAB Section/Chapter Support Committee
Structure
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Mission

• The RAB/TAB Section/Chapter Support (SCS)
  Committee focuses on serving IEEE members through
  the geographic units, including Sections,
  Subsections, Chapters, Joint Chapters, and
  Affinity Groups. It is an interface between RAB
  and TAB supporting Sections and Chapters.

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Section Governance
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Section Operations

• All Sections are required to operate according to
  the RAB Operations Manual (see 9.4)
• www.ieee.org/rabopsman
• Sections are allowed to have an addendum or
  separate governance document

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Section Operations, part 2

• Documents containing exceptions to RAB OpsMan
• Request Region Director to present request for
  exception to RAB
• Additions or changes not in conflict with RAB
  OpsMan
• Region Director to approve

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Section Operations Manual

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

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Section bylaws are no longer required. But, if
required by local law, Sections and Councils may
create their own addendum/bylaws, using the RAB
Operations Manual as a guideline.
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Section Addendum (Bylaws)

• Must conform to IEEE Constitution, Bylaws,
  Policy, Financial Operations Manual RAB
  Operations Manual
• Outside US, should also conform to National and
  local laws regulations as required
• Suggested format available from RAD Staff and on
  web
• www.ieee.org/scs, click on Unit Addendums (left
  navigation bar)

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Section Addendum

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

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Addendum Review Approval

• Section reviews existing bylaws makes changes,
  using suggested addendum format
• Forward revision to staff electronically
• sec-bylaw_at_ieee.org
• Staff will review recommend changes as needed
• Following agreement with all changes, staff
  forwards to Region Director for approval

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Addendum Review Approval, p.2

• Region Director approval obtained
• If not in conflict with IEEE RAB governance
  documents, RD approval is sufficient
• If in conflict, RD must present to RAB for
  approval

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International Section Addendum

• Occasionally, legal issues
• Government does not allow IEEE suggested addendum
  format to be used
• Special requirements of government must be
  included
• Special arrangements can be made
• Work with Staff Region volunteers

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Is Your Section in Compliance?

• Calendar year term of office
• Fiscal year calendar year
• Signature of IEEE Staff Director on bank
  signature cards

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Elections
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Nominating Committee

• Appointed by Section Chair with agreement of the
  section Executive Committee (ExCom)
• Most recent past Section Chair is usually
  appointed to serve as Chair
• 3-4 members is ideal
• No officers
• No potential candidates

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Tellers Committee

• 3-4 Members
• No officers
• No candidates
• Maintain confidentiality
• Appointed by Section Chair with ExCom approval

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Call for Nominations

• Send 6 months prior to election
• Include reference to all elected offices
• Explain requirements
• IEEE member in good standing
• Member, Senior Member or Fellow grade
• Provide job description
• Communicate slate of candidates to voting members
  of Section 6 weeks prior to election

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Determining a Slate of Candidates

• Identify potential candidates
• Nominations received
• Chapter officers
• Affinity Group officers
• Newly elevated Students
• Members recently relocated to the Section
• Confirm candidate is willing to serve if elected
• Two candidates per office, if possible

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Petition Candidates

• Announcement of slate must also include call for
  petition candidates
• Petition must be signed by 1 of the Sections
  voting membership (but no more than 25 signatures
  shall be required)
• Petitions verified by Nominating Committee

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Before the Elections

• Candidate position statements
• All must be permitted to submit
• Publish on Section web page
• No Section expenditures permitted in support of
  any candidate

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Election

• Ballot
• Includes final slate of candidates
• Must be made available to all members
• Web-based balloting acceptable, but
• Need to verify that only eligible members are
  voting
• Ballot return deadline

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And the Winner is . . .

• Tellers Committee Chair reports results to the
  Section ExCom
• Announce the results in the Section newsletter
• Provide officer list to IEEE via the form at
  www.ieee.org/officer_report (As soon as possible)
• Schedule a transition meeting between newly
  elected and incumbent officers
• Prepare to honor the outgoing officers

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Summary

• Foundations of Section Management
• IEEE
• Section governance
• Election of officers
• Questions?