Section Secretary Responsibilities

1
Section Secretary Responsibilities

• IEEE Region 4 Meeting
• Jan 31 - Feb 1, 2004
• Presenter Bill Gorder, R4 Secretary

2
Section Secretary Responsibilities

• The Section Secretary manages the records and
  correspondence of the Section
• Responsibilities
• maintain accurate minutes of all Section
  Executive Committee meetings
• distribute meeting notices and agendas for all
  Executive Committee meetings
• support Chapters (unless otherwise supported)

3
Section Secretary Responsibilities

• Responsibilities (cont)
• report all meetings to IEEE
• IEEE requires sign in member/non counts
• Section technical meetings
• Section ExCom meetings
• Chapter meetings (if not reported by Chapters)
• IEEE prefers timely reporting and requires
  meeting annual deadline for all reports
• Usually third week of February
• Online reporting is easy but L31 forms can still
  be used

4
Section Secretary Responsibilities

• Responsibilities (cont)
• maintain a current record of all officers
• notify IEEE of all changes in officers - at time
  of change!
• IEEE online roster is accurate to within two
  weeks of roster submission
• all Region 4 committee positions
• all Section officers for all Region 4 Sections
• Accessible by any volunteer
• if you hold an office, you are a volunteer
• requires web account - set one up from IEEE web
  site

5
Section Secretary Responsibilities

• Responsibilities (cont)
• maintain a current record of all officers (cont)
• annual notification to IEEE of all officers
• even if there were no changes
• part of annual reporting
• deadline usually third week of February

6
Section Secretary Responsibilities

• Importance of Secretary Responsibilities
• Key elements of Section viability
• Hold meetings
• Treasurer's annual report
• Secretary's report of officers
• Secretary's meetings reports
• Do not impair your Section's viability by not
  filing required reports

7
Section Secretary Responsibilities

• Other Secretary Responsibilities
• safekeeping of Section records
• maintain adequate supply of forms, stationery,
  other materials required to run your Section

8
Section Secretary Responsibilities

• Secretary is often point of contact for queries,
  requests, etc.
• if you don't handle the correspondence yourself,
  know who to contact and pass it on to the
  appropriate person quickly
• The Secretary is a visible position
• you will often be the person a contact sees as
  your Section
• be courteous, competent, responsive, ...

9
Section Secretary Responsibilities

• Suggestion enhance your position
• learn and use SAMIEEE even if your Section has a
  SAMIEEE person
• access no longer limited to single Section rep
• web based - available to all volunteers
• recommend using the suggested training
• secretary is person most likely to benefit after
  person that handles newsletter distribution

10
Section Secretary Responsibilities

• Web references - all start with
  http//www.ieee.org
• online rosters
• select "volunteer resources" on left
• select "for all volunteers"
• select "Organization rosters"
• select "Part III - Geographic Roster"
• select "Web Account" if needed
• select "View the Geo. Roster"

11
Section Secretary Responsibilities

• Web references (cont) - all start with
  http//www.ieee.org
• Filing reports on the web / SAMIEEE
• select "volunteer resources" on left
• select "for People Involved in Sections"
• select "Meeting and Officer Reports"
• or
• select "SAMIEEE"