IEEE

1
IEEE
School
YOU
Community
Work
IEEE Branch Leadership TrainingWorkshop
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BRANCH ADMINISTRATION

• Key individuals in your Student Branch include
• Student Officers
• Chair
• Vice-Chair
• Secretary
• Treasurer
• Branch Counselor and/or Branch Chapter Advisor
• Branch Mentor
• Committee Chairs (also Student members)

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Student Branch Chair

• Serves 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
  Headquarters.
• Arranges for election of new Officers.
• Communicates frequently with other Officers.
• Works with Branch Counselor in dealings with
  the Department
• and Faculty.

4
Student 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.

5
Student Branch Secretary

• Keeps detailed records of all Branch meetings
  and activities.
• Carries out all necessary communications of the
  Branch, including the
• filing 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 Branch
• activities.
• Ensures that all Branch activities are
  conducted under the provisions
• of the current Branch Constitution and IEEE
  Bylaws.
• Arranges for orderly transfer of all Branch
  records to incoming
• Secretary.

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Student Branch Treasurer

• Responsible for ensuring the Branchs 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 incoming
• Treasurer.

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Student Branch Counselor

• Faculty member, active in the IEEE, who serves
  as an advisor to the
• Branch and its Officers.
• Appointed by the local Section Chair, upon the
  recommendation of the
• Student 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.
• Works closely with the Branch Officers and the
  Branch Mentor.

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Branch Mentor

• A new initiative by IEEE, designed to maximize
  the interaction
• between the Student Branch and the local
  Section.
• Branch Mentor must be from Industry.
• Appointed by the local Section Chair, in
  consultation with the
• Branch members.
• A recent graduate with firsthand experience in
  Student Branch
• operations 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.

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Student 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 the
• Branchs program of activities.
• Membership Committee - responsible for planning
  and carrying out
• Branch recruitment.
• Publicity Committee - responsible for
  advertising all Branch activities.
• Finance Committee - responsible for fundraising
  activities.
• Nominating Committee - responsible for setting
  election guidelines
• and dates. Further responsible for finding
  suitable candidates.

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IEEE 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
important Make sure they get
recognition Thank them for their
participation Give them titles related to
activities Seek and get commitments Make
sure they feel they have input to the process

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BRANCH OPERATIONS

• Branch Program
• Design a varied and interesting
  schedule of events.
• Branch Resources
• Seek resources available to help you
  plan and implement
• your Branch program.
• Student Awards
• Ensure that students are aware of
  awards and scholarships
• available to them.

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Branch Program

• Invite speakers on technical or professional
  subjects.
• Enter design competitions (e.g., Micromouse,
  Region Hardware
• and Software Design Contests).
• Hold a Student Professional Awareness Conference
  (S-PAC).
• Hold a Student Professional Awareness Venture
  (S-PAVe).
• Organize field trips to Industry.
• Give tutorials to junior students.
• Organize sales of lab kits, lab manuals, solved
  past exams.

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Branch Program (continued)

• Raise funds for charity or Student Branch
  projects.
• Publish a Student Branch Newsletter.
• Participate in engineering awareness programs.
• Visit other Student Branches.
• Host an annual Welcome Back or End of School
  picnic.

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Branch Planning

• Assess the state of your Branch (resources,
  people, money)
• Identify the major objectives for your Branch
  for this year
• (e.g., membership rise, some big event, new
  equipment)
• Identify the specific goals that will help you
  meet your objectives
• and identify the events that will make up your
  Branch Program to
• achieve these goals
• For each event, develop an Action Plan

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Branch Planning
Goals
Events
Evaluate
The Plan!
Brainstorm!
Consider constraints
Your Annual Branch Plan is the result!
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Branch Planning
Need Ideas Fast? try this Five Rules of
Brainstorming 1. Any ideas are valid (even
wacky ones). 2. Write everything down. 3.
Dont criticize or evaluate. 4. Dont be a
salesperson. 5. Ideas form in molecules, so
dont be afraid if everyone is silent Someone
keeps time (you need a limit!) and someone is
scribe.
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Branch 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!

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Branch Planning
Iteration may make earlier, rejected ideas more
desirable For example, This road trip will
need the extra funding, maybe running a coffee
machine isnt such a bad idea after all
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Branch Planning

• Once you decide on a plan, put it into action!
• Assign people to duties
• Set a timeline, and milestones to be achieved
• Be REALISTIC!!
• Establish your financing and cash-flow

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Branch Planning

• If you are coordinating some eventlet people do
  their jobs.
• Keep people communicating e.g., short status
  meetings
• Dont forget to compliment people on
  accomplishments
• Plan for the unexpected! Murphys Law
• Reward yourselves when it is all over
• Learn from your mistakes!

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Branch Planning Workshop

• Develop a set of goals for the branch
• Brainstorm to find events
• Evaluate and create Branch plan and timeline of
  events
• Someone from the group will present (1 slide)
• State your assumptions!
• In second workshop, plan one event in detail
  all resources and
• timeline with milestones (and a second
  presentation!)

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Student Branch Reporting Requirements

Each year, you must submit two reports to IEEE
Headquarters. To encourage you to fill these
out, the IEEE provides you with an incentive
rebate.

• Annual Plan of Activities
• due 1 November each year
• helps you plan your activities and budget for
  the year
• rebate of either US25.00 or US50.00 upon
  receipt of report.
• Annual Report of Activities
• due 1 May each year
• detailed report of activities for past year,
  including financial statements.
• rebate of US1.10 per member as of 31 December.

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The 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.

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Branch Resources

• IEEE Computer Society Distinguished Visitors
  Program.
• Distinguished Visitors Program sponsored by IEEE
  and
• other IEEE Societies.
• 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.

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Branch Resources (continued)

• IEEE World Wide Web
• IEEE Address http//www.ieee.org
• IEEE Student Activities Address
  http//www.ieee.org/students
• Student Branch Web Pages Registered with SAC
  Server
• IEEE E-Mail
• Student Services Maintains Regional Student
  Branch Addresses
• Send to student-services_at_ieee.org
• Obtain List by Sending E-mail Message to
• email.guide_at_ieee.org
• Submit Reports by E-mail
• sbr1-reporting_at_ieee.org for Region 1
• (similar format for other regions)

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Branch Resources (continued)
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Branch Resources (continued)

• IEEE Student Branch Library Subscription to the
  All Society Periodicals
• Package (ASPP)
• fee was US2500.00 in 1999 (compared to
  US18,000 university cost)
• includes all Society Transactions, Journals, and
  magazines,
• with a few exceptions.
• Student Branch must provide an adequate facility
  to store and
• display the publications.
• To qualify, the main university library where the
  Student Branch is
• located MUST have a current full ASPP
  subscription.
• Must not be a substitute for a regular Library
  subscription.
• Orders must be placed on IEEE Stationery, signed
  by Branch
• Chair and Branch Counselor, and sent with
  full payment.

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Branch Resources (continued)

• IEEE Student Branch All Magazine Package
• fee is US395.00 in 1999
• subscription package includes all 31 IEEE
  magazines
• available to all Student Branches
• a few examples of magazines included are
• Spectrum magazine
• Potentials magazine
• Computer magazine
• Software magazine
• Internet computing magazine
• Power Engineering Review
• Micro magazine
• Personal Communications magazine

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Student Branch Awards

• One of the BEST benefits of being a Student
  member.
• You should keep all your Branch members informed
  about the
• opportunities.
• Some are scholarships, others are fellowships or
  stipends.
• Still others are prizes for competitions.
• Recognition for the Branch, Branch Counselor,
  and students.

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Student Branch Awards (continued)

• Student Paper Competition
• Open to all undergraduate IEEE Student Members
• Chance to improve written and verbal
  communications skills
• Local competition at Branch determines winner
  for Area
• Competition winners from Area Competition go
  on to
• Regional Competition
• Regional prizes from Life Member fund (400,
  250)
• See guidelines in Handbook or contact Regional
  Student
• Activities Committee Chair (RSAC)

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Student Branch Awards (continued)

• IEEE Regional Exemplary Student Branch Award
• Award 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.

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Student Branch Awards (continued)

• Outstanding Student Branch Counselor and Advisor
  Award
• To recognize the important contributions of the
  Counselor / Advisor.
• Over 200 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 (lt1500
  words).
• Nomination deadline is 28 February.

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Student Branch Awards (continued)

• Larry K. Wilson Regional Student Activities Award
• To recognize the student most responsible for an
  extraordinary
• accomplishment associated with student
  activities.
• One winner per region.
• Commemorative plaque and 3 years free membership
  in the IEEE.
• Nomination deadline is 31 March.

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Student Branch Awards (continued)

• ATT Labs Student Enterprise Award
• Up to 1000 for a Student Branch project
• Up to 5000 awarded annually
• Open to all Branches R1-10
• Awarded once per year in November
• Judged by SAC Awards and Recognition
• Replaces the former Bendix award

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Student Branch Awards (continued)

• Computer Society Richard E. Merwin Scholarship
• Up to 4 awards of US3,000.
• Juniors, seniors, and graduate students are
  eligible.
• Must be active in the Computer Society Branch
  Chapter at your
• school.
• Application deadline is 15 May.

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Student Branch Awards (continued)

• Charles LeGeyt Fortescue Fellowship
• One year US24,000 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 Awards
• IEEE Fellowship in Electrical History
• Contact IEEE Student Services for a copy of the
  awards brochure.

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Student Branch Awards (continued)

• RAB Membership Growth Award
• Given by RAB (cannot apply for this) to the
  Branch in each
• Region that has highest growth (based on Branch
  size and
• growth --- not just actual numbers)
• Outstanding Student Certificate
• Available free from IEEE Student Services 1 per
  100 Branch
• Members (or fraction thereof) lettering done
  by IEEE for your
• Branch. Give them to deserving Student
  Members!
• Student Branch Support Certificate
• Available free from IEEE Student Services give
  to people in
• recognition of their support of your Branch.

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Student Membership Benefits

• IEEE Spectrum
• IEEE POTENTIALS
• The Institute
• Discount on Society memberships and publications
  
• Graduated Dues Plan
• Leadership Experience
• Networking -- Section, Industry Leaders
• Access to ETI Database
• Financial Advantage Plan
• Membership pin and card

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FUNDRAISING

• There 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
  constraints
• Need to be careful not to tarnish the image of
  engineering.

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FUNDRAISING

• Money Sources ( and/or in-kind contributions)
• Branch bank account
• Money from Branch Plan, and Rebate from Annual
  Report
• Fundraising events or activities
• School
• - Department Head, Dean, Students
  Association,
• Engineering Students Association
• IEEE
• - Local Section, Region
• - For S-PACs and S-PAVes USAB/SPAC and
• RAB/SAC/SPAA
• Local Industry

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FUNDRAISING

• When asking for money.
• Donor must have money to give (not everyone
  does!)
• Put the request in writing and include a brief
  budget
• Convince them of the merits of your cause and
  how their
• involvement will help both you and them
• Show them that your proposal is well-thought out
  and that you are
• soliciting from others as well
• Give them time to make a decision and then
  follow-up
• Conduct Fundraising Workshop
• Question 1
• Question 2

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S-PAC OVERVIEW

• What is an S-PAC?
• S-PAC program goals
• Professional Awareness Issues
• S-PAC planning steps
• IEEE S-PAC funding sources
• Student benefits from S-PACs
• For More Information...

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What is an S-PAC?

• Student planned and run conference
• (half to full day)
• Nontechnical career issues discussed
• High quality volunteer speakers
• Funding from IEEE, university and industry

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S-PAC Program Goals

• To develop an awareness of engineering
  professionalism
• To enhance technical education
• To provide opportunities for personal
  development
• To encourage ongoing participation in IEEE

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Professional Awareness Topics

• Category A Career growth
• Category B Working
• Category C Professional ethics
• and societal
  responsibility
• Category D Self-management
• Category E The engineer and public policy
• Category F Role of the professional society

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S-PAC Planning Steps
1. Get Connected! 2. Begin
Planning 3. Select Speakers
4. Budget Planning
5. Ticket Sales and Publicity
6. Prepare for S-PAC day
7. After the S-PAC
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IEEE S-PAC FUNDING SOURCES --- AN OVERVIEW
Regional Activities Board (RAB)
United States Activities Board (USAB)
Student Activities
Committee (SAC)
Other RAB Committees
Career Policy Council (CPC)
Other USAB Councils
Student Professional Awareness Activities RAB/SAC/
SPAA Chair
RSACs RSRs
Other CPC Committees
Student Professional (USAB/SPAC) Awareness
Committee
Region
USAB/SPAC Chair R1-6 S-PAC Coords. (RSCs) R1-6
S-PAC Sup. Coords. (RSSCs) Two Student
Representatives RAB/SAC/SPAA Chair
Regional Director - Regional Student Activities
Chair - Regional Student Representative - Other
Regional Officers
Area or Council
Regional S-PAC Coordinator seeks funding on
behalf of students
Other Areas or Councils in a Region
Area or Council Officers
Students seek funding from
Other Sections in an Area or Council
Section Chair - Section Treasurer/Secretary -
Section Student Activities Chair - Other Section
Officers
Note USAB/SPAC provides funds for speaker
travel. All other IEEE Regions 1-6
funds can be applied to S-PAC
operating expensese.g., IEEE Student
Member subsidies, printing, advertising.
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Student Benefits From S-PACs

• Opportunities for personal development
• Skills development
• --- Team building
• --- Project management
• --- Marketing/sales
• --- Finance
• --- Communications
• Build self-confidence
• Industry connections

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For More Information...
Regions 1 - 6 Ms. Ann C. Hartfiel Manager,
USAB Professional Programs IEEE-USA
Office 1828 L Street N.W., Suite
1202 Washington D.C. 20036-5104 tel.
1-202-785-0017 fax. [phone] e-mail.
a.hartfiel_at_ieee.org
Regions 7 - 10 Ms. Laura J. Durrett IEEE
Student Services Manager 445 Hoes Lane P.O.
Box 1331 Piscataway, NJ 08855-1331 tel.
1-732-562-5523 fax. [phone] e-mail.
l.durrett_at_ieee.org
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S-PAVe OVERVIEW

• What is an S-PAVe?
• S-PAVe Program Goals
• Ventures
• Elements of a Venture Proposal
• Venture Budget
• Funding and Support Letters
• Submission and Review Process
• For More Information...

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What is an S-PAVe?

• Projects or activities conceived by IEEE
• Student Branches to develop an awareness of
• engineering professionalism
• Funded by IEEE through RAB/SAC/SPAA and
• USAB/SPAC
• Students develop the idea and submit a
• proposal for funding
• If approved, students receive funding to
• proceed with their planned venture and report
• results to IEEE

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S-PAVe Program Goals

• Develop prototype activities/materials to
  enhance
• Student Member awareness of professional
  concerns
• Increase Student Membership, with focus on
• Freshmen, Sophomores, and Juniors
• Provide new services for Student Branch
  Membership
• Enable Student Branches to gain experience in
  project
• planning and organization

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Ventures

• Can be of any nature except those that duplicate
  the
• Student Professional Awareness Conference
  (S-PAC)
• Suggested Formats Service, Workshop, Video,
• Simulation, Resource Materials
• Examples
• - Make a video tape depicting ethical dilemmas
• - Develop an in-house training program that
• instructs students on how to run a meeting
• - Establish a resume evaluation service
• - Create a computer package that gives basic
• ideas on setting up your own company
• Can span days, weeks or months, but should not
• generally exceed one school semester

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Elements of a Venture Proposal

• Venture summary form (from IEEE)
• Venture description and milestone list
• Budget
• Support letters
• Student Branch Counselor
• Regional S-PAC Coordinator (Regions 1- 6 only)
• Financial support letter

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Venture Budget

• One or two pages itemizing income sources and
  expenditures
• A base amount of funds is provided (up to
  US200.00)
• and additional funds on a matching basis
• One additional dollar of S-PAVe funds (over the
  base
• amount) may be requested for every dollar
  committed to
• the venture from other sources (e.g., IEEE
  Section,
• Student Branch, or local companies)
• All requested S-PAVe funds may not be awarded
• The maximum S-PAVe award is US500.00

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Venture Budget Example

• Assume that US175.00 has been secured from the
  IEEE
• Section
• US375.00 can be requested from S-PAVe funds
• - US200.00 in base funding
• - US175.00 as a dollar for dollar match to
  Section funds
• Total income would be US550.00
• - US175.00 Section funds
• - US375.00 S-PAVe funds
• S-PAVe FUNDS WILL BE PROVIDED TO THE STUDENT
• BRANCH ONCE THE VENTURE HAS BEEN APPROVED FOR
• FUNDING.

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Funding and Support Letters

• A Letter of Support indicates
• - Its author has read the proposal, likes
  it, and
• supports the Student Branch involvement
• - If appropriate, any amount of financial
  commitment
• Required Letters of Support
• - Student Branch Counselor
• - Regional S-PAC Coordinator (Regions 1-6
  only)
• A Letter of Financial Support is required from
  any
• funding source

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Submission and Review Process

• Submit proposals at any time to
• Regions 1-6 IEEE-USA Manager, Professional
  Programs
• Regions 7-10 IEEE Student Services Coordinator
• Proposals are reviewed and awarded funds based
  on
• - Expected achievement of S-PAVe goals
• - Likelihood of success
• - Originality
• - Available funds
• Each proposal is evaluated on its own merit --
  not a contest
• The reviewing is performed by
• RAB/SAC/SPAA Chair RAB/SAC Chair USAB/SPAC
  Chair
• Award notification is made within 2 weeks

59
For More Information...
Regions 1 - 6 Ms. Ann C. Hartfiel Manager,
USAB Professional Programs IEEE-USA
Office 1828 L Street N.W., Suite
1202 Washington D.C. 20036-5104 tel.
1-202-785-0017 fax. [phone] e-mail.
a.hartfiel_at_ieee.org
Regions 7 - 10 Ms. Laura J. Durrett IEEE
Student Services Manager 445 Hoes Lane P.O.
Box 1331 Piscataway, NJ 08855-1331 tel.
1-732-562-5523 fax. [phone] e-mail.
l.durrett_at_ieee.org
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TIME MANAGEMENT

• Determine How You Spend Your Time
• Set Goals and Objectives
• Organize your Day
• Learn to Delegate

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Determine How You Spend Your Time

• Document how much time you waste each day
• Television
• Telephone calls
• Meetings
• Breaks
• Handle correspondence effectively
• Touch a piece of paper only once
• Handle visitors tactfully
• Establish time limit for unexpected visitor
• Emphasize serving and helping people meet their
  needs
• Be firm but pleasant when you terminate a
  conversation

62
Set Goals and Objectives

• Visualize yourself achieving each goal
• Ensure goals are specific and measurable
• Select a general time frame for completion
• Set goals that will not allow for
  procrastination
• Do unpleasant things first
• Do simple tasks before complex tasks
• Attack goals with enthusiasm
• Find ways to enjoy working on each short-term
  goal
• Evaluate your performance
• Give yourself rewards

63
Organize Your Day

• Plan on paper -- Prepare a To Do list
• Make good use of entire day
• Use lunch hour effectively
• Use travel time productively
• Set deadlines
• Use a reward system
• Use a timer
• Combine activities
• Plan to stay one step ahead

64
Learn to Delegate

• Make person aware of relative importance of task
• Provide necessary information and resources
• Emphasize results rather than methods
• Secure a commitment
• Set deadlines
• Schedule review sessions
• Give incentives commensurate to the task
  accomplished