Section Secretary Responsibilities

1
Section Secretary Responsibilities

• Bill Gorder
• Region 4 Secretary
• IEEE Region 4 Meeting
• January 2008

2
Responsibilities of Section Secretary

• The Section Secretary manages the records and
  correspondence of the Section

3
Responsibilities of Section Secretary

• maintains accurate minutes of all Section
  Executive Committee meetings
• distributes meeting notices and agendas for all
  Executive Committee meetings
• supports Chapters (unless otherwise supported)

4
Section Secretary

• Report all meetings to IEEE
• Audit trail member/non member attendee counts
  are required
• Meeting types
• Administrative, Educational, Professional,
  Social, Technical
• Technical meetings can be delivered via chapter
  or section

5
Section Secretary

• Report all meetings to IEEE
• IEEE prefers timely reporting
• Absolute annual deadline for all reports is March
  31
• but this may cost section a timely submission
  bonus
• Online reporting is easy and required - L31 forms
  are no longer available

6
Section Secretary

• Meeting Submission Form
• Sponsor (pulldown of all Sections/Chapters)
• Attendance (members / non members)
• Meeting category
• Title of presentation and speaker contact
  information
• Submitter and email cc list

7
Section Secretary

• Meeting reports can be viewed by anyone for any
  section or chapter
• access the tool at the same location as for
  reporting meetings (access info shown later)

8
Section Secretary

• Maintain a current record of all officers
• notify IEEE officers changes at time of change!
• IEEE geographic roster is accurate to within two
  weeks of change submission
• lists all Section officers for all Region 4
  Sections
• Accessible by any volunteer (officer)
• requires web account

9
Section Secretary

• 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
• Use the on-line tool same location as for
  meetings reports

10
Section Secretary

• Key elements of a Section's viability
• Holds minimum required meetings
• Treasurer's annual report
• Secretary's report of officers
• Secretary's report of meetings
• Do not impair your Section's viability by not
  filing required reports!

11
Section Secretary

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

12
Section Secretary

• Secretary is often the point of contact for
  queries, requests, etc. and is a visible position
• be courteous, competent, responsive, ...

13
Section Secretary

• A suggestion to enhance your position
• learn and use SAMIEEE (Analytics) even if your
  Section has a SAMIEEE person
• access is no longer limited to a single Section
  representative
• web based - available to all volunteers
• recommend using the suggested training

14
Section Secretary

• Web references - start http//www.ieee.org
• Officer and meeting reporting
• select volunteers
• select volunteer resources
• select Section Chapter Support

15
Section Secretary

• Web references - start http//www.ieee.org
• geographic rosters
• select volunteers
• select volunteer resources
• select Organizational Roster
• select Part III Geographic Roster