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Training Workshop

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Training Workshop Session for New Chairs Dr. James Jhing-Fa Wang IEEE R10 Section/Chapter Coordinator IEEE Fellow & Chair Professor, NCKU, Taiwan – PowerPoint PPT presentation

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Title: Training Workshop


1
Training WorkshopSession for New Chairs
  • Dr. James Jhing-Fa Wang
  • IEEE R10 Section/Chapter Coordinator
  • IEEE Fellow Chair Professor, NCKU, Taiwan
  • Mar. 6 2011

2
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

3
Section ChairQuick Start Training
  • James, Jhing-Fa Wang
  • IEEE R10 Section/Chapter Coordinator
  • IEEE Fellow Chair Professor, NCKU, Taiwan
  • Mar. 6 2011

4
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

5
1. Introduction to IEEE Section and Chapter
6
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

7
  • 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)

8
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
9
Current Chapter Status
  • 82 new chapters have been formed in 2010.
  • The following is the number of chapters formed
    from 2005 to 2010.

10
  • Detailed information for the status of sections
    and chapters can be found on IEEE R10
    Section/Chapter Coordinator webpage.

11
2. How to Run Your Section Successfully
12
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.

13
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). 

14
  • 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
15
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

16
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

17
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

18
  • 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

19
  • 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

20
  • 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

21
  • 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

22
  • 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

23
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

24
Meeting Activity Report Template
  • Visit http//meetings.vtools.ieee.org/main

25
Officer Report Template
  • Visit http//ewh.ieee.org/forms/scs/interactoffic
    erform.php

26
Financial Report Template
  • Visit http//mgal50reporting.ieee.org/

27
  • Section secretaries are responsible for
    submitting meeting activity and officer reports.
  • Section treasurers are responsible for
    submitting the financial report.

28
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

29
  • 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
30
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

31
  • 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

32
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

33
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.

34
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

35
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)

36
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

37
3. QA
  • This ppt will be put on the R10 Section/Chapter
    Coordinator webpage.
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