Training Workshop“Session for New Chairs”

Dr. James Jhing-Fa WangIEEE R10 Section/Chapter Coordinator

IEEE Fellow & Chair Professor, NCKU, TaiwanMar. 6 2011

Agenda

10:00-10:30 “General Feedback Section” - Hang-bong Kang R10 membership development coordinator

10:30-11:00 “Training Session” - James Wang R10 Section/Chapter Coordinator

- Takatoshi Minami R10 ARC Chair

- Deepak Mathur R10 SC Chair

11:00-1130 “Training Session” -Enrique Tejera, Director of Division VII

Section ChairQuick Start Training

James, Jhing-Fa WangIEEE R10 Section/Chapter Coordinator

IEEE Fellow & Chair Professor, NCKU, TaiwanMar. 6 2011

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

1. Introduction to IEEE Section and Chapter

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

Visions and Missions

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)

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

Current Section StatusN

um

ber

of

rep

ort

s

Current Chapter Status 82 new chapters have been formed in 2010. The following is the number of chapters formed from

2005 to 2010.

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

2. How to Run Your Section Successfully

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.

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). 

Calendar SampleDate 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, 10:30 - 1:30

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

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

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

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

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

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

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

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

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

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 ActivityCurrent OfficersFinancial Activity

Meeting Activity Report Template Visit http://meetings.vtools.ieee.org/main

Officer Report Template Visit: http://ewh.ieee.org/forms/scs/interactofficerform.php

Financial Report Template Visit http://mgal50reporting.ieee.org/

Section secretaries are responsible for submitting meeting activity and officer reports.

Section treasurers are responsible for submitting the financial report.

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 Subsections2 technical meetings for Chapters2 meetings for Affinity Groups

Section Rebate Schedule19th Feb: Early reporting for 10% bonus on

total rebate31st Mar: Final Deadline for rebate eligibility

including that of subunits30th Apr: Payouts for Section Rebates

Detailed Schedule: Search “IEEE MGA rebate schedule” on Google

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 givesOutstanding Large Section AwardOutstanding Small Section Award

A large Section: #Members ＞ 500 A small Section: #Members ≦ 500

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;

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

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.

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

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)

Useful Links

Section Chair Quick Start Training: http://www.ieee.org/societies_communities/geo_activities/officer_training/chair.html

Chapter Chair Quick Start Training: http://www.ieee.org/societies_communities/geo_activities/officer_training/chapter_chair.html

Annual Report and Rebate Information: http://www.ieee.org/societies_communities/geo_activities/required_reporting/rebate_schedule.html

MGA Outstanding Section Award: http://www.ieee.org/societies_communities/geo_activities/awards/recipients/awards_outstanding_section.html

R10 Section report ewh.ieee.org/reg/10/reports/secrep/secrep_index.html

3. Q&A

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