Title: Training Workshop
1Training 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
3Section ChairQuick Start Training
- James, Jhing-Fa Wang
- IEEE R10 Section/Chapter Coordinator
- IEEE Fellow Chair Professor, NCKU, Taiwan
- Mar. 6 2011
4Outline
- 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
51. Introduction to IEEE Section and Chapter
6Visions 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)
8Current 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
9Current 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.
112. How to Run Your Section Successfully
122.1 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.
132.2 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).
14Date 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
152.3 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
161. How to prepare report to R10
- Purpose
- 1. Share the information among the
- sections in R10
- 2. To win the R10 distinguished section
- award
17Report 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
232. 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
24Meeting Activity Report Template
- Visit http//meetings.vtools.ieee.org/main
25Officer Report Template
- Visit http//ewh.ieee.org/forms/scs/interactoffic
erform.php
26Financial 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.
28Section 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
302.4 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
322004 - 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
33MGA 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.
342.5 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
352.6 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)
36Useful 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
373. QA
- This ppt will be put on the R10 Section/Chapter
Coordinator webpage.