Student Branch Leadership Training Workshop

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Student Branch LeadershipTraining Workshop
Akinori Nishihara Professor Tokyo Institute of
Technology 3 November 2005
IEEE Japan Council
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Introduction

• Name
• Branch
• Your IEEE Student Branch Position
• What do you plan to do truly great for and with
  your Branch this year?
• What is your number one goal this year?

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Schedule

• Introduction
• Branch Administration
• Branch Operations
• Branch Planning Discussion and Workshop
• Branch Resources
• Student Awards
• Membership
• Discussion and Workshop
• Fundraising
• Discussion and Workshop

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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 Student
  Services.
• Arranges for election of new Officers before
  leaving office.
• Communicates frequently with other Officers.
• Works with Branch Counselor in dealings with the
  Department and Faculty and local IEEE Section.

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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.

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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

• Endorse all student membership applications.
• 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
  and works closely with the Branch Officers and
  the Branch Mentor.

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Branch Mentor

• 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 efforts,
  including promoting membership benefits to new
  and existing members.
• Publicity Committee - responsible for advertising
  all Branch activities.
• Finance Committee - responsible for fundraising
  activities.
• Nominating Committee - responsible for setting
  election guidelines and dates and 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
• http//www.ieee.org/students click on
  campus
• 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. Visit
  http//www.ieee.org/scholarships

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Branch Program

• Invite speakers on technical or professional
  subjects.
• Enter design competitions (e.g., 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.
• Mentor junior students.
• Organize sales of lab kits, lab manuals, resume
  books, solved past exams.

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Branch Program (continued)

• Raise funds for charity or Student Branch
  projects.
• Publish a Student Branch Newsletter on the web.
• Develop a Student Branch web site. Free web
  space at http//ewh.ieee.org
• Participate in engineering awareness programs.
• Visit and organize joint activities with other
  Student Branches.
• Volunteer at a conference and help staff at
  membership booth.
• Host an annual Welcome Back or End of School
  picnic.
• Work with the local IEEE Section and Region.

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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 increase, some big
  event, retain existing members, seek 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 to capture every idea.
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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 event, let people do
  their jobs.
• Keep people communicating with short status
  meetings
• Compliment people on accomplishments (a key to
  motivated volunteers
• Plan for the unexpected! Murphys Law
• Reward yourselves when it is all over
• Learn from your mistakes and leave documentation
  for future officers!

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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!

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Branch Planning Workshop Scenario 1

• Far East University has its share of problems.
  Paul, an
• enthusiastic member accepted the job of Branch
  Chair (nobody wanted it anyway!), but
• There are only 9 members.
• Nobody else seems to know what an IEEE Student
  Branch is, including the recently appointed
  Branch Counselor, a new faculty member.
• Students are not good at English.
• The Branch is in the list of inactive branches.
• HE NEEDS YOUR HELP!!

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Branch Planning Workshop Scenario 2
At Western University, graduate students seem to
slap together an executive committee every
September. There is a big EE class in this
school and the Student Branch Counselor is
enthusiastic but busy. Undergraduate students
even think IEEE is for the graduate students
only. WHAT SHOULD THE BRANCH DO?
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Branch Resources

• Distinguished Lecturers 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).

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Branch Resources (continued)

• IEEE Student Concourse web site
• www.ieee.org/students
• Student Branch program information, awards and
  scholarships, all Student Branches listed with
  reported web sites and email addresses.
• IEEE Student Services student-services_at_ieee.org

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Branch Resources (continued)

• IEEE Student Branch All Magazine Package Plus 8
• fee is US550.00 in 2005
• subscription package includes all 33 IEEE
  magazines
• available to all Student Branches with a
  subscription
• Branches can also subscribe to up to 8
  transactions or journals
• at the Student member rate.
• Sample magazines are
• IEEE Spectrum magazine
• IEEE Potentials magazine
• IEEE Computer magazine
• IEEE Software magazine
• IEEE Internet computing magazine
• IEEE Power Engineering Review
• IEEE Micro magazine
• IEEE Personal Communications magazine

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Branch Resources (continued)

• IEEE Student Branch Library Subscription to the
  All Society Periodicals Package (ASPP)
• only Student Branches whose main libraries
  subscribe to non-member
• ASPP subscription qualify for the discounted fee.
  
• US3700.00 in 2005
• 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.
• Orders must be placed on IEEE Stationery, signed
  by Branch Chair and Branch Counselor, and sent
  with full payment.

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Membership

• Student Membership Benefits
• Membership Group Discussion

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Student Membership Benefits

1. Discover career opportunities and gain a better
   understanding of your field.
2. Gain a competitive edge with the included IEEE
   Spectrum and IEEE Potentials magazines.
3. Access world-class technical information provided
   by the IEEE and cut down your research time.
4. Join IEEE technical societies in your areas of
   interest.
5. Stay on the cutting edge with online resources
   available to members only--for technical
   information, planning a career move, or changing
   your e-mail provider.
6. Network with peers and future employers in your
   field, gaining valuable leadership experiences
   and making career contacts.
7. SAVE MONEY with substantial discounts on more
   than 15,000 IEEE books, journals, videos, and
   self-study courses.
8. SAVE MORE MONEY AFTER GRADUATION with the IEEE
   Reduced Dues Discount.
9. Take advantage of the tremendous buying power of
   the IEEE with programs such as Credit Cards,
   Automobile and other Insurance, and much more!

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Additional Programs

• GOLD (Graduates of the Last Decade)
• E-Mail and Communications Services (including
  IEEE Web Accounts and What's New _at_ IEEE for
  Students)
• Other IEEE Products and Services

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Student MembershipWho Qualifies?
Undergraduate or graduate students taking at
least 50 of a normal full-time course of study
in electrical, electronics or computer
engineering, computer sciences, an allied branch
of engineering, engineering technology or the
related arts and science
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IEEE Student Membership Dues

• 30.00 US and Canada (Regions 1-7)
• includes Potentials magazine (5 issues per year)
  (print)
• includes Spectrum and the Institute (online and
  print)
• 25.00 all other areas of the world
• (Regions 8, 9 10)
• with option to subscribe to Potentials magazine
  for 5.00
• includes Spectrum and the Institute (online and
  print)

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Membership Group Discussion
Q1. Why did you join the IEEE and why did you
become active? Q2. Why do some students neglect
to renew their IEEE membership? Q3. How would you
encourage a student to renew membership after it
has lapsed (expired)? Q4. How would you attract
students who have access to IEEE Xplore through
university library?
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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 IEEE USA 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

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S-PAC and S-PAVe
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S-PAC OVERVIEW

• What is an S-PAC?
• Student Professional Awareness Conferece
• 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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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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S-PAVe OVERVIEW

• What is an S-PAVe? Student Professional
  Awareness Venture
• 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
• IEEE USA 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 IEEE USA
  SPAC Chair
• Award notification is made within 2 weeks

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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

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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

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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

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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