Training Workshop

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Training WorkshopSession for New Chairs

• Dr. James Jhing-Fa Wang
• IEEE R10 Section/Chapter Coordinator
• IEEE Fellow Chair Professor, NCKU, Taiwan
• Mar. 6 2011

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Agenda

• 1000-1030 General Feedback Section
• - Hang-bong Kang
• R10 membership development
  coordinator
• 1030-1100 Training Session
• - James Wang R10 Section/Chapter
  Coordinator
• - Takatoshi Minami R10 ARC Chair
• - Deepak Mathur R10 SC Chair
• 1100-1130 Training Session
• -Enrique Tejera, Director of Division VII

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Section ChairQuick Start Training

• James, Jhing-Fa Wang
• IEEE R10 Section/Chapter Coordinator
• IEEE Fellow Chair Professor, NCKU, Taiwan
• Mar. 6 2011

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Outline

• 1. Introduction to IEEE Section and Chapter
• 2. How to Run Your Section Successfully
• 2.1 Organize Your Section/Chapter Officers
• 2.2 Set Up the Calendar
• 2.3 How to Prepare a Report and Apply for Rebate
• 2.4 How to Win the MGA Outstanding Section Awards
• 2.5 How to Organize Section Activities
• 2.6 How to Inform Members about Section
  Activities
• 3. Conclusion
• Useful Links

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1. Introduction to IEEE Section and Chapter
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Visions and Missions

• IEEE
• Inspire, Enable, Empower and Engage in the
  Technology for Humanity
• To increase member engagement in IEEE Sections
  and Chapters
• To improve the quality of IEEE technical
  activities
• To increase operational efficiency and
  effectiveness of IEEE Sections, Chapters and
  Coordinators
• To improve relationships with and between IEEE
  Societies, Councils, Sections and Chapters
• To enhance collaboration with other IEEE
  organization units and other professional
  organizations

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• Currently, the IEEE R10 comprises of
• 6 Councils (Australia, China, India, Japan,
  Korea, New Zealand)
• 57 Sections (A new Section requires at least 50
  members),
• 21 Subsections (at least 20 members)
• 500 Chapters (at least 12 members)
• 583 student branches (at least 12 student
  members)

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Current Section Status

• The following figure lists the top 10 active
  sections in R10 from 2008 to 2009. (The details
  of the report are described later)

Number of reports
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Current Chapter Status

• 82 new chapters have been formed in 2010.
• The following is the number of chapters formed
  from 2005 to 2010.

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• Detailed information for the status of sections
  and chapters can be found on IEEE R10
  Section/Chapter Coordinator webpage.

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2. How to Run Your Section Successfully
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2.1 Organize Your Section

• Organize the Section Roster
• Contact invite the active volunteers in your
  Section to be the Officers
• Vice chair, secretary, treasurer
• Electronic communications coordinator, newsletter
  editor, SAMIEEE (Section Access to Members)(Get
  statistics on members, contact members using
  E-notice, conduct a survey on members)
• Chapter coordinator, industry relations
  coordinator
• Affinity group chair (including GOLD, Life
  Members, Women in Engineering chairs), chapter
  chair
• Student/professional/educational activity officer
• Nominations and appointments, awards and
  recognition, membership development officers
• Organize the Committees
• Executive Committee, Technical Chapter, Affinity
  Group, and/or Student Branch.

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2.2 Set Up the Calendar

• Work with the Section Secretary and other
  Section/Chapter volunteers to establish an annual
  calendar (see a sample in the next slide).
• As the Section Chair, you will be responsible for
  running the regular meetings of the Section
  Executive Committee (usually, once a month). 

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• Calendar Sample

Date Activity
15-Jan Section Executive Committee Meeting - approval of Section budget for current year, completion/review of prior year financial report
24-Jan Future Cities Competition - Final Judging
26-Jan Final Date to submit Graduate and Undergraduate Student Papers
4-Feb Section ExCom Meeting - Student Paper Presentations
17-Feb Engineering Expo, 1030 - 130
17-Feb Regional Science and Engineering Fair
4-Mar Section ExCom Meeting
31-Mar Deadline - Submission of Officer, meeting, and financial reports
1-Apr Section ExCom Meeting
8-Apr Section LM Affinity Group Event - Combined technical talk with a Technical Society Chapter
10-Apr UTA - Student Professional Awareness conference
16-17 April Regional Conference
6-May Section ExCom Meeting
3 June  Section ExCom Meeting  - review of financial transactions/check register
2-Jul Section ExCom Meeting
5-Aug Section ExCom Meeting
17-Aug Computer Society Speaker/Symposium
2-Sep Section ExCom Meeting  - call for nominations for Section positions in the upcoming year
7-Oct Section ExCom Meeting
15-Oct Technical Meeting - Radio Frequency Identification - Past, Present, and Future
4-Nov Section ExCom Meeting  
2-Dec Section ExCom Meeting - annual election of officers
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2.3 How to Prepare Reports and Apply for Rebate

• Two main kind of reports
• 1. Prepare section report to R10.
• 2. Prepare Section Annual Reports to MGA
• apply for Rebate

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1. How to prepare report to R10

• Purpose
• 1. Share the information among the
• sections in R10
• 2. To win the R10 distinguished section
• award

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Report to R10 Suggested Section Report
Format(Submission deadline Feb. 15)

• PART A - SECTION SUMMARY
• A.1 Executive Summary (Please follow the format
  given below)
• Section Executive Committee Member List
• Section Highlights
• Major Events (International, National)
• Major Chapter Activities
• Major Student and Affinity Group Activities
• Awards
• A.2 Financial Report (Please follow the format
  given below)
• Summary (as per submitted L50)
• Any other financial activities

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• PART B - ORGANIZATIONAL ACTIVITIES
• B.1 Membership Development Activities
• Total number of active members in the past 3
  years.
• Summary and evidence of work done to improve the
  value of membership, which leads to retention and
  growth of members
• B.2 Chapter Activities
• Total number of Chapters in the Section
• Number of Chapters formed in the current year
• Number of Active Chapters (Chapters who have
  reported required number of meetings during the
  year)
• Summary of Chapter activities chapter wise with
  attachment table / information

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• B.3 Professional and Continuing Education
  Activities
• Summary of continuing Educational activities
  including conferences, technical activities,
  training courses, and distinguished lecture
  programs with attachment table / information
• B.4 Students Activities
• Total number of Student branches in the Section
• Number of Student branches formed in the current
  year
• Section level student activities (student
  congress, paper and other contests, awards etc)
• Number of Active Student branches (Student
  branches who have reported required number of
  meetings during the year)
• Summary of Student branch activities student
  branch wise with attachment table / information

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• B.5 Affinity Group Activities
• GOLD
• WIE
• Life Member
• B.6 Awards Recognition Activities
• Award constituted by the section
• Award constituted by the section
• Award(s) received from R10
• Award(s) received from IEEE HQ

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• B.7 Communication Activities (Newsletter, Home
  Page, E-mail etc.)
• Newsletter (name and number of issues in the
  year)
• Home Page of the section (give the URL and
  frequency which it is updated)
• Other means of contacts with section members
• B.8 Community Activities
• B.9 Other Organizational Activities

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• PART C - OTHERS
• C.1 Relationship with National Societies
• C.2 Special Events
• C.3 Problems to be Anticipated
• C.4 Best Practices of your section (which you
  would like share with other sections for
  the benefits of members)
• PART D - GOALS AND PLANS
• D.1 Continuation of Project/Activity in Progress
  and Their Implementation Plans
• D.2 Goals and Future Plans

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2. How to Prepare a Report to MGA and Apply for
Rebate

• The Section officers should collect all the
  annual reports of the subsections, chapters, and
  affinity groups.
• Annual reports include
• Meeting Activity
• Current Officers
• Financial Activity

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Meeting Activity Report Template

• Visit http//meetings.vtools.ieee.org/main

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Officer Report Template

• Visit http//ewh.ieee.org/forms/scs/interactoffic
  erform.php

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Financial Report Template

• Visit http//mgal50reporting.ieee.org/

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• Section secretaries are responsible for
  submitting meeting activity and officer reports.
• Section treasurers are responsible for
  submitting the financial report.

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Section Rebate

• After providing reports to the MGA Board, the MGA
  (Member and Geographic Activity) Board will
  review the Section record.
• The Section is eligible to earn a rebate payment.
• Minimum meeting requirements to earn a rebate
• 5 meetings for Sections and Subsections
• 2 technical meetings for Chapters
• 2 meetings for Affinity Groups

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• Section Rebate Schedule
• 19th Feb Early reporting for 10 bonus on total
  rebate
• 31st Mar Final Deadline for rebate eligibility
  including that of subunits
• 30th Apr Payouts for Section Rebates

Detailed Schedule Search IEEE MGA rebate
schedule on Google
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2.4 How to Win the MGA Outstanding Section Awards

• To recognize the excellent work of a large
  section and a small section, the MGA board gives
• Outstanding Large Section Award
• Outstanding Small Section Award
• A large Section Members gt 500
• A small Section Members ? 500

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• Selection criteria for winning the award
• Financial, officer and meeting reports must be
  submitted
• New GOLD Affinity Group formations
• How to start a new GOLD Section?
• Submit a petition signed by 6 IEEE GOLD members
  (excluding student members)
• Start with a committee that at least includes
  Chairperson, Vice-chairperson, Treasurer, and
  Secretary.
• Active Student Branch activity such as student
  paper contest, recruitment of Student members
• Continuing educational activities including
  conferences, technical activities, and training
  courses
• Contacts with Section members, including the
  number of newsletter issues, e-mail newsletters,
  regular updates of Section, Chapters, and Student
  Branches Web pages

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2004 - 2010 Recipients

• Outstanding Large Section Award Recipients
• 2010 R7 Vancouver Section
• 2009 R10 Taipei Section
• 2008 R9 Peru Section
• 2007 R3 Melbourn Section
• 2006 R2 Pittsburgh Section
• 2005 R7 Ottawa Section
• 2004 R1 Long Island Section
• Outstanding Small Section Award Recipients
• 2010 R7 Canadian Atlantic Section
• 2009 R6 Richland Section
• 2008 R10 South Australia Section
• 2007 R10 Shikoku Section
• 2006 R5 Oklahoma Section
• 2005 R9 Bahia Section
• 2004 R10 South Australia Section

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MGA Outstanding Section Award Submission
information

• Go to http//mga-awards.myreviewroom.com/ and
  submit the application form online.
• Deadline is on 16th May, 2011.
• Nominees and recipients will be notified in July.
  

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2.5 How to Organize Section Activities

• Lead the Section Executive Committee (ExCom) to
  review/revise Section activities
• Your Section ExCom should establish a calendar of
  events, goals, priorities, and budget.
• Inform members about the activities via Section
  and R10 Newsletters

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2.6 How to Inform Members about Section Activities

• A newsletter article (please contact R10
  Newsletter Editor Dr. Zia Ahmed or Section
  Newsletter Editor)
• A posting to the R10 Section web site (please
  contact Electronics Communication coordinator
  Dr. Jin Dong)
• SAMIEEE Tools (Get statistics on members, contact
  members using E-notice, conduct a survey on
  members)

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Useful Links

• Section Chair Quick Start Training
  http//www.ieee.org/societies_communities/geo_acti
  vities/officer_training/chair.html
• Chapter Chair Quick Start Training
  http//www.ieee.org/societies_communities/geo_acti
  vities/officer_training/chapter_chair.html
• Annual Report and Rebate Information
  http//www.ieee.org/societies_communities/geo_acti
  vities/required_reporting/rebate_schedule.html
• MGA Outstanding Section Award http//www.ieee.org
  /societies_communities/geo_activities/awards/recip
  ients/awards_outstanding_section.html
• R10 Section report
• ewh.ieee.org/reg/10/reports/secrep/secrep_inde
  x.html

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3. QA

• This ppt will be put on the R10 Section/Chapter
  Coordinator webpage.